The Case Against Direct Changeover Information Technology Essay

The Case Against Direct Changeover Information Technology EssayThe purpose of this report is to complete the requirements and implementation according to the CAVIES and VOLE case study. try if any objectives have changed or should have changed. Comments should address the following final inst every(prenominal)ation plan.This report is about the CAVIES and VOLE final installation and concomitant. This has been in stern for .. months and this report cut withs the evaluation of the implementation.1.2 ScopeAnalyze if proper limits were established in the feasibility study and if they were maintained during implementation. Comments should address the followingThe business goals and objectives for this go through go away focus on implementing the administration.Enhances the ability and effectiveness of staff to perform their jobs.Facilitates coordinated crime prevention and reduction.Provides data security.Provides an open, flexible, reliable technology base for the future.Facilit ates the electronic enamour of data at its rootage.Is easy to economic consumption.Eliminate redundant data entry throughout the organization.Ensure that end users have input into the design butt against.Accomplish communicate business goals and objectives within defined budget and time parameters.Minimize impact to standard business operations within the affected units.Craft a good and secure relationship betwixt the De expositment and the selected vendor.Facilitates Help Desk lose carcass.2. installment2.1 Deployment PlanPilot Changeover Implement the new system at a selected location of the company, such as only nonp atomic number 18il branch office. The first group to use the new system is called the cowcatcher burner site. The old system is belt up running at the vanish site and for the rest of the organization. After the system proves successful at the pilot site, it is implemented into the rest of the organization, usually using the trail changeover method. Pilot con adaption is a semi parallel and direct changeover method. Operating both systems at only unitary site is not as expensive. This strategy builds the confidence and the errors be traced easily.Pilot implementation where the new system will be implemented branch by branch, if in that respect is an stroke in the new system it will be in angiotensin- varying enzyme branch only. The problem solved in any branch will not appear in the others.We recommend a pilot deployment. That is a deployment to a select group, probably power users or those in a particular department or division. Successful estimates avoid a big bang approach which attempts to roll out the system to a large audience in a single deployment. This is asking for trouble. Instead start small using a pilot and obtain feedback.Pilot implementationimplementation_pilotWith this strategy, the new system replaces the old iodin in one operation but only on a small scale. For example it might be tried out in one br anch of the company or in one location. If successful then the pilot is extended until it eventually replaces the old system completely.Pilot operation is combination of both direct cutover and parallel operation, which restricts the implementation to a pilot site and reduces risk of system failure as compared with a direct cutover method. Operating system only at pilot site is slight expensive than parallel operation.Creating a Pilot ProgramNeed to create a test version of custom package, install it on a few lab computers, test and evaluate the performance, then update your package with any changes that we want to make. It is good blueprint to prepare a test plan and checklists for lab tests, and then use the test checklists to record satisfactory completion of tasks and note all problems with the work at. Also, prepare a checklist to test each deployment and distribution strategy.Identify and select pilot groups and prepare them for pilot program. Run a pilot program for each unique environs or group. Locate groups that are representative of the users throughout organization. To maximize the success, make sure volunteers have passable time in their schedules to fully participate in pilot program.The following are procedures that mountain use to run a pilot program.To prepare a pilot program for deploymentIdentify the tasks and resources necessary to charter the pilot program. Before deploy the new system to the organization, use lab clients to test and refine deployment strategies and configurations. To plan the pilot programSelect the appropriate pilot groups.Document the resources and tasks needed for the pilot program.Develop a user-training plan.Develop a user- put forward plan.Easy to train staff by letting them learn new skills on the pilot system.Easy to evaluate because the new and old systems are both running.Some staff have time to get used to and become fully trained in the new system before changeover but costs are spread (benefits of pa rallel running but costs are spread).When spread to other parts of the company, trained staff ignore act as mentors and so staff plunder train on a rota basis. restrain the ability of computer operations to schedule according to user needs and to complete scheduled tasks. Comments should address the followingAny problems in accomplishing the workThe relative frequency and extent of the problemsSuggested changesThe effort required to make changesVolume of data processed (number of transactions)Number of errors doFrequency of problems with the interfaceSuggested changesEffort required to make