Chapter 7

System Implementation
System Installation
Introduction
• Amount of installation varies from case to
case
– From almost none to installing a mainframe
computer and all its peripheral equipment.

• Examples :
– PC system : delivery schedules, networking,
and compatibility.
– Mainframe system : site preparation,
equipment installation, wiring, setup etc
Installation of PCs and Peripherals
• Small- or medium-size system on
established equipment
– Negotiating scheduled run time and disk
space.
• PC systems
– Site planning : in terms of the availability of
space, accessibility, and cleanliness.
– Installation : Install PCs in a small network,
and hardware using instruction manuals
Installation of PCs and Peripherals
(cont..)

• Hardware Installation
– Site. Any office environment with air
conditioning. (PC may generate some heat, not
advisable to put them in small and hot rooms)
– Power Supply. Power sockets
– Furniture. Desks and chairs.
– Communication. Telephone to contact for
support and advice when face with difficulties.
– Cabling. For network connections
– Noise. Printer room for noisy printers.
Installation of PCs and Peripherals
• Software Installation
– Installation of Software. Setup software in hardware.
Can be simple by following instructions in the user’s
manual in minutes.
– Pre-loaded Software. Most PCs come with pre-loaded
OS (Microsoft Windows) and others (eg. Microsoft
Office, anti-virus)
– Software Registration. Online registration is possible
to allow online updates.
– Software Back-ups. If possible, back-up copies
should be made of all software and keep them in safe
place.
– License. Most software requires licenses. When
purchasing software one purchase license to use
only.
Installation of a Mainframe or
Minicomputer
• Many of the issues described above, such as
furniture needs, cabling and so on, still apply.
• The particular problems of planning large
installation include the following :
 Site Selection
• Site selected for the main computer might be in
an existing or a new building.
• Factors in the choice of site :
– Adequate space for computer and peripherals,
including servicing room.
– Nearness to principal user departments.
– Easy access for computer equipment and supplies
– Room for expansion.
– Space available for a library, stationery store, and
systems maintenance staff.
Site Preparation
• The site preparation may involve
consideration of certain potential
problems :
– Appropriate furnishings – tables, cabinets etc.
– Special electricity supplies (eg. 3-phase)
– Air conditioning (temperature, humidity and
dust).
– Raised floor (or false ceiling) so that cables
may pass from one piece of equipment to
another and to prevent generation of static
electricity.
– Fire protection devices eg. sprinkle
Standby Equipment
• Standby equipment should be arranged, to
ensure continuity of processing in the
event of power of computer failure.
• Examples : Such equipment may include
standby generators and standby
computers.
Exercise for Students
• ABC Ltd has just bought an ERP package
and all the necessary hardware platform.
Discuss FOUR (4) things which need to be
carried out during Equipment Conversion.
• XYZ Ltd has just completed its UAT and
are now ready for Equipment Conversion.
Discuss FOUR (4) things which need to be
carried out during Equipment Conversion
Training (Types)
Training
• Who – users and operations
personnel
• Purpose - ensure they know how
to use the new system before
implementation.
• Amount of training - depend upon
the complexity of the system and
the skills presently available.
• Responsibilities of training -
System Analyst.
 Purposes of Training
• Facilitates User Involvement / Commitment. Training is the best
way to get users involved with the new system and commitment.
(this will make the users feel that they are part of the new
system and will be more ready to commit to use)
• Familiarises Users With Documentation and Systems Functions.
(to get familiar with the procedure of performing system
functions and the use of systems documentation for reference
operation purpose).
• Allow Effective User Participation in Implementation. Enables
users to acquire the necessary skills to handle the tasks, so that
they can participate effectively(such as system test, conversion)
• Offers Opportunities to Spot and Rectify Errors on the System.
Offer suggestions for rectification of the errors.
Methods of Training
Instructor Based
• Meaning - involving an instructor
who will explain and demonstrate
to the participants the skills and
procedures
• Options available – public courses,
tailored (custom-made) in-house,
in-house trainers
• Advantages - easy to develop and
conduct, trainer as subject expert.
• Disadvantages - difficulties in
logistic (participants,
instructors, rooms and
facilities) arrangement, higher
cost for frequent training sessions.
Computer Based
• Meaning - provides on-demand training
• Advantages :
– can be used as and when training is
required
– lower on-going training costs
– able to track what the participant has
learnt (test can be conducted)
• Disadvantages - high initial investment,
complex to develop such training system
Podcast and Webinars
• Podcast
– Web-based broadcast that allows a user to download
multimedia or simple audio files.
– Software requirements : a music player software eg. Microsoft
Media Player, iTunes®, other MP3 player.
– Time : downloaded as and when required or scheduled
– Advantages - can play using any portable devices eg. PDAs,
iPods, and even handphones at any place and at any time.
• Webinars
– Derived from 2 words : Web and seminar
– Web-based training approaches : 2 types
• Interactive training session with instructor via internet.
• Non-interactive, pre-recorded Webinar session can also be made
available to the participants.
– Advantage - user can ‘attend’ training whenever he or she
needs it.
Example
of
Podcast
ITunes
Self-Training
Self-Training
• Meaning - Instructor / User manuals
are prepared and given to users to
pick up the skills and knowledge.
• Advantages - manuals are easy to
develop, low initial investment and
less logistic requirements.
• Disadvantages – not effective,
difficult to control the completion of
the training.
On-line Help/Tutorial
• Enables users to get help while performing the
job.
• Advantage - it provides on-demand training
• Disadvantage - high initial investment and
complex to develop. More complicated
concepts and theories are difficult to convey
through online help facilities.

