3.

7 System implementation

This phase involves the following activities:

a) Hardware selection, acquisition and installation
b) User training
c) File conversion/creation
d) Changeover

Hardware and software acquisition

A usermayacquirethehardwareandsoftwaredirectlyfromamanufactureranddeveloper
respectively.Hemayalsopurchasethemfromanintermediatesupplier.Whicheverway,carefully
controlledpurchasingproceduresshouldbefollowed.Theproceduresshouldincludeinvitationto
tender and comparative analysis to determine the appropriate supplier of the required hardware
and software.
TEXT

Invitation to tender (ITT)

STUDY

It is issued to a range of suppliers. ITT sets out specifications for the required equipment and
softwareandshouldexplorehowthehardwarewillbeusedandthetimescaleforimplementation. It sets
the performance criteria required for the new system.

Contents of ITT
ITT includesbackgroundinformationaboutthecompaniestogetherwithanindicationofthe purpose of
the system.This includes:
(i) Thevolumeofdatatobeprocessedbythesystem.Complexityoftheprocessing requirements
and system interfaces should be stated.
(ii) Thenumberofindividualswhowillwanttoaccessthecomputersystemafterinstallation and
whether access needs to be instant or not
(iii) The speed of processing required or expected
(iv) Input and output desired
(v) The type of processing methods preferred
(vi) Estimated life of the system
(vii) Possible upgrades or expansion anticipated
(viii)Other general consideration include:

• Contact person in the company

• Overall financial constraints
• The form that submission is to take
• Closing date for submission of tender
• The address to which the tender is to be sent
• The reference person to which tender is to be addressed
While all the above features are necessary, it is important to decide on the financing methods.
These may include:
a) Purchasing–wherethebuyeracquiresownershipofitemafterpaymentofanagreed amount
b) Leasing–involvesformationofanagreementbetweenlesseeandlessordetailingthe use of
equipment, the length of time to use the equipment and the periodical payment
c) Renting–involvesasingleagreementwhereonepartyagreestouseanotherparty’s
resourcesatcertainperiodicalpayments.Theagreementisnotasbindingasthatofa lease
agreement.

Evaluation of a vendor proposal

(1) Benchmark tests –tests how long ittakesfor amachine to run through aparticular set of
programmes. It is carried out to compare performance of software/hardware against
present criteriasuch as performancespeed, response times anduser friendliness of the
equipment.

(2) Simulationtests–itusessyntheticprogrammewrittenspecificallyfortestingpurposes. They

are programs incorporated with routines designed to test a variety of situations. Other
features or factors include:

TEXT
i. Supplier’s reliability – both financial stability and track record
ii. Cost – equipment cost, installation cost and training costs
iii. Utility software supported and preloaded in the hardware

STUDY
iv. The warrant period, units and maintenance commitments
v.Software support upgrades and maintenance
vi. Training requirements, which includes timings, number of personnel, etc

Choosing hardware and software

Software factors

Factors influencing choice of software include:

(i) User requirements: the selected software or package should fit user requirement as
closely as possible.
(ii) Processingtime:theseinvolvestheresponsetimee.g.iftheresponsetimeisslow,the user
might consider the software or package as unsuccessful
(iii) Documentation:thesoftwareshouldbeaccompaniedbyamanual,whichiseasyto
understand by non-technical person.The manual should not contain technical jargon.
(iv) User friendliness: the package should be easier to use with clear on screen prompts,
menu driven and extensive on screen help facility.
(v) Controls:thesoftwareshouldhavein-builtcontrols,whichmayincludepassword options,
validation checks, audit trails or trace facilities, etc.
(vi) Up-to-date:thesoftwareshouldbeup-to-datee.g.shouldhavechangesorcorrections in line
with business procedures.
(vii) Modification: one should consider whether the user could freely change the software
without violating copyright.
(viii)Success in the market: oneshouldconsiderhow many users are usingthe software and
how long it has been in the market.
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(ix) Compatibilityofthesoftware:howthesoftwareintegrateswithothersoftwareparticularly the

operating system and the user programmes.
(x) Portability:oneshouldconsiderhowthesoftwarerunsontheusercomputerand whether
there will be need for the user to upgrade his hardware
(xi) Cost:theusercompanyshouldconsideritsfinancialpositiontoestablishwhetheritcan afford
the software required for efficient operations rather than the least cost package
software available.

