SEEM 3430
Tutorial 9
Lanjun Zhou
Outline
• Introduction to Assignment Phase 4
• Transition to the new System (Chapter 13)
– Making the transition to the new system
– The migration plan
– Postimplementation activities
– Applying the concepts at Tune Source
Introduction to Assignment Phase 4
• Final Report
– System Introduction (20%)
– Requirement Specification report (10%)
– System Analysis report (10%)
– System Design report (10%)
– Implementation Plan (50%)
Introduction to Assignment Phase 4
• System introduction
– System description: Overview of the processes the
system is intended to support.
– Assumptions and Constraints
• Resource availability and skill sets, (Hardware)
• Software and other technology to be reused or
purchased,
• Constraints associated with product interfaces.
Introduction to Assignment Phase 4
• Implementation Plan
– User Manual
– Test plan
– Staff plan
– Time plan
User Documentation
• Detailed description: P456~P463 of the text
book
• Requirements:
– Procedures manuals and Tutorials
Test Plan
• Only Unit Test
– Unit tests focus on one unit—a program or a
program module that performs a specific function
that can be tested.
• Only Black-box Testing
– The tester focuses on whether the unit meets the
requirements stated in the program specifications.
Test Plan
Staff Plan

Role Requirement
Role
Project Responsibility
Software
developer
Implement the system

Skills Required
Get familiar with Java
and have computer
science background
Number
of Staff
Required
Estimated
Start Date
1
Jan. 2013
Duration
Required
6 Months
Training Needs
Role/Staff Resource
Training Need
Timeframe
Needed
Anticipa
ted Cost
Suggested
Vendor/Method
Software developer
Invite a system
designer to held a
whole day
session of tutorial
for developer to
know the detail
of the new
system.
1 day
1,500HK$
Seminar
Time Plan : Gantt chart
• Time arrangement for major tasks
• First Level (if waterfall model is adopted)
• Second Level (Implementation as an example)
Assignment Phase 4
You are encouraged to find more reference for
making an excellent report.
Q&A
Making the transition to the new system
• It is difficult for people to change.
• Lewin’s three-step model
– unfreeze
– move
– refreeze
The migration plan
• Specify what activities will be performed when
and by whom as the transition is made from
the old to new system.
Preparing the business
Selecting the Conversion Strategy
• The process by which the new system is introduced into
the organization.
Characteristics of
Conversion strategies
Preparing a Business Contingency Plan
• Help the business withstand relatively small problems
with the new system.
• Parallel conversion is one approach to contingency
planning.
• During the development of the migration plan, the project
team should devote some attention to:
– identifying the worst case scenarios for the project
– understanding the total business impact of those worst case
scenarios
– developing procedures and workarounds that will enable the
business to withstand those events
Preparing the Technology
• Buy and install any needed hardware.
• Install the software
• Convert the data from the as-is system to the
to-be system
Preparing the People
Understanding Resistance to Change
• People who will use the new system need help
to adopt and adapt to the new system.
• People resist change.
• When people are presented with an
opportunity for change, they perform a costbenefit analysis.
– The cost of benefits form the system
– The costs and benefits associated with the actual
transition process itself.
Understanding Resistance to Change
• Cost and Benefits of Change
Revising Management Policies
• Management policies provides goals, define
how work processes should be performed, and
determine how organizational members are
rewarded.
• Three basic tools for structuring work
processes in organizations:
– Standard operating procedures
– How people assign meaning to events
– Resource allocation
Assessing Cost and Benefits
• Develop two clear and concise lists of costs
and benefits provided by the new system (and
the transition to it).
– From the perspective of the organization
– From the viewpoints of the different potential
adopters expected to change, or stakeholders in the
change.
Motivating Adoption
• Most important factor
– Provide clear and convincing evidence of the need
for change.
• Two basic strategies:
– Informational and political.
• To convince potential adopters that the change is for the
better (cost-benefit)
• To motivate the change using organizational power
– Often used simultaneously
Enabling Adoption: Training
• What to train
– How to use the system
• Training for business systems should focus on helping
the users to accomplish their jobs, not on how to use the
system.
• How to train
– Classroom training
– One-to-one training
– Computer-based training
Selecting a Training Method
Postimplementation Activities
• Goal
– To institutionalize the use of the new system
• Three key postimplementation activities:
– System support
• Help the user to use the system.
– System maintenance
• Refine the system to make sure it continues to meet business needs.
• More money and effort are devoted to system maintenance than to
the initial development
– Project assessment
• Understand what was successful about the system and the project
activities and what needs to be improved.
Example
• Installation of the Digital Music Download
system at Tune Source
– There was no as-is system
– Most changes would be felt by the staff
• Assist customers using the in-store kiosks to buy music
downloads
• CEO did not expect any major problems in this
change
Implementation Process
• Installing the in-store kiosks and training the
staff in all 50 of Tune Source’s stores
– The in-store kiosks are new and not changing any
old functions
– Style?
• Direct
– Locations?
• Pilot
Preparing the People
• Issues
– Existing staff has to change (internal transfer etc.)
– New staff are hired
• Information campaign discussed the reasons
for the change
• New management policies were developed
with a training plan
– Classroom training
Postimplementation Activities
• Support of the system
• System maintenance
• Develop the next version
– Optimizing searches, fast flawless file transfer
protocols.
• Preliminary system review
– Increase of sale
– Operating expenses
Thanks!
Q&A