system conversion

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chapter15
section V Implementation
for the Small Enterprise
Systems Analysis and Design
system conversion project review project
deliverable the final report programmed
reviews types of system maintenance information
system obsolescence maintenance contacting the
cornucopia case portfolio project
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Chapter Objectives

• When you complete this chapter you will be able
  to
• Develop a plan to coordinate the conversion
  efforts associated with all six information
  system components
• Prepare a product review survey form to solicit
  balanced and informative feedback from the user
• Advise users about different types of information
  system maintenance activities
• Advise users about the purpose and content of
  periodic reviews and evaluations of the
  information system
• Appreciate the need to maintain and expand your
  skills as a systems analyst

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System Conversion
System conversion involves all six components of
an information system. The data component
presents special problems
Although the analyst might find some of the new
system files already exist in machine-readable
format, but they require modification to add or
delete fields or to change the file organization
or medium. In addition, some new system files
may not exist at all or exist only within a
manual record-keeping system.
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Figure 15-1 LandscapeS File Preparation
Customer Accounts
Customer
Jobs
Ornamental Inventory
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Conversion Options
There are several ways in which to convert from
the existing system to the new system, each with
different costs and risks.
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Figure 15-2 Conversion Options
Direct Conversion
Phased Conversion
Parallel Conversion
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Figure 15-3 Conversion Cost and Risk
Direct Conversion
Parallel Conversion
Phased Conversion
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Figure 15-4 Conversion Plan Outline
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Conversion Success Factors
TECHNOTE 15-1

• It is difficult to predict the success or failure
  of a product conversion, but three factors
  provide clues
• Product Stability
• File Preparation
• Beta Release

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Project Review
The project review provides an opportunity for
the analyst and the user to evaluate the project
in terms of its success or failure to meet the
project specifications. The summarized results
of the project review should be recorded and
annotated with any information that will help the
analyst and the user with future projects.
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Figure 15-6 Sample Project Review Form
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Project Deliverable The Final Report
While there is no standard format for the final
report, it should contain several elements
1. A cover page transmitting the working product
to the user 2. Brief summary of the overall
effort 3. Suggested future enhancements 4.
Description of the need for ongoing system
maintenance
Note The final report is distinct from the
product documentation manuals.
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Figure 15-7 Contents of Final Report
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Programmed Review
A programmed review is a systematic evaluation of
all facets of an operational information
system. Its purpose is to determine how well the
system functions when compared to its own, or to
industry-established performance
norms. Programmed reviews should occur regularly
throughout the maintenance and review phase of
the SDLC.
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Figure 15-8 Information System Programmed Review
Periodic programmed reviews occur during the
maintenance and review phase of the life cycle
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Types of System Maintenance
There are several types of system maintenance,
each differing in terms of

• Positioning within the SDLC model
• Associated complexity and cost
• Impact on the information system

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Figure 15-9 Types of Information System
Maintenance
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Figure 15-10 Information System Maintenance Costs
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Figure 15-11 Preventive Maintenance Tasks
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Figure 15-12 System Upgrade Opportunities
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Figure 15-13 LandscapeS Request for System
Services
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Information System Obsolescence
Eventually, every information system must be
replaced. Functional obsolescence describes a
system that can no longer satisfy the information
needs of the user. As an information system
approaches functional obsolescence, maintenance
costs begin to rise steadily. These costs may
continue to rise as analysts try to keep the
system operational or they may actually level
off, indicating a reluctance to devote more
resource to alter a product at the end of its
useful life.
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Figure 15-14 Costs and benefits of an
Operational System
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Replace or Upgrade?
Thinking
Critically

• Given the dramatic differences in maintenance and
  replacement cost (and income to the analyst), at
  what point should the analyst recommend a client
  commence a new information system SDLC?

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Maintenance Contracting

• Maintenance contract work is difficult because
• There may be significant generational overlap in
  system hardware and software
• System documentation may be out-of-date,
  incomplete, or inaccurate
• System design may not conform to structured,
  modularized, or object-oriented standards

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The Cornucopia Case
THE CORNUCOPIA CASE

• As the end of the project nears, the user
  suggests many possibilities for new system
  features. The analysts argue that it might be
  better to let the new system operate as is for a
  while.
• The SDLC continues after product delivery.
  Assuming that system maintenance and upgrade
  needs are attended to, the analysts expect this
  information system to have a functional life of
  three to five years.

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Figure 10-15 Cornucopia Project Status Week 16
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Figure 10-16 Cornucopia Project Budget Week 16
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Portfolio Project
Portfolio
project

• Project Deliverable Final Project Report and
  System Documentation
• Submit a final report containing the following
• Cover letter
• Summary of project objectives
• Final project status report with an analysis
• Final project budget with an analysis
• Narrative of potential future enhancements
• Recommendations for system maintenance

Continued
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Portfolio Project
Portfolio
project

• Project Deliverable Final Project Report and
  System Documentation
• Submit system documentation
• Training Manual
• Procedures Manual
• Reference Manual
• Disk or CD-ROM containing all project files

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Chapter Summary

• Many cutover phase activities begin well before
  the system becomes operational
• The project should be evaluated and brought to a
  definitive close by signing a user acceptance
  form
• System maintenance is by far the longest period
  of the SDLC and often has a tremendous influence
  on the overall success of a product
• Obsolescence is a natural part of the SDLC

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