The implementation stage delivers the new information system to the participants.
It involves using the solution to solve the problem.
If a software package, such as database management system, is chosen, implementing a solution involves applying the software to the problem.
The implementation phase may involve a major change in the way organisations operate.
This requires conversion to the new system and training
Conversion
Conversion involves changing from the old system to the new system. It must be carefully planned and executed to avoid errors. The actual method chosen for conversion depends on the nature of the work and the characteristics of the new system. There are four methods of conversion: direct, parallel, phased and pilot.
Direct conversion involves an immediate change to the new system.
A date is chosen on which the old system ends and the new system begins.
All data from the old system is transferred to the new system.
Direct conversion is not popular even though there are minimal transition costs.
It does not allow time to check whether the new system will operate correctly and that participants understand the system.
If the new system fails or problems occur, the old system is not available as a backup.
Parallel conversion involves the old and new systems working together for some time.
Participants can compare the two systems and obtain a good understanding of the differences between them.
If there are any problems with the new system they can be solved before the old system is discontinued.
However, parallel conversion results in additional workloads for participants as they must operate both systems.
It may also result in confusion about which system has the correct data.
Phased conversion involves the gradual implementation of the new system.
Certain operations of the new system are implemented while the remaining operations are completed by the old system.
When one operation of the new system is successful, another operation is implemented until the new system is Planning, design and implementation fully operational.
Each operation is individually tested.
If there is a problem with a certain operation it is possible to switch back to the old system.
Unfortunately phased conversion is often confusing, with some participants working on the old system and some on the new system.
Pilot conversion involves trialling the new system in a small part of the organisation.
The old system is still available if the new fails or experiences problems.
Pilot conversion is usually undertaken by a keen group of participants who appreciate the benefits of the new system.
If pilot implementation works, it is usually easier to motivate the other participants of the organisation to adopt the new system.
4P's of Implementation
Training
Training
ensures that participants can use the new system and understand its benefits.
The type of training depends on
the knowledge of the participants and the features of the new system.
The
suppliers of the hardware and software may carry out some training.
Training
manuals and presentations are used to explain the new system and any changes in
the information processes.
Initial training is completed before the old system
is converted to the new system.
Management
may decide to train one person who will then have responsibility for training
others.
Training is provided by a range of different people.
Training
specialists teach participants how to operate their system.
Training is needed
in the installation of a new system and to ensure that the computer is being
used efficiently.
Participants may also need regular training to keep pace with
the latest developments in hardware and software.
Technical support staff are
people who assist participants of a system.
This service is usually provided
over the phone and is known as a help desk.
Technical support staff need to be
completely familiar with the system.
Student Activity
Answer the following questions
1 What is involved in the implementation stage?
2 List the factors that affect the methods of conversion.
3 What are the disadvantages of direct conversion?
4 Why is parallel conversion popular?
5 Describe phased conversion.
6 Who usually starts a pilot conversion?
7 How is the type of training determined?
8 Describe two types of people involved in training.
