Improve existing processes in Ardoq ShiftX

What is a gap analysis?

A gap analysis compares:

• the current process (as‑is)
• the future process (to‑be)

It helps you see what needs to change, what needs to be removed and what needs to be added to improve the process.

Create a current as‑is process

Start by creating a draft that shows how the process works today.

The as‑is process should include:

• real steps
• roles, teams and groups
• applications and information objects
• known issues 

Review this draft with people who do the work to make sure it is accurate.

See Create and update processes in ShiftX for steps.

Publish the as‑is process

Once the as‑is process is agreed:

• publish it 

The published as‑is process becomes the agreed baseline.

Do not start a gap analysis until the as‑is process is published.

See Maintain your processes in Ardoq ShiftX for steps.

Create a future 'to‑be' process

Create a new draft for the future process using the published as‑is process as your starting point.

To do this:

1. open the published as‑is process
2. select Open editor
3. select the + icon next to Drafts

Update only the steps, decisions or flows that will improve the process. Work with subject experts to make sure changes are realistic.

Compare the as‑is and to‑be processes

Use the compare feature to review changes.

To compare processes:

1. open the to‑be draft
2. select the three dots next to Publish
3. select Compare 

ShiftX shows the two processes side by side so you can clearly see what has changed.

You can also:

• generate a summary of changes using AI

Use this to support discussion and agreement.

Publish and activate the new process

Once the future process is agreed:

1. publish it
2. change its status to Active

Before making a process active, contact the AI and Automation team to review it and confirm it is ready. Email the team at ai-automation@st-andrews.ac.uk.

This shows it is now the agreed and trusted way of working.

Good practice

Follow these guidelines:

• keep improvement work in drafts
• only publish and activate once changes are agreed
• this protects reporting and avoids confusion

Clear steps help teams move safely from the current process to the improved one.