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Dos and Don’ts of System Implementation

Dos and Don’ts of System Implementation. Session 23 W Scott Erwin, Sr., CGFM, CRA Director – OSP, Texas State University – San Marcos Dianne Bozler President, ERA Software Systems. Implementation Phases. Phase I Project Plans Process Analysis Phase II Software Installation

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Dos and Don’ts of System Implementation

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  1. Dos and Don’ts of System Implementation Session 23 W Scott Erwin, Sr., CGFM, CRA Director – OSP, Texas State University – San Marcos Dianne Bozler President, ERA Software Systems

  2. Implementation Phases • Phase I • Project Plans • Process Analysis • Phase II • Software Installation • Interface Definition • Phase III • Load Legacy (if desired) Data • Phase IV • Training • Change Management and Preparation for Roll-Out • Go-Live

  3. Key Success Factors • Dedicated Resources • Advocates from Management • Communication Strategy • Internal Project Plan • IT Support and Involvement • Trained Local Experts • Using the software “off the shelf” before requesting customizations

  4. Installation • Process of moving from old system to new system • Conversion of data must be planned • Four approaches to installation • Direct (Big Bang) • Parallel Installation • Single Location Installation • Phased Installation

  5. Direct Installation

  6. Parallel Installation

  7. Single Location Installation

  8. Phased Installation

  9. Which way is best? Parallel Installation Direct Installation Single Location Installation Phased Installation

  10. Is implementation a success? • Is the system used? • 1. • 2. • 3. • 4. • 5. • 6. • Is the user satisfied?

  11. Factors influencing implementation success • User’s personal stake • System characteristics • User demographics • Organizational support • Performance • Satisfaction • Political …

  12. System Documentation • Detailed information about a system’s design specs, its internal workings, and its functionality

  13. User Documentation • Written or visual information about an application system, how it works, and how to use it.

  14. What Makes Good Documentation? • Contains an overview, index, getting started instructions, I.e. – very structured • Describes functionalities • Contains task-based documentation • “How to’s…” • Frequently Asked Questions • Messages & their meanings

  15. Training the end-users • What do users want? • Training early on • Training manual • Straightforward teaching techniques • 1. • 2. • 3.

  16. Training Methodologies • Instructor Led • One-on-One • User-Led • External sources

  17. Common Training Methods • Tutorial - one person at a time • Courses - several people at a time • Computer-aided instruction • Interactive training manuals - cmbo of tutorials and CAI • Resident expert • Software help components • External sources (vendors)

  18. Supporting the End-user • Information Center / Help desk • Automating support • Resident expert • Other things to consider: • Providing recovery and backup • Disaster recovery • PC maintenance

  19. Guess What Despite good planning and perfect execution, Things can and will go wrong

  20. Key • The key when things go wrong, is how you and your team respond • Don’t play the blame game • Notify interested parties that there is a problem and you are working a resolution • How you respond is pivotal in how the implementation will be viewed and accepted across campus (for years to come).

  21. Thank You Please complete your evaluations If you have any additional questions, please contact us. W Scott Erwin, Sr., CGFM, CRA Director – OSP, Texas State University – San Marcos we10@txstate.edu Dianne Bozler President, ERA Software Systems dbozler@erasoftwaresystems.com

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