1.1 Systems in organizations

1.1.1. Identify the context for which a new system is planned

Operation & performance gaps due to obsolescence / inefficiency / scalability, new business needs & goals, mergers & acquisition, pressure from government agencies

1.1.2. Describe the need for change management

Uncertainty and misinformed → Planning and communication; Low tolerance & frustration → Training and support; Roadblocks and delays → Risk management

1.1.3a Outline compatibility issues resulting from situations including legacy systems.

Obsolete language, Incompatible file structure, Different programming styles, Outdated system documents

1.1.3b Outline compatibility issues resulting from situations including business mergers.

Incompatible softwares, Different data formats cause errors during data exchange, Different programming languages

1.1.4. Compare the implementation of systems using a client’s hardware with hosting systems remotely. (Benefits of SAAS)

Low upfront hardware cost, Scalability and flexibility, Accessibility and mobility, Maintenance cost and responsibility, Collaboration

1.1.4. Compare the implementation of systems using a client’s hardware with hosting systems remotely. (Drawbacks of SAAS)

Internet dependency, Security & compliance, Less control over infrastructure and data location, Unexpected costs from data transfer or excessive usage

1.1.5. Evaluate alternative installation processes (What is Parallel running)

The new system is started with the old system running alongside. Data is input into both systems.

1.1.5. Evaluate alternative installation processes (Benefits of Parallel running)

Verification and training, Back up for case of failures

1.1.5. Evaluate alternative installation processes (Drawbacks of Parallel running)

High cost and resource intensive, Redundant workload for data duplication

1.1.5. Evaluate alternative installation processes (What is Pilot running)

The new system is piloted in a small part of the business for several weeks. Once run correctly, it is implemented across the organization.

1.1.5. Evaluate alternative installation processes (Benefits of Pilot running)

Valuable feedback, Back up for case of failures

1.1.5. Evaluate alternative installation processes (Drawbacks of Pilot running)

Time-consuming, Higher initial cost

1.1.5. Evaluate alternative installation processes (What is Direct changeover)

The old system stops as the new system starts.

1.1.5. Evaluate alternative installation processes (Benefits of Direct changeover)

Minimal time and work, Immediate access

1.1.5. Evaluate alternative installation processes (Drawbacks of Direct changeover)

No back up for failures, Stress of induction

1.1.5. Evaluate alternative installation processes (What is Phased conversion)

The new system is introduced in phases as parts of the old system are gradually replaced with the new system.

1.1.5. Evaluate alternative installation processes (Benefits of Phased conversion)

Easier troubleshooting errors, User adaptation and training

1.1.5. Evaluate alternative installation processes (Drawbacks of Phased conversion)

Time-consuming, Higher total costs and complexity

1.1.6. Discuss problems that may arise as a part of data migration

Incompatible file formats / data structures, validation rules, Incomplete data transfer, International conventions on dates, currencies and character sets

1.1.7. Suggest various types of testing (Testing)

The execution of a program to find its fault

1.1.7 Suggest various types of testing (Debugging)

Diagnosing the error and correct it

1.1.7 Suggest various types of testing (Alpha testing)

A small group of programmers within the same company tests the execution.

1.1.7 Suggest various types of testing (Beta testing)

The nearly-finished program is tested by a small group of experienced users invited to try it.

1.1.7 Suggest various types of testing (User acceptance testing)

Verifying that the program meets business requirements

1.1.8. Describe the importance of user documentation.

To help the users of your software, To decrease your support costs, To use as a marketing tool, To improve your company's image

1.1.9 Evaluate different methods of providing user documentation. (What is a help file)

File supplied together with the system

1.1.9 Evaluate different methods of providing user documentation. (Benefits of a help file)

Accessible at any time, General instruction on how to use and solve any major errors

1.1.9 Evaluate different methods of providing user documentation. (Drawbacks of a help file)

No help for the installation process, Often gives general instruction only

1.1.9 Evaluate different methods of providing user documentation. (What is an online support)

Web service hosted by the system's developer to provide user documentation

1.1.9 Evaluate different methods of providing user documentation. (Benefits of an online support)

Continuously revised by the systems developers, Options for support with a real human operator

1.1.9 Evaluate different methods of providing user documentation. (Drawbacks of an online support)

Dependent on internet connection, Dependent on communication skills

1.1.9 Evaluate different methods of providing user documentation. (What is a printed manual)

Manuals printed on paper and supplied together with the system

1.1.9 Evaluate different methods of providing user documentation. (Benefits of a printed manual)

Always available, Includes help for installing the service

1.1.9 Evaluate different methods of providing user documentation. (Drawbacks of a printed manual)

Can be lost, Not always updated

1.1.10. Evaluate different methods of delivering user training. (Benefits of a self-instruction)

Can be done whenever, Specific to the needs

1.1.10. Evaluate different methods of delivering user training. (Drawbacks of a self-instruction)

Dependent on self-motivation and ability to instruct oneself, Incomplete understanding when materials are insufficient

1.1.10. Evaluate different methods of delivering user training. (Benefits of a formal classes)

Open exchange of questions, No barriers to communication

1.1.10. Evaluate different methods of delivering user training. (Drawbacks of a formal classes)

Each member not noticed in a large group, Time-consuming

1.1.10. Evaluate different methods of delivering user training. (Benefits of a remote/online training)

Insusceptible to locations, Easy to revisit or revise

1.1.10. Evaluate different methods of delivering user training. (Drawbacks of a remote/online training)

Access of the required technology, Dependent on communication skills

1.1.11 Identify a range of causes of data loss.

Intentional action, Unintentional action, Failure in power/hardware/software/data corruption, Natural disaster, Crime

Outline the consequences of data loss in a specified situation.

Medical records, employee records, banking records, government agencies, credit card records

Describe a range of methods that can be used to prevent data loss.

Failover systems Redundancy, Removable media, Offsite/online storage

Describe strategies for managing releases and updates. (What is an automatic update)

The software automatically checks for updates online and installs them without requiring any action from the user

Describe strategies for managing releases and updates. (What is a manual update)

Users can manually check for updates and choose when to download and install them. This gives users more control over the update process but requires them to be proactive.

Describe strategies for managing releases and updates. (What is a scheduled update)

Updates can be expected to be installed at a specific time, such as during off-hours or when the system is not in use. This minimizes disruption but may delay the installation of critical updates.

Describe strategies for managing releases and updates. (What is a phased deployment)

Updates can be rolled out in phases, starting with a small group of users and gradually expanding to a larger audience. This allows for early detection of any issues and reduces the impact of potential problems.