Planning the replacement of software systems.This checklist is a starting-point for those who have to replace an outdated out·dat·ed adj. Out-of-date; old-fashioned. outdated Adjective old-fashioned or obsolete Adj. 1. or inadequate software package with a new one. There will be numerous reasons for changing software packages, key among them the need for increased flexibility, integration with other systems, greater employee productivity and improved customer service. Costings should cater for data conversion, customisation, installation and training, and the adoption licence as well as the package itself. Although you may wish to form a small working party, consult staff throughout the selection process, including those who will have to use the system and senior staff with line and budget responsibility. Action checklist 1. Establish objectives Before contacting suppliers it is important to have a clear idea of required outcomes. These may change as the project unfolds and learning proceeds but it is vital to keep them firmly in mind. A checklist of firm requirements should start to emerge from answering questions such as the following. * What improvements would you like to see from your existing package? * How does your current package hinder hin·der 1 v. hin·dered, hin·der·ing, hin·ders v.tr. 1. To be or get in the way of. 2. To obstruct or delay the progress of. v.intr. customer service improvements and flexibility for future developments? * How does your current package impede im·pede tr.v. im·ped·ed, im·ped·ing, im·pedes To retard or obstruct the progress of. See Synonyms at hinder1. [Latin imped integration? * Are other systems within the organisation going to be renewed? * Who is going to use the package and how? * What degree of independence from the supplier is required? * What degree of customisation and tailoring is required compared with an off-the-shelf, standard package? * Must the package fit the existing hardware and operating system operating system (OS) Software that controls the operation of a computer, directs the input and output of data, keeps track of files, and controls the processing of computer programs. which you have? 2. Identify and exploit appropriate sources of suppliers These include: * suggestions from contacts, for example in similar organisations * visits to exhibitions * attendance at seminars and courses * consulting directories and the trade and professional press * using consultancy. 3. Establish a shortlist short·list also short-list n. A list of preferable items or candidates that have been selected for final consideration, as in making an award or filling a position. Noun 1. Keep the checklist of requirements to hand and look at a number of systems. Decide which of these would be worth considering in detail. Try to match the size and capability of the package with the size of the organisation or department. 4. Send out the invitations to tender (ITT ITT Initial Teacher Training (UK) ITT I Think That ITT Invitation To Tender ITT Individual Time Trial (professional cycling) ITT Intention-To-Treat ITT In This Thread (forums) ) The ITT is a formal statement of your requirements sent to the suppliers on the shortlist, inviting them to reply with a formal proposal. It sets out a timetable for making a final selection and this should include visits to other users of the systems and to the offices of the suppliers. (ITTs are covered in a related checklist). 5. Select the package Study each package in detail to ensure that the claims of the supplier can be substantiated and to check that it can meet your specific functional needs. Other questions concerning the package in general, the supplier, support and training will need to be addressed. The package * How old is it? Does it offer all that the present system offers? What additional benefits will it offer? * Is it modular? * Are all modules easy to use? Are all modules compatible? * Is it capable of data exchange? Receiving? Downloading downloading - download ? * Can it integrate with 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 and other packages within the organisation? * How often is it upgraded? * What are the future plans for the package? * What operating systems Operating systems can be categorized by technology, ownership, licensing, working state, usage, and by many other characteristics. In practice, many of these groupings may overlap. does it run on? * How is it updated? Realtime? Batch? * What is the system of backups? * How many concurrent users In computer science, the number of concurrent users for a resource in a location, with the location being a computing network or a single computer, refers to the total number of people using the resource at the same time. can it support? * How many installations are there? In the UK? In Europe? In the US? * Can you visit other user sites, particularly migrations? * What problems have other users encountered? How quickly were they resolved? How do the users react to the supplier and to the package? * What are the capital and start-up costs? Support * How long has the supplier been operating? * Is the supplier financially sound? * Can the supplier support all modules? * What is the cost of maintenance per annum Per annum Yearly. ? * Do customer support costs appear to be value for money? * Does the supplier offer on-site or dial-up support? * How much support is given prior to migration? * How much work is left to the customer? * How is the helpdesk organised? Training * Does the supplier offer training as part of the fee? * Is pre-conversion training available? * Can you hire a machine to train on in advance? Migration * What is the size of the migration team? * What are the skills of the supplier's migration staff? * Is the conversion process tried and tested? * How many data migrations has the supplier performed? * Can you have a trial data conversion? * Is there enough contingency contingency n. an event that might not occur. time planned to allow for mistakes? 