Business System Change

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• Business System Change

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Business System Change Phases

• Design and Analysis-
• Scope Needs Feasibility Budget Approval

• Detail Design and Construction
• Planning Resources Flowcharting Testing

• Conversion and Implementation
• Procure Hardware Documentation Training User
  Acceptance

• Post Conversion
• User Support Technical and Structural
  Corrections Business Evolution

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Project Methodology
Project Approach The methodology used for the
system change has five major components. Each of
them are broken down into work steps.

• Identify Project Objectives
• Identify Risks
• Review Current Processes
• Identify New Processes
• Identify New Systems
• Convert/Implement New System

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System Change Processes
Discovery and analysis must be performed to
define any new information system before
budgeting and system selection. Detailed
Planning before selection or customization Impleme
ntation Support

• Document current business processes
• Create revised business processes by identifying
  and correcting inefficiencies, manual processes
  and redundancies in current business processes
• Determine if vendor packaged systems exist to
  fulfill the business requirements or identify a
  custom system development effort
• Identify the technical requirements of a new
  information system
• Implement New System
• Support New System

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Project Objectives
Technology changes forced businesses to replace
old systems. Prior to any major business system
change, core objectives for the outcome must be
identified. The following describes overall
objectives of an Information System Change.
Project Objectives and Scope

• Replace disparate legacy business systems with an
  enterprise solution that centralizes data and
  systems, interfaces with new Telecom Technology,
  and provides staff process improvements.
• Support management programs for customer and
  client management, accounting functions, and
  other key divisions within major corporations,
  such as logistics, and Enterprise Resource
  Planning.
• Define, include, and provide for competitive
  features that are necessary to meet or lead
  competitors in the new technology marketplace.
• Provide direct, timely access to business
  information by all users, internal and external
  to the company.
• Maintain continuity and consistency in system
  operations including interfaces and accessibility
  to data.
• Implement an enterprise system with open
  architecture to integrate to new technologies as
  they are developed.
• Create a system that is scalable, maintainable,
  and extensible integrating new design techniques,
  tools, and technologies for future business
  growth.
• Provide for web enablement for Business to
  Business and Business to Consumer e-commerce to
  maintain competitive edge in todays business
  market.

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Risks Analysis
A Risk Analysis must be performed to ensure the
success of any system change, common risks that
alter a positive project outcome are below.

• Project Objectives not identified, unclear or
  unobtainable
• Longer than expected project timelines
• Higher than expected project budgets
• System components are incompatible

Often the risks have common causes, therefore
more than one can occur
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Current Environment-Design and Analysis

• Review Current Processes
• Most systems within a business organization
  developed over time to solve differing objectives
  and business needs. As a result, systems are
  siloed by business function, are not interfaced,
  and provide very little reporting capabilities.
  This system infrastructure has resulted in a
  highly disjointed and manual operation from a
  functional perspective. In addition, systems are
  not scaleable to meet future business needs and
  have inefficient processes built around them.

A review of the As-Is environment at a
business would identify several consistent themes

• Highly manual processes (i.e. excessive/labor
  intensive processes and procedures
• Excessive storage of Hard Copy data
• Limited reporting capabilities
• Disjoining systems with lack of integration
• Routine system downtime
• User frustration in all service levels

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Revised Business ProcessesDesign and Construction

• Customer and Client Relationship Management
• During the process of identifying new
  business processes, Customer Relationship
  Management should be identified as a core
  function that will positively affect change in
  the future of all businesses.

• Online Management Tools
• Real time accounting functions

• Improved Customer Management
• Superior Service Delivery

Business Benefit Customer Relationship
Management can help businesses standardize the
customer interaction processes across the
enterprise, and drive higher revenue per customer
via targeted marketing, improved telesales and
streamline processes. Precaution New systems are
not a tool used to turn staff into robots.
Its purpose is to augment their current
experience level, share detailed knowledge that
is difficult to organize and impossible to retain
regarding each customer, ensure complete
information gathering while interacting with
customers, and enable proactive sales and
marketing activities.
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Solutions
Identify and Evaluate Solutions
Summarization of Goals

• Support anticipated business growth
• Support business functions to improve customer
  contact and increase sales and customer
  satisfaction
• Integrate information inside and across the
  organization
• Enable re-design of business processes for
  greater efficiencies
• Establish aggressive customer centered business
  focus
• Improve reporting capabilities across the board
• Incorporate technology advances
• Manage costs- Buy the best and build the rest

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Successful Business Change

• Once new processes and new systems have been
  identified, conversion and implementation must
  take place. To ensure success in this phase the
  following must occur

Implementation

• Get the owners and users involved, and keep them
  involved
• Establish a phased approach to prevent users from
  becoming overwhelmed
• Establish consistent and repeatable steps for
  practices and documentation
• Be flexible, changes, revisions, cancellations
  will occur
• Make sure new design accommodates business growth
  and marketplace change

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Post Support
Successful Business Change

• After acceptance and conversion On-going support
  of users and technology must occur
• New features must be added or upgraded to meet
  the business demands of the future
• Extend life of new system