Managing Transition

“We never have enough time to do a thing right, but we always have time to do it twice” Managing Transition Course objectives and scope: Analysis: Diagnosis Design: Modeling Implementation: Transition

Culture, conflicts awareness Analysis:Overall Picture Input Input Input Input Input Input Input Output Output Output Output Output Output Output Process Process Process Process Process Process Process Input Process Output Level of grow: crisis, structure, problems Diagnosis Diagnosis Business entity Social system Mission Strategy Objectives PROCESS Input Output INF 270 PIS: Managing Transition

Analysis:Business Process & Decision Making Input Process Output Company’s objectives Goshko ? Personal objectives Decision/output Marijka The Big BOSS Ivancho INF 270 PIS: Managing Transition

Analysis: Decisions Semi-structured decisions Structured part Applying rules Unstructured part Applying intuition If the input is ‘X1’  yes If the input is ‘X2’  no If the input is neither ‘X1’ nor ‘X2’ then if the applicant is a young blond female  yes else if the applicant is a male  no else “What Goshko said” if Goshko said nothing do the opposite of what Ivancho & Marijka suggested Otherwise: direct the case to the “Bigger Boss”… Mission/Strategy Objectives The Big BOSS ? ? INF 270 PIS: Managing Transition

IS Development Project Mission/Strategy Objectives INF 270 PIS: Managing Transition

IS Design: Planning Mission/Strategy Objectives INF 270 PIS: Managing Transition

Data modeling Design of IS: detail design ER/EER diagram Big Boss Use Case (specify the module to serve the Big Boss): INPUT: • Read the input documents • Read Goshko’s opinion • Read Marijka’s opinion PROCESS: • If X1 then fill the case dossier and send a message with text ‘yes’ … • If X2 then fill the case dossier and send a message with text ‘no’ … • ELSE Prepare a report to show on the screen of the Big Boss’s PC: • SELECT Gender , age FROM input_documents • ENTER Picture • IF EXISTS PRINT Goshko’ opinion • IF EXISTS PRINT Marijka’s opinion • OPEN FORM with options: ‘yes’ or ‘no’ or ‘Submit the case up’ • When the FORM is completed – fill the case dossier and send a message … Automatic Business logic modeling What constitute “young”? If there is definition, the case of “young, blond female” is also automatic User interface Mission/Strategy Objectives Flow chart Benefit - all automatic cases are proceed without “Big Boss” involvement. IS increases “Big Boss” productivity! INF 270 PIS: Managing Transition

Categories of Information Systems Mission/Strategy Objectives INF 270 PIS: Managing Transition

Transition • What new IS may change? Managing transition: • How the IS will affect administrative structure? • How to reorganize the business process(es)? • What IS may cause to corporate politics and culture? • How to avoid resistance? • The role of leadership/ Mission/Strategy Objectives INF 270 PIS: Managing Transition

Transition: What new IS may change? • Transaction Processing Systems (TPS): • Traceability; Recording all facts; • Serves operational decision making; • Improve efficiency; • Don’t affect administrative structure; • Smooth and streamline business processes; • Improve accountability. Mission/Strategy Objectives INF 270 PIS: Managing Transition

Transition: What new IS may change? • Management Information Systems (MIS): • Performance control; • Periodical reports – to show whether what was planned is achieved: support corrective actions; • Exception reports – to ring the bell in case of appearing significant problems; • Improve effectiveness; • May result in structural changes by flattening administrative structure; • May result in reengineering of business processes. Mission/Strategy Objectives INF 270 PIS: Managing Transition

Transition: What new IS may change? • Executive Information Systems (EIS): • Support of Strategic Decision • Simulation: What-if analysis • Prediction • Playing scenarios • Don’t affect every-day life of the organization Mission/Strategy Objectives INF 270 PIS: Managing Transition

Transition: What new IS may change? • Enterprise Resource Planning (ERP): • Integrates information for better planning and use of resources (material, financial, human and information) on enterprise level; • Serves for better control and planning improved MIS Mission/Strategy Objectives INF 270 PIS: Managing Transition

Managing transition:How the IS will affect administrative structure? Flattening Mission/Strategy Objectives report report report report report report report report order order order order order order order order Bigger Boss B Biggest Boss Big Boss Y Bigger Boss A Big Boss X Petyrcho Marjika Goshko Ivancho IS Direct/horizontal INF 270 PIS: Managing Transition

Managing transition:How to reorganize the business process(es)? Parallel Processing instead of Sequential Processing Mission/Strategy Objectives Big Boss Goshko Lenche Marijka Petyrcho Vancho Goshko Lenche Marijka Petyrcho Vancho Big Boss IS INF 270 PIS: Managing Transition

Managing transition:What IS may cause to corporate politics and culture? • Changing the authority structure • Increasing • accountability, • Visibility • responsibility and • self control • Empowering individuals Mission/Strategy Objectives INF 270 PIS: Managing Transition

Managing transition:How to avoid resistance? • Provide information regarding IS early • Involve employees in IS specification • Keep employees familiar with IS project progress • Give people time to adjust • Ensure assistance Would I have chosen this? Do I accept it? Can I benefit? How this will affect me? Can I cope with the stress? Whether I am prepared? Can I try the new IS in advance? Who can help me? Resistance is natural Mission/Strategy Objectives INF 270 PIS: Managing Transition

Managing transition:Guarantee smooth transition • Plan activities for the transition as early as initiation of IS project • Train employees in advance • Dedicate resources for parallel running of old and new systems for at least one complete business cycle • Compare usability of the two systems • Identify possible problems and risks • Migrate to the new system when problems are resolved Mission/Strategy Objectives INF 270 PIS: Managing Transition

Q & A INF 270 PIS: Managing Transition

ER/EER diagram User interface Flow chart INF 270 PIS: Managing Transition

Managing Transition