Successfully Implementing the Information System, in Systems Analysis and Design
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Successfully Implementing the Information System, in Systems Analysis and Design
Implementation approaches The last process in software development life cycle before maintenance is implementation. Implementation refers to the process by which a developed system is put into use by the respective company for which it was designed. Software implementation process takes place in four critical processes. This process aims at ensuring that the software meets the objectives for which it was designed for and guarantee the usability of the new system. The approach process involves the movement of the computer power to the respective users by means of distributed processing. Once the system is in place, training has to take place, then conversion of the old system to a new system and finally, evaluation of its operation.
Implementing distributed systems: The reliability on the use of telecommunication systems by organizations calls for the implementation of distributed systems. Distributed systems facilitate effective communication processes, as well as data storage and processing. The use of the client server in distributed systems has emerged as the favorite model in the execution of various tasks running on the file servers. There are several types of distributed system networks depending on the need of the organization. As a result, the systems can then be connected in standard network types in the form of Wide Area Networks (WAN) or Local Area Networks (LAN). Networking has emerged as a formidable method of sharing resources and cutting down organizations costs. This can also be implemented in different methods depending on the organization structure. Once the distributed systems have been implemented, the next stage in the implementation process is the training strategy. Training plays an influential role in determining the success of the new system being put into place. Because the trainers and trainees determine the success of the training process, both parties are expected to cooperate for the success of learning the new system to be implemented. Several guidelines that seek at accomplishing the best training methods must be put into place for the success of the process. These guidelines touch on the training method to be used and suitable sites meant for training. These play an influential role in determining the time to be taken in the training process and the efficiency of the exercise. Other guidelines include focusing on the training objective and the employment of understandable training materials in the process. Training aims at equipping users with vital skills required to run new systems efficiently. It also encourages participation and acceptance of new models in cases where complete conversion processes take place. Conversion strategies seek to replace old systems with new systems. Different methods can be used in the conversion process to guarantee the success of the exercise. Borjesson and Mathiassen (2004) state that adequate planning and scheduling is essential for the success of this crucial stage of the implementation process. They go ahead to emphasize that strategy involvement and security procedures should be integrated in this process to support performance and certainty of its operation. The final step in implementation process is the evaluation stage. This stage is crucial for the complete launch of an information system. This is because during this stage, any form of errors and other mistakes not recognized during testing are revealed. The effectiveness of new systems is also determined during this phase hence making it crucial for the success of the development process.
Client Server Models Borjesson and Mathiassen (2004) define the client server model as distributed application structures that are responsible for portioning of work tasks and work loads between different providers. Frequently, clients and a server communicate over computer networks on different hardware platforms. However, for this to take to place, the server and the client must reside on the same system. Systems on a network are programmed in a manner in which they can run efficiently through the division of tasks amongst clients and servers. Most business applications run based on operation of client server models, which have proved to be more efficient than using systems on their own. Popular applications such as TCP/IP, which is the main program, used in the internet uses a similar application. Furthermore, multiple clients are known to share the services of a server for which both programs are part of a larger application or program. Though most organizations have sought the services of client server models, the installation costs associated with the model is expensive while the management cots are also high. The fact that the model makes use of a centralized architecture implies that failure of the server will result to lack of robustness of the network. As a result, the whole network will be affected. Its numerous benefits and the fact that experiencing of failures is rare have however convinced those using it to continue with the services of client server models. Borjesson and Mathiassen (2004) imply that the use of the model guarantees better network security because the servers have better access controls and resources. As a result, only authorized clients can manipulate data. Another benefit is that there is improved data and resource sharing which takes place through one server in the network, which serves several clients. This promotes transparency in the use of network resources by other clients throughout the network. The use of client server models facilitates the integration of services thus giving each client the opportunity to access vital information without the need of logging into terminal modes or other processors while in the network. Its maintenance has also been cited as easy because upgrading and repairing will only affect the server while the clients remain unaffected in similar operations or vice versa. Its data processing capability regardless of location has also emerged to be very efficient. Client server models have emerged as viable solutions to technology’s most sought solutions by providing users an ability to log into systems even in the absence of the processors physically close to them. The internet via mailing systems is a good example of how the system operates.
