Chapter 4

Systems Design,
Implementation, and
Operation

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2
 Manufacturing Systems
Three categories in terms of the human
participation in the processes performed by the
manufacturing system:
1. Manual work systems - a worker performing one or
more tasks without the aid of powered tools, but
sometimes using hand tools
2. Worker-machine systems - a worker operating
powered equipment
3. Automated systems - a process performed by a
machine without direct participation of a human
 Manual Work System
Fig. 1.2 (a)
 Worker-Machine System
Fig. 1.2 (b)
 Automated System
Fig. 1.2. (c)
 Overview
• The five phases in System Development
– 1. Systems Analysis
– 2. Conceptual Design
– 3. Physical Design
– 4. Implementation and Conversion
– 5. Operation and Maintenance

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 Overview
– What are the activities that take place in the conceptual
design phase of the systems development life cycle.

– What activities take place in the physical systems design

phase?

– What happens during the systems implementation and

conversion process?
– What activities occur in the systems operation and
maintenance process?

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 CONCEPTUAL SYSTEMS DESIGN
• In the conceptual systems design phase, a
general framework is created for
implementing in achieving target and solving
the problems identified in the analysis phase.
• The three main steps are:
– Evaluate design alternatives.
– Prepare design specifications.
– Prepare the conceptual systems design report.

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 CONCEPTUAL SYSTEMS DESIGN
• Evaluating design alternatives
– There are many design decisions that must be
made. For example:
• Size of the entities (product)
• Waiting time, arrival time, delay time, service time.
• Should the company increase the number of machines,
number of labors.
• Should the company follow worker-machine system or
Automated sytem.

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 CONCEPTUAL SYSTEMS DESIGN
• The company also chooses between:
– Modifying or enhancing existing process.
– Replacing existing machine
– Reengineering its business processes

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 CONCEPTUAL SYSTEMS DESIGN
• Prepare design specifications
– Once a design has been selected, the
system engineer develops the more
detailed conceptual design specifications
for the following elements:
• Output (prepared to meet the target)
• Machine capacity and productivity
• Number of machines required.
• Processing procedures and operations (steps)

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 CONCEPTUAL SYSTEMS DESIGN
• Prepare the conceptual systems design
report
– A conceptual systems design report is prepared at
the end of the conceptual design phase to:
• Guide physical system design activities.
• Communicate how management and target needs will
be met.
• Help the steering committee assess system feasibility.

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 Physical Systems Design
• During the physical systems design phase, the
company determines how the conceptual design is to
be implemented.

– The broad, system engineer requirements of conceptual

design are translated into detailed specifications used to
test the system.

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 Physical Systems Design
Eight steps for developing system:
Step 1 Determine the needs.
Systems analysts consult with other department and proceed to next steps.
Step 2 Develop a plan.
A development plan is produced and documented.
 Step 2 is done during conceptual systems design and may carry over to the
beginning of physical design.
 
Step 3 Modification in the parameter .
This is where the modification in the parameter was analyzed.
Step 4 Test the system design.
After the system is tested, a visual and mental review, is made to discover
errors.
 

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 Physical Systems Design--Program Design
continued
Step 5 Documents the change.
Documentation explains how new system work and is used to help correct
and resolve errors.

Step 6 Train program users.

Documentation is often used to train users. Steps 5 and 6 are begun in
systems design, but most of the work is done during systems implementation.

Step 7 Install the system. All system components, including the new
machines, are combined and the company begins to use the system. Step 7 is
completed during systems implementation and conversion.

Step 8 Use and modify the system.

Factors that require existing system to be revised, referred to as program
maintenance.

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 Physical Systems Design
--Procedures Design
• Procedures design
– Individuals who interact with a newly-designed
system need procedures to cover:
• Input preparation
• Error detection and correction
• Controls
• Database access
• Computer operator instructions

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 Physical Systems Design
--Procedures Design
• The procedures may be written by:
– Development teams;
– System Engineer; or
– Teams representing both groups.
• Procedures may take the form of:
– System manuals
– User instruction classes
– Training materials
– Online help screens

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 Physical Systems Design
--Controls Design
• Controls design
– Improperly controlled input, processing, functions
produce information of questionable value.
– Controls must be built into an system to ensure its
effectiveness, efficiency, and accuracy. These
controls should:
• Minimize errors.
• Detect and correct errors when they do occur.

