Implementation of Mis: Unit - 7
Implementation of Mis: Unit - 7
UNIT 7
IMPLEMENTATION OF MIS
Learning Objectives
After having read this unit, you will be able to:
Structure
7.1.
Introduction
7.2.
Implementation Process
7.3.
7.4.
Summary
7.5.
Review Questions
7.1. Introduction
Once the development of MIS is complete, it is ready for implementation.
Implementation is a process of installing a newly developed MIS at the users
premises and continuously getting the output it was designed to generate. In
other words, it is the process of converting from an old system to a new
system. The new system may be a replacement of a manual system or a major
modification to an already existing computer-based information system. Thus,
in brief, implementation means putting the new system into operation.
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The number and types of exits, storage areas, air-conditioning, location of
utilities, safety and security factors also affect the layout and location of the
computer room.
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7.2.7. Testing
Tests should be performed in accordance with the test specifications at each
and every phase. However, it is more important at implementation because,
testing at this stage is done under real operating conditions with factual data.
Testing can be done with only a small representative data but it should be done
at various levels, starting from elements to sub-systems and finally to the
system as a whole. The elements may include equipment, forms, programs,
work procedures and formats, etc., and may be tested relatively independently
of the system to which they belong. These tests are performed mainly for
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accuracy, range of inputs, frequency of inputs, operating conditions and
reliability, etc.
Testing of information systems, nowadays, can be undertaken with the help of
Computer Aided Software Engineering (CASE) tools. These tools provide for
on-line debugging for correcting program and data errors.
On the basis of the tests performed, a number of difficulties may arise. These
may lead to changes in the design of the elements/ sub-systems or even in the
system.
7.2.8. Changeover
Changeover is the event of switch-over from the old system to new system,
which takes place after the system is tested and found reliable. The existing
system is replaced by the new system in this phase. Conversion from the old
system to the new system may be accomplished by selecting one or a
combination of various conversion approaches. A brief description of
conversion approaches is given below.
For New Organisation / Operation
If the organisation is a new one or when the old system does not exist, there is
only one method for implementing the newly developed system, i.e. install the
system.
The newly developed system is implemented as there is no old system in
operation and thus no question of replacement of the old or existing system
arises.
For Existing Organisation/ Operation
When the old system is in existence, there may be four different strategies,
names:
i)
Direct
ii)
Parallel
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iii) Modular
iv) Phase-in
Direct Approach: A direct implementation is the installation of the new
system and the immediate discontinuation of the old system, sometimes called
cut-off. This is the Cold Turnkey approach. This approach produces a time
gap when no system is working. Thus, this approach is meaningful when
a)
b)
c)
d)
the design of the new system is drastically different from that of the
old system and comparisons between systems would be meaningless.
New System
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parallel operation will cease and the new system will operate on its own. If
possible, the target date should be set at the end of the longest processing
cycle) e.g. at the end of the fiscal period and after year-end closings). A
graphic representation of this approach has been depicted in Figure 7-2.
Old system
New system
New system
b)
c)
Module(c) new
Module(b) old
Module(d) new
Module(a) new
Module(c) new
Module(b) new
Module(d) new
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Phase-in Implementation: This method is also referred to as cut over by
segments approach, which is similar to the modular approach. However, it
differs in that the system itself is segmented and not the organisation. For
example, the new data collection activities are implemented and an interface
mechanism with the old system is developed. This interface allows the old
system to operate with the new input data. Later, the new database access,
storage and retrieval activities are implemented. Once again, an interface
mechanism with the old system is developed. Another segment of the new
system is installed until the entire system is implemented. The advantages of
this approach are that the rate of change in a given organisation can be
minimized and data processing resources can be acquired gradually over an
extended period of time. This method is most-suited for systems which require
only up gradation of the old systems. The disadvantages to this approach
include the costs incurred to develop temporary interfaces with old systems,
limited applicability and a feeling of pendency in the organisation. This
approach suggests that sub-systems are substituted for the old system.
However, new systems, most of the times, are not substitutable piece by piece
for the old systems. This approach is represented in Figure 7-4
Old System
Function(a)
Function(b)
Old
New
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After the system becomes operational, the system analyst should not feel that
his/her job is over; rather the system has to be maintained within cost
constraints at an efficient and effective level. Proper feedback is required to be
received continuously for doing corrective, adaptive and perfective
maintenance. Evaluation of the newly developed and implemented system is
required to be made to know the quality of the system developed and to get a
continuous feedback on the performance of the information system.
Requirement analysis
ii)
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After studying the feasibility and deciding upon the configuration, tender
documents are prepared for the benefit of vendors to clarify the details of
various specifications, as listed below
i)
ii)
b)
Evaluation criteria,
c)
d)
Equipment specification:
a)
b)
c)
Prices and levels (duties, taxes, etc.) could be quoted as lump sum
or required separately.
d)
e)
b)
c)
d)
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v)
e)
Arbitration clauses
f)
Training needs
g)
ii)
ii)
Purchase committees
ii)
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iii) A comparative summary is prepared against the list of tendered
technical features.
In large tender evaluations, marks or points are assigned, based on severity of
differences from the specifications, for example
a)
b)
c)
Line printer has a speed of 800 LPM instead of the desired 1200
LPM.
ii)
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This step primarily involves getting any finer technical clarifications. Visits to
customer sites and factory inspections may be planned.
If any specific performance requirement is stipulated, the offered product is to
be examined at this stage through suitable benchmark tests. For benchmark
tests, standard benchmarks may be used as adequate performance indicators.
ii)
iii) Each vendor will offer his Final and Best price for this configuration
in a sealed envelope.
iv) All final prices are opened and compared to select the lowest
(shortlisted) bid.
When price negotiations are permitted, the committee members should have a
good knowledge of the prevailing market prices, current trends, and also the
duty/tax structure.
Sources of information can be:
i)
Computer magazines
ii)
Vendor directories
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iii) Contact with other users
iv) Past personal experiences.
A Letter of Intent is usually given immediately upon this decision being
approved by the sanctioning authority. Finally, the negotiated contract has to
be signed by both parties and then the formal purchase order is released.
7.4. Summary
Implementation is a process of installing a newly developed MIS at the users
premises and continuously getting the output it was designed to generate. In
other words, it is the process of converting from an old system to a new
system.
Implementation procedure is a step-by-step method for implementing the
newly-developed information system. The various steps are: Planning the
implementation; Acquisition of facilities and space planning; MIS organisation
and procedure development; User training; Acquisition of hardware and
software; Creation of forms and database and Testing and changeover.
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1) What is meant by system implementation? Discuss various
implementation strategies for a newly-developed MIS in your
organisations.
2) Discuss the steps involved in the implementation procedure. Do you
think, these steps are sequential in nature? Elaborate.