>>> Software contracts

Softwarecontractsincludethecosts,purposeandcapacityofthesoftware.Thefollowingare covered in
software contracts:
• Warrant terms
• Support available
• Arrangement for upgrades
• Maintenance arrangements
• Delivery period/time especially for written software
• Performance criteria
• Ownership

>>> Software licensing

TEXT

Software licensing covers the following:

• Number of users that can install and use the software legally
• Whether the software can be copied without infringing copyrights
STUDY

• Whether it can be altered without the developers consent

• Circumstances under which the licensing can be terminated
• Limitation of liability e.g. if the user commits fraud using the software
• Obligation to correct errors or bugs if they exist in the software

Hardware factors
Custom-built hardware is a rare necessity. Most hardware is standard, compatible, off-the-shelf
components. It is cheaper, easy to maintain, and ensures compatibility with equipment in your
organization and your partners and clients.
Thesystemanalysisanddesignshouldhavepreciselydeterminedwhatsortofhardwareis needed -
down to the make and model.
The decision of hardware choice must consider many factors:
• Future needs - can the equipment be expanded or added to?
• Availability (is it only available overseas?)
• Capacity (e.g. is the hard disk big enough to hold all your data? Is it fast enough?)
• Reliability - can it be depended on?
• Cost - initial cost, running costs, upgrade costs, repair costs, training costs
• Compatibility - with your other equipment, and that of your partners and clients
• Warranty and support - in case of failure or problems
• Ease of use and installation
• Compliancewithlocalconditions(e.g.powersuppliesmustbe240Vorcompliantwith
telecommunication systems)
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>>> Choosing a supplier

After choosingthehardwareequipmentand theequipmentmakers (manufacturers), one must
choose asupplierorreseller(in other words, once you know what you want tobuy,what shop will
you choose?)

Factors to consider:
• Reputation for support (e.g. phone support, onsite visits, website help)
• Reputation for reliability, honesty, permanence (very important!)
• Knowledge of the equipment
• Geographic location - can you get to them easily if you need to?
• Ability to offer onsite support or repair
• Prices – cheap, affordable

>>> Installation
Software and hardware installation is done by supplier’s technicians or the user organisation
appointedpersontoavoidtherisksassociatedwithimproperinstallationoftheequipment. The system
analyst and other development team members may be calledto assist where appropriate.

TEXT
User training
It is important that the system users be trained to familiarise themselves with the hardware and
the system before the actual changeover.

STUDY
The aims of user training are:
a) To reduce errors arising from learning through trial and error
b) To make the system more acceptable to the users
c) To improve security by reducing accidental destruction of data
d) To improve quality of operation and services to the users
e) Toreducethecostofmaintenancebyminimisingaccidentaldestructionofdataor hardware
f) To ensure efficiency in system operation when it goes live

Thepeopletobetrainedincludesystemoperators,seniormanagers,middlemanagersand
allthoseaffectedbythesystemdirectlyorindirectly. Trainingshouldcovercurrentstaffand recruited
personnel.

>>>Timing of users’training
• Beforethefeasibilitystudywhentheusersaregivenageneralexplanationofcomputer
systems, their relevance in function application and reason for desire to introduce a
computer in the specific functions
• Beforeinvestigationwhereusersareexplainedabouttheimpactofthenewsystemand
importanceoftheirinvolvementindevelopment. Thismayhelpgainuserconfidence and
facilitate their acceptance of the system
• Duringfactfindingsothattheycancooperateandprovideusefulinformationtoguide
the system developer during the analysis stage of SDLC
• Before programming so that they can prepare themselves for specific roles at
implementation stage.These may include testing activities or roles.
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• Beforeimplementationtoenabletheuserstocooperateandplaytheirrolesasassigned
to them
• After implementation in order to assist in evaluation of system performance

File conversion
This involves changing of existing form of files into a form suitable for the new system when it
becomesoperational.It may requirethat the analystcreatethe filefrom scratch if nocomputer-
basedfilesexist.Inaneventthatcomputer-basedfilesexist,theyshouldbeconvertedtoaform relevant
or sensible to the new system.

