1. Sample Fit-Gap Kick-off
The Sample Fit-Gap Kick-Off is intended as an illustration of how agencies can develop a fit-gap approach, manage stakeholders involved in the process, and implement their strategies for identifying and dispositioning capability gaps.
The Sample Fit-Gap kick-off is guided by M3 Playbook Lessons Learned:
Assess functional, technical, and operational requirements as part of the fit-gap analysis
Develop a detailed approach for the Fit-Gap with a Business Process Reengineering (BPR) Statement document that includes an Overview, BPR Vision, Fit-Gap Purpose and Objectives, and defines exit/success criteria for the process.
Use live demonstrations for fit-gap review sessions
This document is not intended to replace any approach, process or strategy that agencies may already have.

2. Session Details SAMPLE Session Purpose Expected Outcomes
Demonstrate Provider’s proposed method to achieve Customer’s core financial and acquisition business needs using the solution
Identify Customer’s business needs that are not met by the standard solution
Session Purpose
Documented scenarios which require alternative solutions, as well as the legislative or regulatory requirements necessitating the alternative
Vetted business processes to be performed in the solution to accommodate Customer’s business needs
Validated initial configuration of the solution
Expected Outcomes
Agenda
Slide #
Fit-Gap Approach (Three Phase: Inventory, Framing, Workshop) 3
Fit-Gap Guiding Principles for Target State 4
Roles and Responsibilities Summary 5
Gap Identification and Solution Process
6-9

3. Fit-Gap Approach SAMPLE What We Have Done Where We Are Now
Where We are Going
Inventory
Framing
Workshop
Stakeholders
System SMEs
Program Advisors
Business Process Leads and limited group of SMEs
Representative Sample of SMEs
Activities/Outcomes
Inventory functions of core financial, acquisitions, and feeder systems
Inventory challenges and desired capabilities
Understand constraints (policies, system EOL dates)
Develop scenarios and business process flows
Conduct systems demonstrations, based on initial understanding
Collect feedback on scenarios and business process flows; refine requirements
Document gaps for development of gap solutions
Conduct detailed system demonstrations, based on refined requirements
Select gap solutions (post- workshop)

4. Fit- Gap Guiding Principles for Target State
SAMPLE
Fit- Gap Guiding Principles for Target State
The Program will abide by the following guiding principles:
We will… Which means…
We will adopt best practices from the Shared Services Provider (SSP).
The old system will not be replicated
Processes will be re-engineered and standardized first
Baseline solutions will be adopted to minimize lifecycle costs and maximize the use of functionality designed to perform best practice core functions
We will accommodate required flexibilities
through configuration second.
Business processes will be redesigned to align with standard configuration
Standard configuration selections will be made for all administrations, except as required by law or Government-wide policy
We will ensure compliance with laws and regulation.
No core functions outside the Target State integrated shared services solution, except as dictated by law or Government-wide policy
We will address audit findings.
Minimize points of entry for transactional and reference data to improve controls and avoid reconciliation challenges
We will eliminate manual reconciliations.
No cuff systems or duplicative systems will be included in the Target State integrated shared services solution, except as dictated by law or Government- wide policy
We will consider the downstream effects of the process change.
Existing tools, technology solutions, and organizational design will be leveraged to augment the shared services solution to improve the quality of outputs to best serve the Mission
We will consider all reporting requirements
for each process.

5. Roles and Responsibilities Summary
SAMPLE
Roles and Responsibilities Summary
Provider Team
Customer Subject Matter Experts (SMEs)
Pre-Session:
6 Weeks Out: Establish detailed schedule for 2-4 week window of sessions
3 Weeks Out: Send meeting invitations, secure rooms, WebEx
2 Weeks Out: Provide pre-work materials
5 Days Out: Conduct Materials Review and Process-Specific Overview for SMEs
Prepare initial configuration for demos
During Session Window :
Facilitate demo sessions, support sandbox
Collect & consolidate gaps
Post-Session:
Update Fit Gap Documents (deliverables)
Update configuration
Refine session facilitation procedures for Fit- Gap Workshop
2 Weeks leading up to session: Receive Fit Gap Toolkit. Begin reviewing materials
6 Days Out: Complete pre-work prior to Materials Review
5 Days Out: Attend Materials Review alongside Program Advisors
Attend and participate in Facilitated and Lab Sessions
Check-In with Program Advisors re: Action Items and Gap Identification
Complete evaluation forms related to Framing Session
Provide input to gap solutions
Fit-Gap Sessions will be located at Provider
Meetings will be driven by System Demos
In person participation encouraged; online meeting capabilities available 5

6. SAMPLE
What is a Gap?
A gap is defined as any transaction that cannot be processed in the system as it is currently configured.
What will SMEs be asked to do in the Fit-Gap sessions?
Assess the standard solution proposed for relevant Federal Integrated Business Framework-defined capabilities and Customer unique mission business needs
Validate that the standard solution meets business needs
Identify gaps and complete the Customer Response Forms during and after the session
Submit to Provider for collection; SMEs should submit their Response Forms within 5 days after the last session that they attend

7. How will the gap be dispositioned?
SAMPLE
How will the gap be dispositioned?
What will Provider do with the Customer Response Forms?
Collect and consolidate gaps from Customer Response Forms into Gap Tracker
Share Gap Tracker with Program Advisors for validation
Obtain gap validation and disposition from Program Advisors within 10 days after the session
Consolidate and publish on SharePoint final list of gaps and disposition obtained from Program Advisors 7

8. Possible Gap Resolutions?
SAMPLE
Possible Gap Resolutions?
Gap resolutions?
Which impacts will we consider?
Configuration Change
Business Process Change
Policy Amendment
Defer to Legacy System Change
System Enhancement (Added to baseline software)
Mission Impact
Operational Impact
Impact to Migration Scope
Impact to Migration Schedule
Impact to Migration Cost
Impact to O&M Cost
Impact to Internal Controls 8

9. Identify and Address Gaps
SAMPLE
Identify and Address Gaps