The Implementing a New Computer System - Essay Example

?Report on Craven Comic’s Plan Of Implementing a New Computer System Based from what the Craven Comics had experienced during the failure development and implementation of computerized system, implementing a new one will be a great challenge for the company. This plan can be of a great help for the continuous growth of the company. However, there are several issues and guidelines that should be accounted first before the company takes another step so that previous mistakes will not be repeated. 1. Introduction A computer system is a system of interconnected computers that share a central storage system (Reference for Business, n.d.a). The ability of that system is to operate all computers independently which are associated with software programs and peripheral devices (Reference for Business, n.d.a). The significance of this new computer system lies in the goal of the company to have a competitive advantage. This can be evaluated on how the company applies its Information System Strategy. These are information systems developed to support and meet the company's competitive strategy. The computer systems implemented will create business strategies relevant to all business operations: capture, transmit, store, retrieve, manipulate, and display information for all business processes (Reference for Business, n.d.b). 2. System Implementation The importance of implementing a computer system in a company is to manage efficiently and effectively all business operations and transactions. The system implementation includes hardware and software acquisition; user preparation; hiring and training of personnel; site and documentation preparation (Davis & Yen, 1998); installation, testing and start up; and user acceptance (Baldauf & Stair, 2011). 2.1 Acquisition This involves the selection of the hardware, software, materials and equipments used during the implementation (Implementation plan, 2003) and also the names of the suppliers. The cost of acquiring the computer system can either be purchased or leased. If it is purchased, some of the advantages are: free working capital; hedge against hardware obsolescence; allows installation with small capital budget but large recurrent budget; and selling of unwanted equipment is minimized (Bramer, n.d.). If it is purchased the advantages include: ownership and usage of the system without additional cost; and choice of purchasing additional equipments (Bramer, n.d.). However, the downsides of leasing will be: high interest rates, reduced flexibility of disposing obsolete equipments, maximum system usage; and chances of dispossession if it is unpaid (Bramer, n.d.). When purchased, the disadvantages will be high initial capital costs (Bramer, n.d.). 2.2 User Preparation User preparation involves readying the key personnel in the organisation, from top management down to low level management who will be affected in the new system application. It includes marketing, training, documentation and support. The training is the very highlight in the entire process because it can affect the efficiency and effectiveness of both the system and users (Baldauf & Stair, 2011). It also covers the system security features and timeline of the entire process. 2.3 Hiring and Training Of Personnel After the system is purchased or developed, the hiring and training of personnel must also be considered. These personnel must know their role and responsibilities in facilitating effective implementation. When hiring key personnel, their qualifications must consist of outstanding expertise in handling the systems. The objective of this training is to prepare them to manage the whole software applications, thus facilitate the training of the end-users. Adams et al. (2004) recognized the role of consultants as beneficial because they don't just provide experience and expertise but also there would be no conflict of interest involved in making decisions since they're not under the umbrella of the company (cited in Tavassoli & Toland, 2008). 2.4 Site and Documentation Preparation Site preparation usually involves preparing the work environment, hardware installation and equipment configuration, like data, hardware and software definitions required and providing required facilities (Davis & Yen, 1998). The documentation preparation consists of all instructions and materials necessary in explaining all components of the computer system (Davis & Yen, 1998). Usually, this involves data preparation which is establishing the master data files like records of customers, vendors, general ledger accounts and inventory products. 2.5 Installation, Testing and Start-Up Installation means placing the computer equipments and other essential parts in the site and makes it operational. To do so, testing the equipments will be necessary and that is to verify and validate the new system in a controlled environment (Baldauf & Stair, 2011). The startup involves four ways. First is the Direct Changeover in which the old system is completely stopped so that the new system can have a full takeover. Parallel running is running the old system and new system in parallel movement but have independent functions. The third method is the Phased implementation. With this, the new system will be introduced by stages that gradually replace the old system until the complete take over. The last one is the Pilot running in which one department will be piloted or used to test the new system. If positive results came out, all other departments will be installed by the new system (Implementation strategies, n.d.). 2.6 User Acceptance The involvement of the end-users during the implementation process is very essential because it can either bring success or failure. Nowadays, technology has become larger and more complex (Tavassoli & Toland, 2008). It is very likely to happen that there would be end-user resistance once the new system is implemented. Adams et al. (2004) stated some examples on how they would respond to the new system and one will be the unwillingness to use the new system and continuing to use the old one (cited in Tavassoli & Toland, 2008) which may result to unexpected delays, costs and project instabilities. The reasons of end-user resistance could be lack of management support or inadequate training (Tavassoli & Toland,2008). 3. Overall Benefits The three levels of management (Operational, Middle and High Level) will benefit the implementation of a new computer system. In the Operational level, there will be an increased speed and level of accuracy in handling all business transactions. The Middle level will benefit the use of computers in all business problems which will then affect the decision making process. Lastly, the High level management will have a timely access of the information and other updates recorded and reported by the computer system to evaluate the status of the company (Ramaraobobby, n.d.). This can also generate profit because the complexities on IT are resolved. 