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Topic 10 - Transitioning-to-a-New-System-A-Comprehensive-Guide

This guide outlines the essential steps for transitioning to a new information system, focusing on planning, installation, training, data conversion, and evaluation. It emphasizes the importance of a comprehensive migration strategy, various installation approaches, and effective training methods to ensure successful adoption. Additionally, it highlights the significance of data integrity during conversion and the need for post-implementation evaluation to improve future practices.

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15 views30 pages

Topic 10 - Transitioning-to-a-New-System-A-Comprehensive-Guide

This guide outlines the essential steps for transitioning to a new information system, focusing on planning, installation, training, data conversion, and evaluation. It emphasizes the importance of a comprehensive migration strategy, various installation approaches, and effective training methods to ensure successful adoption. Additionally, it highlights the significance of data integrity during conversion and the need for post-implementation evaluation to improve future practices.

Uploaded by

kberi.member02
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Transitioning to a New

System: A
Comprehensive Guide
This presentation covers the key steps and considerations for
successfully migrating to a new information system, including planning,
installation approaches, training, data conversion, and evaluation.

by Võ Thị Kim Anh


Learning Outcomes
Describe migration Identify installation
1 2
plan approaches
Understand the Learn four different
components and methods for implementing a
importance of a new system.
comprehensive migration
strategy.

Explain data conversion methods


3
Understand three ways to transfer data to a new system.
Introduction to System
Transition
Technical Aspects Organizational Challenges
Installing the system and making it available for use is Training and organizational issues are more complex,
relatively straightforward. focusing on people rather than computers.
Migration Plan Overview
Preparing the Preparing the
Business Technology
Select conversion strategy and Install hardware and software,
prepare business contingency convert data for the new
plans. system.

Preparing the People


Revise management policies, assess costs/benefits, motivate
adoption, conduct training.
Business Readiness
Determine Strategy
Choose the best conversion approach for introducing the
new system.

Contingency Planning
Develop plans to ensure business continuity during the
transition.

Data Conversion
Prepare for transferring existing data to the new system.
Technical Readiness

Hardware Installation
Set up and configure necessary physical equipment.

Software Installation
Install and configure required software applications.

Data Migration
Transfer and validate data in the new system.
People Readiness
Understand Resistance
1
Identify potential sources of user resistance to change.

Build Support
2
Develop organizational support and encouragement for
the transition.

Prepare Users
3
Conduct appropriate training activities for all affected
staff.
Installation
Approaches
Direct Installation Parallel Installation
New system replaces old Old and new systems operate
system immediately. simultaneously for a period.

Pilot Installation Phase Installation


New system installed at one System installed in phases,
location before full rollout. gradually adding functionality.
Direct Installation
Process Advantages Disadvantages
New system installed and old system • Low cost • High risk of failure
immediately discontinued. • Quick implementation • No fallback option if new system
• No need for additional resources fails
Parallel Installation
Process Advantages Disadvantages
Old and new systems operate • Low risk of system failure • Higher cost
simultaneously for a period. • Allows thorough testing of new • Requires more resources and
system effort
Pilot Installation
Select Pilot Site
Choose one location to implement the new system.

Test and Refine


Thoroughly test the system at the pilot site.

Full Rollout
Implement at other locations using direct installation approach.
Phase Installation
Phase 1
1
Implement core functionality of the new system.

Phase 2
2
Add additional features and refine based on feedback.

Phase 3
3
Complete full system implementation and optimization.
Choosing an Installation
Approach
System Complexity Risk Tolerance
More complex systems may Lower risk tolerance favors
benefit from phased or pilot parallel or pilot installations.
approaches.

Resource Availability Time Constraints


Limited resources may Tight deadlines might require
necessitate direct or phased direct installation despite risks.
installation.
Training: A Critical
Component
Purpose of Training Training Audience
Enable users to understand Includes users, managers,
and effectively utilize the and IT department staff.
new system.

Training Impact
Proper training ensures successful adoption and utilization of the
system.
Training Objectives
System Mastery
1 Proficient use of all relevant system features.

Workflow Integration
2
Incorporate system into daily tasks effectively.

Basic Understanding
3
Grasp fundamental concepts and navigation.
Training Methods

Listening Seeing Practice


Lectures, discussions, and Q&A Demonstrations of tools and hardware. Hands-on exercises using the new
sessions. system.
Training Sites
Off-Site Training On-Site Training
• Focused learning environment • Real environment experience
• May lack real-world context • Potential for work interruptions
Training Materials
User Manuals Quick Reference
Comprehensive guides for Guides
system navigation and use. Concise summaries of key
functions and commands.

Online Tutorials Practice Exercises


Interactive, self-paced Hands-on scenarios to
learning modules for ongoing reinforce learned skills.
support.
Types of Training

Supplier Training
Provided by software/hardware vendors, focused on specific products.

External Training
Offered by specialized training firms, broader in scope.

In-House Training
Conducted by internal IT staff, tailored to organization's needs.
Data Conversion
Overview
Importance Timing
Critical for preserving Can occur before, during, or
valuable information during after operational
system transition. environment completion.

Planning
Develop and test conversion process early in project lifecycle.
Data Conversion Methods
Using Existing Reloading Database
Database Content
Directly use old database with Extract, transform, and load
minimal changes. data into new structure.

Creating New Database


Build fresh database, importing data from various sources.
Data Conversion
Challenges
Data Integrity
Ensure accuracy and completeness of transferred data.

Format Compatibility
Address differences between old and new system data
structures.

Volume Management
Handle large amounts of data efficiently during conversion.
Automated Data Conversion
Benefits Methods
• Faster processing • ODBC drivers
• Reduced human error • Custom extraction programs
• Consistent results • ETL (Extract, Transform, Load) tools
Manual Data Conversion
When Used Process
For replacing manual Manually input data or use
systems or handling complex scanning technologies for
data transformations. efficiency.

Considerations
Time-consuming and prone to errors, requires thorough
verification.
Data Conversion Best Practices

Security Verification Timing


Implement strict input controls to Ensure users verify all data and correct Plan conversion during low-activity
protect data during conversion. errors. periods to minimize disruption.
Post-Implementation Evaluation
Purpose Scope Benefit
Assess overall quality and Examine all aspects of Provides feedback to improve
effectiveness of the new system. development effort and end future IT development practices.
product.
Evaluation Areas

Key areas: output quality, user satisfaction, system reliability, security, hardware efficiency, and more.
Evaluation
Techniques
Interviews
Gather detailed feedback from management and key users.

Observations
Watch users and IT personnel interact with the system.

Questionnaires
Collect data from a large number of system users.
Evaluation Timing
Too Early
1
Users haven't fully adapted to the new system.

Ideal Timing
2
After 6 months of operation for balanced feedback.

Too Late
3
Users may forget specific incidents and initial
impressions.
Key Takeaways
Comprehensive Planning Flexible Implementation Effective Training
Develop a detailed migration plan Choose the most appropriate Invest in thorough training to ensure
covering business, technology, and installation approach for your successful system adoption.
people. organization.

Careful Data Handling Continuous Improvement


Plan and execute data conversion with attention to Conduct post-implementation evaluation to refine future
integrity and security. IT practices.

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