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System changeover is concerned with the smooth shift from one way of doing things to another and the mitigation of disruption to business activities during the changeover. There are three main methods used: phased implementation, direct changeover and parallel running. Phased implementation: A staged method whereby one part of the overall system that needs changing is changed. If any problems arise, they are limited in scope and therefore non-critical. Once the system has been successfully changed in one area, the other areas can follow suit, with any lessons learned during the initial changeover used to ensure the success of the changeover as a whole. Parallel running: Both the old and the new systems run side-by-side, using live data, so that project managers can compare the efficiency and reliability of the new system. Once they’re satisfied, the old system is taken offline and the new system becomes fully active and utilised across the organisation. Direct changeover: There’s a single, fixed point where one system stops being used and the new one becomes live. This is the cheapest, quickest and easiest form of system changeover but is also the riskiest – if the system is broken or inefficient, the whole organisation suffers. After acquiring a computer program (system) you are required to change from the old system to the newly acquired system in a process called system changeover. It involves replacing the old system and business processes with a new one. The main system changeover methods are the parallel, direct, pilot, and phased changeovers. They are implemented differently depending on the organization’s situation. Each strategy has its advantages and disadvantages. What activities are carried out during system changeover?1. Replace old hardware systems with new ones.The new system may not be supported by the old hardware system; hence you will be required to replace them with a new, i.e. the new system may require a high speed to process data this means that you will require a server that has a bigger RAM and processing speed. Again you may require more storage space. 2. Replacing business proceduresThe new system may mean that you change the procedures that you use to carry out a certain process. If for example in the old system you use to scan customer images before using the system and then now the new system requires you to use a webcam to capture images it means the procedure has to change. 3. Training usersSystem and other relevant administrators should be trained on how the system should be managed because they will be tasked with maintaining the system. Another group to be trained is the end-user who will be using the system for data capturing and entry. Training should be done to give the user confidence required when serving customers and using the system. 4. Conversion of data to suit the new systemIf the old and new systems are using different data types then you will be required to convert the data from the old to the new format. If the old system was manual then you digitalized data to be used in the computerized system that you want to implement. 4 types of system changeover strategies1. Parallel changeoverIt involves running both the new and old systems concurrently until you are confident that the new system is working effectively with low risk. The strategy assures a rollback to the old system in case something goes wrong with the new system. The strategy also allows the users time to familiarize themselves with the new system and gain confidence to use it. Advantages of parallel changeover
Disadvantages of parallel changeover
2. Direct changeoverIn the direct changeover, the old system is replaced one time with a new system. It is mostly used when the risk of losing data from the old system is significantly low or if the system has most of the new functions. It uses fewer resources because only one system is running. Advantages of direct changeover
Disadvantages of direct changeover
3. Pilot changeoverIt means choosing a specific location or branch of the organization and implementing the system in that branch first. The branch (location) where the system is first tested before it is implemented in the whole organization is called the pilot site. It allows testing the system on a small scale, on all its functionality, and making any changes necessary to avoid any problems when later it is rolled on all organization branches. Advantages of pilot changeover
Disadvantages of pilot changeover
4. Phase changeoverPhased involves implementing a module of the system at a time until the whole system is implemented. It combines parallel and direct change-over strategies. The module can be a functional part of the system or a specific subsystem. Each sub-system is implemented until it succeeds that is when the next one is implemented. It means in case the new system fails then it is only that part that is affected and not the whole system. Advantages of phased changeover
Disadvantages of phased changeover
Factor to consider when choosing a system changeover methodWhen it comes to selecting the best method for changing from an old to a new system the organization should be guided by other factors. Please remember that each organization is unique and that uniqueness should be considered.
How to overcome resistance to system changeover by usersWhen it comes to system changeover, one of the main reasons why it is hard to implement is the system user. Humans by nature want to remain in their comfort zone, not the unknown place in this case a new system. To effectively implement our new system we need to tackle this hurdle. We can achieve this by implementing the following strategies to overcome resistance to system changeover.
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