Performing a Project Office Gap Analysis

Gap Analysis

A gap analysis is then performed for each problem. The gap analysis presents the current state and desired state of each problem within the problems list. The PMO will be tasked with moving the organization from the current state to the desired state specified.

Create a gap analysis by defining the current state and the desired state of each problem. The current state is a precise statement of the situation as it stands at the time of the assessment. The desired state is the successful end result that will exist when the PMO has addressed the issue in the future. An example follows:

Examples:

Current State 1) 40% of projects launched in the last five years had a poorly defined, ambiguous scope statement. This led to project failure for 50% of those projects, and to scope creep (addition of excess deliverables), significant cost overruns, and major delays in the other 50%.

Desired State 1) All project scope statements are written to a standard that ensures clarity and lack of ambiguity. Project failure rates from this cause are reduced to zero. Cost overruns and delays due to this cost are reduced to fewer than 10% of all projects, and never exceed 50% of the project budget or schedule.

Current State 2) Project risk identification is carried out on only 30% of all projects, and ongoing risk management on only 10%. When risk management is attempted, the project manager must define and apply his own system, reinventing the wheel each time. There is no way to aggregate and report project risks to executives.

Desired State 2)A single project risk system is in place and is used by all projects. The PMO aggregates and reports project risk information, allowing project managers and executives to take prompt action.