Information Systems Implementation and Management: Key Issues - Essay Example

Name : xxxxxxxxxxx Institution : xxxxxxxxxxxx Title : Information Systems implementation and Management – Key Issues Tutor : xxxxxxxxxxx Course : xxxxxxxxxxxx Date : xxxxxxxxxxxx Abstract Information systems are an important aspect of today’s organizations that are being used to increase their productivity. As such, they are a crucial point of discussion especially to managers who are concerned with their effective management and implementation. This paper discusses some of the problems that managers are faced with in the management of these systems as well as strategies to avoid them. It also outlines the implementation aspects of these systems with a discussion on the implementation process. Table of Contents Abstract 2 Table of Contents 3 Information Systems implementation and management – Key Issues 3 Information Systems 3 Information Systems management 4 Information Systems implementation 8 Software and hardware acquisition 9 User preparation 10 Personnel hiring and training 10 Site preparation and installation 11 Testing 11 Start up 12 User acceptance 13 Conclusion 14 Bibliography 15 Information Systems implementation and management – Key Issues Information Systems Information systems refer to a new discipline that is concerned with the strategic, operational and managerial activities that are involved in collecting, processing, distributing, storing, and the use of information within organizations (Avgerou, 2000). Information systems usually include data, people, hardware, procedures, and software that are applied so to collect and evaluate digital information. Information systems are important in organizations as they help the organizations to improve their efficiency as well as effectiveness. There are several types of information systems that are used by organizations. These include transaction processing systems, decision support systems, database management systems, office information systems, knowledge management systems, and management information systems (Chin-Sheng, 2006). Managers within organizations have to decide on which information systems to use so as to ensure continued productivity. Two important issues that they have to consider are the management and implementation of these systems. Below is a discussion on the key issues that affect the management and implementation of information systems. Information Systems management Information systems are increasingly being used by organizations with the aim of bettering their productivity and meeting shareholder demands. As such, managers need to effectively manage the information systems that are being deployed within their organizations so as ensure that they successfully achieve their functions (Smith, 1995). A major concern for managers is aligning the use of information systems to the overall business strategy (Ward, 1995). This is because different information systems place different demands on the organization’s information technology resources as well as its human resource. Typical information systems encompass content, people, process, and technology (Steve, 2001). All these components are critical to the eventful success of information systems within an organization. It is therefore very important that managers are in a position to control these components effectively so that the information systems deployed are able to meet the needs of the organization. Managers are confronted with numerous information systems challenges and issues: A huge number of dissimilar information management systems. Limited integration or harmonization between various information systems. A wide Range of legacy systems that require replacement or upgrading. Competition over resources between various information systems. A lack of clear strategic course for the overall technology environment (Clemons, 2002). Inadequate and inconsistent adoption of information systems by the organization’s staff. The lack of lack of consistency, quality information, duplication, and outdated information. Little appreciation and support of information systems by senior management. Limited resources for the deployment, management and implementation of information systems (Clemons, 2002). The lack of enterprise-wide application of some of the information systems. A large number of different organizational needs as well as issues that need to be addressed (Clemons, 2002). The lack of clarity about broader organizational strategies and information systems needs. Difficulties in transforming working practices for comprehensive adoption of the information systems by staff. Internal politics that impact on the capability to organize information systems adoption within the organization (Clemons, 2002). All these difficulties affect how managers are able to effectively manage information systems that have been adopted by their organizations. In addition, the adoption of new information systems is a complex task especially for large organizations that have several departments and numerous offices in different places. The rolling out of standard information systems may result in complications as some of the applications may not be of use to some departments or in other regional offices depending on the business activities that are carried out there. The managers may also be faced by the problem of choosing the right vendor to provide the organization with custom programs and applications that will be used in the information systems that they want to deploy. The adoption of new systems may be a problem as the employees and other users of these systems may be against the use of new systems that they are unfamiliar with as they tend to cling on to the old system that they are already used to using. In order to effectively manage information systems, managers need to adopt a number of strategies that will ensure the new information systems are successful. They need to enhance the overall information systems governance within the organization thorough adequate planning. This is important as it improves the understanding of information systems among top executives of the organizations, employees, consumers and other stakeholders (Ives & Learmonth, 1999). The managers need also to make better information systems decisions based on higher quality