Factors for Successful Implementation of Enterprise Systems - Essay Example

Once the new accounting information system is developed the next phase is the system implementation phase.

System Implementation could be considered as the process of installing hardware and software and getting the AIS operating efficiently and effectively (Hall, 2008).  

The delivery part comprises of various sub-activities that include selection and training of personnel, compilation and completion of the document and finally converting all operations to the new AIS (Nah, Fui-Hoon, Lee-Shang, & Kuang, 2001).

The implementation phase initiates with the planning process which involves the establishment of estimates of costs, timing, and assigning of responsibilities to individuals involved in this process. This process also identifies the changes required in the organizational structure and different risks which could affect the successful transformation process. The companies tend to develop a fallback strategy if these risks become difficult to overcome.  

Preparation of site is a lengthy process as it relates to activities that allow new and improved space and infrastructure for the new system by either increasing the area, storage capacity, or offices.  These activities must be initiated well ahead of the implementation deadline. In addition to these activities preparation also involves the selection and testing of hardware, software, and vendors for efficient implementation of the accounting information system.

Other sub-activities of the construction part involve testing the new system. Testing is typically performed at four levels. These include 1) unit testing which ensures the correctness of individual modifications 2) program testing which checks the compatibility between individual modifications and the program they enhance 3) system testing establishes whether the program modifications tally with the overall objectivity of the AIS and finally 4) acceptance testing that ensures the overall user expectations are met and the desired results from the accounting information systems are achieved (Nah, Fui-Hoon, Lee-Shang, & Kuang, 2001). Different forms of testing could be used such as walkthroughs and processing test transactions etc.

The selection and training of personnel is a difficult task that may involve decisions regarding hiring from outside or hiring within the organization from other departments. In both cases staff requires training but systems often do not deliver the desired outcome as companies do not prioritize the training element of the new system due to the high costs and time involvement. This would result in lower productivity and in fact higher costs. Companies usually have access to different types of training tools that could yield better adaptability and achievability from the staff using the new system. Also, it requires the retention of those staff that actually understands the system and has the knowledge to maintain and upgrade the system if so and when required (Romney & Steinbart, 2005).    

Completion and documentation of development documents that provide details of the new systems is a crucial step. It involves the preparation of three different types of documentation covering development, operational, and user levels. 

Once all the above activities are completed the last activity would be the conversion step which finally allows the transition from the old AIS to the new AIS. Companies usually operate both systems parallel to each other for a specified period of time till confidence levels are obtained. Also, it is also observed that companies phase out the old system by implementing stage-wise and site-wise transitions to the new system.

The last step in the implementation process is the support which renders two objectives which are first to update and maintain the AIS and secondly through continuous improvement in the business via adjustments to the AIS on the grounds of changing business and environmental conditions. The changes could lead to future opportunities or problems that the company should be able to conceive and control (Romney & Steinbart, 2005).