the changesIdentifying compatibility, variety and migration strategies To top of pageIf the system will replace an existing system, compatibility, conversion, and migration issues must be addressed. Specifically info from an existing system must be carried previous (and possibly converted in format) for the new system.Existing user interfaces (screen formats, commands, and so forth must be nourishmented in the new system.All existing industriousness program interfaces (APIs) must be maintained.Migration from the existing system to the new one must not disrupt end user service for more than a pre-determined add of time (varies depending on the business).The new system must be capable of operating in parallel with the old system during the migration period.There must be a capability to fall back to the old system, if needed, during the first two weeks of operation.Old archive data whitethorn need to be processed on the new system. If it is cryptographically protected, then the encryption keys will need particular consideration when migrating.The strategies chosen to address these issue will require appropriate support in the architecture and design of the systemDetermining user training needs To top of pageFor each category of user, including administration, operators, and end users, putWhat types of IT systems they use at the present. If this system will bring the first use of IT to any users, either within or external to the organization, flag this as a special requirement that will merit special attention.What new functions will be brought to them by this system.In broad terms, what their training needs will be.What requirements exist for depicted object Language concomitant (NLS)Stage / milestonePlanned date(s)Actual date(s)Implementation phase9 Oct 2010 16 May 20119 Oct 2010 (on- expiration and on-schedule)Preliminary installation and support planBy Week 5 (in February 2011)18 Mar 2011 Final installation and support planBy Week 13 (20 May 2011)20 May 2011 Installation23 May 2011 31 Dec 2011 detain phaseMust start as soon as any part of CAVIES and VOLE is live2.2 The Case Against Direct ChangeoverThe new system is first of all piloted (trialled) in one part of the business / organisation (e.g. in just one office, or in just one department).Once the pilot system is running successfully, the new system is introduced to the all of the business / organisation.stacks_image_DD1DE2A0-86E7-481C-9D4B-F5B766B39D27The pilot changeover method involves implementing the complete new system at a selected location of a company. Direct cutover method and operating both systems for only the pilot site. The group that uses the new system first is called the pilot site. By restricting the implementation to a pilot site reduces the risk of system failure as compared with is less expensive than a parallel system.2.3 Data MigrationSystem will migrate data that is determined to be necessary for the future business process and manage the effort associated with any manual data clean up identified.Data Conversion PlanTransformationCalendar PlanningExtraction effectThree- meter Data Conversions1. scrutiny a conversion sample of existing data2. Initial data conversion3. Final conversion of data before going liveOnce the decision is made to perform data migration before migration can begin the following analyses must be performedAnalyze and define source structure (structure of data in the legacy system)Analyze and define target structure (structure of data in the new system)Perform field mapping (mapping amid the source and target structure with data cleansing, if necessary)Define the migration process (automated vs. manual)MigrationAs part of the installation comes often the issue of migrationReplacing an older system with a new one, with or without constraints of continuity of operation.Converting existing data to a new format.ModuleDescriptionAppointments-moduleBooks appointments for clients to see a veterinary surgeon/nurse with one or more of their pets (i.e. can book multiple appointments) in CAVIESRecords-moduleEnters details for individual pets belonging to clients, giving training on state of health, prescription(s), progress, review dates, etc. in CAVIESTreatments-moduleBooks treatments for pets with a veterinary surgeon/nurse (can book multiple treatments) in CAVIESSales-moduleStandard EPOS functions linked to the practice tills, with stock control and reporting functions available to the local practice manager on a PC through VOLEOrders-moduleGenerates orders for replenishment of supplies (VPOM drugs must be approved by a veterinary surgeon)2.4 TrainingTraining courses may be conducted at the head office Southgate. Courses are customized to needs and may involve topics ranging from an introduction to advanced topics such as advanced software development, tuning application to improve performance, and using the new system effectively. Training may include tutorials and hands-on practical experience.The opportuneness of the training providedMethod of training (Ex Formal classroom session, Informal seminar discussion, Computer aided training, exploiter manuals)The adequacy of the trainingThe appropriateness of the trainingIdentification of extra training needs by job categoryThe ability of the personnel to use the training providedTypes of TrainingAPPLICATION STAFF TRAINING Types of training for application staff may include System Overview Transition to New System Training, including How to Use the System New Procedures Itemized by Task, (tasks will differ for Application attention Staff, Application Line Staff, Application