1. Systems Implementation,
Operation, and Control
Chapter 11

2. Learning Objectives 1, 2, and 3
Describe the major phases
of systems implementation.
Recognize some of the major
human factors involved in
systems implementation.
Describe the major forms of
documentation involved in the
implementation of a new system.

3. Systems Implementation
There are three major steps
in systems implementation.
1. Establish plans and controls.
2. Execute activities as planned.
3. Follow up and evaluate the new system.

4. Systems Implementation
Systems planning
and analysis
Systems
designs
Establish plans
and controls
Execute
activities
Follow up
and evaluate
Systems review
and control

5. Step I: Establishing Plans and Controls for Implementation
These plans should incorporate
three major components:
1. A breakdown of the project
into various phases
2. Specific budgets applicable to each phase
3. Specific timetables applicable
to each project phase

6. Step I: Establishing Plans and Controls for Implementation
Scheduling Techniques:
Gantt chart
Network diagram
Critical path

7. Gantt Chart Example Evaluate software Planned time Actual time Select
computer
Train
employees
Test
system
1/1
2/1
3/1
4/1
5/1
6/1
7/1

8. Simple Network Diagram
Complete
Start
Select
software
Train
employees
Implement
computer
Contact
vendors
Review
budget
Evaluate
Allocate
funds

9. Step II: Executing Implementation Activities
What are examples of activities
during execution?
Selecting and training personnel
Installing new computer equipment
Detailed systems design

10. Step II: Executing Implementation Activities
Writing and testing computer programs
Selecting and training personnel
Installing new computer equipment
Detailed systems design
File conversion

11. Step II: Executing Implementation Activities
It is desirable for management and
the systems team to make a formal
announcement regarding the project.
Special Project Team

12. Employee Training Hiring outside training consultants
Using training manuals
Videotape presentations
Audiotape presentations

13. Employee Training Training seminars
Individualized hands-on instruction
Computer-assisted training

14. Acquiring and Installing New Computer Equipment
Adequate facilities must be available.
Specialized security measures
must be implemented.

15. Detailed Systems Design
Additional design work
Last-minute fine tuning of
the systems design plan

16. Documenting the New System
Documentation is one of the most important
parts of system implementation,
but it is often overlooked.
Good documentation can serve a
wide range of useful purposes.

17. Documenting the New System
What are some of these purposes?
Training new employees
Providing programmers and analysts with
useful information for future program
evaluation and modification activities

18. Documenting the New System
Providing auditors with useful information
for evaluating internal controls
Assisting in assuring that systems
design specifications are met

19. File Conversion In many cases, files maintained manually
must be converted to computer format.
Conversion can be an expensive,
time-consuming process.

20. Test Operations There are three basic approaches
to the final testing of the system.
What are these approaches?
1. Direct approach
2. Parallel operation
3. Modular conversion

21. Step III: Evaluating the New System
What approaches can assist
in follow-up and evaluation?
Observations
Questionnaires
Performance measures
Benchmarks

22. Understand how to plan and control a systems project.
Learning Objective 4
Understand how to plan and
control a systems project.

23. Planning and Organizing a Systems Project
Resources should be allocated
to those projects that yield the
greatest benefits to the organization.

24. Planning and Organizing a Systems Project
Project selection
The project team
Project leader responsibilities
Project uncertainty

25. Project Team Organization
Steering
committee
Information systems
department
User
department
Lead
analysts
Analysts/
programmers
Technical
staff
Project
leader
User
member

26. Project Leader Responsibilities
Scheduling
Planning
Control
Allocation of
resources
Project
breakdown
Task
assignment
Activity/task
scheduling
Progress
and time
reporting
Status

27. Project Breakdown into Tasks and Phases
Time estimates
Work measurement techniques

28. Factoring a Project into Tasks and Phases
New System
Implementation
Analysis
Design
1.0
2.0
3.0
Application
study
Vendor
selection
1.1
1.2
Output
design
Form
Program
2.1
2.3
2.2
Equipment
delivery
Documen-
tation
3.1
3.2

29. Work Measurement Techniques
Identify the tasks to be estimated.
Estimate the total size of the task.
Convert into a time estimate.
Adjust the estimated processing.

30. Accuracy of Estimates Estimates made during the early
phase of a project can be
expected to be inaccurate.
Initial estimates are
frequently made too low.

31. Project Accounting Project control is established by setting
measurable goals for each phase
and task in the overall project.
A project accounting system
is a cost accounting system.

32. Project Accounting Computer usage summaries Progress report Time
sheets
Project
accounting
system
Cost to
date
Overhead
rates
Revised cost
estimate

33. Project Accounting Project accounting system Project File
Number
Costs Actual Budget
Materials XXX XXX
Labor XXXX XXXX
Overhead XXX XXX
Project schedule
Project File

34. Describe several approaches for control over nonfinancial
Learning Objective 5
Describe several approaches for
control over nonfinancial
systems resources.

35. Control Over Nonfinancial Information Systems Resources
What are nonfinancial factors?
Performance measures for:
Hardware
Software
Personnel

36. Control Over Nonfinancial Information Systems Resources
Hardware performance involves system…
Utilization
Downtime
Responsiveness
What is downtime?
It is the percentage of time that the
machine is unavailable for use.

37. Control Over Nonfinancial Information Systems Resources
Evaluating software performance
involves the following:
Survey systems users.
Constantly monitor the software.

38. Control Over Nonfinancial Information Systems Resources
Controls relating to personnel
involve preparing reports for:
Data entry specialists
Evaluating the efficiency
of systems operators
Hardware repair persons

39. Auditing the Information System
The audit’s focus should be on the information
system itself and on the validity and accuracy
of data as processed by the system.
Internal control system
Tests of compliance

40. Maintaining and Modifying the System
In all operational systems, it becomes
necessary to make changes.
Why?
It is not possible to foresee all
contingencies during the design phase.
Environmental conditions and
information needs change.
The computer program may contain bugs.

41. End of Chapter 11