📊 Methodology for conducting a GAP analysis before implementing Odoo
The purpose of GAP analysis is:
to identify gaps between the company's defined business processes and Odoo's functionalities, to focus on only agreed key areas, to prepare a technical and functional model, to assess the timing, budget and feasibility of implementation.
🔹 1. Kick-off: start of the analytical stages
📌 Goal:
Launch the analytical phase with clearly defined frameworks, processes, responsible persons, and basic technical readiness.
📋 Check-list:
✅ A formulated and written agreed upon goal of the GAP analysis with a list of processes being analyzed
✅ Designated contact persons on both sides (coordinators, key users, technical specialists)
✅ A communication channel or project has been created in the task system
✅ Access to existing systems/documents related to the processes being analyzed is provided
✅ A contract for conducting a GAP analysis (or other written document) has been signed
✅ Odoo test environment created (if required)
✅ Non-Disclosure Agreement (NDA) signed (optional)
🔹 2. Analysis: process analysis
📌 Goal:
Gather a description of current processes (AS-IS), understand expectations (TO-BE), identify priorities and critical functionality.
📋 Check-list:
✅ Interviews/workshops with key users conducted
✅ Processes are described in "as is" and "as desired" formats
✅ Basic automation requirements are recorded
✅ Examples of standard Odoo functionality demonstrated (on the demo example)
✅ Process prioritization (must-have, nice-to-have) obtained
✅ Must-have functionality identified for further development
🔹 3. Configuration & Development: GAP document formation and assessment
📌 Goal:
Build a functional model of the future system, prepare a demonstration environment, conduct an estimate of labor costs and budget, and create a GAP analysis document.
📋 Check-list:
✅ 1. Compliance analysis and TO-BE construction:
✅ Processes are compared with the target model in the BPMN diagram
✅ GAP matrix formed (standard / settings / custom)
✅ 2. Preparation of the demonstration stand:
✅ Customized demo environment
✅ Modules are activated
✅ Demo data are imported
✅ Determined which GAPs this environment covers (for further demonstration)
✅ 3. Technical training (optional):
✅ Data mapping for migration
✅ Integration scheme (if applicable)
✅ 4. Estimated scope of work:
✅ Evaluation of standard module settings
✅ Customization evaluation
✅ Integration evaluation
✅ Infrastructure assessment (deployment, hosting)
✅ Assessment of learning
✅ Post-launch technical support evaluation
✅ 5. Preparation of the final document:
✅ Description of AS-IS and TO-BE processes
✅ BPMN diagrams are added
✅ GAP matrix is formed
✅ Implementation options are recommended
✅ Labor and budget estimates
✅ Conclusions, phasing, risks
🔹 4. Go-Live: project approval and start of implementation
📌 Goal:
Present the results of the GAP analysis, agree on the final model and start the project.
📋 Check-list:
✅ A demonstration of the GAP analysis document was held
✅ A prepared demo environment is presented (what exactly it covers)
✅ A detailed presentation of the implementation budget was made, according to the GAP matrix
✅ Open questions regarding implementation/technical details/implementation options discussed
✅ The next steps and implementation stages have been agreed upon (MVP, phase 1, commercial proposal, contracts)
📌 Result:
The client has a clear vision of what will be implemented, how, when, and at what cost. Next, a decision is made to launch the project or form a phased plan.
🔚 Final result of GAP analysis:
✔️ Understandable business processes
✔️ Functional gaps are identified
✔️ An implementation plan has been formed.
✔️ Prepared budget and resources
✔️Readiness to implement the Odoo system