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SAP Gap Analysis

Stage 1.  Preparation of a solution template for the trainings. This stage includes gathering of the template documentation (business blueprint, manuals, technical documentation) and preparation of the training system (e.g. on the test system). The sample data (e.g. materials, customers, vendors) should be obtained from the new company and loaded to the training system. It shall enable the employees of the local company to better identify the discussed processes.

Stage 2.  Training of the project team members (key users) in the scope of implemented processes in the template system.The owners of the template business processes present the functionality available in the system to the users from the local company.The implementation consultants, a particularly the consultants familiarized with the local legal regulations, should participate in such a training.

In particular cases, if there is a problem in the local company to communicate in the project language, this stage may be divided into two sub-stages: Training of the implementation consultants in the scope of template processes executed by the owners of the processes in the project language, and then training of the members of the project team from the local company by the implementation consultants in the local language.

Stage 3.  Sessions of project teams devoted for the determination of the differences between the presented processes and local needs.On the basis of the knowledge gained during the trainings, the employees of the local company indicate the differences between the process modelled in ERP system and the process currently operated in the company.It is necessary to indicate all perceived differences.

The decision, whether the difference will be implemented in SAP system or an organizational change by the company will be required or whether the process will remain in the existing form, should not influence the fact of registering the discrepancy. The reported differences should be registered, using the project tools applied in the organization (e.g. a list of differences in SharePoint portal or at least common Excel sheet available in the network directory). Each difference should be described by means of the following attributes:
  • ID of the difference (GAP_ID) – numeric identifier,
  • Module – specification of the area, where the gap was identified (e.g.MM, FI),
  • Process that it refers to – specification of the process that this difference refers to (e.g. purchase of the raw material),
  • Reporting person – full name of the person reporting the difference,
  • Business need – business justification for the existence of the given difference,
  • Type (legal, local) – information whether the given difference results from the legal regulations,
  • Priority (high, medium, low) – information on the degree of the significance of the difference,
  • Estimated workload of the implementation of the changes in the system (e.g. number of days of the consultant work) – it allows to compare the significance of the change with the workload for its implementation.

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