sf-agent-framework/sf-core/tasks/gap-analysis.md

AI Agent Orchestration Framework for Salesforce Development - Two-phase architecture with 70% context reduction

# Gap Analysis Task

This task guides the systematic analysis of gaps between current state and
desired future state in Salesforce implementations.

## Purpose

Enable analysts to:

- Document current state accurately
- Define future state clearly
- Identify specific gaps
- Prioritize improvements
- Create actionable roadmaps

## Gap Analysis Framework

### 1. Current State Assessment

**System Inventory**

```yaml
Existing Systems:
  CRM:
    - System: Legacy CRM
    - Users: 500
    - Data: 2M records
    - Age: 8 years

  ERP:
    - System: SAP
    - Integration: Batch daily
    - Data quality: 70%

  Other:
    - Spreadsheets: 50+
    - Access databases: 12
    - Manual processes: 25

Current Capabilities:
  - Basic contact management
  - Manual opportunity tracking
  - Email integration (limited)
  - Static reporting
  - No mobile access
```

**Process Documentation**

```yaml
Lead Management:
  Current:
    - Leads enter via web form
    - Manual download to Excel
    - Sales rep assignment by manager
    - No SLA tracking
    - 48-hour average response

Opportunity Management:
  Current:
    - Created manually
    - No standard stages
    - Forecasting in spreadsheets
    - No approval workflow
    - Limited visibility
```

### 2. Future State Definition

**Target Capabilities**

```yaml
System Vision:
  - Unified CRM platform
  - Real-time integrations
  - Mobile-first design
  - AI-powered insights
  - Automated workflows

Process Vision:
  Lead Management:
    - Automatic capture
    - Intelligent routing
    - SLA enforcement
    - Lead scoring
    - 1-hour response time

  Opportunity Management:
    - Guided selling
    - Automated approvals
    - Real-time forecasting
    - 360-degree visibility
    - Predictive analytics
```

### 3. Gap Identification

**Gap Analysis Matrix**

```markdown
| Category               | Current State           | Future State              | Gap                          | Priority |
| ---------------------- | ----------------------- | ------------------------- | ---------------------------- | -------- |
| **Data Management**    |
| Contact Data           | 3 systems, inconsistent | Single source of truth    | Data consolidation needed    | High     |
| Data Quality           | 70% accurate            | 95% accurate              | Cleansing & validation rules | High     |
| **Process Automation** |
| Lead Assignment        | Manual, 48hr            | Automated, 1hr            | Build assignment rules       | Critical |
| Approvals              | Email-based             | In-system workflow        | Create approval process      | Medium   |
| **Reporting**          |
| Dashboards             | None                    | Real-time executive views | Build analytics              | Medium   |
| Forecasting            | Spreadsheets            | Native forecasting        | Configure forecasting        | High     |
| **Integration**        |
| ERP Sync               | Daily batch             | Real-time                 | API integration              | High     |
| Email                  | Limited                 | Full sync                 | Email integration            | Medium   |
| **User Experience**    |
| Mobile                 | None                    | Full mobile app           | Deploy Salesforce Mobile     | High     |
| UI                     | Outdated                | Modern, intuitive         | Lightning Experience         | Critical |
```

### 4. Capability Gaps

**Technical Gaps**

```yaml
Infrastructure:
  - Current: On-premise servers
  - Future: Cloud-based
  - Gap: Migration needed

Security:
  - Current: Basic passwords
  - Future: SSO + MFA
  - Gap: Identity provider setup

Integration:
  - Current: File-based
  - Future: API-based
  - Gap: Middleware needed

Performance:
  - Current: 5-second page loads
  - Future: Sub-second
  - Gap: Optimization required
```

