Sysyem Analysis & Design

IMPLEMENTATION AND SOFTWARE MAINTENANCE

Introduction :- The term implementation has different meaning ranging from the conversion of a basic
application to a complete replacement of computer system.
Implementation is used here to mean the process of converting a new or a revised system design into an
operational one. Conversion is one aspect of implementation. The other aspect are post implementation review
and software maintenance.

There are 3 types of implementation

1. Implementation of a computer system to replace a manual system.
2. Implementation of a new computer system to replace an existing one.
3. Implementation of a modified application to replace an existing one using the same computer.

Conversion :- Conversion means changing from one system to another. The objectives is to put the tested
system into operation while holding costs, risks and personnel irritation to minimum. It involves :-
1. Creating computer compatible file.
2. Training the operating staff.
3. Installing terminals and hardware.
Conversion should be exciting because it is the last step before the candidate system begins to show
result.
The steps that proceed conversions are :-
1. The user recognizes a need.
2. The user solicits help from the analyst which led to proposal.
3. The proposal has general specification of software and hardware. A vendor is selected and a firm
conversion date is set.
4. The vendor or the project team begins to fit its solution to the users specifications.
5. Delay occurs, bargaining for trade off proceeds.
6. The user has not been prepared for duplicate labor cost when both present and candidate system
run during conversion.
7. With a combination of poor training and tight deadlines, the user staff grows short tempered at
being in an untenable position.
8. Now the user is angry at the project team or vendor and vendor’s staff is getting impatient with
user staff.

Activity Network for Conversion

1. Conversion begins with the review of project plan, the system test documentation and the
implementation plan.
2. The conversion portion of implementation plan is finalized and approved.
3. Files are converted.
4. Parallel processing b/w the existing and the new system is initiated.
5. Results of computer runs and operations for the new system are logged on a special form.
6. Assuming no problem, parallel processing is discontinued. Implementation results are
documented for reference.
7. Conversion is completed, plans for post implementation review are prepared. Following the
review the new system is officially operational.

File Conversion
File conversion involves capturing data and creating a computer file from existing file. Copying the
“old” files intact for the new system is the prime concern during conversion. The programs that copy the files
should produce identical files to test programs on both system. At the outset a decision is made to determine
which files need copying. Personnel files must be kept.
New customer accounts might be put on the new system, while running out the old accounts on the
old system. the next step is to specify the data to be converted i.e. current files, year end files and so on.

Creating Test files

The best method for gaining control of the conversion is to use well planned test files for testing all new
programs. The test file should offer the following :-
1. Predictable results
42
 Sysyem Analysis & Design
2. Previously determined output results to check with a sampling of different types of records.
3. Printed results in seconds.
4. simplified error finding routines.
5. Ability to build from a small no. of records out of the production files and then progressively alter
the records until they are challenging to the programs.
A good test file should show how the new system handles the most difficult tasks.

Data Entry and Audit Control :- Many systems are prone to errors because of insufficient attention given to
data entry control or protective features such as audit trail.
The data entry program should be designed so that these summary totals are entered first, with the computer
keeping a running count of items entered.
A good audit trail is the key to detecting fraud and mistakes that might indicate problem entries. At a
minimum the user should have a copy of the addition or deletion of any file.
Modification are made by adjustments involving more than one or two operating personnel or similar
routines.

User Training :- an analysis of user training focuses on two factors. User capabilities and the nature of the
system being installed. Development research approach it as concrete learners., learning how to use the
system without trying to understand which abstract principles, determines which functions. The distinction
between concrete and formal (student type) learning says much about what one can expect from trainees in
general.
Tasks that requires the user to follow a well defined, concrete, step – by-step procedure requires
limited problem solving. This means that the training level and duration are basic and brief on his / her
capabilities and the system’s complexity.

