systems implementation. planning/control site preparation new equipment education and training...
Post on 22-Dec-2015
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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