Online Help
Case Studies and Exercises
• Meaning - both classroom tuition and
CBT will be supplemented with case
studies and exercise
• Advantages – simulate real
environment, easy to produce and
they do help the user understand
exactly how the new software will
work.
Outside or Public Training
Resourses
• Who - Many hardware and software vendors offer
training programs free or at a nominal cost for
the products they sell to their customers.
• Venue - vendor’s site
• Trainer – vendor’s experienced trainers
• Mode - As a public course where the vendors’
customers would attend the same standard
training
• Logistics arrangement – by vendor eg.
equipment set-up, software installations, booking
of rooms, contact trainers and trainees etc.
Internal or In-House Training
• Who - Some organization would prefer to
conduct its own training
• Venue – internal (eg. lab) or external eg.
hotel
• Trainer - own in-house trainers
• Advantages
– Better control over time, costs and quality
– Assessment on the effectiveness of training
can also be conduct after training
Vendor In-House Training
• Who - If a large number of people need training,
vendor might be able to arrange training classes.
• Venue - client’s own premises or preferred
location.
• Trainer – vendor’s trainer
• Advantages
– vendor would be able to tailor the training to suit
the client’s unique environment.
– conduct of training classes can also be more
flexible in terms of time tables and schedules
• Disadvantage - client would need to make all the
necessary logistics arrangement.
How to Deliver Effective Training
• Training objective. Establish what an organisation
wants the training to achieve.
• Training needs analysis. Identify gap between
what employees know now and what they must
know to perform their job effectively.
• Course design. Covers duration, course content,
trainers.
• Conduct training. The training is implemented
using appropriate methodology eg. instructor-
based. All logistic arrangements have to be made.
• Assessment. After the learning has taken place it
must be assessed to see if the training is effective.
Attendance at courses is no guarantee that the
necessary skills have been attained and therefore
some formal assessment (eg online test) may be
used.
Exercise for Students
• ABC Ltd has just purchased a new online
attendance system using the RFID (Radio
Frequency IDentification).
• Suggest one approach to training of all the
staff in ABC.
• Give reasons for your choice.
Suggested Answer
File Conversion and
Creation
 Objectives of File Conversion and Creation
• Produce a file on a specified medium
which is capable of being read or
written by the new computer software
involved.
• Produce a file free from errors. (error
may include keying mistakes, missing
data).
• Ensure that the process is complete and
a success, otherwise subsequent
computer file updating will be greatly
hampered.
Data Conversion
• Meaning. Data from the old system is converted to
new system. This can be carried out using conversion
routine.
• Data mapping. Data files between the old and the new
systems will be mapped. (different data types, different
lengths of data fields etc)
• Conversion routines. When implementing new
software application data has to be converted from the
old system using data conversion routines. (In such a
case, a special data conversion routine (a small
software) has to be written to convert data from its old
format to a new format appropriate for the new system.
)
Data Conversion

Both the old and new systems with different

data formats
Data Creation
• Meaning. New data not found in old system
will be created in the new system using
creation routine for manual data entry.
• Creation routines. This is developed for
manual data entry.
• Data validation. Data will have to be validated
to help ensure that incorrect data is not
entered into the new system eg. character
check, size check.
Data Creation

