SYSTEM IMPLEMENTATION

- Is a process of putting a new system into use? Before the implementation the following activities
must be undertaken.

 Five major activities takes place:

PROCEDURE OF SYSTEM IMPLEMENTATION
(a) Site preparation,
(b) Software & quality Testing
(c) Training,
(d) Conversion.

 Site preparation

 Implementation begins with equipment installation, putting in place the equipment and
software so that testing and conversion activities can occur.
 Preparation activities include electrical and air- conditioning preparation, site layout and
installation of the equipment
 The electric lines should be checked to ensure that they are free of static or power
fluctuations. It is desirable to install a "clean" line that is not shared by any other equipment

 Software quality testing.

- Involves testing all the system aspects to ensure its ready for use and of quality.

Examples.

- Volume testing; to ensure the system can handle situations with a lot of work.

- Usability testing; The system can be used easily by all users

- Functionality testing: Does the intended

- Security testing: Can restrict unauthorized users.

System/software quality factors can be categorization into three important aspects of a

software product:
Product Operations: A software product's operational characteristics;

Product revision: Its ability to undergo change,

Produced Transition: Its adaptability to new environments

Product Operations

 Correctness (Does it do what I want?)

The extent to which a program satisfies its specification and fulfils the
mission objectives.

 Reliability (Does it do it accurately all the time?)

The extent to which a program can be expected to perform its intended

function with required precision.

 Efficiency (Will it run on my hardware as well as it can?)

The amount of computing resources and code required by a program to

perform a function.

 Integrity (Is it secure?)

The extent to which access to software or data by unauthorized persons

can be controlled.

 Usability (Is it designed for the user?)

The effort required to learn, operate, prepare input, and interpret output of
a program.

Product Revision

 Maintainability (Can I fix it?)

 The effort required to locate and fix an error in a program.

 Flexibility (Can I change it?)

The effort required to modify an operational program.

 Testability (Can I test it?)

The effort required to test a program to ensure that it performs its intended
function.

Product Transition

 Portability (Will I be able to use it on another machine?)

The effort to transfer the program from one hardware and/or software
system environment to another.

 Reusability (Will I be able to reuse some of the software?)

The extent to which a program (or parts of a program) can be reused in

other applications-related to the packaging and scope of the functions
that the program performs.

 Interoperability (Will I be able to interface it with another system?)

The effort required to couple one system to another.

 Training

- This involves the orientation of the users to give them confidence and minimize data entry errors.

Thus training has advantages like

 Enable staff to carry out the tasks required of them to support the system
 Convince the user department staff that the new system is an effective and efficient one.
  Overcome fear of change and any feeling that they may be unable to cope with the demands of
the new system
Who should be trained
Amount of training required for various categories of personnel will depend upon the complexity of
the system i.e. how much someone’s job will change and the skills presently available.

Basically all staff who will come into contact with the system need to be trained. This include

i. Staff in data entry department e.g. operators and data preparation staff
ii. I.T department staff who support the operation of the system
iii. Management staff who make use of the output to make decisions
iv. The auditors who are responsible for determining whether or not an organization
assets are properly protected
v. Any other department staff affected by the new system.

NB/ Ensure that users of different skill levels and job interests are separated. Certain trouble is
the result of mixing novices with experts.

Who are the Trainers?

In a large project, many different trainers may be used depending on how many users must be trained
and who they are. Possible trainers are:

1. System vendors (provide training on their equipment)

2. Systems Analysts / Developers

3. Externally paid trainers

4. In-house trainers

5. Other system users

Methods of training

The options include

 i) Handbooks- will be produced as part of, or as a development from the systems
specification
ii) Courses- Either full time or part time courses often run by vendors or training
institutions
iii) Lectures- covers general background knowledge or knowledge of specific areas including
advantages of the system
iv) Case studies and group discussion

NB/ Staff recruitment: if new staff is required to be hired for technical areas, then it can be done
alongside the training.

System Testing

 Is the process of executing a program with the intent of finding an error.

 Ensures that individual programs have been written correctly and that the system as a
whole will work. The analyst, programmers and staff involved perform test walkthrough
 System testing includes testing of procedures used to capture data, to convert data into
computer readable form and to produce outputs of the system.
 Main concern during system testing is the system’s capabilities to process transaction
correctly without creating backlog.

Throughout the development, and as a separate stage after development is completed,

testing and debugging will be necessary. Tests will be carried out according to the
schedule prepared by the SA or Senior Programmer. During the process of testing,
changes can be made in any of the previous stages to rectify any errors or problems
discovered.

At this stage, the documents generated are:

 Test log
 Test plan
 Test data
 Test results (both expected and actual)
 Test Plan

A test plan is required before testing starts. It serves as a guide to carry out the tests. During
preparation of the test plan, the objective must be to ensure that the component is tested
thoroughly.

