Quality & Process
Gap Analysis
MyPMP
QMS Template
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Quality & Process
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About the Gap Analysis template
A Gap Analysis compares your current state against a desired future state to identify the specific shortfalls that stand between them. It turns a vague sense that "we're not where we want to be" into a documented list of gaps, root causes, and corrective actions you can prioritise and assign. It matters because it grounds improvement decisions in evidence rather than assumption.
It's part of My QMS, MyPMP's Quality Management System: fill it in online, personalize it with your name and logo, then export a clean, branded PDF. Your work auto-saves in your browser.
When to use a Gap Analysis
- βΈAssessing readiness against a standard or framework such as ISO 9001, SOC 2, or PMBOK
- βΈScoping a process improvement or transformation initiative before committing budget
- βΈEvaluating whether a new system, vendor, or capability meets defined requirements
- βΈReviewing performance after an audit, incident, or missed target to plan remediation
What a good Gap Analysis includes
- βCurrent state: an honest, evidence-based description of how things work today
- βDesired/future state: the target condition, standard, or requirement being measured against
- βIdentified gap: the specific difference between current and desired state
- βImpact or priority rating: severity, risk, or business consequence of each gap
- βRoot cause: why the gap exists, not just that it does
- βAction plan: corrective steps, owner, and target date to close each gap
What's inside this template
The interactive form above gives you:
Current stateDesired future stateGapsActions to close
Tips & common mistakes
- π‘Quantify current and desired states wherever possible so the gap is measurable, not just a subjective judgement
- π‘Distinguish the gap from its root cause; fixing symptoms without causes leaves the gap to reappear
- π‘Prioritise gaps by impact and effort rather than trying to close everything at once
How it works
- 1. Fill it in β type directly into the fields, tables and sections above.
- 2. Brand it β add your organization name and logo with the Branding button.
- 3. Export β print to PDF, or become a member to white-label and sync across devices.
FAQ
How do you measure the size of a gap?οΌ
Define both current and desired states in measurable terms (a metric, score, or maturity level), then express the gap as the quantified difference so it can be tracked as it closes.
What is the difference between a gap analysis and a SWOT analysis?οΌ
A gap analysis measures the distance between current and target states on defined criteria, while a SWOT looks broadly at strengths, weaknesses, opportunities, and threats. Gap analysis is narrower and action-oriented toward closing specific shortfalls.
Who should be involved in completing a gap analysis?οΌ
Include people who understand the current state (process owners, operators) and those who define the desired state (managers, auditors, or standard requirements) so both sides of each gap are accurate.
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