1. Data Conversion and Implementation
By Deveral Keney
CMIS – 3004
Walden University

2. THE DATA CONVERSION TECHNIQUES
The conversion of data began with running the new software parallel with the old systems. The side by side duplication ran for two months while only printing the billing statements from the old systems. Manual checks were implemented to ensure account records were correct in the duplicated databases.
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3. INSUFFICIENT SYSTEM SUPPORT
INSUFFICIENT INTEGRITY CONTROLS
It was discovered that when the old systems were turned off the new system could not support the volume of transactions.
Printers were restricted to print information older than 30 days.
Telephone lines were overloaded due to the volume of calls
The system was not handling charge corrections and credits properly, there were unreported errors in apx.50,000 accounts.
Incorrect bills were printed and mailed to customers.
Problems Encountered
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4. TECHNIQUES USED TO CORRECT THE PROBLEMS LISTED
Manual inspection of accounts occurred immediately.
Adjustments were made to handle all transactions properly.
Consultation with the vendor took place and manual entry was concluded to be the best option for the incorrect billing that occurred.
Staff was reassigned from other areas to help provide the support that was needed.
The bank allowed customers to spread payments for late bills over three months without interest charges.
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5. Prevention Suggestions
INSUFFICIENT SYSTEM SUPPORT
INSUFFICIENT INTEGRITY CONTROLS
More of a phased deployment could decrease the risk of the system becoming overloaded if each of the older systems were moved over one at a time with a period of adjustment in-between the iterations.
To prevent error in billing, a larger test group should be made, instead of the 10% of accounts, it should be increase to at least 25% for each of the older systems.
Prevention Suggestions
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6. THE SOFTWARE TESTS FOR DEVELOPING AND IMPLEMENTING
Integration Test – detecting any errors in data between the older database and the new database.
Usability Test – users ran both systems side by side until the end of the second billing cycle, this helped to ensure the new system met requirements.
System Test – a complete system test after integration to determine how well all the pieces work together.
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7. Summary:
Of the Data Conversion and Implementation
Upgrading the systems were ruled out due to the age of existing technologies and the costs of upgrading.
The decision was made to purchase a new component-based, web-oriented system.
Older systems were run parallel to the new system and after two months both of the older systems were moved over into the new system.
After integration it was discovered that the new system could not support what each of the older systems supported.
After readjustments in the system and among staff members, problems were resolved and the system was stabilized.
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8. Case Study Reference:
HudsonBanc Billing System Upgrade Frantz, P., Southerland, A., & Johnson, J. (2002). Implementation Best Practices. Retrieved from ERP Software: Satzinger, John W., Robert Jackson, Stephen Burd. Systems Analysis and Design in a Changing World, 6th Edition. South-Western, VitalBook file. Page 439.
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