1 Systems Implementation Introduction  The chapter will address the following questions:  What is the systems implementation process in terms of the construction and delivery phases of the life cycle?  Can you describe the systems implementation phases in terms of your information building blocks?  Can you describe the systems implementation phases in terms of purpose, activities, roles, inputs and outputs, techniques, and steps?

2 Systems Implementation What is Systems Implementation?  What is Systems Implementation?  Systems implementation is the construction of the new system and the delivery of that system into production (meaning day-to- day operation).

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4 The Construction Phase of Systems Implementation  Introduction  The purpose of the construction phase is twofold:  To build and test a functional system that fulfills business and design requirements, and  To implement the interfaces between the new system and existing production systems.  The project team must construct the database, application programs, user and system interfaces, and networks.  Some of these elements may already exist (subject to enhancement).

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7 The Construction Phase of Systems Implementation  Activity: Build and Test Networks (if Necessary)  Purpose:  The purpose of this activity is to build and test new networks and modify existing networks for use by the new system.  Roles:  This activity will normally be completed by the same system specialists that designed the network(s). System Owners and system users - not involved in this activity. System analyst - The systems analyst’s role is more in terms of a facilitator and ensures that business requirements are not compromised by the network solution. Network designer - The network designer is a specialist in the design of local and wide area networks and their connectivity.

8 Systems Implementation The Construction Phase of Systems Implementation  Activity: Build and Test Networks (if Necessary)  Roles: (continued) System builders. –Network administrator - This person has the expertise for building and testing network technology for the new system. He/she will also be familiar with network architecture standards that must be adhered to for any possible new networking technology.  Prerequisites (Inputs):  This activity is triggered by the approval from the system owners to continue the project into systems design.  The key input is the network design requirements defined during systems design.

9 Systems Implementation The Construction Phase of Systems Implementation  Activity: Build and Test Networks (if Necessary)  Deliverables (Outputs):  The principle deliverable of this activity is an installed network that is placed into operation.  Network details will be recorded in the project repository for future reference.  Applicable Techniques:  Skills for developing networks are becoming an increasingly important skill for systems analyst -- especially given the industry trend toward downsizing existing applications.

10 Systems Implementation The Construction Phase of Systems Implementation  Activity: Build and Test Networks (if Necessary)  Steps:  The following steps are suggested to complete this activity. Step 1 - Review the network design requirements outlined in the technical design statement developed during systems design. Step 2 - Make any appropriate modifications to existing networks and/or develop new networks. Step 3 - Revise network specifications for future reference.

11 Systems Implementation The Construction Phase of Systems Implementation  Activity: Build and Test Databases  This task must immediately precede other programming activities because databases are the resources shared by the computer programs to be written.  Purpose:  The purpose of this activity is to build and test new databases and modify existing databases for use by the new system.  Roles:  This activity will typically be completed by the same system specialist that designed the databases. System owner and system users - are not involved in this activity. Systems analyst - (optional) When the database to be build is a non-corporate, applications-oriented database the systems analyst often completes this activity.

12 Systems Implementation The Construction Phase of Systems Implementation  Activity: Build and Test Databases  Roles: (continued) System designers - The system designer will often times become the system builder responsible for the completion of this activity. System builder - is primarily responsible for this activity. Database administer - When the database to be build is a corporate database, the database administrator will be play a large role in completing this activity.  Prerequisites (Inputs):  The primary input to this activity is the database design requirements specified in the technical design statement during systems design.  Sample data from production databases may be loaded into tables for testing the databases.

13 Systems Implementation The Construction Phase of Systems Implementation  Activity: Build and Test Databases  Deliverables (Outputs):  The end-product of this activity is an unpopulated database structure for new database. The term unpopulated means that the database structure is implemented but that data has not been loaded into the database structure.  Revised database schema and test data details are also produced during this activity and placed in the project repository for future reference.