File conversion procedures

(i) Record manually the existing data i.e. the old master files
(ii) Transfer the recorded data to special form required by the new system
(iii) Insertanynewdataintothefilei.e.updatethefilealreadyinthenewform(formshould
include data contents and their corresponding formats and layouts)
(iv) Transcribe the completed form into a medium or storage relevant for the new system
(v) Validatethefilecontentstoensurethattheyarefreeoferrorbeforetheycanbeused
in the new system
TEXT

Problems associated with file creation or file conversion are:

• Recordsmaybestoredorlocatedatdifferentplacesorlocations,thusmaybedifficult
to gather them all
STUDY

• Some records may require updating which may slow down the change over plan
• Recordsmaybetoonumerousi.e.toolargeinvolumewhichmayslowdownthechange
over plan since transcription will take long
• Somerecordsmaynotexistatalle.g.acustomerwhomakesanorderthroughaphone
call

File conversion methods include:

• Straight file conversion/creation
• Dummy file conversion/creation
• Phased file conversion/creation

Straight file conversion

This method requires that the new system files be created moments before the plannedchange
over. It is important to note that it is only suitable for small size files. Otherwise, it may delay the
systemimplementationplan.Theactualdataorrealdatawouldbeusedinsteadofdummydata. This
implies that once created, files are already in the form suitable for the new system.

Dummy file conversion

It requires that files be created long before the planned changeover. Dummy records are used,
whicharereplacedwiththeactualrecordsimmediatelybeforechangeover.Themethodis
idealwhendealingwithlargevolumesof transactionfilesor master files. It enablesfilecreation
activities to be spread over a long period of time.
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Phased file conversion

Itrequiresthatthefilesbeconvertedonabit-by-bitphases.Thisimpliesthatinsteadofchanging, for
example, a whole department file, the file is changed on a section-by-section basis. It may
suitably be applicable on a phased change over method.

System change-over
Involveschangingorswitchingfromexistingsystemtothenewdevelopedsystem.Thefollowing
methods may be used:
(i) Direct change-over
(ii) Parallel change-over
(iii) Phased change-over
(iv) Pilot change-over

>>> Direct change-over

The old system ceases its operation and the new system commences operation the next day.
Theoldsystemismaderedundantinallitsaspects. Themethodisapplicableinthefollowing
circumstances:
• When the new system is small and simple

TEXT
• When both the new and old system are substantially different
• When extra staff to oversee or undertake parallel running of both systems are
unavailable
• When the management has complete confidence that the new system will work

STUDY
The advantages of a direct change-over are:
• Relatively cheap
• Prevents the weaknesses of the old system from being passed over to the new
system
• Reduces system implementation duration

Its disadvantages are:

• It isvery risky especially if the new system fails.The costof switching back to the old
system will be high
• Ifnotproperlyplanned,itmayinterruptuserorganisationoperationsandbringconfusion
amongst staff members

>>> Parallel change-over

This is a method where new and old systems are allowed to run side by side or simultaneously
untilitisprovedbeyondreasonabledoubtthatthenewsystemisworkingandallthebenefits
arerealised.Itissuitablewhenthenewsystemissophisticatedandaverycarefulchangeoveris
requiredorwhenthedevelopmentteamhaslittleconfidenceinthenewsystemandwherethere are more
staff to cope with the operations of both systems running in parallel.

Its advantages are:

• Usersbecomefamiliarwiththenewsystempriortotheactualchangeoverwhichmay
enhance their efficiency
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• The organisation is exposed to less risks in case the new system fails
• Therewouldbelessinterruptionandinconveniencesintheorganisation’soperations
during the change-over period.

The disadvantages of this method are:

• It is an expensive method.
• It might delay system implementation schedule or period.

>>> Phased change-over

Themethodinvolvesimplementationofasystemonastep-by-stepapproach. Thisimpliesthat only a
portion of the system is implemented initially. Other portions are implemented in phases. For
example,if it has modulesfor finance, production and humanresourcemanagement,then the
finance module is implemented first, then the production and lastly the human resource
management module.

