„We want to implement Odoo. What will that cost us?“
"An implementation partner provided us with a new system some time ago. But it doesn't really fit our processes and is therefore not accepted by the staff at all.“
„But this is standard functionality that every system covers. Why is our requirement causing additional costs?“
„Our system is fully tailored to our needs, we insisted on this when we implemented it. In the meantime, however, it is outdated and so rigid that modernisation is not (easily) possible.“
These are just a few examples of statements that we regularly hear from prospective customers in practice or questions that we are asked. And of course it is our goal to prevent dissatisfaction with the system solution and to give valid answers to all these questions.
But it is clear that we can only do this if we know the framework conditions. And that is why we at SUPPLiot rely on a GAP analysis before the project begins.
The GAP analysis as a tool
The implementation of a (new) ERP system is a big and important step towards digitalisation and process optimisation. Especially because of its strategic importance, the implementation of such a project must be carefully planned.
The GAP analysis is a tool with which the gap between the current actual state and the desired target state is uncovered, in order to finally be closed by the appropriate solution.
Example: In the course of the GAP analysis, the customer reports how the current accounting process is handled step by step. Detailed questions about process steps are asked directly, special features are questioned and, if necessary, documented as a requirement. Subsequently, the Odoo standard way is demonstrated as best practice and finally the target state is discussed. Any gaps between the actual and target state are closed by process adaptation or system configuration (only in emergencies by custom development).
With this kind of in-depth discussion within the scope of the analysis, we ensure that your project is implemented within the defined time/cost frame while minimising the associated risks.
In addition, the GAP analysis represents a kind of "safety gate" for both project client and contractor. Instead of both sides committing to an overall project in a kind of black box from the beginning, the analysis phase can be followed by a reassessment and a decision on project implementation.
That alone does not convince you? Then read on to find out more about our motives.
Five good reasons for a GAP analysis
At the beginning of a project, the investment in a GAP analysis may seem relatively high. However, we know from experience that every minute invested at the beginning saves even more time (and one thing is certain: time is money) and nerves in the further course of the project.
Below you will find five good reasons why we rely on the GAP analysis before the start of the project and why we would not want to do without it:
Creating a common understanding
At the beginning there are always a lot of requirements that need to be understood, discussed, prioritised and brought to a solution. Only when the question 'Have we understood this correctly?' can be answered unreservedly with 'Yes!' by everyone involved, have we reached our goal. Then we can find suitable solutions to the requirements: As close to the Odoo standard as possible, as individual as necessary.
"Only Teamwork makes the Dream work"
This intensive first analysis phase gives a foretaste of a joint project and cooperation. Our customers get an impression of how we work and whether it is a "good fit". Let's face it, an ERP implementation project brings challenges with ups and downs - all the more important is a level of trust in partnership on both sides.
Change management and process optimisation
The introduction of a new ERP system represents a significant change that must be managed from the very beginning. In the course of the GAP analysis, company processes are challenged in a timely and conscientious manner and, if necessary, optimised by adapting them to the Odoo standard.
Risk management
Every project involves certain risks, but of course also opportunities. The analysis phase at the beginning of every major project reveals expectable and less expectable risks, which helps to minimise the risks and set up a realistic project plan. Project opportunities can also be recognised in time and used in the best possible way.
Assessment of project/cost framework
We are aware that the effort and costs associated with an implementation project represent a not inconsiderable investment for companies. We therefore understand the desire for an investment framework, but can only serve this if both sides are aware of the necessary framework conditions as a result of the GAP analysis.
We hope that we have already convinced you of the importance of the analysis phase. But now you are surely asking yourself what that means exactly and what is in store for you. Or?
The tried and tested procedure
Based on our practical experience, we carry out the GAP analysis in several steps. This is how a GAP analysis with the SUPPLiot team works:
Pre-analysis
Analysis I
Preparation
Pre-analysis
We start by analysing the documents and information provided by you during the initial meeting, submit a questionnaire in advance and develop initial ideas for the implementation of previously known requirements. Furthermore, a demo database is set up in which the first processes are mapped on a trial basis. It has also proved advantageous to appoint a person responsible for the project on the customer side at this early stage or to define key contact persons who will subsequently be decisive for the implementation of the system.
Analysis phase I
We visit you and get to know your company and its processes. There are some requirements that we can easily address sitting at a meeting table. For others, we prefer real-life conditions and stand with our customers, for example, in their cold stores, visit the warehouse, observe an incoming goods department or accompany a production process on the assembly line. All requirements for the different processes are carefully documented, as is the current system architecture.
Preparation
Already after the first appointment we start to sharpen the prototype with our findings and work out first approaches to solutions for more specific challenges. If it is possible with the available information, we also provide an initial cost-benefit assessment (ROI). This preparation enables us to ask even more targeted questions in the next analysis phase.