14 Systems Implementation The Construction Phase of Systems Implementation  Activity: Build and Test Databases  Applicable Techniques:  Sampling. Sampling methods are used to obtain representative data for testing database tables.  Data Modeling. This activity requires a good understanding of data modeling.  Database Design. Understanding database design requirements is essential for completing this phase.  Steps:  The following steps are suggested to complete this activity. Step 1 - Review the technical design statement for database design requirements.

15 Systems Implementation The Construction Phase of Systems Implementation  Activity: Build and Test Databases  Steps: (continued) Step 2 - Locate production databases that may contain representative data for testing database tables. Otherwise, generate test data for database tables. Step 3 - Build/modify databases per design specifications. Step 4 - Load tables with sample data. Step 5 - Test database tables and relationships to adding, modifying, deleting, and retrieving records. All possible relationships paths and data integrity checks should be tested. Step 6 - Revise database schema and as necessary for future reference.

16 Systems Implementation The Construction Phase of Systems Implementation  Activity: Install and Test New Software Package (if Necessary)  Purpose:  The purpose of this activity is to install any new software packages and make them available in the software library.  Roles:  This is the first activity in the life cycle that is specific to the applications programmer. System owner and system users - are not involved in this activity. Systems analyst - (optional) The systems analyst typically participates in the testing of the software package by clarifying requirements.

17 Systems Implementation The Construction Phase of Systems Implementation  Activity: Install and Test New Software Package (if Necessary)  Roles: (continued) System designers - The system designer may be involved in clarification of integration requirements and program documentation that is used in testing the software. System builder - is primarily responsible for this activity. –Applications programmer - The applications programmer (or programming team) is responsible for the installation and testing of new software packages. –Network Administrators - Network administrators may be involved in actually installing the software package upon the network server.

18 Systems Implementation The Construction Phase of Systems Implementation  Activity: Install and Test New Software Package (if Necessary)  Prerequisites (Inputs):  The main input to this activity is the new software packages and documentation that is received from the system vendors.  The applications programmer will complete the installation and testing of the package according to integration requirements and program documentation that was developed during system design.

19 Systems Implementation The Construction Phase of Systems Implementation  Activity: Install and Test New Software Package (if Necessary)  Deliverables (Outputs):  The principle deliverable of this activity is the installed and tested software package(s) that are made available in the software library.  Any modified software specifications and new integration requirements that were necessary are documented and made available in the project repository to provide a history and serve as future reference.

20 Systems Implementation The Construction Phase of Systems Implementation  Activity: Install and Test New Software Package (if Necessary)  Applicable Techniques:  There are no specific techniques applicable to this activity. Successful completion of this activity is primarily dependent upon programming experience and knowledge of testing.  Steps:  The following steps are suggested to complete this activity. Step 1 - Obtain the software packages and review documentation. Step 2 - Install the software package. Step 3 - Conduct tests upon the software packages to ensure that it works properly - making revisions as necessary.

21 Systems Implementation The Construction Phase of Systems Implementation  Activity: Install and Test New Software Package (if Necessary)  Steps: (continued) Step 4 - For future reference, revise software specifications to reflect modifications. Step 5 - Add the software to the information systems shop's software library.

22 Systems Implementation The Construction Phase of Systems Implementation  Activity: Write and Test New Programs  Purpose:  The purpose of this activity is to write and test all programs to be developed in-house.  Roles:  This activity is specific to the applications programmer. System owner and system users - are not involved in this activity. Systems analyst - (optional) The systems analyst typically serves merely in clarifying business requirements to be implemented by the programs. System designers - The system designer may be involved in clarification of the programming plan, integration requirements, and program documentation (developed during systems design) that is used in writing and testing the programs.

23 Systems Implementation The Construction Phase of Systems Implementation  Activity: Write and Test New Programs  Roles: (continued) System builder - is primarily responsible for this activity. –Applications programmer or programming team - The applications programmer is responsible for writing and testing in-house software. –Application tester - an application or software tester specializes in building and running test scripts that are consistently applied to programs to test all possible events and responses.

