Implementing IT software solutions.This checklist aims to identify the key stages for the successful implementation of IT software solutions. It is designed for both IT professionals and end users. Definition Software solutions can largely be categorised Adj. 1. categorised - arranged into categories categorized classified - arranged into classes as: bespoke be·spoke v. Past tense and a past participle of bespeak. adj. 1. Custom-made. Said especially of clothes. 2. Making or selling custom-made clothes: a bespoke tailor. programs and systems (commissioned with or without hardware) software package which is heavily parameterised or customised for a particular type of client's needs (such as payroll or accounts systems) software which is embedded Inserted into. See embedded system. in hardware dedicated to one application (a dedicated word processor for example), sometimes known as turnkey systems A complete system of hardware and software delivered to the customer ready-to-run. In other words, just "turn the key" and go.  A Turnkey Video System proprietary off-the-peg programs (PC packages for word processing word processing, use of a computer program or a dedicated hardware and software package to write, edit, format, and print a document. Text is most commonly entered using a keyboard similar to a typewriter's, although handwritten input (see pen-based computer) and or spreadsheets for example). This checklist is intended to deal primarily with the first two categories, and is also aimed principally at software provided by an external vendor rather than internally developed solutions Implementation should be seen as a key stage within an overall project. The purpose of implementation is to take a finished software product and make it fully operational in a live environment in such a way that users of the software are fully trained and receptive to its introduction and the intended objectives of the organisation are fully met with minimum disruption. Implementation cannot be viewed in isolation. This checklist assumes that the process of defining requirements, supplier selection, tender issue, selection and verification of hardware platform and operating environment In computing, an operating environment is the environment in which users run programs, whether in a command line interface, such as in MS-DOS or the Unix shell, or in a graphical user interface, such as in the Macintosh operating system. etc. have, where appropriate, already been successfully completed (see Related checklists). Action checklist 1. Appoint a project manager Even the smallest of software implementation projects should have a project manager. In larger projects the project manager might be responsible to a senior management project review board or an overall projects programme controller. The project manager will need to work closely with the software supplier and the appointed user group. So if you haven't already appointed someone to carry out this responsibility, do it now! 2. Set up a user group A key component of any software implementation is the formation of a user group which should play an active role in determining the acceptability of any new system. This will also help to accelerate the processes of learning, communication and problem identification and solving. This group should ideally be in place well before the implementation process commences and preferably be involved in the original software selection decision. User involvement at all stages of the process should mean the finished product is more likely to match the true requirements of the user community. Don't impose new software on the intended users without their cooperation and involvement--technical implementation counts for nothing if the users are unaware of the intended benefits, untrained in the effective use of the system or disturbed by its impact. 3. Develop thorough and detailed implementation plans Each stage of implementation should be identified in the implementation plan. The critical elements of the plan are: * installation dates * training/consultancy activities * data transfer--electronic or manual? * parallel running if required * piloting the system if required * ordering stationery * documentation * contingency plans A plan involving suitable backups, immediate actions and longer term measures for responding to computer emergencies such as attacks or accidental disasters. Contingency plans are part of business resumption planning. in case of delays. Each element of the plan should include a summary of activities covered by it, plus the names of those responsible for its implementation and the time allowed for it. Don't underestimate the resource effort and time required to implement any new software system (whatever the software vendors say!). Failure will result in a mad scramble with corners being cut or a series of demoralising Adj. 1. demoralising - destructive of morale and self-reliance demoralizing, disheartening, dispiriting discouraging - depriving of confidence or hope or enthusiasm and hence often deterring action; "where never is heard a discouraging word" delays. The implementation plan must formally culminate culminate, in astronomy, the maximum height in the sky reached by a celestial body on a given day. At the culminate the body is crossing the observer's celestial meridian and is said to be in upper transit. in implementation completion. At this point, the system passes out of the hands of the implementation team into the hands of the users and the operations and maintenance side of the IT function. It is easy to forget the broader dimensions associated with software implementation which may impact on other systems, work procedures and organisational structure. Prepare escalation procedures in the event of problems or delays in the project. Review the plan regularly and report on the progress, usually weekly or monthly, but in extreme circumstances daily. Include the progress actually being made compared to the project plan and any issues or problems arising. 