**Organizational Gaps**

```yaml
Skills:
  - Current: Basic CRM users
  - Future: Power users
  - Gap: Training program

Change Management:
  - Current: Ad-hoc
  - Future: Structured
  - Gap: Change framework

Governance:
  - Current: None
  - Future: CoE model
  - Gap: Establish governance

Support:
  - Current: IT help desk
  - Future: Dedicated admin
  - Gap: Hire/train admin
```

## Analysis Templates

### Process Gap Analysis

```markdown
## Process: Order Management

### Current State

1. Customer calls sales rep
2. Rep creates quote in Excel
3. Email to manager for approval
4. Manual entry into ERP
5. Email confirmation to customer

**Issues**:

- No audit trail
- Delays in approval
- Data entry errors
- No visibility

### Future State

1. Customer self-service portal
2. Automated quote generation
3. In-system approval workflow
4. Real-time ERP sync
5. Automated confirmation

**Benefits**:

- Full audit trail
- Same-day approval
- Zero data errors
- Complete visibility

### Gaps to Address

1. Build customer portal
2. Configure CPQ
3. Create approval process
4. Integrate with ERP
5. Setup email automation

### Priority: High

### Effort: 3 months

### ROI: $500K annually
```

### Data Gap Analysis

```markdown
## Data Domain: Customer Information

### Current State

- **Systems**: CRM, ERP, Excel
- **Records**: 50K customers
- **Quality**: 70% complete
- **Duplicates**: 15%
- **Standards**: None

### Future State

- **System**: Salesforce only
- **Records**: Consolidated
- **Quality**: 95% complete
- **Duplicates**: <2%
- **Standards**: Enforced

### Data Gaps

| Field    | Current       | Future           | Action Required      |
| -------- | ------------- | ---------------- | -------------------- |
| Phone    | 60% formatted | 100% formatted   | Validation rule      |
| Email    | 80% valid     | 100% valid       | Verification process |
| Address  | 3 fields      | Standard address | Field mapping        |
| Industry | Free text     | Picklist         | Standardization      |

### Migration Requirements

1. Data profiling
2. Cleansing rules
3. Deduplication
4. Transformation
5. Validation
```

## Prioritization Framework

### Impact vs Effort Matrix

```
High Impact │ Quick Wins | Major Projects
           │ • Lead routing | • Full integration
           │ • Email sync   | • Mobile deployment
           │ • Basic reports| • Advanced analytics
           │              |
Low Impact │ Nice to Have | Question Value
           │ • UI tweaks   | • Complex features
           │ • Minor fields| • Edge cases
           └──────────────────────────────
             Low Effort    High Effort
```

### Prioritization Criteria

```yaml
Business Value:
  - Revenue impact
  - Cost reduction
  - Risk mitigation
  - Compliance requirement

Implementation:
  - Technical complexity
  - Resource requirements
  - Dependencies
  - Time to value

Change Impact:
  - User adoption
  - Process change
  - Training needs
  - Resistance level
```

## Roadmap Development

### Phase 1: Foundation (Months 1-3)

```yaml
Goals:
  - Core setup complete
  - Data migration started
  - Key users trained

Deliverables:
  - Salesforce org provisioned
  - Basic configuration
  - User setup
  - Initial data load
  - Pilot group training
```

### Phase 2: Core Features (Months 4-6)

```yaml
Goals:
  - Key processes automated
  - Integrations live
  - Full deployment

Deliverables:
  - Lead/Opportunity management
  - Account/Contact deduped
  - ERP integration
  - Email integration
  - All users trained
```

### Phase 3: Advanced Features (Months 7-9)

```yaml
Goals:
  - Analytics deployed
  - Mobile rolled out
  - Optimization complete

Deliverables:
  - Executive dashboards
  - Forecasting enabled
  - Mobile app deployed
  - Advanced automation
  - Performance tuned
```

## Success Criteria

✅ Current state documented ✅ Future state defined ✅ All gaps identified ✅
Gaps prioritized ✅ Roadmap created ✅ Resource needs defined ✅ ROI calculated
✅ Stakeholder buy-in