Systems Implementation and
Maintenance
Chapter 4:
Systems Implementation
➢ The Implementation Phase involves various steps to bring
the software to life.
➢ Let’s dive into the core activities that typically take place
during this phase.
➢ System Implementation is the process of coding, installing,
testing, and making a new or improved information system
operational in a real business environment.
Key activities in system implementation
1. Coding and Development
➢ Activity Description:
✓ Coding is the foundational task in the Implementation Phase.
✓ Developers convert design specifications into functional code using
suitable programming languages, frameworks, and technologies.
➢ Objective:
✓ Produce clean, functional, and efficient code that adheres to the design
blueprint.
Key activities in system implementation
➢ 2. System Installation
➢ The process of setting up the hardware, software, and network
components needed to run the new system.
➢ Case
✓ A hospital decides to install a new Electronic Medical Record (EMR)
system.
➢ Example
✓ Installing the EMR software on all doctors' and nurses' computers,
configuring servers, and setting up network connectivity.
Key activities in system implementation
3. Data Conversion (Migration)
➢ Transferring data from the old system to the new system while
ensuring accuracy, completeness, and consistency.
➢ Case
✓ A bank replaces its old customer management system.
➢ Example
✓ Converting and importing all customer account details, loan profiles,
and transaction histories into the new system without losing records.
Key activities in system implementation
4. Testing
Ensures the system is functioning properly and meets requirements. Testing
types include:
A. Unit testing: Testing individual components or modules of the system.
✓ Case: Developers test each function like “login”, “balance inquiry”, and “fund
transfer” individually.
✓ Example: Verify that entering the correct password logs the user in.
B. Integration testing: Testing how different modules interact with each
other.
✓ Case: Test how modules interact, e.g., linking login and account balance pages.
✓ Example: After login, the user’s balance data correctly loads from the database.
Key activities in system implementation
C. System testing: Testing the complete, integrated system as a whole.
✓ Case: Test the full online banking system.
✓ Example: Customer performs a full workflow — login → transfer money →
receive confirmation.
D. User Acceptance Testing (UAT):Conducted by end-users to ensure
the system meets their needs.
✓ Case: Real bank employees and selected customers use the system in a
controlled environment.
✓ Example: Users confirm that fund transfer receipts and notifications work as
expected.
Key activities in system implementation
F. Performance Testing: Evaluates how the system performs
under heavy load.
✓ Case: Simulate 1,000 users logging in at once.
✓ Ensure the system remains fast and stable.
G. Security Testing: Ensures data protection and system safety.
✓ Case: Check for data encryption, secure login, and protection against
hacking.
✓ Example: Attempt unauthorized login to verify the system blocks it.
Key activities in system implementation
5. User Training:
➢ It prepares end-users, administrators, and support staff to
effectively use the new system.
➢ Case
✓A retail store introduces a new POS (Point of Sale) system.
➢ Example
✓Training cashiers on how to scan items, process payments,
print receipts, and handle refunds using the new system.
Key activities in system implementation
➢ 6. Documentation
➢ Preparing user manuals, system design documents, installation
guides, and troubleshooting instructions.
➢ Case
✓ A software company delivers a customized inventory system to a factory.
➢ Example
✓ Providing:
▪ User manual for employees
▪ Technical documentation for IT staff (e.g., database structure, APIs)
▪ Maintenance guide for system administrators
Deployment
➢ Deployment is the process of making a new system operational
in a production environment and replacing or supplementing the
old system.
➢ It includes installation, configuration, data migration, and
making the system available to users.
➢ Objective:
✓ Ensure a smooth transition from old to new systems
✓ Minimize downtime and disruption to business operations
✓ Validate that the system is functioning correctly in the live environment
Common Deployment strategies
To manage the transition from an old system to a new one,
organizations can choose from several cutover strategies:
➢ Direct changeover:
✓ The old system is completely stopped, and the new system starts immediately.
✓ The switch happens at a specific date and time — “one system off, the other on.”
✓ Advantages: It is the least expensive & Quick and simple to execute.
✓ Disadvantages: High risk: If the new system fails, there is no backup & Users
may face difficulties if not well trained.
➢ Example
✓ A university launches a new online student registration system at the start of a
new semester.
The old manual (paper-based) registration is stopped completely, and students
can now only register through the new online system.
Common Deployment strategies
➢ Parallel running:
✓ The old and new systems run together for a certain period of time.
✓ The old system is only stopped once the new one proves reliable.
✓ Advantages: Low risk: If the new system fails, the old one can still be
used.
✓ Provides time for users to adapt gradually.
