Amity School of Business

Amity School of Business

BBA General, 2nd Semester

Analysis and Design of Business System

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Module- V System Implementation & Operation (System Management)

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Topics
Activities in implementing a system Testing and types of testing Installation Approaches Direct Parallel Single Location Phased Training and supporting users Types of Training Methods Reason of system implementation failures Maintenance and types of maintenance Effective Maintenance System Enhancement Quality Assurance

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Activities in implementing system

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System implementation and operation is made up of seven major activities: Coding Testing Installation Documentation Training Support Maintenance
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The purpose of these steps is to convert

the final physical system specifications

into working and reliable software and hardware, document the work that has been done, and provide help for current and future users and caretakers of the system.
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3 group of Activities
Activities that lead to the system going into operation - coding, testing, and installation.
Activities that are necessary for successful system operation - documenting the system and training and supporting users. Activities that make system ongoing and needed to keep the system working and up-todate: - maintenance.
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Coding, Testing, And Installation

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Coding : The Process through which the physical design specifications created by design team are turned into working computer code by programming team. Testing : The process can begin and proceed in parallel. As each programmer module is produced, it can be tested individually, then as part of a larger program and then as part of larger system.

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Installation : The process during which the current system is replace by the new system. It includes conversion of existing data, software, documentation, and work procedures to those consistent with the new system.

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Why System Testing?

The purpose of System testing is to identify and correct errors in the candidate system. In this the performance and acceptance standards are developed. Substandard performance or service interruption that result in system failure are checked during the test.
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Types of System Testing

Program Testing String Testing System Testing System Documentation User Acceptance Testing

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Program Testing
A program represents the logical elements of a system. For a program to run satisfactorily, it must compile and test data correctly and tie in properly with the other programs. Achieving an error free program is the responsibility of the programmer. Program testing checks for two type of errors : Syntax and Logic.

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String Testing
Programs are invariably related to one another and interact in a total system. Each program is tested to see whether it conforms to related programs in the system. Each portion of the system is tested against the entire module with both test and live data before the entire system is ready to be tested.

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System Testing
It is designed to uncover weaknesses that were not found in earlier tests. This includes forced system failure and validation of the total system as it will be implemented by its users in the operational environment.

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System Documentation
All design and test documentation should be finalized and entered in the library for future reference. The library is the central location for maintenance of the new system. The format, organization, and language of each documentation should be in line with system standard.

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User Acceptance Testing

An acceptance test ha the objective of selling the user on the validity and reliability of the system. It verifies that the system procedures operate to system specifications and that the integrity of vital data is maintained. Performance of an acceptance test is actually the users show. User motivation and knowledge are critical for the successful performance of the system.

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Approaches to Installation
Four approaches of installation are there: Direct Installation Parallel Installation Single Location Phased Installation

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Direct Installation
Changing over from the old information system to new one by turning off the old system when the new one is turned on.

Characteristics
Abrupt

Advantages
Low cost

Cold turkey

High interest in making installation a success. May be the only possible approach if new and existing systems cannot coexist in some form. 17

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Direct Installation

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Direct Installation-Risks
Operational error have direct impact on users and organization. It may take too long to restore old system, if necessary. Time-consuming and benefits may be delayed until whole system is installed.

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Parallel Installation
Running the old information system and the new one at the same time until management decides the old system can be turned off.
Characteristics Old and new system coexist. Safe Advantage New system can be checked against old systems. Impact of operational errors are minimized because old system is also processing all data.
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Parallel Installation

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Parallel-Risks
Not all aspects of new system can be compared to old system. Very expensive due to duplication of effort to run and maintain two systems. Can be confusing to users. May be delay until benefits result. May not be feasible due to costs or system size.
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Single Location Install

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Trying out a new information system at one site and using the experience to decide if and how the new system should be deployed throughout the organization. Characteristics
Pilot approach
Middle-of-the road approach May involve series of single location installations Each location may be branch office, factory, or department

Advantage
Learning can occur and problems fixed by concentrating on one site.
Limits potential harm and costs from system errors or failure to selected pilot sites Can use early success to convince other to convert to new system

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Single Location Installation

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Single Location-Risks
Burden on IS staff to maintain old and new systems. If different sites require data sharing, extra programs need to be written to bridge the two systems. Some parts of organization get benefits earlier than other parts.
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Phased Installation
Changing from the old information system to the new one incrementally, starting with one or a few functional components and then gradually extending the installation to cover the whole new system.

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Characteristics
Staged, incremental, gradual, based on system functional components. Similar to bringing system out via multiple releases.

AdvantageSchool of Business Amity

Allows for system development also to be phased.

Limits potential harm and costs from system error or failure to certain business activities/functions. Risk spread over time. Some benefits can be achieved early. Each phase is small and more manageable.

