System Implementations American corporations spend about $300 Billion a year on software implementation/upgrade projects

System Changes Why? –To stay competitive –Growth/consolidation –Mergers or divestitures –Regulatory changes –Technology changes (better and/or cheaper) –Age of existing system

System Changes Benefits: –Improved business processes –Productivity gains –Increased growth capacity –Increased efficiency –Enhanced availability of information –Downsizing –Enhanced system controls

System Development Why should accountants care: –Users of the system: can help specify system requirements (ensure system output is adequate, valid and authorized) –Members of the development team: can ensure appropriate integration of data, identify shared data, highlight reporting requirements –Auditors: ensure integrity of information provided by system, including adequate internal controls and regulatory compliance –Budget Analysts-facilitate evaluation of project progress and monitoring of costs

System Development System Development Life Cycle (SDLC): The process organizations follow to obtain and implement a new and well designed AIS

System Development Life Cycle Components

System Analysis Components Determine and document information needs of system users and managers Define what new system should accomplish Define what is out of scope of system Determine what is feasible and cost effective The above determinations should be used to develop system requirements

Informational Needs and Requirements Processes Data elements Data Structure Outputs Inputs Constraints Controls Restructuring

System Analysis Information Gathering Tools Interviews Questionnaires Observation System Documentation Policies and Procedures Desk Manuals Internal Control Frameworks

System Analysis process Gain a thorough understanding of: –company operations –policies & procedures –data/information flows –current AIS strengths and weaknesses –available hardware, software and personnel Make preliminary assessment of current and future processing needs Determine the extent and nature of the change needed Identify user needs Assess feasibility Encourage AIS support Facilitate communication with users

System Analysis Documentation The information gathered during this phase must be documented so it can be used throughout the system development project Means of documentation: Data flow diagram Flowcharts-document/system Narratives Checklists Gantt/PERT charts

System Analysis Conclusion Confirmation of the understanding of information gathered in this phase is key: –Obtain appropriate user approval of documentation and conclusions –Confirm system understanding with IT –Obtain management sign-off of system requirements documents

Conceptual Design Phase Create general framework to implement user requirements and solve problems identified in the previous phase (Analysis). Three steps involved are: 1.Evaluation of design alternatives 2.Preparation of design specifications 3.Preparation of conceptual systems design report

Conceptual Design Phase - Evaluation Things to consider: –Hardcopy vs. electronic (input and output) –Centralized vs. distributed –Packaged software vs. in-house development –In-house vs. outsourcing –Modification vs. replacement

Conceptual Design Phase - Evaluation A variety of design alternatives should be identified and evaluated. Questions to be asked: –Organizational goals met? –System objectives obtainable? –Economically feasible? –Time constraints realistic? –Expertise available? Advantages and Disadvantages should be highlighted for each alternative

Conceptual Design Phase – Design Specifications Once design has been selected by steering committee conceptual design specifications are developed for: »Data inputs »Data processing »Data storage »Informational outputs

Conceptual Design Phase - Report Report prepared at end of Conceptual Design Phase to: »guide physical system design activities »communicate how management and user information needs will be met

Physical Design Phase How the conceptual AIS design is to be implemented. User requirements are translated into detailed specifications used to code and test computer programs

Physical Design Phase steps Output design File and Database Design Input Design Forms Design Computer screen Design Program Design Procedures Design Controls Design

Implementation/Conversion Phase Process of installing hardware and software Getting the AIS functional

Implementation/Conversion Phase Steps Developing a plan Preparing the site Installing and testing hardware/software Selecting and training personnel Completing documentation Testing the system

Implementation/Conversion Phase Approaches Ways to change from the old AIS to the new (including hardware, software, data files and procedures): –Direct –Parallel –Phase-in –Pilot

Operations/Maintenance Phase A post-implementation review should be conducted to ensure: –New AIS met its planned objectives –Users are satisfied –System is reliable, accurate and timely –Internal Controls are adequate and working as management intended –Documentation and training is adequate Any issues noted should be brought to management’s attention and remediation performed in a timely manner Final user acceptance sign-off should be obtained

System Implementation and Internal Controls It is much easier to build controls into a system at the initial stage then to add them after the fact. Accountants and other control experts should be an important part of the team that develops or modifies an information system. Turn to page 305, problem 8.11 for some examples.

Problem 20.4 – Page 763 Get into groups of no more than 5: Complete a. and b. only Document group answers on one piece of paper List member of group on page 20 Minutes

Problem 20.4 – Page 763 ANSWER

Problem 20.6 a. - Page 765 Class discussion