✓ Disadvantages: Expensive and time-consuming: Both systems need to be
maintained and operated simultaneously & Can cause extra workload for
staff.
➢ Example
Common Deployment strategies
➢ Phased/staged changeover:
✓ The new system is implemented in stages or modules over time.
✓ Each part of the system (e.g., billing, payroll, inventory) is installed and tested separately.
✓ Once each phase works well, the next phase is introduced.
✓ Advantages: Easier to identify & fix problems in small sections & Users can adapt by step.
✓ Disadvantages: Implementation takes longer
➢ Example
✓ A hospital introduces a Hospital Management System in phases:
▪ Patient registration system
▪ Then pharmacy system
▪ Then billing and reporting modules
▪ Each module goes live after successful testing and training..
Common Deployment strategies
➢ Pilot implementation:
✓ The new system is implemented in one department or location first
(pilot site).
✓ After successful testing and feedback, it is rolled out to the rest of the
organization.
✓ Advantages: Low risk: Problems are limited to one area.
✓ Disadvantages: Implementation may take longer overall.
➢ Example
✓ A telecom company introduces a new customer service system in its
Addis Ababa branch first.
After successful operation and adjustments, the system is implemented in
all branches nationwide.
Factors for successful implementation
1. Top management support:
➢ Senior leaders must provide financial resources, guidance, and
commitment.
➢ Why It Matters
✓ Without management approval, projects may lack budget, priority, or
direction.
➢ Example
✓ A hospital’s CEO approves funding and encourages staff to adopt the
new EMR system.
Factors for successful implementation
2. User Involvement
➢ Involving end-users in planning, testing, and reviewing the
system.
➢ Why It Matters
✓ Users are more likely to accept and use the system correctly.
➢ Example
✓ Accountants participate in testing the new financial system to confirm
accuracy.
Factors for successful implementation
3. Effective Communication
➢ Clear communication among developers, managers, and users
throughout the project.
➢ Why It Matters
✓ Prevents misunderstandings and ensures everyone knows their roles.
➢ Example
✓ Weekly meetings to update progress and address concerns.
Factors for successful implementation
4. Adequate Training
➢ Training users on how to operate the new system effectively.
➢ Why It Matters
✓ Even the best system fails if users can’t use it.
➢ Example
✓ Cashiers receiving hands-on training on a new POS system.
Factors for successful implementation
5. Proper Planning and Scheduling
➢ Having a clear timeline, budget, and implementation strategy.
➢ Why It Matters
✓ Prevents delays, cost overruns, and confusion.
➢ Example
✓ A project plan that assigns tasks, deadlines, and responsibilities.
Factors for successful implementation
6. System Quality
➢ The system should be user-friendly, reliable, secure, and meet
requirements.
➢ Why It Matters
✓ High-quality systems reduce errors and encourage adoption.
➢ Example
✓ A mobile banking app that loads quickly and does not crash.
Factors for successful implementation
7. Technical Support Availability
➢ Having IT staff ready to solve problems during and after
implementation.
➢ Why It Matters
✓ Fast problem resolution prevents downtime.
➢ Example
✓ Helpdesk support for the first three months of system deployment.
Systems Maintenance
➢ Systems maintenance involves monitoring, updating, repairing,
and improving the system to ensure it remains functional,
secure, and aligned with business goals.
➢ Purpose of System Maintenance
✓ To fix errors or bugs discovered after implementation.
✓ To improve system performance and reliability.
✓ To adapt the system to new business, regulatory, or technological
changes.
✓ To extend the system’s life and ensure continued user satisfaction.
Types of systems maintenance
1. Corrective Maintenance: Fixing errors, bugs, or faults
discovered in the system after it has been implemented.
➢Example
✓Fixing a login error that stops users from accessing their
accounts.
✓Correcting a calculation mistake in a payroll system.
Types of systems maintenance
2. Adaptive Maintenance: Modifying the system to work
in a new environment such as new hardware, software,
operating systems, regulations, or policies.
➢Example
✓Updating a school management system to work on Windows 11.
✓Adjusting a bank system to meet new government financial
regulations.
Types of systems maintenance
3. Perfective Maintenance: Improving the system’s performance or
adding new features to make it more efficient and user-friendly.
➢ Example
✓ Adding a search function to a library management system.
✓ Improving the speed of a mobile banking app.
4. Preventive Maintenance: Performing regular checks and updates
to prevent future problems or failures.
➢ Example
✓ Cleaning up a database to remove unnecessary data.
✓ Installing security patches to prevent cyberattacks.