Administrative Staff) Refresher Training (summary version of Transition to New System Training) New Worker Training (may be the very(prenominal) as Transition to New System Training or Refresher Training) User Interface training, (e.g., Microsofts Windows) Network navigation, (e.g., local area network and WAN concepts, where data can be found, printing over the network, network support contact)OPERATION STAFF TRAININGTypes of training for operations staff, (e.g., LAN Administrator, Help Desk Staff, and Network and Systems circumspection), may includeLAN Administrator Hands-on Training on the Product Installed Network Operating System Upper-Layer Protocols Scheduled Background processing, (e.g., error handling) Security, (e.g., how to establish user accounts) Back-up and Recovery Procedures tangible Media handling, (e.g., tape handling)Help Desk Staff Hands-on Training on the Product Installed Network Operating System Upper, Middle, and Lower Protocol Layers Network Components, (e.g., bridges, routers, and hubs)Network and Systems Management Hands-on Training on the Product Installed Network Operating System Upper, Middle, and Lower Protocol Layers Network Components, (e.g., bridges, routers, and hubs) Network capital punishment and Problem Diagnosis Tools proficient STAFF TRAININGDepending on the system architecture and the role of the customer programming staff, the types of training for skilful staff, (e.g., Application Programmers, Information Technology conductor, Database Administrator), may includeApplication Programmers Principles of Client/Server Application Development/Maintenance (for the specific environment), including Graphical User Interface (GUI) Design Event-Driven programming Object-O riented Concepts Object-Oriented Analysis and Design Object-Oriented Programming New Programming Languages, (e.g., C++) Application Development Tools, (e.g., CASE, Powersofts PowerBuilder, Microsofts Visual C++, Microsofts Visual Basic) Database Training, (e.g., SQL, Microsoft or Sybase SQL Server, Oracle) Team Building Network OverviewInformation Technology Manager Application Programmer Training Courses Managing a Client/Server EnvironmentDatabase Administrator Principles of Client/Server Database Training (e.g., SQL, Microsoft or Sybase SQL Server, Oracle) Multiplatform Environments Data Modeling Performance MonitoringPossible Training MethodsInstructor-Led TrainingInstructor-led training includes classroom training (group instruction), train-the-trainers (group instruction),on-line group training (group instruction),videoconferencing, (group instruction that is instructor-led, but for many participants the instructor is in another location),video/on-line training (group instruct ion), on-the-job coaching (individual instruction).Self-Directed TrainingSelf-directed training includeson-line independent training (individual instruction),off-line self-directed training, such as the use of printed materials, audio cassettes, or video (individual instruction).Just-in-Time TrainingJust-in-time training includesElectronic Performance Support Systems (EPSS) (individual instruction),continuous improvement instruction (individual or group instruction),computer-mediated asynchronous collaboration (group instruction from an individual perspective).2.5 DocumentationA number of documents are bring ind during the development of a new computer application.Essentially there are two typesUser GuidesUser guides are written in plain English rather than technical language.The guide should cover how to run the system, how to calculate data, how to modify data and how to save and print reports.The guide should include a list of error messages and advice on what to do if someth ing goes wrong.Technical DocumentationTechnical corroboration is used to explain a system to a specialist i.e. an analyst/programmer.This document will be used if any changes have to be made to the system.It is a very important document which needs to be fully up-to-date.Excellent documentation will reduce your support costs. Every answer that individual finds in the user guide or the support oneself system means one less call or email to your support line. The support team can concentrate on finding answers to real problems, rather than explaining to a customer how to switch an appliance on, or how to install a computer program.User ManualsThese are the easiest to read and use, and are designed for the non-technical reader who wants to start with how to switch it on and use it. It may even show where the On switch is. (Dont put-on people ask)When designed for software packages, these guides are designed to provide the user all the information they need to use the software to perform a range of tasks. A well designed user guide canreduce support callshelp new staff perform daily taskshelp experienced staff perform infrequent tasksstandardise work practises.Technical ManualsThese are for the more technical readers, often at graduate level, and may cover the complete setup of a software system, for example.Support ManualsThese are for Help Desk staff, who need to know how the overall system should be set up, and including total support information. This normally includes Technical and User Manual content.Training ManualsThese can be written for your training staff, and provide you with material for training other users of equipment or systems or they may just complement your own Customer Training process.Working one-to-one with clients allows close cooperation, so when you need alternatives, we design accordingly.Reference Manuals (Programmer