Three important lessons that pertains to user training can be concluded from this case situation :-
1. Users are reluctant to read manuals, but they will learn from demonstrations and through visual
aids. Users also tend to be natural teachers for many users, training is mostly informal. An
important document that can be provided for training is a one page summary of important
functions about the system and / or software. Such a “Cheat Sheet” instruct the user on how to
start the system and about the various functions and meanings of various codes.
2. Another user training element is a training demonstration. Live demonstration with personal
contact are extremely effective. For training users. In a demonstration, a new concept that is
shown in many ways is quickly learned. More information is conveyed and discussed verbally
than through reading or writing during the same time. Hearing other ask questions and make
mistakes helps alleviate anxieties and improve self confidence.
Providing a demonstration is not easy for many analyst. A successful effort requires an expert knowledge
of the system and advanced planning and organization of reference materials, procedures and technology. It
should be conducted in an environment conductive to learning and self discovery. Keeping the session(s) short
reduces fatigue and controls confusion. The outcome of all this is to have the user walk away feeling satisfied
that he / she has some knowledge about what the system is capable of doing.
3. The third element of user training is the resident expert. Such a person whether a supervisor or a peer
can relate much better to the user group, speak the language and use e.g. Based on common experience to
teach ( & spell) the new system. training in this case is more rapid which means a quicker use of the system
on a regular basis.

Training Aids
The User manual :- Traditionally, the user manual is prepared reflexively because it is an item that must
accompany every system. the important point is that the manual should be prepared only if it will serve the
user. A manual is necessary when the user is geographically removed from the project team or when he / she
cannot attempt a the training sessions.
The best reason for preparing a user manual is on the recommendation of the resident expert. Above all the
manual should be well organized and indexed for quick reference.

Help Screen :- Essentially the user select a “Help” options from a menu. The system accesses the necessary
description or information may be accessed, or the user returns to the menu for further action. It does not
interfere with the system operation.
43
 Sysyem Analysis & Design
Data Dictionary :- It is a separate place for describing data elements. It is more like an electronic “one-page”
sheet available to the user to assure that functions are interpreted and executed properly.
Job Aids :- a job aid communicates essential information about certain jobs. It takes a no. of forms e.g.
Color printing in forms to accentuate headings.
Color to identify pieces of hardware, cables etc.
Wall charts to illustrate schematics of processing runs.
Flow charts to guide the user in detecting and handling errors restarting the system etc.

Forms and Display Conversion :- During this activity, old forms and displays and withdrawn and new ones
are instituted. Various controls are implemented to ensure the systems reliability, integrity and security.
Conversion of Physical Facilities :- The physical facilities are transformed to meet the specification set in
the candidate system design. The installation of new teller terminals required a complete re-design of the teller
cages – relocating the telephones, replacing ceiling lights with soft lighting and building drawer space for
additional cash storage.
Other factors included in physical facilities conversion are the communication network, safety and
security provision and notification of customers of the change.

Conversion of Administrative Procedure

A final important activity in the conversion phase is setting up administrative procedure. For
controlling the new system. this includes scheduling, determining job priorities on system and implementing
personnel policies for managing the system.

Combating Resistance to Change :- It exemplifies what might happen when a new system arrives and the
user staff is ill prepared to meet the challenge, frequently behavioral factors are overlooked in system
implementation. Change is accompanied by anxiety and other stresses, which induce resistance. This implies
that system changes can produce stress which increases unless checked through planning.
Anxiety is produced when a person does not know the outcome of an induced change :-
1. Change in job content
2. How to think along new lines
3. Change in personal relations pattern
4. Possible loss of one’s job
5. Possible loss of self esteem relative to new job
6. Loss of control of job’s content.
There are also specific problems associated with resistance to a new installation. It may create an
environment of hostility that lasts a long time after implementation.
Several strategies reduce resistance to system change –
1. Identify and discuss the deficiencies of present system.
2. Do a good honest job at showing how a change over will improve the quality of life at work.
3. Establish open communication channels b/w the user staff and the technical staff to answer
questions and follow up on difficulties after implementation.
4. Invite and use employee participation in all phases of the conversion process.

Post Implementation Review

Operational Systems are quickly taken for granted. A post implementation review measure the
system’s performance against predefined requirements. A post implementation review determines how well
the system continues to meet the performance specification. It is after the fact – after design and conversion
are complete. It also provides information to determine whether major redesign is necessary.
It is usually a review of major problem that need converting and those that surfaced during the
implementation phase.

Request for Review :- Un expected change in system that affect the user or system performance is a primary
factor that prompts system review. Once a request is filed, the user is asked how well the system is
functioning to specifications or how well the measured benefits have been realized. This phase sets the stage
for a formal post-implementation review.