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Phased Installation

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Disadvantage-Phased
Old and new systems must be able to work together and share data, which likely will require extra programming to bridge the two systems. Conversion is constant and may extend over a long period, causing frustration and confusion for users.
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Two Audiences for the Final Documentation

IS Personnel

Users

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System Documentation
Detailed information about a systems design specifications, its internal workings, and its functionality. System Documentation is intended primarily for maintenance programmers, user documentation is intended mainly for users. System Documentation is further divided into internal, external.

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Internal Documentation
It is a part of program source code.

External Documentation
It includes the outcome of all of the structured diagramming techniques such as DFD,ER Diagram.

User Documentation
Written or visual information about an application system, how it works, and how to use it.

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What Makes Good Documentation?

Contains an overview, index, getting started instructions, i.e. very structured Describes functionalities Contains task-based documentation
How tos Frequently Asked Questions Messages & their meanings

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Training the end-users

Training and support help people adequately use computer systems to do their primary work. Without proper training and the opportunity to ask questions and gain assistance/consultation when needed, users will misuse, under use, or not use the information system you develop. Support is providing ongoing educational and problem solving assistance to information users.

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Training Methodologies
Resident Expert Computer based instruction Formal courses-several people taught at the same time. Software help components. Tutorials-one person taught at a time.

Interactive training manuals-combinations of tutorials and computer aided instruction

External sources, such as vendor.

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Supporting the End-user

Automated Issue Tracking Automating support Providing support through a Help Desk Other things to consider:
Providing recovery and backup Disaster recovery PC maintenance

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Why Implementation sometimes FAIL?

Two conditions are necessary for a successful implementation effort: Management support of the system Involvement of users in the development process.

Despite the support and active participation of users and management, information systems implementation still sometimes fails.
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Some insights about Implementation process

Risk Commitment to project Commitment to change Extension of project definition and planning Realistic user expectation
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Two most common and trusted ways of determining system implementation success are: The extent to which the system is used and the users satisfaction with the system. Political Factors.

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What is System Maintenance?

Software maintenance is a very broad activity that includes error corrections, enhancements

of

capabilities,

deletion

of

obsolete

capabilities, and optimization. So, any work done to change the software after it is operational is considered to be a maintenance work. The purpose of maintenance is to preserve the value of software over time.
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System maintenance is a very important activity of software life cycle which may span for more than 20 years and constitute the highest cost incurred in SDLC. Maintenance accounts for 50-80% of total system development as shown in following

figure.

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Code 20% Development Cost Design 40% Test 40%

Total life cycle of software

Code Design 8% Test 11% 11%

Maintenance 70%
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Primary activities of Maintenance

Request for system service

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Request program & system doc
Specify required modification Make required changes to programs & systems System and program documentation Submit test results for user approval Return modified documentation to library Notify user of project completion Project Completion notice

Modification requirements

Test changes

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Types of Maintenance
Three types of maintenance are: Corrective Maintenance Adaptive Maintenance Perfective Maintenance

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Corrective Maintenance
It means repairing processing or performance failures or making changes because of previously uncorrected problems or false assumptions. Corrective maintenance is initiated by the defect in the system. The defect can result from design errors, logic errors, coding errors, performance or processing failure.

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Adaptive Maintenance
It includes modifying the software to match the changes in the ever changing environment. The term environment includes totality of all conditions and influences which act from outside upon the software, for e.g., business rules, government policies, work pattern, software and hardware operating platforms. A change in the whole or part of the environment will require a corresponding modification of the software.

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Perfective Maintenance
It involves making enhancements to improve processing performance, interface usability, or to add desired, but not necessarily required, system features. It means enhancing the performance or modifying the programs to respond to the users additional or changing needs. Of these types, more time and money

are spent on perfective than corrective and adaptive maintenance together.

Perfective maintenance refers to enhancements making the product better, faster, smaller, better documented, cleaner structured, with more functions and reports.

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Adaptive 25%

Perfective 50%

Corrective 25%

Fig: Distribution of Maintenance Efforts

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Measuring Maintenance Effectiveness

Because maintenance can be costly, it is important to measure its effectiveness which is measured in terms of following factors: No. of failures Time between failures Type of failure

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System Maintenance Vs Enhancement

If the changes are made in existing functionalities of a system, after it is operational ,then these changes are categorized as system maintenance. However when new functionality is added onto a existing system then this activity is termed as system enhancement.

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Quality Assurance
It is to certify that the program or software package is current and confirms to standards.
With a growing trend toward purchasing ready to use software, certification has become more important. A package that is certified goes through a team of specialists who test, review, and determine how well it meets the vendors claims.

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Thank you

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