SYSTEM IMPLEMENTATION

System Implementation is the process of making the new

system operational and available to a prepared set of users
(the deployment), and positioning on-going support and
maintenance of the system within the Performing
Organization (the transition/conversion).
A key difference between System Implementation and all
other phases of the lifecycle is that all project activities up
to this point have been performed in safe, protected, and
secure environments, where project issues that arise have
little or no impact on day-to-day business operations. Once
the system goes live, however, this is no longer the case. Any
miscues at this point will almost certainly translate into
direct operational and/or financial impacts on the Performing
Organization. It is through the careful planning, execution,
and management of System Implementation activities that
the Project Team can minimize the likelihood of these
occurrences, and determine appropriate contingency plans in
the event of a problem.
SYSTEM IMPLEMENTATION PROCESS

System Implementation
Process

Prepare for System Transition to Performing Post-Implementation

Deploy System
Implementation Organization Evaluation Review (PIER)

Now let’s discuss these phases one by one in detail.

1. PREPARE FOR SYSTEM IMPLEMENTATION
The process of Implementation can only be proceeded after
the following:
A. Development
B. Testing
C. Deployment Processes Planning
D. Training

Prepare For System

Implementation

C. Deployment
A. Development B. Testing D. Training
Processes Planning

A. Development: Development is the process whereby the

physical design specifications created by the analysis team
are turned into working system by development team.
Depending on the size and complexity of the system,
development can be an involved, intensive activity. Regardless
of the development methodology followed, once development
has begun, the testing process can begin and proceed in
parallel. As each system module is produced, it can be
tested individually, then as part of a larger system.
B. Testing: Testing is done after development, but planning
for testing must begin earlier in the project. Planning involves
determining what needs to be tested and collecting test
data. This is often done during the analysis phase because
testing requirements are related to system requirements.
C. Deployment Process Planning: Deployment is the process
during which the current system is replaced by the new
system. This includes conversion of existing data, software,
documentation, and work procedures to those consistent
with the new system. Users must give up the old ways of
doing their jobs, whether manual or automated, and adjust
to accomplishing the same tasks with the new system.
Users will sometimes resist these changes, and you must
help them adjust.
D. Training: In the implementation of any new system, it is
necessary to ensure that the Consumer community is best
positioned to utilize the system once deployment efforts
have been validated. Therefore, all necessary training
activities must be scheduled and coordinated. As this
training is often the first exposure to the system for many
individuals, it should be conducted as professionally and
competently as possible. A positive training experience is a
great first step towards Customer acceptance of the
system.
PERSONNEL TRAINING
i. Training Systems Operators
Systems operators must be trained properly such
that they can handle all possible operations, both
routine and extraordinary. The operators should be
trained in what common malfunctions may occur, how
to recognize them, and what steps to take when they
come.
ii. User Training
End-user training is an important part of the computer
based information system development, which must be
provided to employees to enable them to do their own
problem solving.
a) User training involves how to operate the equipment,
troubleshooting the system problem, determining
whether a problem that arose is caused by the
equipment or software.
b) Most user training deals with the operation of the
system itself. The training courses must be designed
to help the user with fast mobilization for the
organization.
iii. Training Guidelines
a) Establishing measurable objectives
b) Using appropriate training methods
c) Selecting suitable training sites
d) Employing understandable training materials
TRAINING METHODS
i. Instructor-led training: It involves both trainers and
trainees, who have to meet at the same time, but not
necessarily at the same place. The training session
could be one-on-one or collaborative. It is of two types −
a) Virtual Classroom: In this training, trainers
must meet the trainees at the same time,
but are not required to be at the same place.
The primary tools used here are: video
conferencing, text based Internet relay chat
tools, or virtual reality packages, etc.
b) Normal Classroom: The trainers must meet
the trainees at the same time and at the
same place. They primary tools used here are
blackboard, overhead projectors, LCD projector,
etc.
ii. Self-Paced Training: It involves both trainers and
trainees, who do not need to meet at the same place
or at the same time. The trainees learn the skills
themselves by accessing the courses at their own
convenience. It is of two types −
a) Multimedia Training: In this training, courses are
presented in multimedia format and stored on CD-
ROM. It minimizes the cost in developing an in-house
 training course without assistance from external
programmers.
b) Web-based Training: In this training, courses are
often presented in hyper media format and
developed to support internet and intranet. It
provides just–in-time training for end users and
allow organization to tailor training requirements.

