chap5 seq7

System ImplementationSystem Implementation

- Mr. Ahmad Al-Ghoul- Mr. Ahmad Al-Ghoul

System Analysis and System Analysis and DesignDesign

AvicennaAvicennaSystem Analysis and Design System Analysis and Design

System Implemantation System Implemantation 22

learning Objectiveslearning Objectives

Identify and describe Identify and describe changeover methodschangeover methods

Explain post-implementation Explain post-implementation evaluationevaluation

Describe the final report to Describe the final report to managementmanagement



System ChangeoverSystem Changeover

System changeover is the process of System changeover is the process of putting the new information system putting the new information system online and retiring the old systemonline and retiring the old system

The four changeover methods are The four changeover methods are direct cutover, parallel operation, direct cutover, parallel operation, pilot operation, and phased operationpilot operation, and phased operation



System ChangeoverSystem Changeover Direct CutoverDirect Cutover

The direct cutover approach causes the The direct cutover approach causes the changeover from the old system to the changeover from the old system to the new system to occur immediately when new system to occur immediately when the new system becomes operational. the new system becomes operational.

Usually is the least expensive changeover Usually is the least expensive changeover methodmethod

Involves more risk than other changeover Involves more risk than other changeover methods, because some difficulties can methods, because some difficulties can arise when the system goes into operationarise when the system goes into operation

Detecting minor errors is more difficult Detecting minor errors is more difficult because users cannot verify current output because users cannot verify current output by comparing it to output from the old by comparing it to output from the old systemsystem



System ChangeoverSystem Changeover Direct CutoverDirect Cutover

Most systems operate on weekly, Most systems operate on weekly, monthly, quarterly, and yearly cyclesmonthly, quarterly, and yearly cycles

Companies often choose the direct Companies often choose the direct cutover method for implementing cutover method for implementing commercial software packagescommercial software packages

Cyclical information systems usually are Cyclical information systems usually are converted using the direct cutover converted using the direct cutover method at the beginning of a quarter, method at the beginning of a quarter, calendar year, or fiscal yearcalendar year, or fiscal year



System ChangeoverSystem Changeover Parallel OperationParallel Operation

The parallel operation changeover method The parallel operation changeover method requires that both the old and the new requires that both the old and the new information systems operate fully for a information systems operate fully for a specified period.specified period.

Data is input into both systems, and output Data is input into both systems, and output generated by the new system is compared with generated by the new system is compared with the equivalent output from the old system. the equivalent output from the old system.

The obvious advantage is lower riskThe obvious advantage is lower risk If the new system does not work correctly, you If the new system does not work correctly, you

can use the old system as a backupcan use the old system as a backup Easier to verify that the new system is working Easier to verify that the new system is working

properly under parallel operation than under properly under parallel operation than under direct cutoverdirect cutover



System ChangeoverSystem Changeover Parallel OperationParallel Operation

It is the most costly changeover methodIt is the most costly changeover method Running both systems might place a Running both systems might place a

burden on the operating environment burden on the operating environment and cause processing delayand cause processing delay

Is not practical if the old and new Is not practical if the old and new systems are incompatible technicallysystems are incompatible technically

Also is inappropriate when the two Also is inappropriate when the two systems perform different functionssystems perform different functions



System ChangeoverSystem Changeover Pilot OperationPilot Operation

The pilot operation changeover method involves The pilot operation changeover method involves implementing the complete new system at a implementing the complete new system at a selected location of the company. selected location of the company.

The group that uses the new system first is called The group that uses the new system first is called the pilot sitethe pilot site

The old system continues to operate for the entire The old system continues to operate for the entire organizationorganization

After the system proves successful at the pilot site, After the system proves successful at the pilot site, it is implemented in the rest of the organization, it is implemented in the rest of the organization, usually using the direct cutover methodusually using the direct cutover method

Restricting the implementation to a pilot site Restricting the implementation to a pilot site reduces the risk of system failurereduces the risk of system failure

Is a combination of parallel operation and direct Is a combination of parallel operation and direct cutover methodscutover methods



System ChangeoverSystem Changeover Phased OperationPhased Operation

The phased operation method allows you to The phased operation method allows you to implement a new system in stages, or modules. implement a new system in stages, or modules.

You give a part of the system to all usersYou give a part of the system to all users The risk of errors or failures is limited to the The risk of errors or failures is limited to the

implemented module onlyimplemented module only Is less expensive than full parallel operationIs less expensive than full parallel operation Is not possible, however, if the system cannot be Is not possible, however, if the system cannot be

separated easily into logical modules or segmentsseparated easily into logical modules or segments



System ChangeoverSystem Changeover

Relative risk and cost characteristics of the four changeover methods.



Post-Implementation TasksPost-Implementation Tasks

A post-implementation evaluation assesses A post-implementation evaluation assesses the overall quality of the information system.the overall quality of the information system.

The evaluation verifies that the new system The evaluation verifies that the new system meets specified requirements, complies with meets specified requirements, complies with user objectives, and achieves the user objectives, and achieves the anticipated benefits.anticipated benefits.

In addition, by providing feedback to the In addition, by providing feedback to the development team, the evaluation also helps development team, the evaluation also helps improve IT development practices for future improve IT development practices for future projects. projects.




