Gap analysis

Group Members:

Tan Jian Hong Denise Pong

Goh Wei Koon Kamal

What is Gap Analysis?

Gap analysis is a tool that helps us to compare its actual performance with its potential performance.

Two core questions are: "Where are we?" and "Where do we want to be?

What does Gap Analysis plans to achieve?

The goal of gap analysis is to identify the gap between the optimized allocation and integration of the inputs (resources) and the current level of allocation. This helps provide us with insight into areas which could be improved.

Gap analysis provides a foundation for measuring investment of time, money and human resources required to achieve a particular outcome

Process of Gap Analysis

The gap analysis process involves determining, documenting and approving the variance between business requirements and current capabilities.

Gap analysis naturally flows from benchmarking and other assessments.

Areas to use Gap Analysis

•Market potential

•Existing usage

•Product gap

•Competitive gap

•Current industrial potential

Decision Matrix /Perspective-Criteria Matrix

Decision Matrix

• Consist of critical criteria used to assess a set of ideas to determine which one(s) are best possible solution(s)

• Brings objectivity and thoroughness to decision making process

• Prevents biasness by team members

8

Ideas Selection

Perspective-Criteria Matrix Step A: Define 2 perspectivesStep B: Define 2 criteria per perspectiveStep C: Select your ideas

Ref: Turning Ideas Into Gold pp 161 - 174

PCM:Examples of Perspectives

• Customers, stakeholders• Internal / External• Management / Staffs• Public / Organization• Judges, etc.

9Select

2 pers

pecti

ves

Ref: Turning Ideas Into Gold pp 161 - 174

PCM: Examples of Criteria

• Least Cost / resources• Innovativeness• Maximum impact• Least risk • Shortest timeframe• Most important / most urgency• Maximum savings• Etc.

10Select

2 crite

ria pe

r pers

pecti

ve

Ref: Turning Ideas Into Gold pp 161 - 174

11

Prioritizing from Organization Point of View

Hig

h Im

pact

Low

Low High Innovativeness

4

3

2

1

Ref: Turning Ideas Into Gold pp 161 - 174

Where to write?

12

PartnershipWith

University for

research of XXX

2 cm

Ref: Turning Ideas Into Gold pp 161 - 174

13

Prioritizing from Public Point of View

Fast

Res

pons

e Sl

ow

Least Most convenient

1 3

2 4

Ref: Turning Ideas Into Gold pp 161 - 174

Where to write?

14

PartnershipWith

University for

research of XXX

2 cm

Ref: Turning Ideas Into Gold pp 161 - 174

1.Select all the ideas with 7 or 8 points

2.Discuss with your team to pick the best ideas for implementation

15

PartnershipWith

NUS for research of XXX

2 cm

Ref: Turning Ideas Into Gold pp 161 - 174

Multi-Dimension Decision Matrix

16

Factors Carol Mike Betty JoeInitiative 5 3 1 4Learn 4 5 1 2Compatible 4 2 3 1Experience 1 3 4 5Excel 3 4 4 4SAS 4 5 3 2Total 21 22 16 18

Affinity Diagram

Introduction

• Creative brainstorming process in which consensus is reached by visual (written) rather than verbal means.

• Can also be used as a management and planning tool that can help with the systematic analysis of large amounts of data.

• Helps in translating large amounts of complex, apparently unrelated information, into natural and meaningful groupings of data.

Steps to carry out Affinity Diagram

1. Identify Performance Problem or Business Opportunity

2. Assemble the Right Team3. Generate and Record Ideas4. Silent Sorting5. Consensus on Final Groupings6. Create Header Cards That Describe the

Grouping7. Draw a Finished Affinity Diagram

Header CardHeader Card

Problem Problem StatementStatement

Header CardHeader CardHeader CardHeader Card

Basic Structure of Affinity Diagram

IdeaIdea

IdeaIdea

IdeaIdea

IdeaIdea

IdeaIdea

IdeaIdea

IdeaIdea IdeaIdea

IdeaIdea

Advantages of Affinity Diagram

• A team can generate a large number of ideas in a relatively short period of time.

• Encourages participation because every person’s ideas find their way into the process.

• Encourages ‘new’ thinking when only ‘old’solutions are emerging from a group.

Advantages of Affinity Diagram

• Facilitates the exploration of new and logical thought patterns by encouraging people to react from a creative response level rather than the intellectual and logical levels.

• An effective way to deal with large and complex issues which may be ‘paralyzing’the brainstorming of a team.

• Consensus and support are reached on a solution because all participants have ‘ownership’ in the process.

Limitations of Affinity Diagram

• The use of technical language skills may require detailed clarification of ideas which is not allowed because ideas are generated in silence and without discussion.

• Group members must have the necessary expertise on the issue.

• Getting a non-traditional group together that is willing to engage in ‘new thinking’may be hard to do.