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ERP Fit-Gap Analysis Worksheet with Weighted Scoring

Fit-gap analysis answers one question per requirement: does the candidate ERP do this, and if not, what will it cost to close the gap. This worksheet gives each requirement a weight and a fit score, multiplies them, and shows a weighted fit percentage plus the total effort of the gaps.

Download:

Requirement	Process area	Priority	Weight (1-10)	Fit score (0-4)	Weighted score	Max possible	Gap resolution	Effort (days)
					36	36
					24	32
					27	36
					14	28
					5	20
					0	12

Total weighted score

106

Total max score

164

Total gap effort

Weighted fit

64.6%

Average effort per requirement (days)

4.6667

Fit score 4 should only be given when the vendor has shown the function live with your data. Treat vendor slideware as a 2 at most.

Get a second opinion on your requirement list

We will review your weights and rows and flag requirements that do not separate vendors.

Optional. The tool and every export work without this. No spam.

How to use it

List requirements at process level, not feature level, ideally 60 to 150 rows for a mid-market manufacturer. Give each a weight from 1 to 10 reflecting business impact, then agree a fit score with the vendor during a scripted demo. Choose a gap resolution for anything scored below 3 and estimate effort in days. The summary updates as you edit. Keep one copy per candidate so the comparison is like for like.

Weights are set by the business before vendors are shown
Scores come from scripted demos, not brochures
Every score below 3 gets a resolution and an effort
Separate must-have from nice-to-have rows

The scoring scale

The 0 to 4 scale used here is deliberately simple. Zero means the function is absent. One means a manual workaround or spreadsheet. Two means achievable through configuration or a small report. Three means it exists in standard and works as needed. Four means standard and demonstrated, ideally with a reference customer. The weighted fit percentage is the sum of weight times fit divided by the sum of weight times four.

Reading the result

A weighted fit around 70 to 80 percent is common for a sensible shortlist candidate; far lower suggests the wrong product or badly set requirements. Look at the must-have rows first: a single zero on a must-have outweighs a high average. Compare the gap effort against the licence price difference between candidates, because a cheap licence with 300 days of extension work is not cheap.

Common mistakes

The usual errors are writing requirements that describe the current system instead of the needed outcome, letting vendors self-score, and weighting everything as a nine. Force a spread by capping the number of rows allowed at weight eight or higher. Also record the source of each score so the decision can be revisited.

Frequently Asked Questions

How many requirements should a fit-gap list have?

For a mid-market manufacturer, 60 to 150 well written requirements is workable. Fewer than 40 usually means the list is too generic to separate vendors. More than 200 tends to bury the decisive rows and tires the evaluators.

Should the weighting be done before vendor demos?

Yes. Weights set after seeing demos drift toward whatever the favourite vendor does well. Agree and lock weights with the business, then run the demos against the same script for every candidate.

What is the difference between fit-gap and an RFP matrix?

An RFP matrix usually records vendor self-answers at selection time. A fit-gap analysis is working deeper into one or two candidates, validating answers with demos and sizing the effort of each gap. They complement each other.

How do I treat gaps solved by process change?

Record them, with an effort of zero days but with an owner and a change management note. Process change is often the cheapest resolution, but it needs business agreement and shows up as training and communication workload later.

If you are comparing ERPs for a European plant, we can review your requirement list and weights before you send it out. This is optional and free of obligation.

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