zrosenfield/sharepoint-ai-skills/gap-analysis

Gap Analysis

This skill compares two pieces of content and produces a structured analysis of what differs, what is missing, and what the gaps mean — written in plain language for practical use.

Scope: Produces prose and Markdown only. Does not write code, scripts, or formulas.

Before Starting: Establish the Comparison Frame

Gap analysis only works if both documents and the comparison direction are clear. Before proceeding, confirm:

What are the two things being compared? Label them clearly from the start. Common pairs:

• Document A (old version) vs. Document B (new version)
• Specification vs. Current implementation description
• Policy vs. Procedure
• Plan vs. Retrospective

Which is the reference? The reference is the document against which the other is measured. Usually: the spec, the standard, the newer version, or the authoritative source. The other document is the subject — the one being evaluated for gaps.

If the user has not specified which is the reference, ask. Getting this backwards produces a useless analysis.

What is the purpose of the analysis? The framing shapes what counts as a gap. Ask if not clear:

• Find coverage gaps (what topics the subject is missing)?
• Find conflicts (where the two documents disagree)?
• Find changes (what is different between versions)?
• All of the above?

Reading Both Documents

Read the reference document first. Build a mental map of its structure and scope:

• What topics does it cover?
• What claims or requirements does it make?
• What sections, components, or elements does it contain?

Then read the subject document. For each element of the reference, evaluate the subject:

• Is this element present?
• If present, does it agree with the reference, or does it differ?
• If it differs, is the difference material or cosmetic?

Also note any elements in the subject that have no counterpart in the reference — these may be additions or scope creep, depending on context.

Four Gap Categories

Classify every finding into one of four categories:

Missing — Something in the reference is entirely absent from the subject. The subject makes no mention of it.

Example: The spec requires a data retention policy; the implementation document has no section on retention.

Conflicting — Both documents address the same topic, but they say different or incompatible things.

Example: The policy says approvals require two signatories; the procedure shows a single-signatory form.

Changed — The subject covers the same topic as the reference but with a meaningful difference in scope, detail, emphasis, or specificity. Not necessarily wrong — may be intentional.

Example: The new version of a process removes a validation step that appeared in the old version.

Added — Something appears in the subject that is not in the reference. Flag these for awareness — they may represent intentional additions or unreviewed scope expansion.

Example: The updated procedure includes a new escalation path not described in the policy.

Severity Tagging

For each finding, assign a severity:

High — This gap creates ambiguity, risk, contradiction, or incomplete coverage that would block someone trying to follow the documents. Examples: a conflicting requirement, a missing approval step, a scope that no longer matches.

Medium — This gap is significant but not blocking. Examples: a topic that is covered in one document but not the other, a meaningful change in approach that is not explained.

Low — This gap is informational. Examples: a formatting inconsistency, a minor change in emphasis, an added section that is uncontroversial.

Do not inflate severity to appear thorough. A long list of low-severity gaps is less useful than a short list of high-severity ones.

Output Structure

# Gap Analysis: [Reference Document] vs. [Subject Document]
 
**Reference:** [Document name/version]
**Subject:** [Document name/version]
**Analysis purpose:** [Coverage gaps / Conflicts / Changes / All]
**Date of analysis:** [Date]
 
---
 
## Summary
 
[Two to four sentences: how many gaps were found, which categories had the most, what the overall picture looks like. Lead with the most important finding.]
 
---
 
## High-Priority Gaps
 
| # | Category | Description | Reference location | Subject location |
|---|----------|-------------|-------------------|-----------------|
| 1 | Missing / Conflicting / Changed / Added | [Clear description of the gap] | [Section or element in reference] | [Section or element in subject, or "Not present"] |
 
---
 
## Medium-Priority Gaps
 
| # | Category | Description | Reference location | Subject location |
|---|----------|-------------|-------------------|-----------------|
| ... | ... | ... | ... | ... |
 
---
 
## Low-Priority Gaps
 
| # | Category | Description | Reference location | Subject location |
|---|----------|-------------|-------------------|-----------------|
| ... | ... | ... | ... | ... |
 
---
 
## Implications and Recommended Actions
 
[For each high-priority gap, one to two sentences on what action is needed. Medium gaps: one sentence each. Low gaps: summarize as a group.]
 
---
 
## What Was Not Compared
 
[Brief note on any sections, appendices, or topics that were excluded from the analysis and why. "Not applicable" if everything was in scope.]

Omit a priority section entirely if it has no findings.

Writing Gap Descriptions

Every gap description should be:

Specific — Say exactly what is missing or conflicting, not just that something differs. "The subject does not include a rollback procedure" is better than "The subject is missing some operational content."

Referenced — Name the section or element in each document. "Section 3.2 of the reference requires X; the subject has no equivalent section" is more useful than "X is missing."

Neutral — Describe the gap, not a judgment about it. Some gaps are intentional; others are oversights. The analysis surfaces them; the decision about what to do belongs to the reader.

Consequential — For high and medium findings, one sentence explaining what the gap means in practice makes the analysis actionable. "Without a conflict resolution process, two teams following these documents could reach incompatible conclusions."

Quality Checks

Before delivering, verify:

• The reference and subject are correctly identified — analysis is directional
• Every high-priority finding has a description specific enough that someone could address it without re-reading the source documents
• No findings are duplicated across categories
• The Implications section links back to the high-priority findings — no new gaps appear there
• The "What Was Not Compared" section is honest about scope

Output Format

Deliver:

1. Complete gap analysis — Markdown, ready to paste into a SharePoint Markdown web part or page
2. Gap count by category — A one-line summary: "Found X missing, Y conflicting, Z changed, W added — N high-priority"