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System Construction and Implementation. Introduction. Software and Hardware Acquisition.
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System Construction and Implementation Introduction
Software and Hardware Acquisition • Recognize Need, Appoint Committee and/or Project Manager: For large systems, the majority of the appointed committee members should be users from functional areas and end users, joined by information technology staff. Throughout the process committee members should represent their constituencies and should inform and seek advice and input from a broad spectrum of users, and from specialists such as technical support staff, Procurement, and legal staff. The committee as a whole should represent the entire business committee to be affected by the software.
Software and Hardware Acquisition cont… • Define Procurement Process: This document is comprised of policy, practices, principles, and recommended procedures. How these apply to a specific software or hardware acquisition should be addressed with Procurement.
Software and Hardware Acquisition cont… • Define General Needs and Develop Budget Projection: General needs should be identified based on the problems to be solved as well as what could reasonably be expected to be available in the marketplace. Care should be taken to avoid defining needs too narrowly too early in the process. Preliminary budget projections may cover only the cost of hardware/software and a general estimate of other expenses.
Software and Hardware Acquisition cont… • Investigate the Market: Investigating the market may involve site visits, communication with other institutions using the product, vendor demonstrations, or a Request for Information (RFI). A broad base of potential vendors should be given an opportunity to participate.
Software and Hardware Acquisition cont… • Refine the Budget and Identify a Funding Plan: Before proceeding with the project, a refined budget plan should be prepared which covers all costs of consulting, acquisition, licensing, hardware, additional staffing, implementation, testing, training, maintenance, and upgrades, for a three to five year period. Consideration should also be given to costs of integration with existing systems, and to savings which may be obtained from phasing out systems that are no longer needed. Identify funding sources and obtain appropriate approvals.
Software and Hardware Acquisition cont… • Define Detailed Needs: A thorough needs analysis of software capabilities should be conducted. For example, for a Human Resources system, this analysis should encompass the needs of functional staff (such as Human Resources), end users (such as general departmental users), and technical staff (such as IT staff responsible for maintaining the system).
Software and Hardware Acquisition cont… • The analysis should distinguish between required and desired capabilities and should also cover such things as maintenance, support, training, upgrades, existing or proposed hardware, and the computing infrastructure. If necessary, the budget plan should be revised.
Software and Hardware Acquisition cont… • Prepare and Issue an Request for Procurement (RFP): If not determined to be a sole source, an RFP should be prepared based on the required (and desired) capabilities identified in the needs analysis. Items to be included are life cycle costing, maintenance, service / support, availability, implementation schedule, installation/training, financial viability and experience of company,
Software and Hardware Acquisition cont… • price (basis), the evaluation process and criteria, documentation to be provided by vendor, source code escrow(third party), example contract, and options such as lease/purchase. Evaluation criteria, points and process should be identified.
Software and Hardware Acquisition cont… • Evaluate Bids or Proposals: Evaluation methods should be summarized in the specifications, and evaluations should be conducted by a designated evaluation committee. For major acquisitions, a Procurement representative should observe and advise the evaluation committee regarding the evaluation process.
Software and Hardware Acquisition cont… • In addition to reviewing technical and financial responses in the written proposals, activities that may occur as part of the evaluation process include: product demonstrations, site visits, contacting references, determining responsiveness (e.g. all questions answered, required submittals provided, e.t.c.). The evaluation process must be well documented.
Software and Hardware Acquisition cont… • Negotiate Contract Language: Typically the hardware/software vendor will provide a contract to be used. A Procurement representative, and if appropriate, a committee designee will work with the Legal Office to remove or modify language which is unacceptable to the institution, and to add provisions to safeguard the institution’s interests.
Software and Hardware Acquisition cont… • Obtain Final Approvals: Appropriate approvals should be sought and availability of funds verified. • Execute the Contract: With the proper approvals, the contract should be executed.
Software Acquisition Dynamics Commercial-Off-The-Shelf (COTS) software is commercial available software. • The supplier might not be willing to modify and the customer has no control of the quality of the software. • The vender controls the maintenance of the software • Delivery time is immediate • Cost is less
Software Acquisition Dynamics… • Modified-Off-The –Shelf (MOTS) • The supplier is willing to modify the software according to customer requirements • Customer is in control of maintaining the customized part • Delivery time depends on the modification requirements • Cost depends on the modification requirement
Software Acquisition Dynamics… • Full developed software • Customer has full control of maintenance and quality of the software • The cost could be high • Delivery time long • Could follow water fall method of analysis, design, code and test. Or extreme programming of developing by iterations (incremental) whereby a subset of the requirements is developed in each iteration. • Method of development depends on project
Outsourcing Software Development Can outsource software development : • when the services are not available in-house. • If it is cheaper • If high quality software is required • Lack of resources
Challenges of Outsourcing • Could lose control over the software • Risk is high due to competition • Do not build internal competence • Development costs could exceed the budget • Time schedule could be overrun • The outcome might not meet expectations • Some projects could be canceled before end of development period • Customer might not take active part in development
Challenges of Outsourcing cont… • Focus of client could be more on administrative activities rather than technical issues • Creeping scope - customer keeps adding and changing scope and functionality • Team working on many projects at a time • Introducing new and sophisticated technical solutions rather than simple and proven technology • Performance levels poorly set, qualitative rather than quantitative • No user involvement –important for usability and functionality of the product
Challenges of Outsourcing cont… • Lack of discipline of the development team – reverting to ad hoc development • Unrealistic expectation form the client – having an impossible schedule and/or being unaware of the limitations of the technology being used • Lack of effective communication channels – unable to reach the right people in a timely manner • Conflicts in the team The above problems can be avoided by proper software acquisition management
Definitions • System Construction • Development, installation and testing of System components • System Implementation • Installation and delivery of entire system into production or
Definitions….. • Making the new system available to a prepared set of users (the deployment), and positioning on-going support and maintenance of the system.
