Implementing Systems

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Implementing Systems

• ACCA 2.1 Chapter 12

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Implementing Systems

• System implementation is a complicated process,
  requiring thorough planning
• Users and technical staff need to be aware of
  implementation plans so they can schedule their
  own work around disruption
• Training is crucial to acceptance and success of
  new systems

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Implementation Steps

• Produce documentation
• Train users
• Convert data
• System changeover

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Documentation

• User manuals
• Instructions on use of system
• Printed books
• Built in Help systems
• Intranet or on-line instructions, FAQs
• Operational procedures
• Installation notes, system requirements
• Error codes and error handling
• Back up and restore instructions
• Screen shots

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Documentation

• System Specifications
• Technical Manual
• Performance details
• Hardware specifications
• System requirements
• A reference tool for staff installing and
  maintaining the system

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Documentation

• Program Documentation
• Flowcharts, data flow diagrams
• Entity relationship diagrams
• Data Dictionary

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Training

• Staff will need to learn about the new system to
  get best use from it
• Different levels of staff will require different
  kinds of training
• Training can be delivered in a variety of methods

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Training Requirements

• Operational staff
• New data capture and entry duties need to be
  detailed and explained
• New data entry screens and system navigation
  explained, sample data entered, mock run through
  of entire actual process

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Training Requirements

• Middle Managers
• System supervision techniques should be explained
• Advanced training will be required by managers
  for them to support operational staff
• New reporting systems and tools should be
  explained so that best use can be made of data

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Training Requirements

• Senior Managers
• System capabilities should be explained
• The use of aggregate reporting facilities, drill
  down facilities, and other broad reporting
  facilities should be explained
• Sample reports should be analysed to explain the
  significance of various report elements to senior
  staff

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Training Delivery

• In operational environment
• Trainers go on site and teach individually or in
  small groups at users workstations
• Can be expensive as there is a low
  student/trainer ratio
• Can be effective as training will be adjusted for
  different skill levels
• Can be flexible around users workload

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Training Delivery

• Classroom training
• Users leave operational environment and go for
  specific group training
• Fewer distractions, focussed delivery
• Cost effective
• Not as individually tailored users with weaker
  IT skills may get bogged down in terminology,
  have problems with keyboard skills, etc and may
  not progress at the same rate as other more
  technically savvy users

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Training Delivery

• Computer Based Training (CBT)
• Training documentation can be delivered by CD or
  on-line.
• Flexible, users can study at own pace at
  convenient times
• Cost effective
• Assumes core IT skills

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Data Conversion and Creation

• Computer file systems
• Data on disc can be held in different file
  formats
• Apple, Unix and Microsoft files are not
  necessarily interchangeable as they are formatted
  differently
• Data in tables may have different formats
• A date field in a Foxpro table is a ten digit
  text field, while a date field in an Access table
  is a long integer that the system converts based
  on the system date format
• Data will need to be converted to required format
• Conversion process can be automated
• Data will need to be checked for consistency with
  previous format

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Data Conversion and Creation

• Manual file systems
• Data may be held on manual systems and require
  data entry into new system
• Data entry is labour intensive and profoundly
  unexciting
• Data entered will need validity and accuracy
  checks

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Going Live

• When any new system is first put into use,
  unanticipated events and undiscovered faults will
  occur.
• In order to minimise disruption, systems can be
  run in parallel with old systems, phased in
  gradually, or piloted in specific areas before
  going live company wide.

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Direct Changeover

• The previous system is closed down, and the new
  system is used immediately
• Can be introduced at the beginning of a financial
  year, a slack period, over a holiday or weekend,
  or other convenient point

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Parallel Running

• Existing and newly developed systems are run at
  the same time with duplicate data
• Cross checks are made to ensure the new system
  data agrees with existing data
• Errors exposed in new system do not affect
  business operation

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Direct vs Parallel

• Direct changeover is risky if the new system
  fails there is no backup system
• Direct changeover is cheap (as long as it doesnt
  fail!) as there is no duplicated data entry
• Parallel running is safer and can be phased in or
  pilot projects can be run in selected areas
  before complete changeover. This prevents
  disruption to entire business.
• Parallel running can encourage delays in
  acceptance as users can keep using the old system
  resistance to change issues