SYSTEMS IMPLEMENTATION Planning Control Site Preparation New Equipment

SYSTEMS IMPLEMENTATION

Planning/Control Site Preparation New Equipment Education and Training Changeover

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 Hardware Software Telecommunications Supplies (Consumables)

Hardware Lead Time Transport Siting Arrival Cables Engineer

Software Lead time (usually short) Tapes etc. compatibility Completeness Expertise Licensing

Telecommunications Lead time Termination equipment Circuit testing

Consumables Tapes Discs Line printer stationary Pre-printed stationary Ribbons Toner

Education and Training Education - why Training - how

Education Explain philosophy Eliminate fear and misunderstandings Emphasise removal of onerous tasks Motivate users Open discussion

Training to teach specific skills practical where possible Common Methods formal lectures informal discussions or seminars computer based training (CBT) user manuals quick reference manuals 'on the job' training Train 'top down' - knowledge can be passed on

The Changeover Two Possibilities Manual system to computerised system Old 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 tasks and consult with users monitor progress communicate 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 possible data may be in use - may require out of hours collection special input documents may be necessary multiple formats may exist – either decide between or create new data 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 results essentially an extension of testing requires resources to run two systems and do the checks any errors found may also be present in old system the old system will have to go one day! Advantages Disadvantages Safest Better training change Better testing Anytime Heavy on resource Users may never want to

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

User Involvement Department Manager support and commitment Supervisors extra work feedback

Control procedures Auditors will have to be convinced that data integrity has been maintained. Controls that existed on the old system will have to be maintained or improved upon for the new system.

Documentation Likely to differ from normal running - differences must be highlighted Instructions needed before changeover saying how changeover should be carried out. Changeover documentation should include: sections relevant to specific departments brief introduction to new system reasons for change outline of method of changeover schedule dates availability of ancillary services during changeover user responsibility

Further sections could include: clerical and terminal input procedures computer input documentation computer output documentation non-computer documentation

SUMMARY Planning/Control Site Preparation New Equipment Education and Training Changeover main tasks immediately prior different methods user involvement