Resource gap analysis is a critical project management technique used to identify the difference between the resources currently available and the resources required to successfully complete a project. This process helps project managers make informed decisions about staffing, budgeting, and procur…Resource gap analysis is a critical project management technique used to identify the difference between the resources currently available and the resources required to successfully complete a project. This process helps project managers make informed decisions about staffing, budgeting, and procurement throughout the project lifecycle.
The analysis begins by documenting all existing resources, including human capital, equipment, technology, facilities, and budget allocations. Project managers assess the skills, availability, and capacity of team members while also inventorying physical assets and financial resources at their disposal.
Next, project managers determine the resource requirements needed to achieve project objectives. This involves reviewing the work breakdown structure, project schedule, and deliverables to understand what resources are necessary for each task and phase. Requirements may include specific skill sets, certifications, equipment specifications, or budget amounts.
The gap is calculated by comparing current resources against required resources. When requirements exceed availability, a resource gap exists. These gaps can manifest in various forms: skill gaps where team members lack necessary expertise, capacity gaps where there are insufficient personnel hours available, equipment gaps where tools or technology are missing, or budget gaps where funding falls short.
Once gaps are identified, project managers develop strategies to address them. Common solutions include hiring additional staff, training existing team members, outsourcing work to contractors or vendors, procuring new equipment, reallocating resources from other projects, adjusting the project timeline, or requesting additional budget from stakeholders.
Resource gap analysis should be performed during project planning and revisited regularly throughout execution as circumstances change. This ongoing assessment enables proactive resource management rather than reactive problem-solving. The analysis results are typically documented in resource management plans and communicated to stakeholders to ensure alignment on how gaps will be addressed and what impact they may have on project success.
Resource Gap Analysis: A Complete Guide for CompTIA Project+
What is Resource Gap Analysis?
Resource gap analysis is a systematic process used in project management to identify the difference between the resources currently available and the resources required to successfully complete a project. This analysis examines personnel, equipment, materials, skills, budget, and time to determine where shortfalls exist.
Why is Resource Gap Analysis Important?
Resource gap analysis is critical for several reasons:
• Proactive Planning: It allows project managers to identify potential resource shortages before they become critical issues that could derail the project.
• Budget Accuracy: Understanding resource gaps helps create more accurate budget estimates and prevents cost overruns.
• Risk Mitigation: Identifying gaps early provides time to develop strategies to address them, reducing overall project risk.
• Stakeholder Communication: It provides concrete data to communicate resource needs to sponsors and stakeholders.
Step 1: Identify Required Resources Document all resources needed for project completion, including human resources, equipment, materials, technology, and funding.
Step 2: Assess Current Resources Inventory existing available resources and their current allocation across projects.
Step 3: Compare and Identify Gaps Analyze the difference between what is needed and what is available. This reveals specific shortfalls.
Step 4: Quantify the Gap Determine the magnitude of each gap in measurable terms such as number of personnel, hours, budget amounts, or equipment units.
Step 5: Develop Remediation Strategies Create plans to address gaps through hiring, training, procurement, outsourcing, or schedule adjustments.
Common Resource Gaps in Projects
• Skill Gaps: Team members lack necessary expertise or certifications • Capacity Gaps: Not enough personnel to handle workload • Equipment Gaps: Missing or insufficient tools and technology • Budget Gaps: Funding shortfalls for planned activities • Time Gaps: Insufficient time allocated for tasks
Exam Tips: Answering Questions on Resource Gap Analysis
Key Concepts to Remember:
• Resource gap analysis compares required resources versus available resources
• This analysis is typically performed during the planning phase of a project
• The output of gap analysis informs resource acquisition plans and procurement decisions
• Gap analysis is closely related to resource leveling and resource smoothing techniques
Question Recognition Tips:
• Look for scenarios describing resource shortages or capacity issues
• Questions may present situations where a project manager discovers insufficient skills on the team
• Watch for questions asking about the appropriate response to identified resource deficiencies
Answer Selection Strategies:
• When asked about addressing gaps, prioritize answers that involve assessment first, then action
• Correct answers typically involve systematic evaluation rather than reactive measures
• Options mentioning documentation and stakeholder communication are often correct
• Be cautious of answers suggesting proceeding with known resource deficiencies
Common Exam Traps:
• Confusing resource gap analysis with risk assessment - they are related but distinct processes
• Selecting answers that skip the analysis phase and jump to solutions
• Choosing options that suggest reducing project scope as the first response to resource gaps
Remember that resource gap analysis is a foundational planning activity that enables informed decision-making throughout the project lifecycle.