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 Physical Systems Design
--Controls Design
Important control concerns that must be addressed
include:
– Validity
– Authorization
– Accuracy
– Security
– Numerical control
– Availability
– Maintainability
– Integrity

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 Physical Systems Design
--Design report
• Physical systems design report
– At the end of the physical design phase, a physical
systems design report is prepared, summarizing
what was accomplished.
– This report serves as the basis for management’s
decision whether to proceed to implementation.

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 SYSTEMS IMPLEMENTATION AND
CONVERSION
• Systems implementation
– Systems implementation is the process of
installing the changes and getting the system up
and running.
– Phases include:
• Developing a plan
• Preparing the site
• Installing the machine
• Selecting and training personnel
• Completing documentation
• Testing the production system

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 SYSTEMS IMPLEMENTATION AND
CONVERSION
• Implementation planning
– An implementation plan consists of:
• Implementation tasks
• Expected completion dates
• Cost estimates
• Specification of the person(s) responsible for each task
• System changes may require adjustments to the
company’s organizational structure, including:
– Creation of new departments.
– Elimination or downsizing of existing departments.
– Changes even in the processing department.

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 SYSTEMS IMPLEMENTATION AND
CONVERSION
• Site preparation:
• New electrical outlets
• Humidity controls
• Special lighting
• Air-conditioning
• Security measures, such as:
– Fire protection
– Emergency power supply
• Space for equipment, storage, and offices, etc.
• Site preparation is a lengthy process and should begin
well ahead of the installation date.

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 SYSTEMS IMPLEMENTATION AND
CONVERSION
Select and train personnel:
• When training is insufficient, the company will not
achieve the expected return on investment.

• Effective training includes:

– Hardware and software skills
– Orientation to new policies and operations

• The training should be scheduled just before systems

testing and conversion.

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 SYSTEMS IMPLEMENTATION AND
CONVERSION
• Types of staff training include:
– Technical training from vendors
– Self-study manuals
– Computer-aided instruction
– Videotape presentations
– Role-playing
– Case studies
– Experimenting under the guidance of experienced
users

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 SYSTEMS IMPLEMENTATION AND
CONVERSION
Complete Documentation:
Two types of documentation must be prepared
for new systems:
– Development documentation (describes new system)

– Operations documentation

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 SYSTEMS IMPLEMENTATION AND
CONVERSION
Test the system:

– All of the following should be given a trial run in realistic

circumstances.
• Documents and reports
• User input
• Operating and control procedures
• Processing procedures

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 SYSTEMS IMPLEMENTATION AND
CONVERSION
Systems conversion
– Conversion is the process of changing from the old system
to the new.
– Many elements must be converted, including:
• machine
• labor
• Plant layout
• Facility
• Production system
– The process is complete when the new system has become
a routine, ongoing part of the system.

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 SYSTEMS IMPLEMENTATION AND
CONVERSION
Systems Conversion
a. Direct conversion -- immediately terminate the
old system when the new one is introduced
(risky, but may be cost effective).
b. Parallel conversion -- operates the old and new
system simultaneously for a period of time.
c. Phase-in conversion -- gradually replaces
elements (modules) of the old system with a new
one.
d. Pilot conversion -- implements a system just in
one part (e.g., location) of the organization.
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 OPERATIONS AND MAINTENANCE
• The last step in the System development cycle
is to operate and maintain the new system.
• A post-implementation review should be
conducted to ensure the new system meets its
planned objectives. This completes the
process.

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 Post-implementation review
Addresses the following:
--does the system meet objectives?
--are the users satisfied?
--what were the actual costs?
--is it reliable, accurate, timely?
--are the users trained?
--is documentation complete and accurate?
--recommendations for improving the new system
--recommendations for improving the systems development
process

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