4. Sample Situation The London Ambulance Service (LAS) Computer Aided Dispatch System failure is one good example of weak implementation of a new computer system. This is the largest ambulance service in the world that serves 6.8 million people. Its central emergency system, managed by LAS Headquarters in Waterloo, will respond to about 60% of emergency services out of 2000 to 2500 calls requested daily (Musick, n.d.). The old system used was completely a manual type. The main task were: receiving of emergency request call, filling out a paper, finding the location on a map, and putting the form on a conveyor belt (Musick, n.d.). Next is the resource identification and assignment of available units for that request that mobilize ambulance units with complete details of the call (Musick, n.d.). The proposed system consists of Computer Aided Dispatch (CAD), Computer map display and Automatic Vehicle Location System (AVLS) with mobile data terminals (MDTs). LAS implemented this new system in a Direct Changeover that generated issues, including a project cancellation and re-design. When one software system was developed, they deployed it right away on October 26, 1992 which led to a huge failure including 46 deaths (Musick, n.d.). A number of causes were raised that rooted from software flaws, hardware incapacity and issues from vendors and organisation’s management. 5. Conclusion and Recommendations Organisations are forced to change a new system to minimize the occurrence of failure. But sometimes, it’s not the system error that causes the business to fail on their goals. The actions of the management are sometimes the main cause. Just like the case of LAS, the decision to deploy the system that still have irregularities put the entire operation into risk and all people who depended much on their emergency response service. On the case of Craven Comics, such mistake could be avoided if proper execution of all system approaches was taken. First is providing a clear definition of information system strategy in all business operations (Lilley, n.d.). This includes knowing the whole objective or goal of Craven Comics. If the idea of the company is to implement new computer system as a strategic solution, then the company must impose a proper implementation: 1. During acquisition process, the quality and effectiveness of all hardware and software must be checked and it must come from reliable suppliers; 2. If the system covers Privacy Act, then it must also be covered during implementation. Likewise, the organisation must also assign schedules of all the activities that will be taken to have a consistent flow of implementation (Implementation plan, 2003). 3. When seeking assistance from an IT consultant, the company must look into the qualifications of that person, like experience in both manual and automated systems, experience on the business sector and standards of the consulting firm he worked (Lilley, n.d.); 4. In the site preparation, the facility must pass the architectural, structural, electrical, heating/air conditioning, and plumbing requirements (Glann, 2009); 5. Weight all advantages and disadvantages of the four methods of start up. All methods have limitations, that is why the company must determine the immediate effect of each method. 6. To reduce end-user resistance, the company must make sure that they participate and support in all activities and training, proper communication and consultation from IT experts. This writer recommends that communication, training and support must be given more emphasis (Tavassoli & Toland, 2008). Once it's taken into consideration, the attitude of the management must also be evaluated through proper ethics imposed by the company. After the new system is implemented, there must be a consistent checking or review of its status so that the top management and IT personnel can evaluate it and extend proper measures if there’s a problem. References Baldauf K. & Stair, R., 2011. Succeeding with Technology. Course Technology, [Online]. Available at: http://books.google.com/books?id=87r3mqIlJ30C&pg=PA534&dq=new+computer+system+implementation&hl=en&ei=L72JTcPlA5G3rAep8JDcDg&sa=X&oi=book_result&ct=result&resnum=5&ved=0CEQQ6AEwBA#v=onepage&q=new%20computer%20system%20implementation&f=false [Accessed 25 March 2011]. Bramer, B., n.d. Selection of computer systems to meet end-user requirements. DeMontfort University, [PDF]. Available at: http://www.cse.dmu.ac.uk/~bb/Teaching/ComputerSystems/ComputerSelection/ComputerSelection.html#cost [Accessed 24 March 2011]. Davis, W. S. & Yen, D. C., 1998. Implementation. CRC Press, [Internet] 28 December. Available at: http://www.hit.ac.il/staff/leonidm/information-systems/ch76.html#Heading7 [Accessed 25 March 2011]. Glann, N., 2009. New information system implementation. Associated Content from Yahoo!, [Internet] 31 October. Available at: http://www.associatedcontent.com/article/2339724/new_information_system_implementation_pg3.html?cat=15 [Accessed 23 March 2011]. Implementation plan, 2003. The Department of justice systems development life cycle guidance document, [Internet] January. Available at: http://www.justice.gov/jmd/irm/lifecycle/appendixc20.htm [Accessed 25 March 2011]. Implementation strategies, n.d. Katherine Lady Berkeley's School, [Internet]. Available at: http://www.klbict.co.uk/gcse/theory/5_3/5_3_3_implementation.htm [Accessed 25 March 2011]. Lilley, V., n.d. How to profit from an information systems strategy. Lilley Information Systems Ltd., [Internet]. Available at: http://www.lilleyinfosys.co.uk/is-strategy.html [Accessed 25 March 2011]. Musick, E., n.d. The 1992 London ambulance service Computer aided dispatch system failure. ErichMusick.com, [Internet]. Available at: http://erichmusick.com/writings/06/las_failure.html [Accessed 24 March 2011]. Ramaraobobby, n.d. Importance of computer systems in today's management world. Wonderful Tech.Stuff, [Internet]. Available at: http://tech-wonders.blogspot.com/2009/07/importance-of-computer-systems-in.html [Accessed 24 March 2011]. Reference for Business, n.d.a. Computers and computer system. [Online]. Available at: http://www.referenceforbusiness.com/small/Co-Di/Computers-and-Computer-Systems.html [Accessed 23 March 2011]. Reference for Business, n.d.b. Management informations systems. [Online]. Available at: http://www.referenceforbusiness.com/management/Log-Mar/Management-Information-Systems.html [Accessed 23 March 2011]. Tavassoli, L. & Toland, J., 2008. Strategies for Dealing with End-User Resistance. 19th Australasian Conference on Information Systems, [Internet] 3-5 December. Available at: http://www.bsec.canterbury.ac.nz/acis2008/Papers/acis-0103-2008.pdf [Accessed 24 March 2011]. Read More