5. Implementing Computer Based Information Systems

Question 1

What is the name given to functions of off the shelf software that the user doesn’t need?

Answer 1

Bloat ware. Increases the hard drive space needed.

Question 2

Name 4 advantages of ‘off the shelf software’

Answer 2

It is just a one off cost. Help is more readily available via online help or books. Bug fixes released regularly by the company. It is also immediately available.

Question 3

What might some staff think of the new system?

Answer 3

They might feel it will lead to job losses as they might not have the skills required to use the new system. Staff should be involved in discussions to where they can voice their own opinion. If they feel supported, they are more likely to accept changes and feel confident in the new system.

Question 4

How can you keep the staff happy?

Answer 4

They need to be reassured their jobs are not in jeopardy. Give staff easy access to user guides to make them more independent and efficient in work.

Question 5

What should you take into account when considering an upgrade in hardware of software?

Answer 5

The expertise of staff. The costs involved and budget given by the organisation. The benefits the system will bring compared to the current system.

Question 6

Name 3 advantages/disadvantages of custom written software.

Answer 6

Need to hire the company to write the software which is pricey. Can only get support from the people who wrote the software. Will fit the purpose precisely.

Question 7

What are the four main strategies for implementing a system?

Answer 7

Parallel, phased, pilot and direct.

Question 8

What is a parallel installation method?

Answer 8

The old and new systems are run concurrently during a parallel installation. The results from each are compared for accuracy and consistency. The old system is not discarded until they know the new one is working.

Question 9

What is a phased installation method?

Answer 9

Used with larger systems where the system to be put in place has several smaller subsystems. Each subsystem is introduced one at a time, making sure each one is working before commissioning the next.

Question 10

What is a pilot installation method?

Answer 10

This requires selected departments to use the new system before other departments which continue to use the old system until the pilot has been proven to work correctly.

Question 11

What is a direct installation method?

Answer 11

The direct or ‘big bang’ approach is the riskiest. Completely replaces the old system at a designated time.

Question 12

What are the advantages of parallel installation?

Answer 12

If a problem is found with the new system, the old system is still in place. Little or no detrimental effect on the company.

Question 13

What are the disadvantages of parallel installation?

Answer 13

Data is duplicated. Staff undertake tasks twice. Inconsistencies have to be checked and errors have to be located.

Question 14

What are the advantages of phased installation?

Answer 14

Problems or bugs within small subsystems making it easier to find the error and correct it. Limits the detrimental effect on the company.

Question 15

What are the disadvantages of phased installation?

Answer 15

Slow to commission the complete system. Very expensive in terms of staff and time costs.

Question 16

What are the advantages of a pilot installation?

Answer 16

If a problem or bug is found with new system, these can be rectified before implementation continues. Limits the detrimental effect on an organisation.

Question 17

What are the disadvantages of a pilot installation?

Answer 17

Implementation can take a long time. Very expensive in terms of staff and time costs.

Question 18

What are the advantages of a direct installation?

Answer 18

Potentially the cheapest in terms of staff and time costs.

Question 19

What are the disadvantages of a direct installation?

Answer 19

Problems or bugs could lead to complete loss of data or the potential failure of the organisation.

Question 20

What are the importance of reviews?

Answer 20

Should be scheduled to occur on a regular basis. The user will notice if there is a problem.

Question 21

What are external changes with reviews?

Answer 21

Legislation changes - such as tax or VAT changing.

Question 22

What are internal changes with reviews?

Answer 22

Relates to the organisation itself. For example, a change in the mode of operation whereby new functions performed by the system will need to be included.

Question 23

What sort of things might you find out from a review?

Answer 23

Checking data is being processed efficiently and there is still sufficient storage space. Check that data being entered is correct. Hardware/software might not be compatible with the system as it/they upgrade.

Question 24

What are the main reasons for post implementation maintenance?

Answer 24

Errors/bugs that weren’t identified originally. User finds bug in system afterwards. Tasks that weren’t included at design stage but now need to be in.Emergence of security issues.

Question 25

What are the three main methods of post implementation maintenance?

Answer 25

Adaptive, Perfective and Corrective.

Question 26

What is adaptive post implementation maintenance?

Answer 26

This type of maintenance usually occurs when the organisation using the system has a new need that the system must fulfil. The system may need to be adapted due to changes with the organisation using it, external changes such as legislation or enable the system to operate with new hardware.

Question 27

What is perfective post implementation maintenance?

Answer 27

This usually occurs when it may be advantageous to make changes to enhance the performance of the system or make it easier for end users. This turns a good system into a better one.

Question 28

Give 3 examples of changes from perfective post implementation maintenance.

Answer 28

The addition of shortcut keys to help carry out processes. An improved screen design where the colours/layout of the existing system might not be appropriate. Increased levels of online help. The restructuring of data to reduce storage requirements.

Question 29

What is corrective post implementation maintenance?

Answer 29

AKA remedial maintenance. Usually used if there are errors in the software. Normally resolved through the release of patches.

Question 30

What are the two main types of errors in a system?

Answer 30

Programming errors and Logic errors.

Question 31

What are programming errors?

Answer 31

These occur when the programmer has made a mistake. Should have been discovered and corrected before the system was released.

Question 32

What are logic errors?

Answer 32

These are more likely to be undiscovered during the testing stage. The system will appear to work as it was intended but does not process the data or produce the output as it was designed to.