1.

Implementation
 Once the system is fully tested, the next stage is to fully implement it
 We will now consider changeover to the new system in more depth
 There are four common methods used for changing over from the old system to the new
system
 Each one has advantages and disadvantages which need to be weighed up before the
most appropriate method is chosen for a particular application

4 Common Methods of Changing Systems

Direct
 The old system is stopped overnight and the new system introduced immediately
 Advantages
 The benefits are immediate
 Costs are reduced - since only one system is used there is no need to pay for two sets
of staff
 There is less likelihood of a malfunction since the new system will have been fully tested
 Disadvantage
 This method can be disastrous if the new system fails

Parallel Running
 The old and new systems are run side by side for a time before the new system takes
over altogether

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 Advantages
 If the new system fails, the old system is still available as a back-up
 It is possible to train staff gradually
 Staff have time to get used to the new system
 Disadvantage
 It is more expensive than direct changeover, since extra staff are needed to run both
systems together

Pilot Implementation
 The new system is introduced into one part of the company (e.g. into a warehouse of a
supermarket) and its performance assessed
 Advantages
 If the new system fails, only one part of the company is affected
 It is possible to train staff in one area only, which is much faster and less costly than
parallel running
 The costs are also less than parallel running, since only one part of the system is being
used in the pilot
 Disadvantage
 It is more expensive than direct changeover, since each pilot scheme needs to be
evaluated before the next stage is introduced
Phased Implementation
 Initially, only part of the new system is introduced
 Only when it proves to work satisfactorily is the next part introduced, and so on, until old
system is fully replaced
 Advantages
 If the latest part fails, it is only necessary to go back in the system to the point of failure,
hence failure is not disastrous
 It is possible to ensure the system works properly before expanding
 Disadvantages
 This is more expensive than direct changeover, since it is necessary to evaluate each
phase before moving to the next stage

Comparing Changeover Methods

Changeover method Direct Parallel Pilot Phased

Mediu
Relative costs Low High Medium
m

Input needed by the user Medium High Low Medium

Input needed by systems Low* Low Mediu Medium

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 Changeover method Direct Parallel Pilot Phased

team m

Impact of failure High Low Low Medium

2.Documentation
 Once the new system is fully developed, a considerable amount of documentation
needs to be produced
 For the end user
 For people who may need to modify or develop the system further at some later stage
 There is some overlap between the two types of documentation, but the basic
requirements are shown below

Technical Documentation
 Technical documentation is designed to help programmers & analysts who need to
make improvements or repair/maintain to the system
 This can consist of any of the following:
 purpose of the system/program/software
 program listing/coding
 programming language used
 flowchart/algorithm
 input formats
 hardware requirements
 software requirements
 minimum memory requirements
 known bugs in the system
 list of variables used (and their meaning/description)
 file structures
 sample runs (with test data and results)
 output formats
 validation rules
 meaning of error messages

User Documentation

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 User documentation is designed to help users to learn how to use the software or
system
 This can consist of any of the following:
 the purpose of the system/program/software package
 how to log in/log out
 how to load/run the software
 how to save files
 how to do a search
 how to sort data
 how to do printouts
 how to add, delete or amend records
 screen layouts (input)
 print layouts (output)
 hardware requirements
 software requirements
 sample runs (with test data and results)
 error handling/meaning of errors
 troubleshooting guide/help lines/FAQs
 tutorials

3.Evaluation and review

 Once a system is up and running it is necessary to do some evaluation and carry out
any maintenance, if necessary.
 This is done to ensure the efficiency of the system, the ease of use of the system, and
the appropriateness of the system.
 The following is a list of some of the things considered when evaluating how well the
new system has worked. This can ultimately lead back to a re-design of part of the
system if there is strong evidence to suggest that changes need be made.
 To evaluate the system, the analyst will:
 compare the final solution with the original requirement
 identify any limitations in the system
 identify any necessary improvements that need to be made
 evaluate the user’s responses to using the new system
 compare test results from the new system with results from the old system
 compare the performance of the new system with the performance of the old system

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 observe users performing set tasks, comparing old with new
 measure the time taken to complete tasks, comparing old with new
 interview users to gather responses about how well the new system works
 give out questionnaires to gather responses about the ease of use of the new system
 Some results from the evaluation may require changes to either hardware or software.
Hardware may need to be updated because:
 of feedback from end users
 new hardware comes on the market, making change necessary
 there are changes within the company which require new devices to be added or
updated
 Software may need to be updated because:
 of feedback from end users
 changes to the company structure or how the company works may need modifications
to the software changes in legislation may need modifications to the software

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