Analysis II
Follow-up
Review
Analysis phase II
Together with you, we work out the ideal processes for your company. We try to map each requirement satisfactorily in the Odoo standard process before looking for an alternative solution. In this appointment we can already clearly condense the process mapping in Odoo
Follow-up
In most cases, this phase is quite time-consuming for us. We document your business processes before we enrich your requirements in order to finally divide them into work packages and implementation phases. We then create an implementation concept according to phases, which would form the basis for a possible project plan.
Review
Since the results are usually quite extensive and sometimes require explanation, we are happy to present them in a joint meeting. Thereby we use the opportunity to address your questions and customisation requests.
Result with added value
The result of the GAP analysis is a central basis for decision-making and a necessary starting point for a possible implementation project.
Specifically, you will receive the following results from the GAP analysis:
- a comprehensive list of your requirements for an ERP system incl. description, challenges, prioritisation if necessary as well as a possible breakdown into task packages (note: this list also has added value for you should you decide against an implementation of Odoo and in favour of another system).
- a concept document outlining the implementation and system architecture for implementing Odoo in your company
- an effort estimate based on assumptions for the implementation as well as a time schedule for an implementation
- an overview of the "gaps" between the Odoo standard and your individual business requirements.
Concept document, gaps and effort estimation finally form the basis for your strategic decision for or against a project and the implementation of Odoo as ERP system in your company.
GAP ANALYSIS
That sounds interesting to you?
We're glad to hear it! 😊 Contact us for a no-obligation initial consultation and let us tackle your project together.
Do you still have some unanswered questions? Perhaps you will find what you are looking for in our FAQ.
FAQ
Before answering this question, we would like to emphasise that the effort involved in a GAP analysis should be seen less as a cost and more as a worthwhile investment.
The effort involved depends in particular on the following parameters:
- Company size and structure
- Number of different contact persons and project-relevant process
- Maturity of processes in the respective sector via the Odoo standard vs. individually necessary adjustments
- Special legal requirements for the company processes
- Degree of readiness to adapt existing processes to the Odoo standard
- Number of existing/necessary interfaces to other systems
Without taking into account the parameters listed above, a workshop duration of 0.5 person-days per "topic stream" (e.g. merchandise management) can be assumed as a basis. However, expenses for preparation and follow-up have to be calculated in addition.
Example: Analysis effort for 2 topic streams in the course of 1 workshop day on site
- 1.0 days workshop on site
- 0.5 days preparatio
- 2.0 days follow-up
- + Effort for a second person on site as analysis assistance for documentation
Unfortunately, we have to remain diplomatic here and say: It all depends ...
The following parameters influence the duration of the GAP analysis:
- Company size and structure
- Current workload and lead times at SUPPLiot
- Number of different contact persons and their availability in terms of deadlines
- Number of project-relevant processes
- Maturity of processes in the respective sector via the Odoo standard vs. individually necessary adjustments
- Special legal requirements for the company processes
- Degree of readiness to adapt existing processes to the Odoo standard
- Number of existing/necessary interfaces to other systems
On average, we can offer a first analysis appointment within 2-4 weeks and complete the analysis phase after 1.5-2 months.
Preparation is half the battle, and this also applies to the analysis phase. The more information we receive in advance as a potential implementation partner, the more concrete the results of the analysis will be.
What can you prepare and provide in advance?
- Process documentation of the current state
- Requirement lists (ideally with description and prioritisation)
- Illustration of the current system landscape
- List of relevant process contact persons
- Any interface descriptions
In addition, it is helpful if you nominate a person in advance as responsible for the project and provide this person with time resources.
You decide who participates on the client side. We recommend that a person who is mainly responsible for the project and subsequently also for the system takes part. In addition, it is advisable to invite the respective process experts to the meeting in order to hear your requirements, pick them up and get them enthusiastic about the project (and subsequently the system).
In most cases, we on the contractor side will participate in pairs. One person will lead the conversation, ask the right questions and outline possible solutions on an ad hoc basis. The other participant will take care of the formal framework conditions (time schedule, breaks, etc.) and document all requirements so that nothing gets lost.
We will jointly define a delivery date for the results documents in the course of the last analysis meeting. This depends on the scope of the project and the respective workload on the client's and customer's side.
In most cases you will receive your results after 2-3 weeks. We always try to incorporate the results as soon as possible in order to process all information "as fresh as possible".
Definitely! Of course, the results of the GAP analysis primarily serve as a well-founded basis for a decision for or against an implementation project of the ERP solution "Odoo" in your system. In addition, however, you also receive an overview of all your project requirements and can thus also approach implementation partners of other ERP systems or use the results as a basis for your own implementation.
The result documents at a glance:
- List of requirements for an ERP system
- Concept document and system architecture for your Odoo implementation
- Effort estimate and time schedule for your Odoo implementation
- List of all implementation "gaps" between Odoo standard and your individual business requirements
