3/31/24, 9:54 PM System Implementation and Maintenance

System Implementation and Maintenance

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Implementation is a process of ensuring that the information system is operational. It involves −

Constructing a new system from scratch

Constructing a new system from the existing one.

Implementation allows the users to take over its operation for use and evaluation. It involves
training the users to handle the system and plan for a smooth conversion.

Training
The personnel in the system must know in detail what their roles will be, how they can use the
system, and what the system will or will not do. The success or failure of welldesigned and
technically elegant systems can depend on the way they are operated and used.

Training Systems Operators

Systems operators must be trained properly such that they can handle all possible operations,
both routine and extraordinary. The operators should be trained in what common malfunctions
may occur, how to recognize them, and what steps to take when they come.

Training involves creating troubleshooting lists to identify possible problems and remedies for
them, as well as the names and telephone numbers of individuals to contact when unexpected or
unusual problems arise.

Training also involves familiarization with run procedures, which involves working through the
sequence of activities needed to use a new system.

User Training

End-user training is an important part of the computer-based information system

development, which must be provided to employees to enable them to do their own
problem solving.
User training involves how to operate the equipment, troubleshooting the system problem,
determining whether a problem that arose is caused by the equipment or software.
Most user training deals with the operation of the system itself. The training courses must
be designed to help the user with fast mobilization for the organization.

Training Guidelines

Establishing measurable objectives

Using appropriate training methods
Selecting suitable training sites
Employing understandable training materials

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Training Methods
Instructor-led training
It involves both trainers and trainees, who have to meet at the same time, but not necessarily at
the same place. The training session could be one-on-one or collaborative. It is of two types −

Virtual Classroom

In this training, trainers must meet the trainees at the same time, but are not required to be at
the same place. The primary tools used here are: video conferencing, text based Internet relay
chat tools, or virtual reality packages, etc.

Normal Classroom

The trainers must meet the trainees at the same time and at the same place. They primary tools
used here are blackboard, overhead projectors, LCD projector, etc.

Self-Paced Training
It involves both trainers and trainees, who do not need to meet at the same place or at the same
time. The trainees learn the skills themselves by accessing the courses at their own convenience.
It is of two types −

Multimedia Training

In this training, courses are presented in multimedia format and stored on CD-ROM. It minimizes
the cost in developing an in-house training course without assistance from external programmers.

Web-based Training

In this training, courses are often presented in hyper media format and developed to support
internet and intranet. It provides just–in-time training for end users and allow organization to
tailor training requirements.

Conversion
It is a process of migrating from the old system to the new one. It provides understandable and
structured approach to improve the communication between management and project team.

Conversion Plan
It contains description of all the activities that must occur during implementation of the new
system and put it into operation. It anticipates possible problems and solutions to deal with them.

It includes the following activities −

Name all files for conversions.

Identifying the data requirements to develop new files during conversion.
Listing all the new documents and procedures that are required.
Identifying the controls to be used in each activity.
Identifying the responsibility of person for each activity.
Verifying conversion schedules.

Conversion Methods
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The four methods of conversion are −

Parallel Conversion
Direct Cutover Conversion
Pilot Approach
Phase-In Method

Method Description Advantages Disadva

Provides fallback when

new system fails. Causes cost o
Parallel Old and new systems are used
Offers greatest security New system m
Conversion simultaneously.
and ultimately testing of fair trail.
new system.

Forces users to make new No fall back if

Direct
New system is implemented and old system work arise with new
Cutover
system is replaced completely. Immediate benefit from Requires most
Conversion
new methods and control. planning

Allows training and

installation without A long term p
Supports phased approach that
Pilot unnecessary use of causes a prob
gradually implement system across
Approach resources. whether conv
all users
Avoid large contingencies well or not.
from risk management.

Provides experience and

Working version of system line test before
implemented in one part of implementation Gives impress
Phase-In
organization based on feedback, it is When preferred new system is erro
Method
installed throughout the organization system involves new it is not reliab
all alone or stage by stage. technology or drastic
changes in performance.

File Conversion
It is a process of converting one file format into another. For example, file in WordPerfect format
can be converted into Microsoft Word.

For successful conversion, a conversion plan is required, which includes −

Knowledge of the target system and understanding of the present system

Teamwork
Automated methods, testing and parallel operations
Continuous support for correcting problems
Updating systems/user documentation, etc

Many popular applications support opening and saving to other file formats of the same type. For
example, Microsoft Word can open and save files in many other word processing formats.

Post-Implementation Evaluation Review (PIER)

PIER is a tool or standard approach for evaluating the outcome of the project and determine
whether the project is producing the expected benefits to the processes, products or services. It
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enables the user to verify that the project or system has achieved its desired outcome within
specified time period and planned cost.

PIER ensures that the project has met its goals by evaluating the development and management
processes of the project.

Objectives of PIER
The objectives of having a PIER are as follows −

To determine the success of a project against the projected costs, benefits, and timelines.
To identify the opportunities to add additional value to the project.
To determine strengths and weaknesses of the project for future reference and appropriate
action.
To make recommendations on the future of the project by refining cost estimating
techniques.

The following staff members should be included in the review process −

Project team and Management

User staff
Strategic Management Staff
External users

System Maintenance / Enhancement

Maintenance means restoring something to its original conditions. Enhancement means adding,
modifying the code to support the changes in the user specification. System maintenance
conforms the system to its original requirements and enhancement adds to system capability by
incorporating new requirements.

Thus, maintenance changes the existing system, enhancement adds features to the existing
system, and development replaces the existing system. It is an important part of system
development that includes the activities which corrects errors in system design and
implementation, updates the documents, and tests the data.

Maintenance Types
System maintenance can be classified into three types −

Corrective Maintenance − Enables user to carry out the repairing and correcting leftover
problems.
Adaptive Maintenance − Enables user to replace the functions of the programs.
Perfective Maintenance − Enables user to modify or enhance the programs according to
the users’ requirements and changing needs.

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