The test plan should include:

 A description of the component being tested;

 A description of the function of the component to be tested;
 A description of the conditions under which the test will run, (i.e. the values of
any global variables);
 The test data to be used; and
 The expected result

Nature of system testing

Affected personnel from various departments are involved in a test walkthrough. This apart from
assisting to improve confidence, it ensures an error free system is implemented. Each group has
special contribution namely:

i. System managers check if the system conforms with the policy of the organization
ii. System analyst check if objectives are being met and the system is error free
iii. Programmers debug the programs in case of errors
iv. Auditors check the controls in the system
v. Operation managers check on the operational weakness of the system
vi. User department ensure the system is tested to their satisfaction
Test data

Dummy data which contains valid and invalid data items created by user department staff,
analyst, programmers and auditors to determine expected resorts. The test data may cover
conditions such as:-

i. Range errors
ii. Format errors
iii. Zero or negative values where +ve values are allowed
iv. Non-integers in such fields as quantities
v. Transaction record which is not matched by a corresponding master file.
vi. Invalid combination e.g sex “M” title “Miss”

………E.T.C

Types of Tests.

“Black Box” Testing

Method that focuses on functional requirements. In black box testing, there is no attempt to
understand how the codes work. In fact, the codes may not even be known. In this testing
approach, test data is derived from the specifications of the program and is carefully selected to
test every possible combinations of the input.

Then the actual result from a given set of test data is compared with the expected result. If the
actual results agree with the expected results, it can be concluded that the codes work as
specified.

“White Box” Testing

With white box testing, the test data is selected to test every bit of code or module. This requires
a detailed knowledge of the codes to be tested. Since the emphasis of the tests is the individual
codes, the test data may be illogical when compared with the program specifications.

Test for logical and cyclic errors of the code.

As with black box testing, the code is said to have passed the test if the actual and expected
results agree.
Alpha and beta testing

- Are acceptance tests conducted to enable the customer to validate all requirements.

- Alpha testing is conducted at developers site by a customer. The customer uses the software
with the developer and recording errors and usage problem.

- It is conducted in a controlled environment.

- Beta testing is conducted at one or more customers site. It is a live testing in an environment
not controlled by the developer. The customer records and reports difficulties and errors.

 File Conversion

 Conversion is the process of changing existing files into a format suitable for the new
system. Example conversion of the existing master file in to a magnetic file.

Master file Conversion

 The objective is to maintain the accuracy and completeness of existing data while creating
the new data entities required by the new system.
 The existing master files are converted into a magnetic form
 Though it depends on the method currently used for keeping the files the steps are
i. Record the old file data on specially designed input documents by clerical effort
ii. Transcribe the completed document to a suitable media.
iii. Verify the data to ensure it is error free.

System Changeover

 Refers to the activities necessary to transfer operations from the old to the new system.
 The factors to consider when choosing a changeover method are
i. Maintenance and operation of the new system
ii. Method of controlling errors
 iii. Method of monitoring and evaluating the results of the system change over
iv. Necessary communication required during the system changeover
v. Types of personnel responsible.

Methods.

1. Direct Changeover

 Places the new system in operation and immediately ceases operation of the old one.

 Appropriate when the

i. Old system has no value i.e. has many weaknesses

ii. The new system design differs so much from that of old system.
iii. The system is not replacing any other system
iv. New system is small or simple
 Benefits:
i. Avoids the cost of inconvenience of the other approaches i.e it is less expensive
ii. it is viable for non-critical systems that involve simple processes and few people.

 Drawbacks:
i. it is extremely risky if the new system fails.
ii. Places the organization in a do or die situation

2. Pilot

 Installation of the entire new system but implement first within a limited segment of the
organization. The new system is introducer in piecemeal to different departments at a time
until the entire system is converted.
  Benefits:
i. Unexpected problems can be corrected before introducing the new system throughout
the organization.
ii. Allow system to be implemented quickly
iii. Less costly
iv. Causes minimum disruption
v. Allows for training of personnel in the new system

 Drawbacks:
i. a system works well in one department may not work as well in others.
ii. Problems on ensuring that the part of system is implemented and converted.

3. Parallel

 Processes actual data on both the old system and new one. Both systems run
simultaneously in order to ex-check the results.

 Benefits:

i. it is the safest approach since entire system is cross checked.

ii. Provide a method of training in the new system
iii. Personnel become familiar with the new system prior to the actual “cut over”.
iv. Old system is on a standby in case of new one fails in initial stages.

 Drawbacks:
i. it requires all operations be performed twice, thus it doubles the employee workloads.
ii. Additional cost of running two systems
iii. Cross checking is difficult and taxing
iv. If employees are not enough, then more staff needed for training
 4. Phase-in

 Implement portions of the new system one at a time until the entire new system is
functioning properly.
 Benefits: limits the problems that can arise during changeover to those associated with the
current portion of the system.

 Drawbacks: Not many systems allow phase in changeover. For example: ad hoc reporting
and data entry change simultaneously and in this case the design team must convert all
procedures at the same time.
NB/ Both Pilot and Phased share same benefits and drawback.

Post-implementation

- The activities which take place immediately after the implementation. cutover are onsite
support and the post-implementation review (PIR).

(a) Onsite support

- Initial teething problems are expected and the IT professionals should provide onsite
assistance to users.

(b) Post-implementation Review (PIR)

- The system is evaluated to ascertain its performance relative to its objectives.

- The post-implementation review is an evaluation of both the process and product quality.
- The strengths and weaknesses of the system are discussed with a view to improving it.
Similarly, the process of its development, the SLDC, is reviewed with the intention of
learning from mistakes.
- Also helps to
 Confirm if planned objectives are being met and take appropriate action.
 Ensure that the system is able to cope with the changing requirement of
organization
 Provide information about system development and design which may be
beneficial to future projects.