# Dynamics 365 Fit-Gap Analysis Document Template

> Source: https://netray.co/tools/d365-fit-gap-analysis-document-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

A fill-in fit-gap document for D365 projects covering scope, requirement rows, fit classification, gap approach, effort and sign-off.

## Category

microsoft-dynamics

## Erp

Microsoft Dynamics 365 Finance and Supply Chain Management

## Audience

- D365 functional consultant
- Business analyst
- Project manager

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Customer name

**Key:** company

**Type:** text

**Default:** Northfield Precision Components Ltd

#### Project name

**Key:** project

**Type:** text

**Default:** D365 Finance and Supply Chain Rollout

#### Prepared by

**Key:** author

**Type:** text

**Default:** Functional consultant

#### Date

**Key:** date

**Type:** date

**Default:** 2026-10-20

#### Functional area

**Key:** area

**Type:** select

**Options:**

- General ledger
- Accounts payable
- Accounts receivable
- Procurement
- Inventory
- Production control
- Master planning
- Sales order management
- Quality management

**Default:** Production control

#### Scope and assumptions

**Key:** scope

**Type:** textarea

**Default:** Two legal entities, discrete manufacturing with make-to-stock and make-to-order items, standard D365 production control, no customisation unless approved.

#### Example requirement ID

**Key:** req_id

**Type:** text

**Default:** PC-014

#### Example requirement

**Key:** req_text

**Type:** textarea

**Default:** Report operation quantities at the shop floor terminal and update the production order automatically.

#### Fit classification

**Key:** fit

**Type:** select

**Options:**

- Fit (standard)
- Fit (configuration)
- Gap (extension)
- Gap (ISV)
- Gap (process change)
- Out of scope

**Default:** Fit (configuration)

#### Proposed solution

**Key:** solution

**Type:** textarea

**Default:** Use the production floor execution interface with job cards, configure the reporting parameters and worker registration.

#### Estimated effort in days

**Key:** effort

**Type:** number

**Default:** 3

**Blocks:**

#### Fit-Gap Analysis: {{project}}

**Body:** Customer: {{company}}
Prepared by: {{author}}
Date: {{date}}
Functional area: {{area}}

#### Scope and assumptions

**Body:** {{scope}}

#### Classification key

**Body:** Fit (standard): met by out-of-the-box features.
Fit (configuration): met by parameters, setup or personalisation.
Gap (extension): needs custom development in an extension.
Gap (ISV): needs a third-party solution.
Gap (process change): business changes the process to match the system.
Out of scope: removed by agreement.

#### Requirement register

**Table:**

**Columns:**

- ID
- Requirement
- Classification
- Proposed solution
- Effort (days)
- Priority

**Rows:**

**0:** {{req_id}}

**1:** {{req_text}}

**2:** {{fit}}

**3:** {{solution}}

**4:** {{effort}}

**5:** Must

#### Risks and dependencies

**Table:**

**Columns:**

- Risk or dependency
- Impact
- Owner
- Mitigation

**Rows:**

#### Approvals

**Signatures:**

- Business owner
- Functional consultant
- Solution architect
- Project manager

**Notes:** A starting point for project documentation, not a contractual document. Align classification labels and effort estimation rules with your implementation partner's methodology.

## Content

**Intro:** A fit-gap document turns a list of business requirements into a decision for each: use standard, configure it, extend it, buy an ISV or change the process. This template gives you the structure and a worked example row.

**Sections:**

#### How to use it

**Body:** Fill in the project header, the functional area and the scope assumptions. Then record each requirement with an identifier, its classification, the proposed solution and an effort estimate in days. Duplicate the table row pattern for each requirement, or export to Word and extend it. Keep one document per functional area so owners can review their section and sign it off separately.

#### Choosing the classification

**Body:** Be strict about what counts as a fit. A requirement that needs a parameter change is a configuration fit, but one that needs a new field and a business rule is an extension. Prefer changing a process to building a customisation when the business benefit is small, because every extension adds testing and upgrade work, especially with continuous service updates in D365.

**Bullets:**

- Fit means no code
- Extension gaps need design, build and regression testing
- ISV gaps need licensing and support terms
- Process change gaps need business sign-off

#### What a good register looks like

**Body:** Each line is testable: it states what must happen and by whom. Link requirement IDs to process maps and to test cases so coverage can be shown at the end of the project. Capture the reason for every gap decision. Review the effort total by area to spot where the project risk concentrates, and revisit estimates after design workshops, since they usually move.

#### Common mistakes

**Body:** Writing requirements as solutions, such as 'add a field', hides the real need. Classifying without a demonstration leads to hidden gaps found in testing. Leaving priority blank makes scope negotiation harder later. Skipping approvals means the register has no authority when a change request arrives. Version the document and keep a change log as decisions evolve.

**Cta:** If you hold large requirement lists or legacy customisations and want them mapped to D365 standard features faster, Netray can help with private AI analysis alongside your implementation partner.

**Faq:**

#### What is a fit-gap analysis?

**Answer:** It compares business requirements with what the ERP does out of the box and records whether each requirement is met by standard features, configuration, custom development, a third-party product or a changed process.

#### When do I do it?

**Answer:** Usually during the analysis or solution modelling phase, after process workshops and before design and build. It drives scope, estimate and the decision on extensions and ISV products.

#### How do I estimate effort for gaps?

**Answer:** Estimate design, build, unit test, documentation and support separately, and add contingency. Many teams size extensions by complexity bands agreed with the partner rather than by guesswork on every line.

#### Can I export to Excel?

**Answer:** The requirement register table exports with the document. For large projects, many teams keep the register in a spreadsheet or tracking tool and use this document as the summary and approval record.

## Search terms

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