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.

Train staff on the new system

Scan the documents into the computer

Key in the data

Transfer Paper files or
electronic files to the new
system Download files to new database

Direct changeover

Parallel running
Changeover to the new system

Pilot Implementation

Phased Implementation

Changeover method Description Advantages and

disadvantages

1. Direct The old system is stopped Advantages

overnight and the new system
introduced immediately
disadvantages
1. The benefits are
immediate.
2. Costs are reduced -
since only one system is
used there is no need to
pay for two sets of staff.
3. There is less likelihood
of a malfunction since
the new system will
have been fully tested.
1. This method can be
disastrous if the new
system fails.
Changeover Description
method
2.Parallel running The old and new systems are
run side by side for a time
before the new system takes
over altogether
3.Pilot The new system is introduced
implementation into one part of the
company/branch (e.g. into a
warehouse of a supermarket)
and its performance assessed
before being introduced
elsewhere in the company.
4. Phased Is an implantation method
implementation where only part of the new
system is introduced. When
that part proves to work
satisfactorily, then the next part
is introduced and so on, until
the old system is fully replaced.
Advantages and
disadvantages
Advantages
1. If the new system fails, the old
system is still available as a back-up.
2. It is possible to train staff gradually.
3. Staff have time to get used to the
new system.
disadvantages
1. It is more expensive than direct
changeover, since extra staff are
needed to run both systems
together.
2. It is more time consuming since
data needs to be entered into
two new systems
Advantages
1). If the new system fails, only one
part of the company is affected.
2). It is possible to train staff in one
area only, which is much faster and
less costly than parallel running.
3).The costs are also less than parallel
running, since only one part of the
system is being used in the pilot.
disadvantages
1.) For the office / department doing
the pilot, there is no back-up system if
things go wrong.
Advantages
1. 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.
2. It is possible to ensure the
system works properly before
expanding.
disadvantages
1. This is more expensive than
direct changeover, since it is
necessary to evaluate each
phase before moving to the next
stage.
2. It is very time consuming since
each part needs to be fully
evaluated before making any
further changes to the system.
Impact of changeover methods
Changeover Relative costs Input needed by Input needed by Impact of failure
method the user systems team

1.Direct Low Medium Low* High

2.Parallel High High Low Low
3.Pilot Medium Low Medium Low
4.Phased Medium Medium Medium Medium