Bibles)These are typically comprehensive manuals which the user can use to check for information when required. The y are fully indexed and cross-referenced.If your product is so complicated that a third-party specialist takes care of the fear on your behalf, then this type of manual is ideal. For portability and ease of use, these typically large manuals can also be generated in pdf format so they can be accessed on-line (via an intranet, on-line help or web site), or from a CD.Standards and ProceduresAs your company grows, you will need to document your standards and procedures. They bring together the acquaintance within your company, help new staff learn company procedures, and help ensure everyone is working to the same standards. Basically, they are an ideal way to underpin your upcountry quality systems.SpecificationsTechnical staff, while highly-skilled and very knowledgeable, frequently have problems putting their thoughts down on paper.We can make sense of the technical jargon and scribbled notes (including beer mats) to produce your specifications.Release NotesThese documents are pr imarily used by software houses and are aimed at internal staff and expert-end users. They describe new and advanced functionality at a high level in new software releases.Operating InstructionsIdeal for anyone operating specialist equipment, in the home or commercial premises. recognise instructions, supported by illustrations (and photographs where appropriate), with trouble shooting tips. These instructions can be particularly useful for newly trained staff. Good operating instructions can enhance your product and your companys reputation.Assembly InstructionsIf you supply a flat-packed product, these are vital for your customers. They take the customer through the task step-by-step in a visual format. They also include a check list of components.OverviewsOverviews are designed to support your sales literature and give an in-depth view of your product. They enable your clients, both new and established, to make informed decisions in conjunction with input from your staff.Skills BooksYour company probably has at least one member of staff that all the others go to for knowledge and advice about one particular aspect of your business operations, products or services. A series of skills books can capture this invaluable knowledge so that it can be shared by everyone while reducing the pressures on your expert staff. These books can also be used to drive internal training sessions.Test ScriptsPrior to going live with a new computer system, it is always advisable to run your own tests on a test system. It is not enough to simply enter a few sales orders. A series of carefully designed test scripts will ensure your staff puts the system through its paces, highlighting possible problems before the go-live date.Multimedia SystemsThese interactive solutions combine text, graphics and maybe even sound for presentations, demonstrations and tutorials.Document Redesign (Cosmetic Surgery)Maybe you have all the right documentation but it is old fashioned and looking dated . Maybe it doesnt completely cover everything. Maybe you just need to change the delivery format, for example, convert your paper documentation to on-line help. We can analyse your existing documentation to help you achieve the look, feel and content you need.2.6 Business Change IssuesAs we can determine from above information that pilot approach is the best approach where we can see the combination of less risks as well as less implementation cost because.There are many health centers so we can implement the new system only at any one of the health centers to check whether it is working appropriately or not. And this method is also cheaper than all other methods except direct cut over where there are chances of risks here in this method risk of system failure is very less.Workshops close down for half a working day but it will take two full working days to install and configure CAVIES and VOLE system in live working environment. There should be short(p) disruption as possible to n ormal business operation. The full business benefit will be achieved when all workshops are live on CAVIES and VOLE. heavy(a) most priority to CAVIES and VOLE and train the staffs for the new system will cause the business slightly. And until the staff used to the new system there may be possible to have technical errors. STITCH (SMARTS Training Information Technology Communications Harmonisation) intends to evaluate the overall impact on business, social and technical issues for future attention.Issue ManagementThe information contained within the chore Plan will likely change as the project progresses. While change is both certain and required, it is important to note that any changes to the Project Plan will impact at least one of three critical success factors uncommitted Time, Available Resources (Financial, Personnel), or Project Quality. The decision by which to make modifications to the Project Plan (including project scope and resources) should be coordinated using the f ollowing processStep 1 As soon as a change which impacts project scope, schedule, staffing or spending is identified, the Project Manager will document the issue.Step 2 The Project Manager will review the change and determine the associated impact to the project and will forward the issue, along with a recommendation, to the channelize committee for review and decision.Step 3 Upon receipt, the Steering delegation should reach a consensus opinion on whether to approve, reject or modify the request based