Methods of implementation of new or updated systems
Methods for implementing a new or updated system
Learning objectives:
12.2.1.7 list system implementation methods.
12.2.1.8 compare the advantages and disadvantages of system implementation methods.
1. Introduction. After developing a new system and testing it, the system must be implemented in the area where it is supposed to work.
A system implementation method - the strategy or approach used to transition from an old system to a new one.
2. Мethods for installation or conversion new system. We will look at four methods for implementing a new system:
Direct changeover
Involves the Old system being completely dropped and the new system being completely installed at the same time;
Need to make sure the new system is completely functional and operational;
This conversion method is only used when it is not feasible to operate separate systems at the same time;
Any data and training must be done before the installation.
Advantages
Disadvantages
A new system available to everyone in the company immediately
The riskiest method - if something goes wrong, there is nothing to fall back on. Have to wait while the problem is fixed
Often the cheapest method of installation because it minimizes the period where resources are duplicated
Have to transfer all of the data to the new one before the old one can be switched off
Don't need to keep duplicate sets of data
There will be a period when no system is available because can't have the old one working while a new one is being switched on
There will be a period of upheaval while the system is brand new and staff are finding their way around it
Parallel conversion
Involves the operation of both systems for some time;
This allows problems with the new system to be found without loss of data;
Once the new system is fully functional and operational the old system can stop being used;
A consequence of using this is that old versions must continue being supported until the conversion.
Advantages
Disadvantages
Less risky than the direct method. If the new system fails, the old system is still up-to-date
Time-consuming as data has to be entered into both systems
Less stress for staff as they still have the security of the old system
One system can become out of sync. with the other.
Staff can take their time to learn to use the new system
Maintaining duplicate sets of data can lead to errors
The extra cost of running and maintaining two systems
Phased conversion
The phased method of installation from an old system to a new one through a gradual introduction of the new and incarnation of the old;
This is usually done by introducing new parts of a system while removing/replacing old ones;
Often used when the product as a whole is still under development;
Over time the entire system will be converted from old to new.
Advantages
Disadvantages
Less risk of the whole system going wrong, if something happens, it will only affect that specific part
This method of installation can take a long period, because it is a deliberate, step-by-step process of replacing the old system with the new one, piece by piece, rather than all at once
Staff are introduced to the changes in small stages, it prevents information overload
As parts of the system are used, users ask for changes which then hold up the installation of the next phase
It might be difficult to integrate the old and the new systems
Pilot conversion
The new system is installed for a small number of users;
Users learn, use, and evaluate the new system;
Once the system is seen as satisfactory the new system is installed and used by all;
Allows users to become experts and teachers of the new system;
Pilot conversion also allows for testing the product in an operational setting.
Advantages
Disadvantages
Only a small part of the business is affected. The rest of the business continues using the old system for now
Even though it is only introduced to a small number of departments, those chosen will have the same disadvantages experienced as a 'direct changeover'
Any problems or issues are identified without affecting the whole company
Those staff using the new system might not be able to easily share data with the rest of the company who are still on the old system
When the rollout happens, staff from the pilot departments can be involved in training other staff
Extra work for IT staff who are having to support two different systems
Questions:
1. Remembering (Recall basic facts)
List the four main system implementation methods and define each in one sentence.
2. Understanding (Explain concepts)
Explain the fundamental tradeoff between risk and cost when comparing the direct migration method with the parallel implementation method.
3. Applying (Use knowledge in a new situation)
Imagine a small bakery with a single location upgrading its simple cash register to a new POS system. The owner wants it to happen overnight. Choose the implementation method for this situation and explain your choice.
4. Analyzing (Draw connections and differentiate)
Compare and contrast the Phased Implementation method with the Pilot Implementation method. How are they similar in their approach to minimizing risk, and what is the key difference in how they segment the rollout process?
5. Evaluating (Justify a decision)
A national banking chain is introducing a new mobile banking app. The management team argues for a Direct Cutover to save money. Critique this decision. Formulate an argument for an alternative method, justifying why it would be a superior choice despite potentially higher initial costs.