24 Systems Implementation The Construction Phase of Systems Implementation  Activity: Write and Test New Programs  Prerequisites (Inputs):  The primary input to this activity is the technical design statement, plan for programming, and test data that was developed in during systems design.  Since any new programs or program components may have already been written and in use by other existing systems, the experienced applications programmer will know to first check for possible reusable software components available in the software library.

25 Systems Implementation The Construction Phase of Systems Implementation  Activity: Write and Test New Programs  Prerequisites (Inputs): (continued)  Some information systems shops have a quality assurance group staffed by specialists who review the final program documentation for conformity to standards. This group will provide appropriate feedback regarding quality recommendations and requirements (OPT).  Deliverables (Outputs):  The principle deliverable of this activity is the new programs and reusable software components that are placed in the software library.  This activity also results in program documentation that may need to be approved by a quality assurance group.

26 Systems Implementation The Construction Phase of Systems Implementation  Activity: Write and Test New Programs  Applicable Techniques:  If modules are coded top-down, they should be tested and debugged top-down and as they are written.  There are three levels of testing to be performed: stub testing, unit or program testing, and systems testing. Stub testing is the test performed on individual modules, whether they be main program, subroutine, subprogram, block, or paragraph. Unit or program testing is a test whereby all the modules that have been coded and stub tested are tested as an integrated unit. Systems testing is a test that ensures that application programs written in isolation work properly when they are integrated into the total system.

27 Systems Implementation The Construction Phase of Systems Implementation  Activity: Write and Test New Programs  Steps:  The following steps are suggested to complete this activity. Step 1 - Review the design specifications. Step 2 - Develop a detailed programming plan. –(Optional) Formulate the project team and assign responsibilities. –Write and document programs and perform unit testing. –Review program documentation for quality standards. Note that this step may be required in some organizations. –Conduct system testing to ensure all programs work properly together.

28 Systems Implementation The Construction Phase of Systems Implementation  Activity: Write and Test New Programs  Steps:  The following steps are suggested to complete this activity. Step 2 - Develop a detailed programming plan. (continued) –(Optional) Update the project repository with revised program documentation for future referencing. –(Optional) Place new programs and reusable components in the software library.

29 Systems Implementation The Delivery Phase of Systems Implementation  Introduction  This is the last system implementation phase in the life cycle -- deliver the new system into operation.  To achieve the purpose of this phase, we must accomplish the following objectives:  Conduct a system test to ensure that the new system works properly.  Prepare a conversion plan to provide a smooth transition to the new system.  Install databases to be used by the new system.  Provide training and documentation for individuals that will be using the new system.  Convert from the old system to the new system and evaluate the project and final system.

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32 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Conduct System Test  Purpose:  The purpose of this activity is to test all software packages, custom-build programs, and any existing programs that comprise the new system to ensure that they all work together.  Roles:  The systems analyst facilitates this activity. System owner and system users - are not involved in this activity. Systems analyst – The systems analyst typically facilitates this activity by communicating testing problems and issues with the project team members. System designers - System designer specialists are typically responsible for testing integration requirements and resolving design problems.

33 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Conduct System Test  Roles: (continued) System builders - System builders, of various specialties, are involved in the systems testing. Applications programmers, database programmers, and networking specialists may need to resolve problems revealed during systems testing.  Prerequisites (Inputs):  The primary inputs to this activity include the software packages, custom-built programs, and any existing programs comprising the new system.  The system test is done using the system test data that was developed earlier by the systems analyst.

34 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Conduct System Test  Deliverables (Outputs):  As with previous tests that were performed, our system test may result in required modifications to programs - thus, once again prompting the return to a previous activity in the implementation phase.  This iteration would continue until a successful system test was experienced.  Applicable Techniques:  A good understanding of testing is essential.  Whereas this activity is concerned with systems testing, the identification of program specific problems may necessitate a return to previous activities and subsequent stub and unit level testing.

35 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Conduct System Test  Steps:  The following steps are suggested to complete this activity. Step 1 - Obtain system test data. Step 2 - Ensure that all software packages, custom-build programs, and existing programs have been installed and that unit testing has been completed. Step 3 - Perform tests to check that all programs work properly together making appropriate revisions as needed and testing again. Step 4 - Record any required modifications to programs in the project repository.