2. DEPLOY SYSTEM
The purpose of the Deploy System process is to perform all
activities required to successfully install the new system
and make it available to the Consumers.
Depending upon the complexity of the system being
implemented, it may impact technical, operational, and
cultural aspects of the organization. A representative
sample of high-level activities might include:
i. The installation of new hardware
ii. Increased network capabilities
iii. Deployment and configuration of the new system
software,
iv. Activation of new job titles and responsibilities
v. A New Operational Support Structure aimed at
providing Consumer-oriented assistance
3. TRANSITION (CONVERSION) TO PERFORMING ORGANIZATION
The purpose of the Transition (Conversion) to Performing
Organization process is to successfully prepare the
Performing Organization to assume responsibility for
maintaining and supporting the new application.
3.1 Transition (Conversion) Plan
It contains description of all the activities that must occur
during implementation of the new system and put it into
operation. It anticipates possible problems and solutions to
deal with them. It includes the following activities −
a) Name all files for conversions
b) Identifying the data requirements to develop new files
during conversion
c) Listing all the new documents and procedures that are
required
d) Identifying the controls to be used in each activity
e) Identifying the responsibility of person for each activity
f) Verifying conversion schedules
3.2 Transition/Conversion Methods
The four methods of conversion are –
a) Parallel Conversion
b) Direct Cutover Conversion
c) Pilot Approach
d) Phase-In Method
Method Description Advantages Disadvantages

1. Provides fall-back 1. Causes cost

when new system fails. overruns.
Parallel Old and new systems are
2. Offers greatest 2. New system
Conversion used simultaneously.
security and ultimately may not get fair
testing of new system. trial.

1. Forces users to make 1. No fall back if

New system is
Direct new system work problems arise
implemented and old
Cutover Immediate benefit from with new system
system is replaced
Conversion new methods and Requires most
completely.
control. careful planning

1. Allows training and 1. A long term

installation without phase in causes a
Supports phased
unnecessary use of problem of
Pilot approach that gradually
resources. whether
Approach implement system across
2. Avoid large conversion goes
all users
contingencies from risk well or not.
management.

Working version of system 1. Provides experience 1. Gives impression

implemented in one part and line test before that old system is

of organization based on implementation erroneous and it is

Phase-In 2. When preferred new not reliable.
feedback, it is installed
Method system involves new
throughout the
organization all alone or technology or drastic

stage by stage. changes in performance.

3.3 File Conversion

It is a process of converting one file format into another. For
example, file in WordPerfect format can be converted into
Microsoft Word. For successful conversion, a conversion plan
is required, which includes −
a) Knowledge of the target system and present system
b) Teamwork
c) Automated methods, testing and parallel operations
d) Updating systems/user documentation, etc.
4. POST-IMPLEMENTATION EVALUATION REVIEW (PIER)
PIER is a tool or standard approach for evaluating the
outcome of the project and determine whether the project
is producing the expected benefits to the processes,
products or services. It enables the user to verify that the
project or system has achieved its desired outcome within
specified time period and planned cost.
Objectives of PIER
a) To determine the success of a project against the
projected costs, benefits, and timelines.
b) To identify the opportunities to add value to the project.
c) To determine strengths and weaknesses of the project
for future reference and appropriate action.
d) To make recommendations on the future of the project
by refining cost estimating techniques.
The following staff should be included in the review process:
a) Project team and Management
b) User staff
c) Strategic Management Staff
d) External users