Fit/Gap Analysis Phase http://web.princeton.edu/dms/public/methodology/dev/gapanal.html
Fit/Gap Analysis Phase
In this phase, the package is installed in a development or test area, and the stakeholders get together in
one room to compare the features and functions of the package with the needs identified in the system
analysis phase of the Selection stage. Any required functionality that is not included in the package is
identified, in addition to any changes to the package that are required. If necessary, the system analysis
may need to be revisited, to incorporate the functions of the package.
The primary participants in this phase are the core team and all additional stakeholders identified as
extended team members and scheduled in the Fit/Gap Analysis Planning phase.
Deliverables
Package Installation
The package is installed in a development/test area for functional appraisal,
using University data.
Use Cases and Scripts
Use cases are specific examples of business processes. Scripts are
step-by-step instructions for appraising functionality. At this time, there are
neither templates nor samples for these items.
Updated Business Process Models
These models show the triggering event, the primary and secondary outputs,
and the inputs of the desired system. These models must be updated from
the original Business Process models to reflect the customized package, and
any new processes must be modeled using Visio templates available on the
M drive.
Note: If you do not have Visio on your machine, you will not be able to use
the template. In this case, you can use the PC in the hallway where Visio is
installed.
Updated Business Process Document
This document is the text companion to the Business Process models.
Update the original document with the new processes, and change the
previously-defined processes as required.
Updated Activity Flow Diagrams
This diagram documents the flow of activities for a business process or
sub-process. Update existing activity flow diagrams as needed to reflect the
customized package. If there is an attached Word document describing the
activity flow, be sure to update that too.
Updated Extended Entity Object Model
The extended object model includes aggregates and inheritance, as needed.
If the package is very different from the projected system defined in System
Analysis, you will have to create a new model; otherwise, you can update
the existing model to reflect the customized package. This model is updated
or created in Visio.
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Object Life Cycle Models
If new objects have been added, or an existing object has a different life
cycle in the package than the projected system, new models may be
required. These models are created in Visio.
Customization Report
This is a brief explanation of the adaptations and adjustments required to
make the package work for Princeton. At this time, there is no template and
no sample for the Customization Report.
Updated Project Plan with Phase Section for Logical Design
The project plan produced in the System Analysis phase is updated with
information on deliverables, resourcing, and schedules gleaned from the
Fit/Gap Analysis. In addition, a phase section is produced for the Logical
Design phase and attached to the project plan.
Methodology Compliance Form
This form is initialized by the project team, and completed by a methodology
representative who has reviewed the project documentation and found it
acceptable. It is completed in Word.
At this time, no sample is available.
Recommendation Form
This form is completed by the project team, and contains the
recommendation to the approving authority on whether or not the project
should continue. The form is completed in Word.
At this time, no sample is available.
Steps
1. The project team reviews the documentation from the previous phases, and pulls in extended team
members with business and technical expertise.
2. The team meets to review the data, and map the legacy data into the package database. Pay
particular attention to multiple mapping of single data items, since these will require decisions about
where to locate the data. If you do place the data in multiple locations, plan how you will key the
updates to be sure to update all locations.
3. The team meets to generate a list of what people are going to try to do with the system (examples
rather than models), and creates use cases to be used in scripts for appraising the functionality of
the package.
4. Scripts are written based on the use cases. Keep in mind that deviations from the script can be
useful, provided that scripted functionality is not skipped.
5. The team meets to map the business processes discovered in business and system analysis against
the package functions, using the scripts, and noting which processes are not available in the
package, or work differently in the package. Be sure to check security requirements.
6. The team meets to determine where the differences are between the expected system and the
delivered package and discusses the following:
Which differences can you live with, and which must be fixed?
What can you do about the differences you can't live with?
What can you get the vendor to change?
7. Based on the preceding steps, the team updates the business process models, activity flow diagrams,
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entity object model, and object life cycle models to reflect the customized system.
8. Based on the preceding discussions, the team writes the customization report, detailing what
changes will be required to make the package work at Princeton. This includes any interfaces to
existing systems, and additions and changes to the packaged system. The report also indicates for
each item whether the work is to be done by Princeton staff or the vendor.
9. Based on the customization report, the team updates the Project Plan, and completes a phase
section for the Logical Design phase.
10. The project team forwards the deliverables to the methodology representative for review. The
methodology representative reviews the documents for compliance, and completes the Compliance
Form. If the deliverables conform to methodology requirements, they are returned with the
completed compliance form to the team, which then proceeds with the next step.
If the deliverables do not conform to the methodology requirements, the deliverables and the
compliance form are returned to the team with an explanation of what is wrong. The team then
corrects the deliverables as required and returns them to the methodology representative for a
follow-up review. When the reviewer approves the deliverables, the team continues with the next
step.
11. The project team writes a recommendation indicating whether they think the project should
continue or not, using the Recommendation Form. The recommendation form is attached to the
updated project plan and any other project documentation, and forwarded to the project sponsor for
review. If there are significant changes to the scope, schedule, or budget, the project sponsor
forwards the documentation and recommendation form to the approving authority for review.
12. The project sponsor or approving authority decides whether or not to move forward with the
project.
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