Construction Phase • Purpose of construction phase is to: • Develop and test system functionality that fulfils business and design requirements • Implement the interfaces between the new system and existing production systems i.e. Programming, or acquisition of software packages
Tasks / Activities include 1. Build and Test Networks (if necessary)Involves analysts, designers, and builders- Network designer – designs local and wide area networks and the connectivity - Network administrator – builds and test network technology for the new system and security
Tasks/Activities include… - System analysts facilitates and ensures compliance with requirements- Use of technical design specifications to implement the network architecture for an information system is a prerequisite for construction and implementation activities
Tasks/Activities include… 2. Build and Test databasesInvolves System users, analysts, designers and builders - System Users tasks could be to provide and approve test data for use in database
Tasks/Activities include… -Systems analysts ensures compliance with requirements - Database designers builds and populates initial database - Database administrator tunes database performance and security controls
Tasks/Activities include… Database model/schema as specified during systems design and test data details are products of this task.
Tasks/Activities include… 3.Install and Test New Software Packages (if necessary) • Some Systems solutionmay require purchase or lease of software packages • Involves System users, analysts, designers, builders, vendors and consultants
Tasks/Activities include… • Main outputs of the task is new software packages and documentation from system vendors. Installed and tested software package is the product of the task.
Tasks/Activities include… 4 Write and Test New ProgramsDevelopment of prototype – as part of technical design specifications. To complete systems construction and implementation by refining the programs.
Tasks/Activities include… • Involves System users, analysts, designers and builders • Teams – may be used for large projects.
Tasks/Activities include… • The Primary inputs to the activity are technical design statement, plan for programming and test data developed during systems design. Main outputs are new programs and reusable software components (placed in software library), software documentation
Tasks/Activities include… Testing is done after entire program is written • 3 levels of test performed may include, - Stub test - done on individual events or modules of program
Tasks/Activities include… • Unit or Program test - done on events & modules coded & stub tested for a program and tested as integrated unit. Entire program test • Systems test – ensures application programs written and tested in isolation work properly when integrated into total system
System Implementation Phase • Consists of the following processes: • Prepare for System Implementation, where all steps needed in advance of actually deploying the application are performed, including preparation of both the production environment and the Consumer communities.
System Implementation Phase.. • Conduct System Test • Prepare conversion plan • Deploy System, where the full deployment plan, initially developed during System Design and evolved throughout subsequent lifecycle phases, is executed and validated.
System Implementation Phase.. Transition to Performing Organization, where responsibility for and ownership of the application are transitioned from the Project Team to the unit in the Performing Organization that will provide system support and maintenance. • Train Users
Implementation Phase 1. Conduct System Test • Testing of software packages, custom built programs, and any existing programs that comprise the new system to ensure they work together
Implementation Phase .. • Task involves Analysts, owners, users and builders • System Analysts- communicates test problems and issues with project team members
Implementation Phase .. • System owners and Users – determine if project is operating correctly • System builders – involved in system testing • System tests may result in program modification
Implementation Phase .. 2. Prepare conversion plan • Using design Specification for new system, system analyst prepares a detailed conversion plan • Plan identifies, databases to install, end-user training and documentation to develop and conversion strategy from old system to new system. • Tasks facilitated by project manager
Implementation Phase .. 3. Installation strategies for conversion plan • Abrupt cut-over / Direct: On a specific date old system is converted and new system starts to operate;
Implementation Phase .. • High risk approach as system may encounter major problems not yet known, • No transition costs • It is necessary when policy changes or if system can only be implemented at a given date
Implementation Phase .. Parallel Conversion: Both Old and New system are operated at the same time period • Allows detection and solving of problems in new system. Final cut-over may be abrupt or gradual.
Implementation Phase .. • Strategy minimizes risk of major flaws in new system • Costs are incurred in running two systems over the period. • Increased demand on computing resources
Implementation Phase .. • Location Conversion: If the system is to be used in several geographical locations, it is converted at one location first. Once approved in one site, it’s then rolled to the rest. (done either thro’ abrupt or parallel conversion) Others can be cut-over • First site usually called beta test site
Implementation Phase .. • Staged Conversion: It’s a variation on the abrupt and parallel conversions. • Each successive version of the new system is converted as it is developed. Can be done either thro’ abrupt, parallel, or location strategy.