Post-Implementation EvaluationPost-Implementation Evaluation Includes feedback for the following areas:Includes feedback for the following areas:

Accuracy, completeness, and timeliness of Accuracy, completeness, and timeliness of information system outputinformation system output

User satisfactionUser satisfaction System reliability and maintainabilitySystem reliability and maintainability AdequacyAdequacy of system controls and security of system controls and security

measuresmeasures Hardware efficiency and platform Hardware efficiency and platform

performanceperformance




Post-Implementation EvaluationPost-Implementation Evaluation Includes feedback for the following areas:Includes feedback for the following areas:

Effectiveness of data base implementationEffectiveness of data base implementation

Performance of the IT teamPerformance of the IT team Completeness and quality of documentationCompleteness and quality of documentation Quality and effectiveness of trainingQuality and effectiveness of training Accuracy of cost-benefit estimates and Accuracy of cost-benefit estimates and

development schedulesdevelopment schedules




Post-Implementation EvaluationPost-Implementation Evaluation When evaluating a system, you shouldWhen evaluating a system, you should::

Interview members of management and key Interview members of management and key usersusers

Observe users and computer operations Observe users and computer operations personnel actually working with the new personnel actually working with the new information systeminformation system

Read all documentation and training Read all documentation and training materials materials




Post-Implementation EvaluationPost-Implementation Evaluation When evaluating a system, you should:When evaluating a system, you should:

Examine all source documents, output reports, and Examine all source documents, output reports, and screen displaysscreen displays

Use questionnaires to gather information and Use questionnaires to gather information and opinions form a large number of usersopinions form a large number of users

Analyze maintenance and help desk logs Analyze maintenance and help desk logs Whenever possible, people who were not Whenever possible, people who were not

directly involved in developing the system directly involved in developing the system should conduct the post-implementation should conduct the post-implementation evaluationevaluation




Post-Implementation EvaluationPost-Implementation Evaluation Users can forget details of the developmental Users can forget details of the developmental

effort if too much time elapses effort if too much time elapses Pressure to finish the project sooner usually Pressure to finish the project sooner usually

results in an earlier evaluation in order to allow results in an earlier evaluation in order to allow the IT department to move on to other tasksthe IT department to move on to other tasks

Ideally, conducting a post-implementation Ideally, conducting a post-implementation evaluation should be standard practice for all evaluation should be standard practice for all information systems projectsinformation systems projects



Why Implementation Why Implementation Sometimes FailsSometimes Fails

Two conditions necessary for a Two conditions necessary for a successful implementationsuccessful implementation Management support of the system Management support of the system

under developmentunder development Involvement of users in the Involvement of users in the

development processdevelopment process



Why Implementation Why Implementation Sometimes FailsSometimes Fails

Insights about implementation processInsights about implementation process RiskRisk Commitment to the projectCommitment to the project Commitment to changeCommitment to change Extent of project definition and planningExtent of project definition and planning Realistic user expectationsRealistic user expectations

Implementation success factorsImplementation success factors Extent to which system is usedExtent to which system is used User’s satisfaction with systemUser’s satisfaction with system




Final Report to ManagementFinal Report to Management Your report should include the following:Your report should include the following:

Final versions of all system documentationFinal versions of all system documentation Planned modifications and enhancements to Planned modifications and enhancements to

the system that have been identifiedthe system that have been identified Recap of all systems development costs and Recap of all systems development costs and

schedulesschedules




Final Report to ManagementFinal Report to Management Your report should include the following:Your report should include the following:

A comparison of actual costs and schedules A comparison of actual costs and schedules to the original estimatesto the original estimates

Post-implementation evaluation, if it has Post-implementation evaluation, if it has been performed.been performed.

The final report to management marks The final report to management marks the end of systems development workthe end of systems development work



Sequence SummarySequence Summary System changeover is the process of putting the new System changeover is the process of putting the new

system into operationsystem into operation Four changeover methods exist: direct cutover, parallel Four changeover methods exist: direct cutover, parallel

operation, pilot operation, and phased operationoperation, pilot operation, and phased operation A post-implementation evaluation assesses and reports A post-implementation evaluation assesses and reports

on the quality of the new system and the work done by on the quality of the new system and the work done by the project teamthe project team

The evaluation should be conducted early so users have The evaluation should be conducted early so users have a fresh recollection of the development effort, but not a fresh recollection of the development effort, but not before users have experience using the new systembefore users have experience using the new system

The final report to management includes the final The final report to management includes the final system documentation, describes any future system system documentation, describes any future system enhancements that already have been identified, and enhancements that already have been identified, and details the project costsdetails the project costs

The report represents the end of the development effort The report represents the end of the development effort and the beginning of the new system’s operational lifeand the beginning of the new system’s operational life



Sequence SummarySequence Summary

In this Sequence we haveIn this Sequence we have Identified and described changeover Identified and described changeover

methods including, methods including, direct cutover, direct cutover, parallel operation, pilot operation, parallel operation, pilot operation, and phased operationand phased operation

Explained post-implementation Explained post-implementation evaluation tasksevaluation tasks

Discussed why implementation Discussed why implementation sometimes failssometimes fails

Explained the importance of final report Explained the importance of final report to managers and what it should includesto managers and what it should includes



ReferenceReference

[1] System Analysis and Design, Sixth [1] System Analysis and Design, Sixth EditionEdition

Authors: Gary B. Shelly, Thomas J. Authors: Gary B. Shelly, Thomas J. Cashman and Harry J. Rosenblatt Cashman and Harry J. Rosenblatt

Publisher: SHELLY CASHMAN Publisher: SHELLY CASHMAN SEWIES.SEWIES.

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chap5 seq7