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Implementing Large Systems

Implementing Large Systems. Tom Rillands. Small Systems. One to One Off the shelf What you see is what you get Training through documentation (mostly) Interfaces (if exist) rarely used. Large Systems. Multi-user

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Implementing Large Systems

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  1. Implementing Large Systems Tom Rillands

  2. Small Systems • One to One • Off the shelf • What you see is what you get • Training through documentation (mostly) • Interfaces (if exist) rarely used

  3. Large Systems • Multi-user • Off the shelf but can be implemented in different ways to support business process • What you implement is what you get! • Training through tailored training programme • Interfaces to other business systems

  4. Large Systems Integrated “corporate”systems Staff Estates Students Finance Library

  5. Large Systems Different but consistent views of data Director of Finance Course Structures School No. Of Students Fee Types Student Statistics Academic Registrar PVC

  6. For the technically minded…… an extract from the hardware specification • Database Server (Unix/Oracle platform) • Sun Enterprise 450 Server • Dual 400MHz Ultra-SPARCII CPU, 4Mb E-Cache (maximum 4 x 400MHz CPU) • 2Gb System Memory (maximum 4Gb) • Disk Configuration • 5 x 18Gb Drives in RAID 5 for O/S, Oracle Server, Database Files, Control Files • 2 x Mirrored 9Gb Pairs for sequential Oracle Redo Logs and Archive Redo Logs • Storage

  7. Finding the Right System

  8. Why do we need a student administration system anyway? • Enquiries & Recruitment • Admissions /Confirmation & Clearing (inc. link with UCAS) • Record Courses/Modules • Enrol students • Allocate Accommodation • Schedule Students onto Modules • Timetabling • Generate Fees • Monitor Research Degrees • Assessment/Progression • Awards/Arrangements for Ceremonies • Placements • Alumni Records • Statistics (e.g. HESA, TTA, First Destination) • Management Information (how are we doing) • - and it all has to hang together!!

  9. Evaluation and Selection Will the system support business processes? What is the reputation of the system and the supplier? Technical Discussions Vendor Presentations Evaluation Teams Scenario Testing Site Visits

  10. Contractual Negotiations Contract tailored to Institution’s circumstances e.g. Acceptance tests Implementation schedule Acceptance of risk

  11. Implementing the System

  12. Student Administration System - Components Topics e.g. Admissions, Registration End of Project Review Business Processes ….continues? Implementation of Software Change Management/Communication ...continues? Training Needs Materials Delivery ...continues?

  13. Implementation Role Group Executive Decisions (Resources and Politics) Steering Group Project Management Team Manage Implementation Core Project Team Tech Schools Services Training Academic Operational (the workers!) Plus Specialists co-opted from across the University

  14. Extract from a typical project plan Student Fees Train project team on how software works Review fees strategy Consultancy with supplier on fees implementation Refine fee strategy Set up fees profiles Migrate sponsor data Add fees profiles to course data Define interfaces Define invoice format Test fee generation Review account processing details Define end user training Define associated processes (e.g. enrolment) etc ………….. etc ……………. This topic contained 22 tasks, the whole plan contained over 350 tasks!!

  15. Other Challenges

  16. Communication and Feedback Inform Accept Communication Progress Requirements Generate Feedback Electronic Meetings/Presentations Verbal Written/Paper

  17. Training the Users Infrastructure/Resources • Training Room • Equipment Preparation • Training needs analysis • Define training • Tailor the standard course material Delivery • Around 500 administrative staff trained so far • Academic staff to be trained

  18. Interfaces with other business systems Staff Alumni Estates Students Finance Accom Recruit Library Planned Actual

  19. Interfaces with Web based systems

  20. Data Migration Existing System New System Reformat data or Enter data

  21. Functional Testing Direct Applicant Data Entry: etc., etc.

  22. Operational Issues

  23. Operations - Division of Responsibilities • IT Dept • Look after hardware and network • Manage database (back ups, performance) • Apply upgrades and patches • Student and Academic Services • Set up users • Apply functional security • Authorise application of upgrades and patches

  24. Summary

  25. Implementing Large Systems • Complexity…… • Making the right choice • Implementation options • Communication • Training • Interfaces • Data Migration • Testing • Operation

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