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Introduction
In the contemporary world, the shift from manual to computerized systems is a significant step towards efficiency and productivity. As a Systems Analyst (SA), the task of transitioning an existing formal Information System (IS) that is purely manual to a computerized system requires a systematic and detailed approach. This write-up outlines the necessary steps for this undertaking.
Detailed Steps
1. Understanding the Existing System: The first step involves a comprehensive understanding of the existing manual system. This includes understanding the processes, data flow, and the information requirements of the users. It’s crucial to document the current system’s strengths and weaknesses to ensure the new system addresses these areas.
2. Requirement Gathering and Analysis: This involves interacting with the system’s users to understand their needs from the computerized system. The requirements should be documented and analyzed for feasibility. This phase may involve conducting interviews, surveys, and observation sessions.
3. Selecting the Right Software: Based on the requirements and the nature of the tasks, the appropriate software is selected. This could be an off-the-shelf software or a custom-built one, depending on the specific needs of the organization.
4. Designing the New System: Based on the requirements, the new system is designed. This includes designing the database, user interfaces, and specifying the business rules. The design phase also involves creating data flow diagrams, entity-relationship diagrams, and system flowcharts.
5. Development and Installation of the New System: The actual coding of the system is done in this phase. The system is developed according to the design specifications. Once the system is developed, it is installed on the user systems.
6. Configuration and Data Migration: The system is configured according to the user requirements. This may involve setting up user roles, access controls, and other system parameters. Data from the old system is migrated to the new system.
7. Pilot Implementation: Before full deployment, a pilot implementation is done where the system is implemented in a limited area of the organization. This helps in identifying any issues before a full-scale implementation.
8. Full Deployment: After successful pilot implementation, the system is fully deployed across the organization. This involves making the system operational in a live environment.
9. Training: The users are trained on how to use the new system effectively. This involves creating user manuals and conducting training sessions.
10. Maintenance and Support: The system is regularly evaluated for any issues and necessary maintenance is done. Feedback from users is taken to make any improvements. This phase ensures the system continues to meet the user requirements and adapts to changing needs.
Conclusion
The transition from a manual to a computerized system is a significant change and may face resistance from the users. Hence, change management is an important aspect of this process. It’s crucial to communicate the benefits of the new system to the users and involve them in the development process to ensure smooth transition. With careful planning and execution, the computerized system can greatly enhance the efficiency and productivity of the organization.