4. Ensure that there is adequate user documentation Although it is usually the responsibility of the software provider to make documentation available with the software (either in printed or electronic form), this may not be appropriate for the users of the system. The project manager and the user group need to determine what user documentation should be delivered and at what stage as part of the implementation plan. 5. Review user procedures New systems often result in changes to operational procedures The detailed methods by which headquarters and units carry out their operational tasks. . Failure to identify the extent of these changes or to agree and document the new procedures is one of the major causes of the failure of new systems even when the underlying software is quite sound. Also consider security and user access control for new systems and associated data. 6. Train and support all users Consider what sort of training is required--in-house courses or external courses, manuals or tutorial packs for example--and the cost. Wherever possible include in the contract an agreement that the supplier will provide training. This should cover the cost of writing and distributing user manuals, running training courses and setting up a help desk. 7. Carry out proper software acceptance testing (programming) acceptance testing - Formal testing conducted to determine whether a system satisfies its acceptance criteria and thus whether the customer should accept the system. Even with the most straightforward bespoke software A U.K. term for a custom-made product, including made-to-order software. See custom software. development it is essential that there is a contractual framework for acceptance, which in turn should be linked to user testing and sign off. For larger software implementations it may be necessary to carry out the testing in phases. Ideally this should be linked to contractual payments to the software supplier. Also the consequences of failure to achieve acceptance should be stated in the contract. 8. Control the change process Set up a Change Control mechanism to allow people to raise issues relating to relating to relate prep → concernant relating to relate prep → bezüglich +gen, mit Bezug auf +acc the new software and for those issues to be properly assessed and resolved in an orderly and controlled manner. Remember that interfaces between the new software and other systems may need to be tested. Don't allow software vendors to dictate terms/time scales for software implementation and acceptance. It must happen at a pace with which you feel comfortable and that the organisation can support. 9. Conduct a post-implementation review For all except the smallest of software implementations, a post-implementation review is essential to determine whether the new software has satisfactorily achieved all of its stated objectives. This review should be carried out within a few months of implementation and should be wide-ranging in its approach. Dos and don'ts for successful software implementation Do Take a structured approach to implementing software. Ensure good communication between project staff, users and suppliers. Involve users at all stages of the process. Plan carefully. Carry out acceptance testing. Don't Forget training and support. Underestimate the resources and time required. Impose a system on users--this will just add to your problems! Forget the impact new software can have on ways of working. Useful reading Buying information systems: selecting, implementing and assessing off the shelf systems, David James David James may refer to:
Managing information technology projects: applying project management strategies to hardware, software and integration initiatives, James Taylor
James Vernon Taylor (born March 12, 1948) is an American singer-songwriter and guitarist, born in Belmont, Massachusetts. New York New York, state, United States New York, Middle Atlantic state of the United States. It is bordered by Vermont, Massachusetts, Connecticut, and the Atlantic Ocean (E), New Jersey and Pennsylvania (S), Lakes Erie and Ontario and the Canadian province of NY: AMACOM AMACOM American Management Association , 2004 Procurement of information technology: getting value from suppliers in high risk, hi-tech and highly competitive markets, Ian Taylor Ian Taylor may refer to;
Failsafe IS project delivery, Andrew Holmes Andrew Hunter Holmes (died August 4, 1814) was an American army officer in the War of 1812. Victorious as a captain at the Battle of Longwoods in Upper Canada, he was promoted to major but killed on Mackinac Island in the Battle of Mackinac Island. Holmes County, Ohio is named for him. Aldershot: Gower, 2001 Useful addresses British Computer Society Established in 1957, The British Computer Society (BCS) is a body that represents those working in Information and Communications Technology ICT. It is the largest United Kingdom-based professional body for computing. 1 Sanford Street, Swindon SN1 1HJ Tel: 01793 417417 www.bcs.org National Computing Centre The National Computing Centre (NCC) is a membership and research company in the UK founded on 10 June 1966 by the UK Government in order to encourage the growth of computer usage in the UK and ensure that the necessary education and training was made available. Oxford House, Oxford Road, Manchester M1 7ED Tel: 0161 228 6333 www.ncc.co.uk Thought starters * Have you been involved in a software implementation project before? What lessons can be learned from that experience? * Did you cut corners to 'fit' the system? * Did you get a picture of users' needs and user capability? |
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