3.3.5: Implementing computer-based systems

1. 3.3.5: Implementing computer-based systems Factors that affect upgrading and installing new systems

2. The aim of this presentation is • To help you understand how to explain how the: • expertise of staff • costs • benefits and • current systems affect decisions about upgrading and installing software and hardware.

3. Introduction • For any company, the decision to install a new system, or even upgrade a current system, is a big decision. • A lot of factors need to be considered before any go-ahead can be given. • Obviously there are costsinvolved but other factors need to be considered such as: • How will the new system benefit current and future employees? • Do current employees have the skills necessary to work with a new system? • What will the overall impact be on the organisation when it comes to installing the new system?

4. Impact on staff • A new system could have the following impact on staff: • Some new systems mean that work efficiency is increased. In some cases it could lead to some jobs being lost. This was most evident when manufacturing companies began to use Computer Aid Manufacturing. • It is important to note that not all new systems and system upgrades will result in job losses. Some new systems actually increase the number of jobs available. For example, you may need to employ someone to maintain the new system.

5. Impact on staff • A new system could have the following impact on staff: • Some staff may not have the necessary skills to work with the new system. This can make them feel anxious about their working environment and make them less efficient. However, organisations should provide training to all their employees to make sure everyone works well with the new system. • There should be help available to the staff at all times when they are using the system. This can be technical support or user documentation.

6. Impact on staff • A new system could have the following impact on staff: • When a new system is being installed it could mean that employees are using both systems (new and old) at the same time. • This would obviously mean that workers have double the amount of work to do! • (More on why this might be next lesson)

7. Impact on customers • It is very rare, no matter how much testing takes place, that a new or upgraded system will work as well as expected and you end up with errors when using the system. • This often happens when you transfer the data from one system to another. • Quite often, human error is to blame for systems not outputting data correctly, but sometimes it can be caused by having different table structures in a database and transferring data using a data import feature. • This could result in faulty information being sent out to customers.

8. Impact on the organisation • Depending on whether a organisation uses bespoke or off-the-shelf upgrades, a company might incur further costs during the system’s life-time. • Off-the-shelf software usually receives free software updates whereas a bespoke application may have a limited number of free updates.

9. Impact on the organisation • Ultimately, a company must look at the cost-effectiveness of any new or upgraded system. • If the costs outweigh the benefits then the system is not worth investing in. • If the benefits outweigh the costs then the system is worth investing in.

10. Activity • Read through pages 188-190 of the text book. • (if you have the revision book also look at page 73) Questions • Describe how the expertise of staff affects the decisions about the upgrading of software. [4 marks] • Identify two factors affecting decisions which must be made when upgrading hardware. [2 marks] • Explain the implications of selecting off-the-shelf software over using custom-written software. [8 marks]