System Implementation Dr. Dania Bilal IS 551 Fall 2005

Steps in System Implementation Installation Installation Documentation Documentation Training Training Support Support Maintenance Maintenance Evaluation Evaluation

Activities From system design to operation From system design to operation Testing, and installation Testing, and installation Successful operation of the system Successful operation of the system Documentation, training, and support Documentation, training, and support On-going operation of the system On-going operation of the system Maintenance Maintenance

Testing Each module in the system is tested individually and as part of the larger program Each module in the system is tested individually and as part of the larger program Need to determine what to be tested and collect test data Need to determine what to be tested and collect test data

Software Testing How to do it? How to do it? Check each module’s proper operation Check each module’s proper operation Check each peripheral (e.g., printers, scanners) to see how well it works with the software Check each peripheral (e.g., printers, scanners) to see how well it works with the software Make a list of the problems you encounter during testing and relay them to the vendor if you cannot solve them. Make a list of the problems you encounter during testing and relay them to the vendor if you cannot solve them.

Site Preparation Selection and placement of hardware Selection and placement of hardware Computer stations Computer stations Lookup stations and placement Lookup stations and placement Number of stations Number of stations Administrative stations Administrative stations Number of stations Number of stations

Site Preparation Facility design Facility design Evaluation of existing layout (revisit) Evaluation of existing layout (revisit) ADA requirements ADA requirements Cables, wires, etc. for the LAN Cables, wires, etc. for the LAN Evaluation of existing hardware (revisit) Evaluation of existing hardware (revisit)

Site Preparation Selection and placement of hardware Selection and placement of hardware Printers Printers Number of printers needed Number of printers needed Furniture Furniture Standards (K-12) Standards (K-12) Ergonomics Ergonomics Users with special needs Users with special needs

Installation Process of moving from current system to a new one Process of moving from current system to a new one Process of installing a new system for the first time Process of installing a new system for the first time

Approaches to Installation Direct installation (for new system) Direct installation (for new system) Parallel installation (old and new system coexist) Parallel installation (old and new system coexist) Single location installation (pilot approach by selecting pilot sites) Single location installation (pilot approach by selecting pilot sites) Phase installation (staged, incremental based on system functional components) Phase installation (staged, incremental based on system functional components)

Documentation Two types Two types System documentation System documentation User documentation User documentation

System Documentation Detailed information about a system’s design specifications, its internal workings, and its functionality Detailed information about a system’s design specifications, its internal workings, and its functionality Internal (part of the program source code) Internal (part of the program source code) External (all diagramming techniques such as data flow diagrams and entity relationship diagrams) External (all diagramming techniques such as data flow diagrams and entity relationship diagrams)

User Documentation Information about how the application system works and how to use it. Information about how the application system works and how to use it. May include all or most of these: May include all or most of these: quick reference guide, user’s guide, release description (for a new version), system’s administrator’s guide, index, help, etc. quick reference guide, user’s guide, release description (for a new version), system’s administrator’s guide, index, help, etc.

Training Staff training Staff training On-site via software vendor (fee-based) On-site via software vendor (fee-based) All staff? All staff? A group of staff A group of staff Off-site via software vendor (fee-based) Off-site via software vendor (fee-based) Senior staff join other staff undergoing training Senior staff join other staff undergoing training

Training Staff training Staff training Self-training Self-training Training others Training others Frequency of training Frequency of training Evaluation Evaluation

Training User training User training When to do it? When to do it? How to do it? How to do it? Group presentations Group presentations Web-based tutorial (self-paced) Web-based tutorial (self-paced) Class-integrated Class-integrated One-on-one One-on-one

Training User training User training Frequency of training Frequency of training Initial (new system) Initial (new system) Subsequent training Subsequent training System update System update System migration (new training) System migration (new training)

Support Answer user questions about system Answer user questions about system Assist with wide range of computer needs and system access Assist with wide range of computer needs and system access Provided through a help desk and online Provided through a help desk and online Local support Local support Vendor technical support Vendor technical support

Maintenance Environmental care Environmental care Endpoints of LAN (e.g., cabling) to be placed in a secure wiring closet Endpoints of LAN (e.g., cabling) to be placed in a secure wiring closet Safety for staff and users Safety for staff and users Hardware safety Hardware safety

Maintenance Environmental care Environmental care Humidity: not to exceed 80% Humidity: not to exceed 80% Hardware devices to be placed in cool and secure areas Hardware devices to be placed in cool and secure areas Hardware to be isolated from moisture, mold, and water Hardware to be isolated from moisture, mold, and water

Maintenance System backup System backup Back up the files daily and weekly Back up the files daily and weekly Make more than one backup copy Make more than one backup copy Keep one backup copy outside of the library/agency for security purposes Keep one backup copy outside of the library/agency for security purposes Make sure you have a UPS device Make sure you have a UPS device

Maintenance System security System security Install firewalls to protect the system/network from breaching into by computer hackers Install firewalls to protect the system/network from breaching into by computer hackers Install virus protection software Install virus protection software Install locking devices to prevent theft of hardware (questionable!) Install locking devices to prevent theft of hardware (questionable!)

Maintenance System security System security Have a security system to protect theft of materials Have a security system to protect theft of materials Use Library Technology Reports to review and evaluate security systems Use Library Technology Reports to review and evaluate security systems Vendors of security systems/devices (see Text, p. 119) Vendors of security systems/devices (see Text, p. 119)

Evaluation of System Use Diagnosing problems Diagnosing problems OPAC use OPAC use MARC records MARC records Circulation records Circulation records Other areas Other areas

Evaluation of System Use Keeping statistics Keeping statistics Collection use, circulation, cataloging, etc. Collection use, circulation, cataloging, etc. Transaction logs (OPAC) Transaction logs (OPAC) Some systems provide transaction logs of all types of searches performed in the OPAC. You will be able to extract data about successful and unsuccessful searches to diagnose problems. Some systems provide transaction logs of all types of searches performed in the OPAC. You will be able to extract data about successful and unsuccessful searches to diagnose problems.

Evaluation of System Use Benefits of keeping statistics Benefits of keeping statistics Collection development Collection development Staffing (scheduling) Staffing (scheduling) Need for hardware (computer stations, printers, etc.) Need for hardware (computer stations, printers, etc.) Training (type and extent) Training (type and extent) Meeting state requirements Meeting state requirements

Database Maintenance Database cleanup (after installation and on a regular basis thereafter) Database cleanup (after installation and on a regular basis thereafter) Cataloging (MARC 21 records) Cataloging (MARC 21 records) Accuracy & completeness during Recon Accuracy & completeness during Recon How do problems in MARC 21 records affect user information retrieval? How do problems in MARC 21 records affect user information retrieval? Problems with vendor vs. in-house conversion Problems with vendor vs. in-house conversion