A presentation that we did on using tools such as gap analysis, decision matrix and affinity diagram to facilitate group learning. This presentation was used for peer teaching and sharing during DACE facilitation elective.

1. Gap analysis
Group Members:
Tan Jian Hong Denise Pong
Goh Wei Koon Kamal

2. What is Gap Analysis?
Gap analysis is a tool that helps us to
compare its actual performance with its
potential performance.
Two core questions are: "Where are
we?" and "Where do we want to be?

3. What does Gap Analysis plans to achieve?
The goal of gap analysis is to identify the gap
between the optimized allocation and integration of
the inputs (resources) and the current level of
allocation. This helps provide us with insight into
areas which could be improved.
Gap analysis provides a foundation for measuring
investment of time, money and human resources
required to achieve a particular outcome

4. Process of Gap Analysis
The gap analysis process involves
determining, documenting and approving
the variance between business
requirements and current capabilities.
Gap analysis naturally flows from
benchmarking and other assessments.

5. Areas to use Gap Analysis
•Market potential
•Existing usage
•Product gap
•Competitive gap
•Current industrial potential

6. Decision Matrix /
Perspective-
Criteria Matrix

7. Decision Matrix
• Consist of critical criteria used to assess
a set of ideas to determine which
one(s) are best possible solution(s)
• Brings objectivity and thoroughness to
decision making process
• Prevents biasness by team members

8. Ideas Selection
Perspective-Criteria Matrix
Step A: Define 2 perspectives
Step B: Define 2 criteria per
perspective
Step C: Select your ideas
8
Ref: Turning Ideas Into Gold pp 161 - 174

9. PCM:
Examples of Perspectives
• Customers, stakeholders
• Internal / External
• Management / Staffs
• Public / Organization
• Judges, etc. es
iv
ect
sp
per
2
e ct
el 9
Ref: Turning Ideas Into Gold pp 161 - 174
S

10. PCM:
Examples of Criteria
• Least Cost / resources
• Innovativeness
• Maximum impact ve
ti
• Least risk ec
sp
• Shortest timeframe
per
• Most important / most urgency
per
• Maximum savings ria
• Etc. rite
c
t2
ec
S el 10
Ref: Turning Ideas Into Gold pp 161 - 174

11. Prioritizing from Organization
Point of View
High Impact
2 4
1 3
Low
Low High Innovativeness
11
Ref: Turning Ideas Into Gold pp 161 - 174

12. Where to write?
2 cm
Partnership
With
University
for
research of
XXX
12
Ref: Turning Ideas Into Gold pp 161 - 174

13. Prioritizing from Public Point of View
Fast Response
2 4
1 3
Slow
Least Most convenient
13
Ref: Turning Ideas Into Gold pp 161 - 174

14. Where to write?
2 cm
Partnership
With
University
for
research of
XXX
14
Ref: Turning Ideas Into Gold pp 161 - 174

15. 1. Select all the ideas
cm
with 7 or 8 points
2
2. Discuss with your Partnership
team to pick the best With
ideas for NUS for
implementation research
of XXX
15
Ref: Turning Ideas Into Gold pp 161 - 174

16. Multi-Dimension Decision Matrix
Factors Carol Mike Betty Joe
Initiative 5 3 1 4
Learn 4 5 1 2
Compatible 4 2 3 1
Experience 1 3 4 5
Excel 3 4 4 4
SAS 4 5 3 2
Total 21 22 16 18
16

17. Affinity Diagram

18. Introduction
• Creative brainstorming process in which
consensus is reached by visual (written)
rather than verbal means.
• Can also be used as a management and
planning tool that can help with the
systematic analysis of large amounts of
data.
• Helps in translating large amounts of
complex, apparently unrelated information,
into natural and meaningful groupings of
data.

19. Steps to carry out Affinity Diagram
1. Identify Performance Problem or Business
Opportunity
2. Assemble the Right Team
3. Generate and Record Ideas
4. Silent Sorting
5. Consensus on Final Groupings
6. Create Header Cards That Describe the
Grouping
7. Draw a Finished Affinity Diagram

20. Basic Structure of Affinity Diagram
Problem
Statement
Header Card Header Card Header Card
Idea Idea Idea
Idea Idea Idea
Idea Idea
Idea

21. Advantages of Affinity Diagram
• A team can generate a large number of
ideas in a relatively short period of time.
• Encourages participation because every
person’s ideas find their way into the
process.
• Encourages ‘new’ thinking when only ‘old’
solutions are emerging from a group.

22. Advantages of Affinity Diagram
• Facilitates the exploration of new and
logical thought patterns by encouraging
people to react from a creative response
level rather than the intellectual and logical
levels.
• An effective way to deal with large and
complex issues which may be ‘paralyzing’
the brainstorming of a team.
• Consensus and support are reached on a
solution because all participants have
‘ownership’ in the process.

23. Limitations of Affinity Diagram
• The use of technical language skills may
require detailed clarification of ideas which
is not allowed because ideas are generated
in silence and without discussion.
• Group members must have the necessary
expertise on the issue.
• Getting a non-traditional group together
that is willing to engage in ‘new thinking’
may be hard to do.