Data entry – a manual process of entering

data from a paper-based system
Methods of Converting Data
• Automated approach - where data are of different
format between old and new systems, the data must
be convert in standard format (ASCII, ODBC) first.
• Manual keying - a difficult process of converting
data into a new system from a manual system.
Excel
ODBC (Open Database Spreadsheet
Connectivity) – an industry-
ODBC Link
standard protocol that
allows DBMSs from various dBase ODBC Export Access
vendors to interact and database database
exchange data.
ODBC Import

Paradox
database
Data Conversion Problems (Comp-
to-Comp)
• 1. Technical incompatibility of the two systems
– Meaning - when new software runs on a different hardware.
It will not be technically feasible to covert the data.
– Solution - printed out and entered manually into the new
system.
• 2. Problems of new data fields
– Meaning - data fields that are not on the current system or
emerged new requirements.
– Example - the proposed CUSTOMER data file includes sex, a
field not held on the current computer system.
• 3. Problems of matching data fields
– Meaning - no exact match between the data fields on the
current and proposed systems. Fields may need to be
combined or split up.
– Examples – ‘delegate-name’ and ‘address’.
Data Conversion Problems (Comp-
to-Comp)
• 4. Problems of new data files
– Meaning - new system will have extra files.
Appropriate values of the fields in these files have to
be determined.
– Example - entry of examiner codes into the new
EXAMINER file and populate this field in the
EXAMINATION file.
• 5. Problems of different field lengths
– Meaning - transfer of data with different field lengths
– Examples - Examiner names have been abbreviated
and now need to be expanded, telephone numbers (8
digits)
*Examples
2. Problems of matching data fields
Current System Proposed System
Address: Address 1:

Address 2:

Postcode:
*Examples (cont’d)
3. Problems of different field lengths
Current System Proposed System
Contact No. : 012-1234567 Contact No.: +6012 - 1234567

Tel No.: 41450123 Tel No: 603 - 41450123

*Examples (cont’d)
5. Problems of new data files
Current System Proposed System
Registration Registration
Reservation Reservation
Borrowing Borrowing
Returning Returning
Reporting Cancellation (NEW)
:::: Reporting
Old File
Exercise
for
Students

Identify 3
New File 1 issues or
problems
when
populating the
new file
structure ?
New File 2
Suggested Answers
Data Conversion Problems (for
manual system)
• 1. Set Up of Master Files
– The task of file creation can be a daunting task.
– The resources of the department may not be sufficient or
willing to undertake such activities.
• 2. Entry of System Derived Fields
– File creation programs may have to be written to
automatically capture historical information into the
system.
– Example - the date-of-last-order may not be available at
time of receipt of order.
• 3. Lack of Historical Data Restrict Use
– Reports running off the date-of-last-order introduced in
the previous section, may be of little use until the second
or third year of the system's use.
File Conversion Plan
• Set a timetable for conversion.
• Carry out a dummy run
• Decide upon a cut-off date
• Training of relevant staff
• Run the data validation programs
• Try to plan for the quickest possible
changeover
System Changeover
Methods
Parallel Run

• Meaning
– Running the old and the new systems simultaneously
over certain period.
– Using the same inputs.
– Outputs from both are compared and any errors are
corrected.
– Until the new system proves to be satisfactory where
the old system is discontinued and the new one takes
its place.
Appropriate Circumstances Of
Using Parallel Run
• Large and risky systems. Large systems have
high risk of failure.
• Lack of confidence. Little experience in
computer. A parallel run helps build their
confidence over time.
• Sufficiency of resources. Resource available
eg. manpower, time, money.
• Systems are comparable (similar). Where the
old and new systems are compatible. This is
particularly important for the purpose of
assessing whether the new system is able to
take over the job of the old system.
 Advantages of Parallel Run
• Standby system. Old system can be used as a
standby when the new system failures.
• Verification. Old and new outputs are
comparable (allows the users to verify the
accuracy of the new system). For checking
purpose.
• Promote user confidence. Comparing systems
helps to promote user confidence. On
observing that the new system is producing
acceptable and reliable outputs (when
compared to the old system)
• Consolidate training. Practical is used to
consolidate knowledge learnt in class.
Disadvantages of Parallel Run
• High cost. Difficulties of running two
systems : affect productivity, more
manpower needed.
• Cross-checking. Difficult to cross-check
errors between old and new when outputs
don’t match.
• Not comparable. Cannot be used if old and
new systems are not comparable.
• Risk of failure. Danger of neither system
being properly conducted. Tax on
manpower.
Direct Changeover (‘Big Bang’)