upon the information contained within the project website, the Project Managers recommendation and their own judgment. Should the Steering Committee be unable to reach consensus on the approval or denial of a change, the issue will be forwarded to the Project Sponsor, with a written summation of the issue, for ultimate resolution.Step 4 If required under the decision matrix or due to a lack of consensus, the Project Sponsor shall review the issue(s) and render a final decision on th e approval or denial of a change.Step 5 Following an approval or denial (by the Steering Committee or Project Sponsor), the Project Manager will notify the first requestor of the action taken. There is no appeal process.2.7 Installation ScheduleThis section should outline the way you will roll out the technology, including the highest level milestones.GANTT CHART3. Support3.1 Support NeedsRABBIT Steering Committee rolePositionName roast ExecutiveJoint Owner/Managing DirectorNeil NimbusJoint ExecutiveJoint Owner/Managing DirectorSimon Wheatley aged(a) userPractice ManagerVerity GreenSenior userFinancial ControllerHadi EsfahaniSenior userISS ManagerVanessa PhillipsCAVIES and VOLE Project ManagerISS Project ManagerF S HaroonMICE Project ManagerISS Project ManagerFergus SheridanSupport Services OfferedWe provide the following telephone, remote-access and onsite support for New System, hardware, network and Microsoft productsPhone and contradictory AccessOn-site SupportSoftware Impleme ntationUpgrade InstallationHardware/SoftwareData Import/ExportBusiness practices consultingTraining-on site ATC ClassroomForms/Report Design3.2 ISS Help DeskThe Support Plan is what we call the relief service we offer to CAVIES and VOLE users to ensure that you have all the help you need to get the most out of the software. Here are the benefits.Unlimited Telephone, electronic mail and Online Help Desk SupportUnlimited telephone support from our technical staff, priority treatment for any email support and free use of our Online Helpdesk SystemFREE Version Upgrades*We usually release a major upgrade to every couple of years or so. Customers on the Support Plan bid a completely FREE upgrade to the latest version (otherwise an upgrade fee has to be paid).Online Backup ServiceSupport Plan customers have the plectron of an Online Backup account. We will help to configure an automatic backup schedule for you so that Database is uploaded to a secure server every night, giving extra ataraxis of mind.Discounts on other Support ServicesSupport Plan customers receive massive discounts on our other services such as Report Designing, Data Conversion and On-Site Installation Training.Wishlist ImplementationTo continually improve the software, we operate a wishlist system so that users can make requests for new features or changes. Requests from customers on the Support Plan are given priority so that you can have an active role in the ongoing development of software.User Support and customer service on company supported computer application and platforms. Troubleshoot problems and advise on the appropriate action. Main Job and Responsibilities.Telephone SupportRemote SupportOn-site SupportRoles and ResponsibilitiesRespond to requests for technical assistance in person, via phone, electronicallyDiagnose and resolve technical hardware and software issues.Research questions using available information resourcesAdvise user on appropriate actFollow Standard help desk pro ceduresLog all help desk interactionsAdminister help desk softwareRedirect problems to appropriate resourceIdentify and escalate situations requiring urgent attentionTrack and route problems and requests and document resolutionsPrepare activity reportsStay incumbent with system information, changes and updatesProject Roles and ResponsibilitiesRoleResponsibilitiesProject SponsorUltimate decision-maker and tie-breakerProvide project oversight and focussingReview/approve some project elementsSteering CommitteeCommits department resourcesApproves major funding and resource allocation strategies, and significant changes to funding/resource allocationResolves conflicts and issuesProvides direction to the Project ManagerReview project deliverablesProject ManagerManages project in accordance to the project planServes as liaison to the Steering CommitteeReceive guidance from Steering CommitteeSupervises consultantsSupervise vendor(s)Provide overall project directionDirect/lead team members toward project objectivesHandle problem resolutionManages the project budgetProject ParticipantsUnderstand the user needs and business processes of their areaAct as consumer advocate in representing their areaCommunicate project goals, status and progress throughout the project to personnel in their areaReview and approve project deliverablesCreates or helps create work productsCoordinates participation of work groups, individuals and stakeholdersProvide knowledge and recommendationsHelps identify and remove project barriersAssure quality of products that will meet the project goals and objectivesIdentify risks and issues and help in resolutionsSubject Matter ExpertsLend expertise and guidance as neededHelp Desk will be located in Southgate, Head Office and it will staffed as follows2 project managers (F S Haroon, and the MICE project manager Fergus Sheridan)3 system/database administrators2 business analysts4 Oracle developersThe ISS Service Desk is the place to go with any querie s about ISS services. Service Desk is open weekdays between 0900 17003.3 Outsourcing the Help DeskHelp Desk StaffPositionNameSenior userPract