in addition to more well-timed information. Another important factor is the need to align information systems project programs with the overall business requirements. This helps to prevent loss of information systems resources which would rather be costly to the organization and result in unproductive information systems. They should also prevent the likelihood of information systems breaches that could result in the loss of critical information rendering the systems ineffective (Ives & Learmonth, 1999). The managers need to contribute considerably in the observance of important regulatory requirements to ensure successful deployment and implementation of information systems. Managers should achieve competitive advantage through the use of more effective and efficient information systems. This goes hand in hand with the careful planning and implementation of information systems operations through an integrated approach towards processing integrity, security, and availability of high quality information. This is achieved through enhanced risk management capabilities and prioritization of information systems initiatives (Ives & Learmonth, 1999). Information Systems implementation Information systems implementation entails the utilization of software, hardware and information so as to meet the operational needs of an organization. The successful implementation of information systems requires suitable software and hardware technologies; high quality, consistent, and interoperable information; the fitting skill set of the employees that will use the information system; and a favorable organizational environment (Burroughs, 2008). The implementation of information systems is dependent on the strategic fit involving the technologies that have been selected to be used in the information systems and the organization’s business goals and objectives. In addition, information systems involve people and therefore their implementation is also dependent on user acceptance. Other important factors that affect the implementation of information systems include their operational efficiency, overall reduction in operating expenses and the enhanced competitiveness of the organization. Information systems implementation needs to take into account the social and cultural environment that exists within an organization. This is because they are to be used by people whose social and cultural aspects play a major role in the workplace. As such, their implementation is dependent on the principles and assumptions that were made by the people who decided on their deployment as well as those of the employees that will be using them. Implementation is also dependent on the information requirements of the process that these systems automate (King, 2000). Implementation of information systems occurs in several important stages which include hardware acquisition, software acquisition, user preparation, personnel hiring and training, site preparation, installation, testing, start up and user acceptance. Software and hardware acquisition The new information systems are reliant on the proper use of appropriate hardware that is capable of meeting the information system’s requirements. Hardware that is needed includes desktop computers, servers, multiplexers, telecommunication equipment, concentrators, and the necessary internetworking tools. These should be acquired on time so as to ensure implementation is done on schedule so as to guarantee the success of the information systems. The software that these information systems uses are also very important as it determines how the systems will work. It is therefore important that the managers are able to evaluate the various software products available in the market so as to get the best suited for the job. Alternatively, they could opt on in-house developed software that is custom made for the information systems to be deployed. This option is much advantageous since the software is developed by the organization’s information technology department that is aware of the information needs of the organization and therefore come up with software that will meet these needs appropriately. User preparation User preparation involves informing and readying the various key players within the organization about the new information system to be deployed. These include top level managers, employees, consumers, and stakeholders. This is necessary as it prepares these people so as to enable them adopt the system effectively. User preparation therefore entails user training these people on how to use the new information system so that they are able to use the system correctly, effectively and efficiently. This process might comprise of providing these people with the necessary documentation of how the system works, how it is installed, the various tools that it uses, and any other supporting information that the system uses. The exercise can be conducted by internal trainers or by hiring external trainers especially for outsourced software that is complex and hard to use. Personnel hiring and training Depending on the complexity and size of the new information system that an organization is deploying, it might have to hire additional people who are familiar with the software and hardware that the system utilizes. This is important especially for the information systems personnel who will have to interact with the system on a daily basis in addition to carrying out regular maintenance work on the system in the event that it breaks down. Site preparation and installation This involves finding the appropriate location where the system will be installed. There is need for ample space is created so as to place the various hardware components that will be used by the system. In addition, there could be the need for extra air conditioning, low temperatures similar to server rooms or sound proofing material if the system produces some kind of noise. Installation involves setting up the new system at the designated place ensuring safety and security measures are put in place. Testing This is done to ensure that the new information system is working as expected. This is carried out several times to ascertain that each component of the system is working well without any errors. There are several types of testing that can be done. Alpha testing entails