# Gap analysis from current to future state

*Business Analyst Study Guide · Collaboration with Stakeholders · Last updated October 15, 2026 · https://www.certifyforce.com/study-guide/business-analyst/collaboration-with-stakeholders/gap-analysis-from-current-to-future-state*

The path from a validated current state to an agreed, stored future state: define the future state with stakeholders, run a gap analysis, assess the options against value, effort and risk, challenge steps that only exist for legacy reasons, build shared understanding with side-by-side maps, whiteboarding and journey maps, and phase the change when it exceeds the budget.

- Certification: Salesforce Business Analyst
- Exam section: Collaboration with Stakeholders
- Study guide: https://www.certifyforce.com/study-guide/business-analyst

**Official exam objective:**

> Explain how to move from current state analysis to an agreed future state design.

## What the exam expects

- Order the steps from a validated current state to an agreed future state, and name gap analysis as the step after both states are described.
- Assess competing design options against the gaps, effort, risk and value, and help stakeholders decide.
- Challenge "keep this step" and "replicate what we do today" by tracing steps back to the underlying need.
- Build shared understanding with side-by-side current and future maps, whiteboarding, role-by-role walkthroughs and customer journey maps.
- Protect the agreement (store and sign off the future state) and phase it into interim states when it exceeds the budget.

Key terms: **current state** (how the process works today, validated by the people who do it); **future state** (the desired process); **transition state** (an interim step toward the future state); **gap analysis** (identifying what differs between current and desired state); **customer journey map** (the customer's experience across touchpoints and channels).

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Strategy analysis | Business need, current state, future and transition states | [Explore Techniques for Information Discovery](https://trailhead.salesforce.com/content/learn/modules/business-analyst_skills-strategies/explore-techniques--information-discovery) |
| Gap analysis | What is different between current and desired state | [Explore Techniques for Information Discovery](https://trailhead.salesforce.com/content/learn/modules/business-analyst_skills-strategies/explore-techniques--information-discovery) |
| After gap analysis | Assess options incl. work or scope; recommend highest value; assess risks | [Explore Techniques for Information Discovery](https://trailhead.salesforce.com/content/learn/modules/business-analyst_skills-strategies/explore-techniques--information-discovery) |
| Gap analysis document | Describes gaps between current and intended processes | [Explore Documentation Types](https://trailhead.salesforce.com/content/learn/modules/business-analyst_skills-strategies/learn-documentation-types-importance-documentation) |
| Validating current state | Workers who do every step fill gaps and correct the draft | [Learn the Customs of Your Customer](https://trailhead.salesforce.com/content/learn/modules/business-analyst-best-practices/learn-the-customs-of-your-customer) |
| Before-and-after maps | Illustrate how things have improved | [Learn the Customs of Your Customer](https://trailhead.salesforce.com/content/learn/modules/business-analyst-best-practices/learn-the-customs-of-your-customer) |
| Map governance | Release cycle with versioning; sign-off on each diagram | [Create a Business Process Map](https://trailhead.salesforce.com/content/learn/modules/business-process-mapping/create-a-business-process-map) |
| Journey map | Customer steps, challenges, touchpoints and channels; exposes gaps | [Add Journey Mapping to Your Solution Toolbox](https://trailhead.salesforce.com/content/learn/modules/journey-mapping/add-journey-mapping-to-your-solution-toolbox) |
| Section topics | Whiteboarding, journey map, process design, solution roadmap | [Review Collaboration with Stakeholders](https://trailhead.salesforce.com/content/learn/modules/salesforce-business-analyst-certification-prep/reivew-collaboration-with-stakeholders) |

## Check yourself

- What comes immediately after the current state is validated and the future state is described?
- Why should a BA question a step the business insists on keeping?
- When is a customer journey map the right artifact?
- What does a gap analysis document describe?

## Sources

- [Explore Techniques for Information Discovery](https://trailhead.salesforce.com/content/learn/modules/business-analyst_skills-strategies/explore-techniques--information-discovery)
- [Learn the Customs of Your Customer](https://trailhead.salesforce.com/content/learn/modules/business-analyst-best-practices/learn-the-customs-of-your-customer)
- [Get Started with Process Mapping](https://trailhead.salesforce.com/content/learn/modules/process-mapping-for-business-analysts/get-started-with-process-mapping)
- [Review Collaboration with Stakeholders](https://trailhead.salesforce.com/content/learn/modules/salesforce-business-analyst-certification-prep/reivew-collaboration-with-stakeholders)
- [Explore Documentation Types](https://trailhead.salesforce.com/content/learn/modules/business-analyst_skills-strategies/learn-documentation-types-importance-documentation)
- [Advocate for the Customer](https://trailhead.salesforce.com/content/learn/modules/business-analyst-best-practices/advocate-for-the-customer)
- [Schedule for Success](https://trailhead.salesforce.com/content/learn/modules/business-analyst-best-practices/schedule-for-success)
- [See Business Process Mapping in Practice](https://trailhead.salesforce.com/content/learn/modules/business-process-mapping/see-business-process-mapping-in-practice)
- [Create a Business Process Map](https://trailhead.salesforce.com/content/learn/modules/business-process-mapping/create-a-business-process-map)
- [Add Journey Mapping to Your Solution Toolbox](https://trailhead.salesforce.com/content/learn/modules/journey-mapping/add-journey-mapping-to-your-solution-toolbox)
- [Understand Universal Process Notation](https://trailhead.salesforce.com/content/learn/modules/business-process-mapping/understand-universal-process-notation)
- [Connect with Your Customers](https://trailhead.salesforce.com/content/learn/modules/customer-centric-discovery-strategies/connect-with-your-customers-centric)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 14 linked practice questions, and unlimited timed mock exams are included with the Business Analyst pack (USD $19): https://www.certifyforce.com/practice-exams