System Changeover Four Possible Approaches

Implementing the New System The implementation of the new system occurs when the old system is replaced by the new one. This is the process of putting the new system into physical operation. There are four ways of implementing a new system.. Four Possible Approaches for System Changeover System Changeover -: As name suggest it is the process of changing the old information system. System changeover is the process of putting the new information system online and retiring the old system. The four system changeover approaches description, advantages, disadvantages and the implications of using each of these approaches at Health Centres to change from the existing manual system to the new CHIS are as follows Strategies for implementing new systems: When a new ICT system has been tested thoroughly by the programmers then it is ready is be implemented into the working environment, replacing the original system. There are four strategies that can be used to do this: direct; phased; pilot or parallel running -:  Direct Changeover Technique In simple words direct cutover approach is a direct approach where old system is cut and over write by new system. The direct cutover approach causes the changeover from the old system to the new system to occur immediately when the new system becomes operational. This is a least expensive method among all four but involves high risk of data loss. With the direct cutover method, company cannot revert to the old system as a backup option. Direct cutover involves more risks of total system failure and if there is a system failure in health centre then it will be difficult to store information of child who visits health centre and this will result in improper storage of data. But as there is lack of funds, this approach will be a possible option because of its low cost application among all four approaches.

Direct implementation:

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With this strategy, the changeover is done in one operation, completely replacing the old system in one go. This usually takes place on a set date, often after a break in production or a holiday period so that time can be used to get the hardware and software for the new system installed without causing too much disruption.

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Advantages: o The most rapid of all the strategies, provided it works! o Less risk of confusion between old and new systems. Disadvantages: o Most stressful for the users - the old system has gone so there is no going back if they have difficulties. o Most difficult to train staff on as the new system was not in place to learn on before the change over. o Most stressful for the developers - all the data and files from the old system will have to be converted ready for use on the new one. o Most risky - if the new system does not work properly then there is nothing to fall back on.

 Parallel Changeover Technique Parallel word is use when two things run simultaneously, so here two operations run simultaneously. The parallel operation changeover method requires that both the old and the new information systems operate fully for a specified period. When users, management, and the IT group are satisfied that the new system operates correctly, the old system is terminate. Parallel operation is having very low amount of risk as if the new system does not work correctly, the company can use the old system as a backup. But it is the most costly changeover method. Data have to be input in both systems. Users must work in both system and result in increased workload and processing delays. Because of its high cost it would not be a suitable approach for health centre even though it’s the safest approach as it is having back up.

Parallel running implementation:

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With this strategy, the old and the new system are both used alongside each other, both being able to operate independently. If all goes well, the old system is stopped and new system carries on as the only system. •

Advantages: o If there are initial problems with the new system then the old one can still be used. o Both systems can easily be compared. o Easy to train staff by letting them learn new skills on the parallel system. o Easy to evaluate because the new and old systems are both running.

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Disadvantages: o Expensive - both systems are being run as fully operating versions so both are doing the same job. This may mean duplication of staff and hardware. o Some risk - there is a greater chance of confusion or errors if the two different systems are being run side-by-side.

 Pilot Changeover Technique The pilot operation changeover method involves implementing the complete new system at a selected location of the company. The group that uses the new system first is called the pilot site. The old system continues to operate for the entire organization including the pilot site. After the system proves successful at the pilot site, it is implemented in the rest of the organization, usually using direct cutover method. Pilot operation is combination of parallel operation and direct cutover methods. Pilot site assure the working of new system and reduces the risk of system failure. This is also less expensive than the parallel operation as only at one section both system works for limited period. This is less expensive and safer approach as its combination of both direct cutover and parallel operation. It will save money of health centre and also keep their data safe with smooth working.

Pilot implementation:

With this strategy, the new system replaces the old one in one operation but only on a small scale. For example it might be tried out in one branch of the company or in one 3

location. If successful then the pilot is extended until it eventually replaces the old system completely. •

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Advantages: o Easy to control, the pilot can be halted at any time. o Easy to evaluate because the new and old systems are both running. o Low risk, if a small-scale pilot fails then not too much has been lost. o Easy to train staff by letting them learn new skills on the pilot system. Disadvantages: o It can be slow to get a pilot to completely replace the old system. o A pilot may not show up problems that a full-scale implementation would. This is because a system can work well as a small-scale pilot but has difficulties when it is scaled up to a full operating system with more realistic volumes of data to be processed.

 Phased Changeover Technique Phased operation works in different phases or stages. Implementation of new system in modules or stages is phased operation. This is also a combination of direct cutover and parallel similar to pilot operation. But in this approach the entire system is provided to some users instead a part of system to all users. In phase operation the risk of errors or failures is limited to the implemented module only and also phased operation is less expensive than the full parallel operation. But in some cases, phased operation can cost more than a pilot approach where the system involves a large number of separate phases. Health centre involves various phases such as registration, measuring weight, treatment, vaccination, diagnosis and more. Because of the involvement of so many phases it would be difficult and costly to apply phased operation approach.

Phased implementation:

With this strategy, the new brought in in stages (phases). If each phase is successful then the next phase is started, eventually leading to the final phase when the new system fully replaces the old one. •

Advantages: o Very structured, each phase can be fully evaluated before moving onto the next one. o Lower risk, a well planned and controlled introduction of the new system. 4

Easy to train staff by letting them learn new skills on each phase as it is introduced. Disadvantages: o Slower than direct implementation. o Although each phase is easy to evaluate, you have to wait until all the phases are complete before you can evaluate the whole change over. o

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Recommendation From the above discussion about all four possible approaches, it is very clear that data cutover and parallel operation approach alone is not suitable for the CHIS because of drawbacks like high risk or high cost but the combination of both approaches namely pilot operation and phased operation approaches is more fruitful. Still phased operation is not most suitable approach as we know there are lot of phases involve in our information system and also lack of fund is there. So conclusion is pilot operation is the most recommended approach for the CHIS because this method is cheaper and safer method. Any one of the health centre can implement the new system and after the system proves successful, it will be used by other health centres by using direct cutover. In this way it will be implemented under budget and also there will be low risk of system failure.

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