6. Scrutinise Verb 1. scrutinise - to look at critically or searchingly, or in minute detail; "he scrutinized his likeness in the mirror" scrutinize, size up, take stock the contract terms Look carefully at the responsibilities and liabilities of the supplier and question any term which may be open to misinterpretation. Include in the contract details of any modifications which you want made to the package and specify any tests you want run before you accept it. Question the level of support and after sales service detailed in the contract and check that the final costs cover all aspects of the purchase, including items like delivery and training. 7. Plan for implementation Once you have chosen a package, a further objective will be to minimise the disruption disruption /dis·rup·tion/ (dis-rup´shun) a morphologic defect resulting from the extrinsic breakdown of, or interference with, a developmental process. of services on conversion to a new system. Ways to do this include: * running trial data conversions * having a period of parallel running * training from the supplier for all staff or for the internal trainer(s) * choosing the timing carefully, for example, not at peak holiday times * managing modifications to the package. 8. Manage the "people" side Some software is designed to be installed once on a central server for access by all staff, with minimal disruption. Other software, such as word processing or other office programs may have to be installed manually on several individual PCs. In such cases, will installation and training be carried out in one concentrated effort or phased over several weeks or months? If phased, who will get priority? Will those waiting to be upgraded be able to integrate efficiently with those already upgraded? From the start to the finish of the project, ensure close involvement with staff who will have to use the system. * Who will co-ordinate the views, reactions and progress of staff? * Who will check that current and developing operational needs are being satisfied? * Who will co-ordinate the emerging--as opposed to prescribed--training requirements? 9. Keep everyone informed Consider how and when to alert staff, key customers, suppliers and others that normal service may be disrupted dis·rupt tr.v. dis·rupt·ed, dis·rupt·ing, dis·rupts 1. To throw into confusion or disorder: Protesters disrupted the candidate's speech. 2. during implementation. This can be done via the intranet, web site, staff and customer newsletters, email or postal service postal service, arrangements made by a government for the transmission of letters, packages, and periodicals, and for related services. Early courier systems for government use were organized in the Persian Empire under Cyrus, in the Roman Empire, and in medieval . Consider interim newsletters if disruption is prolonged pro·long tr.v. pro·longed, pro·long·ing, pro·longs 1. To lengthen in duration; protract. 2. To lengthen in extent. for any reason. Dos and don'ts for replacing software systems Do * Plan site visits where the package is up and running. * Check out undemonstrated or unsubstantiated claims of the supplier. * Set up a team of users and consult widely. * See the products of at least 4-5 suppliers before short-listing. * Be wary of too much "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. " work on "your" application. * Set realistic timescales. Don't * Take what the supplier says for granted. * Make assumptions about what is stated or not stated by the supplier. * Focus too much on your current application. * Neglect the importance of forward-thinking. * Let the supplier deter you from your objectives. * Forget to build in adequate contingency time. * Skip "apparently" minor details. Useful reference / reading material Books Buying information systems: selecting implementing and assessing off the shelf systems: David James David James may refer to:
Software management guide: Business Software Alliance Washington DC, nd Moving procurement The fancy word for "purchasing." The procurement department within an organization manages all the major purchases. systems to the Internet the adoption and use of e procurement technology models: Antonio Davila, Mahendra Gupta and Richard Palmer
e Procurement : managing successful e procurement implementation: J Brian Heywood, Michael Barton Michael Barton can refer to:
In 1913, law professor Dr. , 2002 (Financial Times executive briefings) Thought starters * Can you make a business case for upgrading? * Will you be paying for features that may never be used? * Will you also have to upgrade any hardware? * There have been several spectacular computer failures over recent years. Were they avoidable? * Tailored packages cost more, take longer to design and test, and sometimes never work as planned. True or false? * Implementing large-scale changes often takes three or four times longer than planned. Why? |
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