Prepare for the Gap solution design workshop
Typically, the Gap solution design workshop takes approximately one to three hours to conduct. The time might vary based on the level of detail that is available for review. The solution architect will work with the implementation team leadership to plan the workshop based on the specifics of the solutions that are being reviewed.
Before the Gap solution design workshop, participants should be as familiar as possible with the structure of the workshop and the types of topics and prerequisites that will be covered. The solution architect will provide an agenda with topics and prerequisites ahead of the workshop.
Essentially, the Gap solution design workshop is a discussion. It's not intended to be a questionnaire that can be completed and reviewed in an offline mode. While the prerequisites are defined and provided in advance, it's not possible to encapsulate the breadth of directions in which the conversation might lead.
The solution architect will prepare in advance for the workshop by reviewing existing project artifacts ahead of time. Helpful project artifacts include:
Gap solution documents - Documentation that includes details on proposed solutions that have been identified to fill existing gaps.
Fit-gap analysis documents - Documentation providing details on the functional areas in the business process that have been identified as not supported by the standard system. For more information, see Perform fit gap analysis.
Functional design documents - Documentation that describes the planned features that are included in customizations. For more information, see Create functional design documents (FDD).
Technical design documents - Documentation that describes in detail the design of the planned solutions.
Business process diagrams - Business process diagrams that can add context to the process catalog and describe the operation of the business.
Integration diagrams - Documentation providing an overview of the integrated system requirements for deploying the solution.
This list isn't exhaustive of project deliverables, but it's a good starting point for the gap solution design. The formats, composition, and names of each deliverable might vary from one project to the next. Format isn't the most important concept; it's the information that is available and agreed upon across the team that is essential.
It's acceptable if your project uses different ways to manage or track project information other than what is previously listed. Typically, the format isn't critical if the information is readily available to project members. If the information from the preceding list isn't documented on your project, or if it's documented in a way that isn't easily accessible, you should prioritize getting the relevant artifacts produced.
Tip
We recommend that you use diagrams and visual representations to provide high-level summaries, where possible, in the implementation. These diagrams, charts, and graphs provide a ready means of communication across the team and with executives about plans and designs.
Gap solution design review participants
We recommend the following audience participation for the Gap solution design review:
Functional and technical architects
Functional, technical, and development leads
Project managers (optional)