1.1 Planning and System Installation Flashcards
1.1.1
Identify the context for which a new system is planned.
- What is the scope of the system?
What are the client requirements / specifications for the new system? - Ethical considerations such as (security, privacy, confidentiality)
- What is the budget for this new system?
- What are the technological constraints which may arise due to hardware or software limitations?
- Time limitations
- How will users adapt to the new system? (new UI, new functionality, etc)
1.1.2
What is change management?
Change management is a structured approach aimed at guiding individuals, teams and departments through transitions.
1.1.2
What are common problems encountered when changing systems?
- People do not like change as it requires effort
- There may be bugs in the new system.
- Data migration errors may occur when switching systems, leading to frustration, data corruption, and significant costs.
- People may have trouble understanding how new systems work which leads to disorganisation and lower productivity.
- It may be expensive and costly.
1.1.2
What are common steps to change management?
Some steps to change management include:
1. Plan: Integrating the new system must be properly planned and the business needs to have a clear mission for the change process.
1. Communication: Communicate the change to stakeholders so confusion is cleared up and people know what to expect.
1. Integrate: It is time to integrate the new system and be sure to have a change program in place.
1. Evaluate: At every step of the change, evaluate it and see what can be improved or changed.
1.1.3
Define legacy system
A legacy system is an old method, technology, computer system, or application program, that is outdated but still in use. The system is no longer maintained and may be incompatible with newer systems.
1.1.3
Define business merger
A business merger is the merging of two companies. Mergers can be tricky as there are often compatibility issues, especially when merging across international borders.
1.1.3
Outline compatibility issues resulting from situations including legacy systems or business mergers.
- Language differences
- Time zone differences
- Businesses not using the same software environment (Microsoft office, slack, etc)
- Software and hardware compatibility (e.g. legacy systems, network infrastructure differences, divergent software platforms)
- Different file formats
- Different international conventions on dates, currencies, or character sets
1.1.4
What are the advantages of hosting systems remotely (SaaS)
Software as a Service (SaaS) uses the Internet to deliver subscription software services, which are managed by a third-party vendor.
* More scalable: Infrastructure already exists to scale up, user could buy a better subscription
* Lower initial cost: No need to build and maintain the IT infrastructure yourself. No expensive upfront licensing fees.
* No need to maintain system yourself: No need to maintain software or infrastructure
1.1.4
What are the disadvantages of hosting systems remotely (SaaS)
Software as a Service (SaaS) uses the Internet to deliver subscription software services, which are managed by a third-party vendor.
* Security risk: Reliant on a third party to store and protect your data.
* Loss of control: Users must rely on the third party vendor for security, updates, and feature development.
* Requires internet for access
* Limited customisation: Might not be tailored for each user’s specific requirements.
1.1.4
What are the advantages of hosting systems locally (using client hardware)?
- Companies have full control over the software, data, and infrastructure, making it easier to customise and secure as needed.
- Data is stored locally, giving organizations more control over sensitive information and compliance with data privacy regulations.
- Local software can offer high performance as it doesn’t rely on internet connectivity.
1.1.4
What are the disadvantages of hosting systems locally (using client hardware)?
- Higher initial costs (including software licenses, hardware)
- Companies are fully responsible for maintaining the system (likely requires specialist staff)
- Scalability is more difficult as it may require a lot of time and investment rather than buying a better subscription.
1.1.5
Evaluate parallel changeover
Parallel conversion / changeover (Run both old and new systems alongside each other for a time before switching entirely to the new system):
* No data loss if new system fails
* Easier to adapt to the new system
* Costly and resource intensive to run two systems at once
1.1.5
Evaluate pilot changeover
Pilot conversion / changeover (Run the new system in only one part of business only before replacing the entire old system with the new one):
* If system fails, only one department is affected
* However, if there is system failure, the part of the business running the new system will have no backup
* Cheaper as the systems are not run simultaneously
* Can test if system works before implementing it to more departments.
* However, the system may work in one part of the business but not the rest
* Suddenly switching systems may be jarring to users
1.1.5
Evaluate phased changeover
Phased changeover / implementation (the old system is being replaced part by part by the new system):
* Each component of the new system can be tested before installing a new component
* Staff can be trained in stages/ does not have to learn using the new system all at once
* there is no backup if the implemented part of the system fails
* If a system is complex, it may be hard to implement it in phases
1.1.5
Evaluate direct changeover
Direct changeover (Old system is stopped and directly and completely replaced by the new system with no overlap):
* Least costly as no two systems are run simulaneously
* Harder for users to adapt to the new system
* No backup if the new system fails