>>>Pilot change-over
It involves installation of new system but using it only in one part of the organisation on an
experimentalbasis.e.g.abankwishingtocomputeriseitsoperationsmayinstallacomputerised
systemononebranchonanexperimentalbasis.Whenthesystemisprovedtobesuccessful, it is
TEXT

transferred to another, branchandafter sometimeto anotheretc untilthe entirebankis

computerised.Anyrefinementthatoughttobedoneonthesystemshouldbedonebeforeitis installed in
the next branch.
STUDY

NB: The whole system is implemented on a section of the organisation.

Both phased and pilot changeover methods have the following advantages and disadvantages.

Advantages are:
• Allow a new system to be implemented quickly with minimum costs
• Allow training of personnel on the new system during implementation
• They cause minimum interruption to company operations during system’s
implementation
• The peak demands are lighter on the end user and the operational environment
• They are less costly
• The risks associated with errors and system failure are minimised

The disadvantages include:

• Interfacing both the old and new system may usually bring problems
• There may be additional costs associated with running both systems at the same time

The change over plan should include the following:

(i) Time limit for the parallel run
(ii) Instructions on error handling procedures
(iii) Instruction on how to cope with major problems in the new system
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3.8 Post implementation review

Itisanimportantactivity,which,liketrainingandtesting,iscontinuous.Itinvolvesmeasuring or
assessmentof system developmentstages andthe finalproducedsystem. It may be carried
outfromthethirdtoseventhmonthafterchangeover. Thedevelopmentteammembers,users, auditors,
management representative and those affected by the system may take part in the exercise.
Thisistoensurethatspecifiedobjectivesaremetandarejustifiableintermsofcost, benefits and other
performance criteria.

The review focuses on the following areas:

a) Comparisonoftheactualsystemperformanceagainsttheanticipatedperformance
objectives. Thisinvolvesassessmentofsystemrunningcost,benefits,etcasthey compare
with estimated or anticipated.
b) The staffing needs and whether they are more or less than anticipated costs.
c) Any delays in the processing and effects of such delays.
d) Effectiveness of the inbuilt security procedures in the system.
e) The error rates for input data.

STUDY TEXT
f) Theoutputi.e.whetheritiscorrect,timelyanddistributedcorrectlytotherelevant users.

EvaluationofasystemshouldbecarriedoutaftercompletionofeverystageofSDLC.Thereare three
types of evaluation.

Formative (feedback) evaluation

Itproducesinformationthatisfedbackintothedevelopmentcycletoimprovetheproductunder
development. It serves the needs of those who are involved in the development process.

Summative evaluation
Itisdoneafterthesystemdevelopmentprojectiscompleted.Itprovidesinformationabout
efficiency of the product to the decision makers who adopt it.

Documentation evaluation
Itisperformedjustbeforeandafterhardwareandsoftwareinstallationandalsoaftersystem change-
over. It is carried out to assess general functionality of a system after settling down.

The benefits of a post-implementation review are:

• Itimprovessystemdevelopmentpracticesanddecisionstoadopt,modifyordiscardan
information system
• Ensures compliance with user objectives
• Enhances evaluation and training of personnel responsible for system development
• Improves effectiveness and productivity of subsequent system design
• Ensures realisation of cost saving operations by modifying the system
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The aspects
to be
evaluated
include:
• Systems output accuracy i.e. information produced by the system
• User satisfaction with information system
• The attitude towards the system by those directly affected by the system
• Effective systems of internal control
• Project schedule compliance

Other
aspects/fa
ctors may
include:
• The impact of the system on the organisation structure.
• The quality of programme produced.
• The operational cost of the system.
• The savings made as a result of the system.
• The impact of the system on users and their job.
• Quality and completeness of the system documentation.

The reasons why post implementation

evaluation is carried out are:
• To verify that the installed system meets user requirements.
• To provide a feedback to the development personnel.
• To justify adoption, continuation or termination of installed system.
TEXT

• To clarify and set priorities for any needed modification on the system.
• To transfer responsibility of the system from the development team to the
users.
STUDY

NB:Systempost-
implementationreviewteamwritesareportthatindicatesspecificareaswith
in thesystemthatneedimprovement. Thisreportiscalledpost-
implementationreviewreport.It acts as a reference document during
system maintenance.