Conversion Strategies An approach to consider while implementing a new system in an organization is the conversion method. Borjesson and Mathiassen, (2004), state that the conversion method allows a person to physically convert old systems to new or modified systems using five different methods. The five conversion strategies that take place in changing information systems to new ones are: • Direct changeover: Direct changeover drastically takes place without the use of other means of conversion strategies for adaptation process. Borjesson and Mathiassen (2004), states that with direct changeover, a given system in use comes to be used on a particular day putting an end to the old method in use. They further go ahead to sate that this method is a risky approach to implementing a system as it requires intense training before the use and may also pose risk to the organization in the vent that the system is not error free before implementation. Comparison of previous results in terms of efficiency will also be difficult because the old system may not be available to aid in the comparison of efficiency for both systems. However, with its implementation, users will have to conform to its mode of operation and therefore and thus makes adaptation compulsory. • Parallel conversion: In parallel conversion models, the new and old system models run concurrently. Most organizations make use of the parallel method of conversion as it provides the opportunity for comparison thus helps in the discovery of errors and at the same time instills the feeling of security to users. However, the costs associated with running two different systems at the same time may be costly for an organization while in other cases, comparison of output quality may difficult unless in the cases of manual system being replaced by an automated system. Borjesson and Mathiassen (2004) also state that research reveals in organizations where there is a choice for continuity with old system, users are reluctant to adapt to the new system as compared to when they do not have a choice. • Gradual or phase changeover- Gradual conversion attempts to make use of combing the best features of previous plans without attempts of combining risks. In most cases, the new volumes if the systems are gradually implemented to the old system, till the time that the status befits the desired status level. As a result, its users have adequate time to be involved with the system gradually thereby promoting error free operations and acceptance from users. Its setback is that it takes longer time to implement such systems and there might be minimal changes taking place during gradual conversion processes. • Modular prototype- This ode of conversion operates in modules or operational prototypes by which the old system will systematically be transformed in a gradual manner. Each module undergoes scrutiny before acceptance and being put into use. As a result, modular converted systems have emerged as powerful systems because they underwent adequate testing and implementation phase in comparison to others. Its users are also familiar with the system as they get the chance to interact with very module before the final implementation process. This result to friendly systems that promote the building of powerful system attributes whose components are the contribution of many. However, its critics say that the final model ends up being more expensive because in most cases it undergoes several conversions before the final product is launched. • Distributed changeover-Distributed conversion method involves the ability by which a particular region, branch or department undergoes conversion before the others. Installations of a system are contemplated in one region before an entire region receives the conversion process. This method allows detection of errors in time from one region of installation, instead of inflicting similar mistakes to other branches. However, its reception may not be similar in all regions. While people from one department or region may go well with the idea, others may not be positive hence making evaluation a difficult process.
Approach to training To carry out an effective training method, a need analysis should be conducted. In this case, the system analysts did not bear in mind this aspect and hence presumed that only those who will register for the training needed training. The fact that they said only those interested should avail themselves was also a recipe for failure. Only three out of the 42 staff registered for the training implies that a large number of those requiring training were locked out of the process. This would mean that even those required to learn in the process of use will be more than the required number which may result to a standstill of the whole process.
Steps to take to ensure right people are trained The first step will be to conduct a needs analysis particularly for the individuals. This will help in identifying the members of the company who require training. The next process should be aimed at convincing the members on the need to take up the training. This can be achieved by giving them manuals that discuss the importance of the training sessions, and its benefits to the workers and the organization. AAs a result, most of those taking up the process will be convinced that the new system will be of their benefit, and not aimed at imparting them with skills that many not be of value to them. Later, training programs aimed at faciliatating the process should be released to all members of the organization. This will help spread the information that the program is essential. To boost this operation, manuals should accompany the process to give users sources of reference. Such initiatives will guarantee securing of more employees to be part of the program.
How web will be used: Provided the members have an access to internet connection, the Web can be used to offer training sessions to all the members of the company. This will be achieved by uploading all the relevant training materials on the company’s website, and users required to sign in to access the training sessions. Demonstrations will be uploaded in video form with their respective instructions scrolling across the screens for easy understanding. This will save not only time, but also save on the resources as trainees can always refer back to the sources at any time.
Disadvantage of parallel conversion system The costs associated with running two different systems at the same time may be costly for an organization. Another disadvantage is that, it is difficult to compare output quality unless in the cases of manual system being replaced by an automated system. In this case, the owner is only replacing an old automated system with a new one. Borjesson and Mathiassen (2004) also state that research reveals in organizations where there is a choice for continuity with old system, users are reluctant to adapt to the new system as compared to when they do not have a choice.
Method to end dual system From the inception of the new system, it will be necessary to compare the outputs of the two systems. This will be constantly drafted for about six months to help come up with formidable figures for comparison. Once the output of the new system has been confirmed and its performance reveals accuracy and efficiency, parts of the old system can be gradually phased out to the moment only the system will be left to perform on its own. Six months is way enough time to detect the performance of a system.
References
Borjesson, A., & Mathiassen, L. (2004). Successful process implementation. IEEE Software, 21(4), 36-44.