CSE1IS Information Systems Week 11 Lecture 2 System Implementation

S.C.&R. Chapter 9.

System implementation represents the transition from a system under development to one in operational use. We are moving from a testing environment to an operational  environment.

Activities include

1. the  installation of hardware and operating software  (pre-ordered earlier in the project)
2. the  training of the end-user group
3. file conversion
4. system changeover

2. End-User Training:

There are several approaches that could be considered, depending on the circumstances.

1. The vendor provides training. This is most suitable when the solution involved the purchase and installation of a software package.
2. Group training. This is useful for large user groups. It can be an effective use of your time. The group situation is also useful because  people can learn from the questions or problems of other trainees.
3. Targeted training. These are training programs directed  towards different user groups. It is useful where you have a mixture of  novice users with more expert users.
4. A 'train the trainer' approach. In this approach you  train key users who will  then train the rest of the group. This approach could be useful when there is a large user group located in differing geographic locations.
5. You should consider a mixture of delivery styles. This may involve  hands-on training supported by on- line or audio visual material. There may be some lectures and demonstrations. You might consider developing self paced learning and assessment materials.
6. There is always the option of contracting out end-user training to a suitable provider (e.g. TAFE, private training organisations etc).

Categories of Training:

People within an organisation can be divided into three broad categories, each with their special requirements:

1. End Users, such as clerical staff who simply need to know how to perform the operations they are concerned with. Shortcuts and the use of any tools and features are main topics.
2. Management, who require overview of the entire system as well as their own interfaces.
3. IT Staff, who require an overview, plus more technical knowledge for solving problems, handling upgrades etc.

S.C.&R. Fig 9-31 outlines general training topics for the 3 groups:

Training Methods:

There are many ways and approaches to running a training program:

1. Personally directed:
• instructor works on a one-on-one
• or group based
• usually instructor supplements User's Manuals
• training can be done with live data
2. Lecture:
• instructor shows a large group how the program works
• very little feedback
3. Tutorial based:
• eg. working through a set of exercises
• may use fictional data
• no personal instructor
• very little immediate feedback
4. Video:
• can incorporate screen captures so the user can see exactly how each field should be filled in
• voice-overs can provide descriptions
• call-out boxes can also highlight important points
• video can quickly show (physically) where data comes from and goes to.
• excellent for overviews
• expensive and requires expertise to film and collate properly
5. Computer-based training (CBT) package:
• exercises are written within a computer program
• can question the user on what is required for a particular situation
  - can use answers to interact with the real system
• can become part of the online help for the system
• expensive to produce and requires considerable expertise
• eg. the paper-clip in MS Office applications

Remember that any effective training program should be accompanied by suitable written and on-line material (i.e. manuals, tutorials etc.). You should also consider using the user documentation during training.

3. Data (File) Conversion:

Data conversion is concerned with the transfer of the data files of the old system to the new. You should recognise that this can be a lengthy and time-consuming process. There are several possible scenarios.

From an old computerised system to a new computerised system

In this case file conversion could be automated. In this approach an 'intermediate' file format may be required during the conversion process. You may have to write special file conversion software that extracts the old data, converts it to the new format and then  writes it  to the new file(s). There may need to be some extra data written (i.e. extra fields in the records) to new files or redundant data removed from the old file format. If it is possible to automate the process then the time for file conversion should be reduced.

From an old manual system to new computerised system

In this case a major file conversion effort may be required. The existing stored data is probably on paper. All of this existing data will need to entered manually in either on-line or batch mode i.e. entered directly into the new files or stored in a transaction file prior to file updating. Suitable input controls will be necessary and you may be able to use the new system input procedures. However if the old input documents have been superseded in the new system then special input  procedures may need to be developed. File conversionof this type may require the employment of special data entry personnel to carry out the conversion.  This will take time and cost money.

4. System Changeover:

System changover involves  'retiring'  the old system and  putting the new system into production. There are four basic techniques.

1. direct cutover
2. parallel operation
3. pilot operation
4. phased changeover

4.1 Direct Cutover:

• In this approach the old system ceases and the  new system commences e.g the old systems ceases operation on Friday afternoon and the new system commences operation on Monday morning.
• It is the cheapest  of the four options, but it is the most risky.
• Once in operation, do not have the old system to fall back on.
• What happens if the new system has problems?
  • There is no back-up and data could be lost.
  • In an extreme case the organisation could suffer signifacnt financial loss.
• The direct cutover approach is normally used for the implementation of a purchased or standard system, where the chances of failure are low.

4.2 Parallel Operation:

• In this approach  both the old and new systems run together for a period of time.
• It is only when any problems with the new system are identified and corrected that the old system is retired.
• This is an expensive approach as everything is duplicated.
• Can result in user resentment as there is an extra workload.
• Comparisons between the 2 systems will be made, often in favour of the known older system.
• However, risk is minimised and a parallel operation changeover strategy would be recommended if we cannot afford to except any risk.
• Best method for converting a manual to a computer system.

4.3 Pilot Operation:

• In this approach the new system is implemented in only one part of an organisation (i.e. in a pilot site).
• The old system continues to operate in the other parts of the organisation.
• Any problems with the new system are identified and corrected at the pilot.
• Once this has occured the new system can be implemented across the whole organisation, probably using a direct cut-over approach.
• Pilot operation becomes an option when a new system is to be implemented in a series of sites or departments.
• Can result in long conversion times.

4.4 Phased Changeover:

• In this approach the new system is implemented 'module' by 'module'.
• eg. Accounting packages are appropriate:
  • accounts receivable
  • accounts payable
  • inventory
  • sales
  • payroll
• The  whole organisation receives parts of the system in stages.
• The risk of failure is restricted to only part of the system being implemented.
• This approach is incremental and is  less costly than parallel changeover.
• It is an option when a system can be broken up into self contained modules.
• The changeover of each module could be carried out by direct cut-over or by parallel operation.
• Users become familiar with the new system little-by-little before having to fully rely on it
• Can also result in long conversion times.

References:

• Shelly, Cashman & Rosenblatt, Systems Analysis and Design, 6th Edition,  Course Technology, 2006.

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