1. Thepul Ginige Lecture-7 Implementation of Information System Thepul Ginige

2. Major Topics Centralized and Decentralized information systems Groupware End user training and skills Systems Changeover Techniques IS outsourcing Pre and Post System Implementation issues 2

3. Implementation Implementation is the process of assuring that the information system is operational Well-trained users are involved in its operation 3

4. Distributed Systems Distributed systems – Use telecommunications technology and database management to interconnect people – A distributed system includes work stations that can communicate with each other and with data processors – The distributed system may have different configurations of data processors 4

5. Advantages of Distributed Systems Advantages of distributed systems are – Data are stored where it does not affect the processing of online real-time transaction processing – Data are stored using less expensive media at local sites – Lowered equipment costs – Provide flexibility in choice of equipment manufacturer – Initially less expensive than large systems 5

6. Disadvantages of Distributed Systems Disadvantages of distributed systems are – Networks must be reliable – Security may be breached – The relationships between subsystems must not be ignored 6

7. Client/Server Computing (centralized systems) The client/server (C/S) model consists of clients requesting and the server fulfilling the request The client is a networked computer, running a GUI interface A file server stores programs and data A print server receives and stores files to be printed 7

8. Advantages and Disadvantages of Client/Server The advantages of a client/server system are greater computer power and greater opportunity to customize applications The disadvantages of a client/server system are greater expense and applications must be written as two separate software components running on separate machines 8

9. Groupware Groupware is software that supports people working together in an organization Groupware helps group members (Functions) – Schedule and attend meetings – Share data – Create and analyze documents – Unstructured communication via e-mail – Hold group conferences – Departmental-level image management – Manage and monitor workflow 9

10. Training New system training must be performed Analysts must consider – Who needs to be trained – Who will train them – Objectives of training – Methods of instruction to be used – Sites – Materials 10

11. Sources of Training Possible sources of training for users of information systems include – Vendors – Systems analysts – External paid trainers – In-house trainers – Other system users 11

12. Changeover Techniques (System changeover methods) As technologies change, many businesses find themselves needing to change over their computer information systems. Upgrading these systems helps them optimize their efficiency and remain competitive. Common changeover areas include security systems, database systems, accounting systems and managerial information systems. 12

13. Deciding which changeover technique will work best for a particular company depends on the type of changeover and degree of risk for the company. There are four popular changeover techniques. – Parallel Changeover – Direct Changeover – Phased Changeover – Pilot Changeover 13

14. Parallel Changeover In a parallel changeover, the new system runs simultaneously with the old for a given period of time. Of all the techniques, this tends to be the most popular, mainly because it carries the lowest risk. If something goes wrong at any point, the entire system can be reverted back to its original state. A primary disadvantage in running two systems at the same time is higher costs. The parallel changeover process also can be quite time- consuming. 14

15. Direct Changeover Direct changeover, also referred to as immediate replacement, tends to be the least favorite of the changeover techniques. In a direct changeover, the entire system is replaced in an instant. Basically, as soon as the new system is powered up, the old system is shut down. 15

16. This type of changeover carries the most risk because, if something goes wrong, reverting back to the old system usually is impossible. Using the direct changeover technique tends to work best in situations where a system failure isn't critical enough to result in a disaster for the company. 16

17. Phased Changeover The phased changeover technique is considered a compromise between parallel and direct changeovers. In a phased changeover, the new system is implemented one stage at a time. As an example, consider a company working toward installing a new financial system. Implementing the new system one department at a time, the company converts accounts receivable, accounts payable, payroll, and so on. 17

18. Advantages to phased changeovers are their low cost and isolated errors. The main disadvantage is the process takes a long time to complete because phases need to be implemented separately. 18

19. Pilot Changeover With a pilot changeover, the new system is tried out at a test site before launching it company-wide. For example, a bank may first test the system at one of its branches. This branch is referred to as the pilot, or beta, site for the program. Since parallel changeovers tend to be expensive, using the pilot changeover technique allows companies to run the new system next to their old but on a much smaller scale. 19

20. This makes the pilot changeover method much more cost-effective. After the kinks are worked out of the system at the test site, companies usually opt to use the direct changeover technique to launch the system company-wide. 20

21. IS outsourcing Outsourcing is an arrangement in which one company provides services for another company that could also be or usually have been provided in-house. Outsourcing is a trend that is becoming more common in information technology and other industries for services that have usually been regarded as intrinsic to managing a business. 21

22. In some cases, the entire information management of a company is outsourced, including planning and business analysis as well as the installation, management, and servicing of the network and workstations. 22

23. IS outsourcing strategies The key to a successful outsourcing strategy is to look both outside the organization – carefully considering the vendor you will partner with – as well as the dynamics inside your own organization, and how your outsourcing strategy impacts your own people. Human capital goals must be aligned with outsourcing goals. 23

24. A careful planning and consideration will help ensure your outsourcing strategy is successful. – Manage internal engagement, morale, and motivation – Maintain or enhance the company culture – Manage the community response and reaction 24

25. Pre and Post System Implementation issues The Top 5 Reasons – Setting unrealistic expectations at the outset – Failure to manage organizational change – Not involving key stakeholders – Poor project management – Failure to manage business benefits 25