Lecture-7

Implementation of Information System

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

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

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 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

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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

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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

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 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

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 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

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 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

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 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

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 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

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 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.

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• 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

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 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.

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 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.

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• 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.

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 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.

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• 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.

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 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.

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• 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.

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 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.

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• 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.

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 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.

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• 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

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 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

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