• Meaning
– Select suitable cut-off date, during slack
periods eg. Weekends or natural breaks.
– Stopping the older systems and starting the
new system.
– Adopted only when the new system bears no
resemblance to the old.
Appropriate Circumstances for
Using Direct Changeover
• Small system . Less risk of failure.
• Staff characteristics. Well trained,
experienced and confident.
• Reliable systems. Where thorough testing
has taken place.
• Not comparable. Where old and new
systems are not comparable (same).
• Resources requirements. Resources not
available.
 Advantages of Direct Changeover
• Flexible changeover time. New system can be
changed at any time. can be over any of the
week-ends or simply longer public holidays.
• Cheaper. It requires the shortest time to change
over. And only one system is maintained during
the changeover
• Maintain morale. A quick method of changeover,
maintains morale. . If the project has been
dragged too long, it will ‘drain’ the energy of the
staff involved and cause them to loose interest.
• Quick return on investment. When the system
has been changed over fast, Users can use
system to gain benefits early.
Disadvantages of Direct
Changeover
• Risky approach. Cannot fall back on the old
system.
• Organisation and supervision costs.
Requires well organised and supervised
implementation. Increase costs.
• Need comprehensive testing. Requires
comprehensive system tests and training.
Increase costs.
• Difficult to detect errors. Difficult to detect
errors since no comparison.
Exercise for Students
• ABC Ltd has purchased a software
package for tracking its employee
attendance. Previously, employees are
required to sign on an attendance book
manually. With this new system,
employees need to use an RFID card to
‘touch’ a pad before entering the
organisation.
• Propose a suitable approach to change
over, direct or parallel run. Justify your
proposal with 2 reasons.
Suggested Answers
Pilot Run

• Meaning
– A pilot branch or unit will be selected
– Risk can be minimised by using one branch as a
‘pilot’ for the changeover.
– Upon successful implementation of the ‘pilot’ site,
other branches can be changed
– Within the pilot site, the changeover can either be
a direct run or a parallel run depending on the
circumstances of the case.
Appropriate Circumstances
• Used with a large system project
involving large number of departments,
units, branches or subsidiaries.
• Where the organization does not possess
sufficient resources needed.
 Advantages of Pilot Run
• Localised errors. Errors can be identified, localised
and restricted only to the pilot site, and corrected
easily.
• Cheaper. Pilot run is cheaper than full parallel run.
(A pilot run, if carried out using a direct run)
• Reduce risk of failure. Use in large project.
(Implementing the changes at the pilot site first will
reduce the risk of changeover for the larger system)
• Promote user confidence. Successful
implementation of pilot project would give
confidence to others branches.
• Over-stretched resources. Pilot run would not over
strain IT personnel.
Disadvantages of Pilot Run
• Over worked. Users have to cope with
works for both the old and new
systems. (if a parallel run has been
selected – pilot branch).
• High investment. Channel resources to
ensure pilot project is successful.
(invest heavily in pilot branch)
• Not representative. Success of pilot
would not ensure success in other
branches. It does not simulate accurate
business operation complexity.
Phased or Staged Changeover

• Meaning
– The system is implemented in stages or time phases
– Involves a series of limited-size direct or parallel
changeovers.
– The new system is being divided into a number of parts
and introduced part-by-part (or module-by-module).
– Only when the selected part is operating satisfactorily
will the remainder be implemented next in line.
Phased Changeover - Example
Advantages of Phased Changeover
• Less Resources Required.
Implementation is carried out in phases.
Useful if there is a shortage of IT
personnel or resources.
• Reduced Risk. Risk of errors and failures
are limited only to the modules
implemented.
• User confidence. User confidence
increase on seeing successful
implementation. of changes is noticed in
other departments.
Disadvantages of Phased
Changeover
• Slow process. Implementation is slow as
it is carried out phase by phase. Deprive
the organization the use of the system
early.
• Staff demoralised. May lead to staff
being demoralized or loss of interest.
Users’ requirements may also change.
• More expensive. Costly since the system
implementation involves a large number
of separate phases.