Chapter 9 – Recommending system improvements (Task 4)

Question 1

Recommendations on policies and procedures?

Answer 1

Any recommendations are likely to involve new policies or procedures or maybe just changes to existing ones.
We would have to consider providing training for employees to use the new system.

Question 2

Recommendations on internal training?

Answer 2

Internal training or an induction program would be needed to make sure that employees are aware of the organisation’s policies.
This would ensure compliance and address any weaknesses in knowledge.

Question 3

Recommendations on effect on employees?

Answer 3

You might get a negative reaction from employees regarding any proposed changes.

Even though the new procedures might make their working lives easier and quicker, sometimes people respond negatively to any change (we fear change).

You need to consider:
How any proposed changes will affect individual staff members, and
What you can do to alleviate any feelings of discontent or anxiety.

You should:
Involve them in the consultation process; and
Provide suitable training; and
Allow more time to spend with staff members during one-to-one meetings; and
Allow them to voice any worries or concerns to allow management to look at them on an individual basis.

Question 4

5 main support methods that can be used to assist staff in adapting to a change.

Answer 4

1) Testing
2) Piloting
3) Direct Changeover
4) Dual/Parallel Running
5)Phased implementation

Question 5

Managing change - Testing

Answer 5

We could make a demo version available to as many members of staff as possible.

This helps to identify any problems before the system goes live.

Question 6

Managing change - Piloting

Answer 6

This is where the new system replaces the old but only on a very small scale.

For example, only in one branch or in one location.

When everything is working smoothly, the pilot will be extended until eventually the old system is replaced.

Question 7

Managing change - Direct changeover

Answer 7

The old system is switched off and new one is switched on at the same time.

Advantages include savings on time and cost from not inputting data twice (once on the old system and once on the new).

This is very risky if there are unforeseen issues on the new system. Operations could stop altogether.

Question 8

Managing change - Dual/Parallel Running

Answer 8

The old and new systems are run at the same time for a period of time.
Results are cross checked to make sure the new system is producing the same results as the old.

Disadv - expensive, time-consuming, duplicating worl

Question 9

Managing change - Phased implementation

Answer 9

If the system is made up of distinct modules, each one could be phased in one at a time.
Once we are happy with the new module, the old one is withdrawn and a new phase begins with a different module.

Question 10

Other considerations when giving recommendations

Answer 10

Stakeholders - How are the changes going to affect your customers or suppliers, for example. Do you have the team in place to manage their responses?

Ethics and sustainability - Does the new system meet ethical and sustainability requirements?