A review plan :- The review team prepares a formal review plan around the objective(s) of the review, the
type of evaluation to be carried out and the time schedule required.
1. Administrative plan
44
 Sysyem Analysis & Design
2. Personal Requirements Plan
3. Hardware Plan
4. Documentation review plan.

Administrative Plan :- The following activities are reviewed :-

User Objectives :- This is an extremely critical area since it is possible that over time either the system fails
to meet the user’s initial objectives or the user objectives changes as a reflection of changes in organizational
objectives.
Operating Cost and benefits :- This includes the review of all costs and savings and a current budget
designed to manipulate the costs and savings of system.

Personnel Requirement Plan :- This Plan evaluates all activities involving system personnel and staff as
they deal directly with the system. the emphasis is on productivity, morale and job satisfaction.
Personal Performance objectives compared with current performance levels. Turnover, tardiness and
absenteeism are also evaluated. The results are documented and made available to maintenance group for
follow up.
Hardware Plan :- The primary target is comparison of current performance specifications with design
specifications. The outcome of the evaluation indicates any difference between expectations and realized
result. It also points to any necessary modifications to be made.

Documentation Review Plan :- The reason for developing a documentation review plan is to evaluate the
accuracy and completeness of documentation complied to date and its conformity with pre-established
documentation standard.

Software Maintenance :- It is the enigma of system development. Analyst and programmers spend far more
time maintaining programs that they do writing them. Problem’s in maintaining
1. Maintenance is not as rewarding as exciting as developing system. it is perceived as requiring
neither skill nor experience.
2. Users are not fully cognizant of maintenance problem or its high cost.
3. few tools and techniques are available for maintenance
4. a good test plan is lacking.
5. standards, procedures and guidelines are poorly defied and enforced
6. maintenance is viewed as a necessary evil, often delegated to junior programmers.
7. Programs are often maintained without care for structure and documentation
8. There are minimal standards for maintenance.
9. Programmers expect that they will not be in their current commitment by the time their programs
go into the maintenance cycle.

Maintenance or Enhancement
Maintenance can be classified as corrective, adaptive or perceptive. Corrective maintenance means
repairing processing or performance failure or making changes because of previously uncorrected problems or
false assumptions. Adaptive maintenance means enhancing the Performance or modifying the program(s) to
respond to the user’s additional or changing needs.
Maintenance covers a wide range of activities, including correcting coding and design errors, updating
documentation and test data and upgrading user support.
Maintenance means storing something to its original condition. In contrast, enhancement means
adding, modifying, or redeveloping the code to support changes in the specifications. It is necessary to keep
up with changing user needs and the operational environment. A major problem with software maintenance is
its labor intensive nature.
Reducing Maintenance Costs :- Maintenance reduction plan that consist of three phases i.e.
1. Maintenance management audit which through interviews and questionnaires evaluates the
quality of maintenance effort. Some of questions asked are :- Are maintenance requests logged in
a maintenance request log ?
What percent of total hours worked are spent on errors correction, additions / changes / deletions
and improvements.
Does your organization currently have a well defined maintenance reduction program.

45
 Sysyem Analysis & Design
2. Software System Audit :- which entails an overall view of system documentation and an
assessment of the quality of data files and data bases and system maintainability, reliability and
efficiency.
Functional information gathered on all the programs in the system to determine how well they do
the job. Each program is assigned a preliminary ranking value.
A detailed program audit which consider the ranking value mean time b/w failure (MTFB) and
size of maintenance backlog MTFB determines system availability to user.
3. Software Modification :- which consist of three steps :-
Program rewrites, which include logic simplification, documentation updates and error correction.
System level update, which completes system level documentation, brings up to date flow
diagrams or system, flowcharts and cross reference programs.
Re-audit of low ranking programs to make sure that the error have been corrected.

To put maintenance in its proper perspective requires considerable skill and experience and is an
important and ongoing aspect of system development.
Maintenance Demands more orientation and training than any other programming activities,
especially for entry level programmers. The environment must recognize the needs of the maintenance
programmer for tools, method and training.

Maintenance Procedure :

46