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System implementation
October 30, 2007
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Issues involved in system implementation
Testing is one aspect of system implementation, this involves various other issues. The programmers have to test the individual programs. This is called unit testing. It validates the internal code of a program. This may involve
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Desk checking is a manual walkthrough of the program, checking code against the requirements specifications.
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It is also concerned with checking that standards have been adhered to as well as identifying opportunities for syntactical and structural improvements.
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Compiling: A clean compilation is required.
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Test data: Test plans are prepared and the results compared with predicted test results. Test data should be manually compiled and the results produced by the system compared with appropriate clerical figures or the current computer system outputs.
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Testing the interfaces between tested programmes: Each program should be tested with the programs with which it receives or passes data.
Integration testing should also be done; this is concerned with validating the operations of a suite of inter-connected programmes. It seeks to test that a logical subsystem is working correctly and that data is passed properly between parts of the subsystem.
System integration should also be done; it seeks to ensure that the sub-systems work properly together. This testing is performed against a specification and should pass through.
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Single run i.e. testing a system over a single pass of test data.
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Cyclic tests: i.e. involves testing a system over several cycles of processing thus ensures that it correctly deals with end of day, end of month and end of year routines.
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Volume tests: This test tries to see how the system copes with agreed volume and possible overloads i.e. stress testing.
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Clerical tests: This involves testing all aspects of the interface between the user and the system.
User acceptance testing is another kind of testing that is organized and performed by users. It is concerned with proving to their satisfaction, that the delivered system meets the specifications.
Testing is a time consuming activity and the automated aids to assist in production of test data should be encouraged e.g. data dictionary.
File conversion is another issue that arises in system implementation. This occurs in two levels i.e. if the current files are being held in a computer or they are manual.
If they are in computer, then it should be possible to move data to the target hub, but certain routines should be written such as stripping off control characters or transacting fields to modify the data format after conversion. The programmes carrying out this conversion have to be tested.
Data entry programs also have to be written for data that is to be collected for the first time. The designer may be able to use data input routines of the proposed system for entering current information into the computer.
A special file creation program has to be written and tested so as to capture old historical data that can’t be captured using the current programs.
Documentation is also another aspect of system implementation. This is a constant and continuous task in system development. The type of documentation that has to be produced is
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Training documentation, this documentation will typically set objectives, explain concepts and commands to examine whether the objectives have been achieved. Such documentation may use conventional media and methods such as handouts, lectures or computer based training. This documentation is concerned with two principle tasks.
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To ease the transition from the current system to its successor.
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To provide detailed tuition in the operations of the proposed system.
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User documentation. This materials concentrates on issues that concern the user most i.e. functional and errors, and information on how to get started. User manual should be a reference document and not a learning document. It should reflect the vocabulary and expertise of a variety of users involved in the system.
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Operational documentation: this documentation describes the normal operating procedures of the system and how users can respond to errors.
Training is also another aspect of system implementation. It covers retraining of current staff and recruitment of new personnel. Retraining will require planning and coordination.
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Setting objectives for training will suggest ways of delivering the training. It can be lectures; computer based training, on-job training e.t.c. Once the materials have been delivered, the attainment of the trainee and the effectiveness of the training methods can be assessed.
The final aspect of system implementation is the implementation strategies i.e. the changeover from the old to the new. These strategies are:
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Parallel Changeover, in this method the old and the new system are run simultaneously for an agreed period of time and the two systems are compared. Parallel method causes large administrative overloads, although the method can be said to be “fail safe”. This method has another problem in that users tend to rely in existing procedures so problems of the new system are not discovered until the old system is phased out.
Direct Changeover, in this method the final cutoff date is set and when it reaches, the old system is done away with, the new one is implemented. In this method, there is roof “fail safe” system but it doesn’t cost much in cheaper than parallel.
Post Implementation Review
This phase provides the opportunity to review the conduct of the project i.e. achievements, failures, surprises and assessment, all these provide experience that can be used in the future developments. It is concerned with user satisfaction and also the way the project was conducted. The quality of the delivered system and its documentation and training can be monitored through:
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Failure rates
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Calls to Helpdesk
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User satisfaction survey
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Change request and the time taken to implement them.
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Statistics concerning the use of the system.
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At some stage, a review of the system will be done to ensure it conforms to the requirements set out at the feasibility stage and the costs have not exceeded those predicted.
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There are bound to be some changes necessary and some data processing staff may be set aside for maintenance, which is aimed at ensuring continued efficient running of the system.
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Some changes will be due to technological advances, changes in the organization or its environment or new user requirements or even correction of errors.
Criteria for evaluating the effectiveness of an implemented system
Efficiency of a system is not the same as effectiveness of the system. Effectiveness focuses on business goals. The methods or criteria for measuring effectiveness of a system are:
Customer satisfaction, this could be done through questionnaires or other survey methods. Customer satisfaction can be used especially in systems that were primarily designed for customers. This can be evidenced by retention of old customers and attracting new customers.
Staff morale (staff motivation analysis), this criteria can help us identify what has happened to users as a by product of implementation of the new system.
Cycle time, this takes into consideration the length of time that it takes to accomplish a task. Faster cycle time may mean that the system is well accepted.
Degree of use, this is used to evaluate the system, in that how many potential users or customers use the system.
Meeting the business objectives i.e. the degree to which the system actually supports the strategic business goals.
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