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"Systems are built by evolution, not by revolution.
The day a system is installed is the day it begins
to undergo change."
- Bryce's Law
This section contains the following:
Copyright © 1971-2006 by
M. Bryce & Associates
Palm Harbor, Florida, USA
All rights reserved.
Phase 8 "System Operation" represents the point in the methodology where a system or groups of sub-systems are put into production. Several events occur during this phase:
METHODOLOGY NAVIGATION
A Phase 8 may be performed for either an entire system or
for a group of sub-systems. It ultimately is based on the
magnitude and complexity of the system, along with the delivery
schedule of the project. Normally, one Phase 8 is performed for
a single project. However, it is not unusual to have multiple
Phase 8's; one for each grouping of sub-systems.
There is a one-to-one relationship between Phase 8 and a
system. As such, the Project Manager binds the system number
to the project/phase key. For example:
If there is more than one Phase 8 in a project, the Project
Manager may change the Phase 8 identifier. For example, 80 may
represent one Phase 8, 81 may represent another, 82 another,
etc.
The formal deliverables resulting from Phase 8 will be
training aids which are reviewed by Quality Assurance.
From Phase 8 the project will proceed to Phase 9 where
the system/project audit will be performed.
GENERAL DISCUSSION
The installation of a new information system can either be
a frustrating, time consuming, traumatic endeavor, or it can
be an orderly, well planned, rewarding experience.
NOW IS NOT THE TIME TO GRASP DEFEAT FROM THE JAWS
OF VICTORY!
The more preparation and organization, the greater the
chances are for a smooth installation and success.
INSTALLATION
A system can be installed either in its entirety or in
groups of sub-systems. This permits the sub-systems to be
implemented in a sequence that is convenient to the Users, thus
reducing the amount of interference that typically occurs in the
user area when complete systems are implemented at one time. In
addition, the user will benefit from using some parts of the
system earlier than waiting until the entire system is
implemented.
Selection of sub-system groupings is important. Normally,
sub-systems accommodating operational requirements are
implemented before those satisfying control and policy
requirements. This is because the operational sub-systems
typically represent those processes where data is collected and
stored (File Maintenance type of sub-systems) for use by other
processes. Also, special file conversion sub-systems are
implemented to move data from old files formats to new formats.
This implies that Data Base Administration participates in the
implementation of the data base.
TESTING
A final test of the system is performed where the various
sub-systems are tested in parallel. This is similar to the
testing in Phases 6 and 7, but at the highest level. It is not
uncommon to invite user personnel and DP operations to
participate in the test. The Administrative Procedure Manuals
and Computer Run Books, as created in the various Phases 4-I's
and 4-II's, are used as part of the formal walk-through. The
test data as created in previous phases is assembled and used as
the basis for the test. Where available, actual data should be
tested to simulate actual system situations. If any errors are
discovered, they are corrected immediately and testing is
resumed. Changes to the sub-systems may also be proposed;
however, these should be considered carefully. In some
instances, it may be more appropriate to suspend any
modifications or improvements temporarily until use of the
new system has settled into routine operation.
EDUCATION
Even the best designed system can fail unless it is
properly presented to the users. Educating and training the
users should be handled carefully and diplomatically. Good
presentation skills are essential.
Users must be convinced that the system is a viable
business solution and they must know how to effectively use it.
The intent of training, therefore, is to communicate the scope
of the system, along with the business problems/opportunities it
addresses. All parties involved with the system must understand
WHO is responsible for performing WHAT, WHEN, WHERE and WHY.
This must be communicated in simple business terms that the user
will understand. Technical jargon should be avoided since it
tends to alienate users. In other words, the trainer should be
promoting business benefits as opposed to the technical details
of the system.
Prior to conducting the actual training of the users and
DP operations, Systems Engineering assembles presentation aids,
such as:
OPERATIONS
Following testing and education of the users, the system
is put into production on an agreed upon date. During system
start-up it may be necessary to make systems personnel available
to users and operations in order to answer questions and solve
problems.
DESCRIPTION OF PHASE ACTIVITIES
Activity A - Install/Test System
Systems Engineering prepares a Detail estimate and
schedule for the activities of Phase 8 (A through C)
which is reviewed with Project Management for approval.
Systems Engineering assembles the test data from the
prior Phase 7 tests.
The system and data base is installed and a parallel
test of all sub-systems is performed.
Activity B - Educate/Train Users
Systems Engineering prepares pertinent training aids
and conducts educational training for users and DP Operations.
Activity C - System Operations
The system is then put into production. Systems personnel are
made available during start-up to expedite problems.
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