36 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Prepare Conversion Plan  Purpose:  Prepare a detailed conversion plan to provide a smooth transition from the old system to the new system.  Roles:  The activity is facilitated by the project manager. System owner roles: –executive sponsor –user managers –system managers –project manager –steering body – (optional) many organizations require that all project plans be formally presented to a steering body (sometimes called a steering committee) for final approval.

37 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Prepare Conversion Plan  Roles: (continued) System user roles: –business analysts (optional) Systems analyst, system designer, and system builder roles are not typically involved in this activity unless deemed necessary by the project manager.  Prerequisites (Inputs):  This activity is triggered by the completion of a successful system test.  Using the design specifications for the new system, a detailed conversion plan can be assembled.

38 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Prepare Conversion Plan  Deliverables (Outputs):  The principle deliverable of this activity is the conversion plan. This plan will identify databases to be installed, end-user training and documentation that needs to be developed, and a strategy for converting from the old system to the new system.  Applicable Techniques:  Project management.

39 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Prepare Conversion Plan  Steps:  The following steps are suggested to complete this activity. Step 1 - Collect and review design specifications for the new system to identify databases to be installed and user training needs. Step 2 - Establish a schedule for installation of databases. Step 3 - Identify a training program and schedule for the system users. Step 4 - Develop a detail installation strategy to follow for converting from the existing to a new production information system. Step 5 - Develop a systems acceptance test plan.

40 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Prepare Conversion Plan  Common conversion strategies:  Abrupt cutover. On a specific date (usually a date that coincides with an official business period such as month, quarter, or fiscal year), the old system is terminated and the new system is placed into operation.  Parallel conversion. Under this approach, both the old and new systems are operated for some period of time. This is done to ensure that all major problems in the new system have been solved before the old system is discarded.

41 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Prepare Conversion Plan  Common conversion strategies: (continued)  Location conversion. When the same system will be used in numerous geographical locations, it is usually converted at one location (using either abrupt or parallel conversion). –As soon as that site has approved the system, it can be farmed to the other sites.  Staged conversion. A staged conversion is based on the version concept introduced earlier. Each successive version of the new system is converted as it is developed.

42 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Prepare Conversion Plan  Acceptance Test Plan:  A systems acceptance test is a final system test performed by end-users using real data over an extended period of time.  It is an extensive test that addresses three levels of acceptance testing: verification testing, validation testing, and audit testing. Verification testing runs the system in a simulated environment using simulated data. –This simulated test is sometimes called alpha testing. – The simulated test is primarily looking for errors and omissions regarding end-user and design specifications that were specified in the earlier phases but not fulfilled during construction.

43 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Prepare Conversion Plan Validation testing runs the system in a live environment using real data. This is sometimes called beta testing. –During this validation, we are testing a number of items. 1. Systems performance. 2. Peak workload processing performance. 3. Human engineering test. 4. Methods and procedures test. 5. Backup and recovery testing. Audit testing certifies that the system is free of errors and is ready to be placed into operation.

44 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Install Databases  Purpose:  The purpose of this activity is to populate the new systems databases with existing data from the old system.  Roles:  This activity will normally be completed by application programmers. System Owners and system users - are not involved in this activity. System analysts and designers - may play a small role in completing this activity. Their primary involvement will be the calculation of database sizes and estimating of time required to perform the task of installing them.

45 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Install Databases  Roles: (continued) System builders - play a primary role in this activity. –Application programmers - will write the special programs to extract data from existing databases and programs to populate the new databases. –Date entry personnel or hired help - may be assigned to do data entry for data that needs to be keyed.  Prerequisites (Inputs):  Existing data from the production databases, coupled with the database schema(s) models and database structures for the new databases will be used to write computer programs to populate the new databases with restructured existing data.

