1. Dos and Don’ts of System Implementation
Session 23
W Scott Erwin, Sr., CGFM, CRA
Director – OSP, Texas State University – San Marcos
Dianne Bozler
President, ERA Software Systems

2. Implementation Phases
Phase I
Project Plans
Process Analysis
Phase II
Software Installation
Interface Definition
Phase III
Load Legacy (if desired) Data
Phase IV
Training
Change Management and Preparation for Roll-Out
Go-Live

3. Key Success Factors Dedicated Resources Advocates from Management
Communication Strategy
Internal Project Plan
IT Support and Involvement
Trained Local Experts
Using the software “off the shelf” before requesting customizations

4. Installation Process of moving from old system to new system
Conversion of data must be planned
Four approaches to installation
Direct (Big Bang)
Parallel Installation
Single Location Installation
Phased Installation

5. Direct Installation

6. Parallel Installation

7. Single Location Installation

8. Phased Installation

9. Which way is best? Direct Installation Parallel Installation
Single Location Installation
Phased Installation

10. Is implementation a success?
Is the system used? 1. 2. 3. 4. 5. 6.
Is the user satisfied?

11. Factors influencing implementation success
User’s personal stake
System characteristics
User demographics
Organizational support
Performance
Satisfaction
Political …

12. System Documentation
Detailed information about a system’s design specs, its internal workings, and its functionality

13. User Documentation
Written or visual information about an application system, how it works, and how to use it.

14. What Makes Good Documentation?
Contains an overview, index, getting started instructions, I.e. – very structured
Describes functionalities
Contains task-based documentation
“How to’s…”
Frequently Asked Questions
Messages & their meanings

15. Training the end-users
What do users want?
Training early on
Training manual
Straightforward teaching techniques 1. 2. 3.

16. Training Methodologies
Instructor Led
One-on-One
User-Led
External sources

17. Common Training Methods
Tutorial - one person at a time
Courses - several people at a time
Computer-aided instruction
Interactive training manuals - cmbo of tutorials and CAI
Resident expert
Software help components
External sources (vendors)

18. Supporting the End-user
Information Center / Help desk
Automating support
Resident expert
Other things to consider:
Providing recovery and backup
Disaster recovery
PC maintenance

19. Things can and will go wrong
Guess What
Despite good planning and perfect execution,
Things can and will go wrong

20. Key The key when things go wrong, is how you and your team respond
Don’t play the blame game
Notify interested parties that there is a problem and you are working a resolution
How you respond is pivotal in how the implementation will be viewed and accepted across campus (for years to come).

21. W Scott Erwin, Sr., CGFM, CRA Dianne Bozler
Thank You
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W Scott Erwin, Sr., CGFM, CRA
Director – OSP, Texas State University – San Marcos
Dianne Bozler
President, ERA Software Systems