testing an unfinished version of the new information system. Beta testing entails testing a complete version of the new system. Unit testing entails developing test data that is then used to force computers to perform every statement in the new system. It also involves the use of abnormal data to test each application in the system to determine whether the system is able to handle problems arising from the use of bad data. System testing entails testing all the smaller programs within the complete system together. This testing method is used especially in systems where the output from one program is used as the input for another program within the system. As such, it ascertains that the system is able to generate the expected results as each program is working properly. Volume testing involves ascertaining the new system can handle huge quantities of data under typical operating conditions. Integration testing is done to ensure that each smaller program within the system is working together seamlessly with the other programs. It also guarantees data is able to flow from one program to the other without any errors. This type of testing is usually carried out after system and unit testing (Lucas, 2007). Acceptance testing entails making sure that the complete information systems is working as expected with all performance objectives being achieved. This test involves testing such aspects as disk access methods, runs times and memory requirements of the system. This testing usually involves the users indicating whether they are able to use the system properly. Start up This is the initial use of the tested information system making it fully operational. There are several approaches to start up that an organization could use. The direct conversion approach entails discontinuing the old information system and initiating the new system. This approach could be disadvantageous in the event the new system does not work effectively and the old system has been discontinued. The second approach is the phase approach where the new system is slowly introduced in phases while the old system id slowly faced out. This gradual process occurs over time allowing people to get used to the new system and ensure its completely working as desired (Lucas, 2007). The third approach is the pilot approach that entails running a smaller version of the new information system alongside the old system. Once the new system is found to work without any problems, it is then introduced making it fully operation while the old system is discontinued. There could be smaller pilot programs for every application that the new system does hence this approach could take time to implement. The fourth approach is the parallel approach whereby both the new and old information systems are run simultaneously. The results from each system are then viewed and analyzed and the better system of the two is adopted. User acceptance This involves the signing of any documents by the user stating that a phase of the installation or the entire information system has been installed. These are formal legal documents that reduce the amount of liability from a vendor who has supplied the organization with any critical part of the system from any future problems to the system that that could take place. The signing of these documents usually happens if the new system involves the use of components from outside vendors. Since these are legal documents, organizations may seek legal advice before signing them (Lucas, 2007). There should also be accompanying documentation that serves as a user’s manual indicating all diagrams, flow charts as well as the explanations of the technical aspects included in the new system. Conclusion Information systems have increasingly become important in organizations as they help the organizations to improve their efficiency as well as effectiveness. Information systems usually include data, people, hardware, procedures, and software that are applied so as to collect and evaluate digital information. Since there are several types of information systems, managers within organizations have to decide on which information systems to use so as to ensure continued productivity. Of concern to managers is the management and implementation of thee systems in organizations. Management is important since these systems need to increase the productivity of the organization yet they encompass several critical resources which are content, people, process, and technology. These resources need to be managed effectively for continued success of the systems Implementation as also a critical aspect of information systems and entails the utilization of software, hardware and information so as to meet the operational needs of an organization. In addition, successful implementation of information systems requires high quality, consistent, and interoperable information, suitable software and hardware technologies, the fitting skill set of the employees that will use the information system, and a favorable organizational environment. Implementation of information systems occurs in several important stages which include hardware acquisition, software acquisition, user preparation, personnel hiring and training, site preparation, installation, testing, start up and user acceptance. Bibliography Avgerou, C. 2000. Information systems: what sort of science is it? Omega, 28, 567-579. Burroughs, A. 2008. Information Systems Implementation. New York: Cengage Learning. Chin-Sheng, C. 2006. Enterprise information systems VII. New York: Springer. Clemons, E. 2002. "Information Systems for Sustainable Competitive Advantage". Information and Management (1:3), pp. 131-136. Ives, B, & Learmonth, G.1999. "The Information System as a Competitive Weapon," Communications of the ACM (27:12), pp.1193-1201. King, W. R. 2000. "Strategic Planning for Management Information Systems," MIS Quarterly (2:1), pp. 27-37. Lucas, H. C. 2007. Implementation: the key to successful information systems. New York City: Columbia University Press. Smith, T. 1995. Information systems management: the MACRO approach. London: Butterworth-Heinemann. Steve, C. 2001. Information systems strategic management: an integrated approach. New York: Routledge. Ward, J. 1995. Principles of information systems management. New York: Routledge. Read More