46 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Install Databases  Deliverables (Outputs):  The principle deliverables of this activity is the restructured existing data that has been populated in the databases for the new system.  Applicable Techniques:  Database and application programming skills are essential to the successful completion of this activity.

47 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Install Databases  Steps:  The following steps are suggested to complete this activity. Step 1 - Review the database structures for new databases. Step 2 - Identify existing data currently in production databases (and other sources) to be used to populate the databases for the new system. Step 3 - (optional) Obtain additional manual resources to do on- time keying of data not obtained from existing production databases. Step 4 - Write programs to extract data from production databases. Step 5 - Write programs to load new databases.

48 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Install Databases  Steps: (continued) Step 6 - Conduct another system test to ensure new system is unaffected (see Activity: Conduct System Test). This preventative step will ensure that no task accomplished in this activity adversely affects the new system. Step 7 - If necessary, revise the database schema and update the project repository.

49 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Train System Users  Purpose:  Provide training and documentation to system users to prepare them for a smooth transition to the new system.  Roles:  The activity is facilitated by the systems analyst. System owner - System owners must support this activity. They must be willing to approve the release time necessary for their people to obtain the training needed to become successful users of the new system. System user - Remember, the system is for the user! User involvement is important in this activity because the end-users will inherit your successes and failures from this effort.

50 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Train System Users  Roles: (continued) System analyst - This activity is typically performed by systems analysts is to train system users to use the new system. Given appropriate documentation for the new system, the systems analysts will provide end-user documentation (typically in the form of manuals) and end-user training for the system users. System designers and builders are not normally involved in this activity.  Prerequisites (Inputs):  Given appropriate documentation for the new system, the systems analyst will provide the system users with documentation and training needed to properly use the new system.

51 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Train System Users  Deliverables (Outputs):  The principle deliverable of this activity is user training and documentation. The golden rule should apply to user manual writing: ``Write unto others as you would have them write unto you.'' –You are not a business expert. –Don't expect the reader to be a technical expert. Every possible situation and its proper procedure must be documented.

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53 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Train System Users  Applicable Techniques:  Written and oral communications skills are critical.  Familiarity with organizational behavior and psychology may also prove helpful.  Steps:  The following steps are suggested to complete this activity. Step 1 - Collect documentation that may prove useful in developing user documentation and training guides. Step 2 - Write user documentation manuals. Step 3 - Referring to the conversion plan, review the training needs of the system users.

54 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Train System Users  Steps: (continued) Step 4 - Schedule training sessions. (individual and group sessions). Step 5 - Conduct training sessions and distribute user documentation.

55 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Convert to New System  Purpose:  Convert to the new system from the old system and evaluate the project experience and final system.  Roles:  The activity is facilitated by the project manager who will oversee the conversion process. System owner - provide feedback regarding their experiences with the overall project. They may also provide feedback regarding the new system that has been placed into operation. System user - will provide valuable feedback pertaining to the actual use of the new system. They will be the source of the majority of the feedback used to measure the systems acceptance.

56 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Convert to New System  Roles: (continued) System analyst, designers, and builders - will be involved in assessing the feedback received from the system owners and users once the system is in operation. In many cases, that feedback may stimulate actions on their part to correct shortcomings that have been identified. Regardless, the feedback will be used to help benchmark new systems project down the road.  Prerequisites (Inputs):  The input to this activity is the conversion plan that was created in an earlier delivery phase activity.  Deliverables (Outputs):  The principle deliverable of this is the product information system that is placed into operation in the business.

57 Systems Implementation The Delivery Phase of Systems Implementation  Activity: Convert to New System  Applicable Techniques:  Project and process management.  Steps:  The following steps are suggested to complete this activity. Step 1 - Review the conversion plan. Step 2 - Complete the detailed steps outline in the conversion plan. Step 3 - Schedule meeting with project team to evaluate the development project and the production system. Step 4 - Conduct review meeting - record enhancement/fix requirements that are identified.

58 Systems Implementation Summary  Introduction  What is Systems Implementation?  The Construction Phase of Systems Implementation  The Delivery Phase of Systems Implementation