SYSTEMS IMPLEMENTATION. Planning/Control Site Preparation New Equipment Education and Training...

SYSTEMS IMPLEMENTATION

Planning/ControlSite PreparationNew EquipmentEducation and TrainingChangeover

Planning and Control

- requires user personnel

no line management authority

additional to normal work

- two possibilities

allocate junior user manager as interface

form steering committee

Steering Committee

- chairman with authority- user management- user staff- trade union representative- D.P. manager- systems analyst

Advantages - meet as required, authority, user involvement

Disadvantage - decisions slower to arrive at

Site Preparation

Power supply

Heat dissipation

Office alterations

layout

furniture

New Equipment

HardwareSoftwareTelecommunicationsSupplies (Consumables)

Hardware

Lead Time

Transport

Siting

Arrival

Cables

Engineer

Software

Lead time (usually short)Tapes etc. compatibilityCompletenessExpertiseLicensing

Telecommunications

Lead timeTermination equipmentCircuit testing

Consumables

TapesDiscsLine printer stationaryPre-printed stationaryRibbonsToner

Education and Training

Education - whyTraining - how

Education

Explain philosophy

Eliminate fear and misunderstandings

Emphasise removal of onerous tasks

Motivate users

Open discussion

Training

to teach specific skillspractical where possible

Common Methods

formal lecturesinformal discussions or seminarscomputer based training (CBT)user manualsquick reference manuals'on the job' training

Train 'top down' - knowledge can be passed on

The Changeover

Two Possibilities

Manual system to computerised systemOld computerised system to new computerised system

Several methods of changeover exist

Changeover may be a committee responsibility consisting of technical staff and users or the role of a project manager

must schedule tasksand consult with usersmonitor progresscommunicate progress to all concerned

Main tasks immediately prior to changeover:

data conversion

file set up

procedure conversion

control procedures

documentation

Data Conversion

master files must be set up, e.g. stock file

may involve many thousands of records

two stages:

planning and scheduling

data capture and control

Planning and Scheduling

estimate work involved

decide who does it and when

importance must be emphasised

Data Capture

data should be as accurate as possibledata may be in use - may require out of hours collectionspecial input documents may be necessarymultiple formats may exist – either decide between or create newdata may not exist on record - may have to be created- e.g. postcodes

best if user personnel key data in

- lower error rate, due to familiarity with data- useful training exercise- however, volumes and keyboard skills may be a problem

static data e.g. partno, description, supplier code

can be entered well in advance

dynamic data e.g. stock-in-hand

may be added much nearer live date.

shut-down period may be best but impossible,

therefore update over first few weeks of live running.

File Set Up

Assumes data ready in machine-readable form

Options are:

file creation program

utility program

normal master file programs

Errors could be caused by:

original documents

clerical transcriptions

keying errors

the conversion program itself

Procedure Conversion (Actual Changeover)

When

end of financial year

end of month

end of week

least busy time of year

over weekend

overnight

How

Parallel running

Pilot running

Direct changeover

Parallel Running

process data by both old and new systems - cross check resultsessentially an extension of testingrequires resources to run two systems and do the checksany errors found may also be present in old systemthe old system will have to go one day!

Advantages

Disadvantages

Safest

Heavy on resourceBetter training

Users may never

want to changeBetter testingAnytime

Pilot running

Either make a small section of the system live

and introduce more sections over time

Or

make entire new system available to a small number of users and

expand toall users over time

useful but have to choose sections carefully and make it absolutely

clear to all which is which.

Advantages

Disadvantages

Damage limitation

Difficult to split

Possible confusion

Direct Changeover

replace old system by new one in one go

data transfer may take place over a period

cheapest but riskiest

ensure rigorous testing

choose a slack period

weigh up the consequences of mistakes carefully

allow for reversion to old system in emergency

Advantages

Disadvantages

Cheapest

Riskiest

Need to choose time

Department Manager

support and commitment

Supervisors

extra work

feedback

User Involvement

Control procedures

Auditors will have to be convinced thatdata integrity has been maintained.

Controls that existed on the old systemwill have to be maintained or improved upon for the new system.

Documentation

Likely to differ from normal running - differences must be highlightedInstructions needed before changeover saying how changeover should be carried out.

Changeover documentation should include:

sections relevant to specific departmentsbrief introduction to new systemreasons for changeoutline of method of changeoverschedule datesavailability of ancillary services during changeoveruser responsibility

Further sections could include:

clerical and terminal input procedurescomputer input documentation computer output documentationnon-computer documentation

SUMMARY

Planning/Control

Site Preparation

New Equipment

Education and Training

Changeover

main tasks immediately prior

different methods

user involvement