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Introduction

Computers are making a significant impact into all aspects of life. Organisations depend on computers to perform their day to day business transactions and many of these organisations will find it impossible to function without information technology. However, computers are only useful with the appropriate software; i.e. someone must develop the software and use it together with the hardware.

The building of an information system requires the integration of both hardware and software and this has to be developed by groups of professionals. Most information systems are developed and custom designed for the users and as such may vary from one organisation to another.Though the requirements of each organisation may differ, the phases in the development of the system are the same.

The Systems Development Process

The formal process of developing information systems is commonly referred to as the Systems Development Life Cycle (SDLC) which is a series of recommended steps or phases. Although the actual number of steps or names given to each step may vary from organisation to organisation, the general structure of the life cycle and content of the different steps are similar.

1) Define Objective / Goals

The single most important step in any systems development process to to clearly define the goals and objectives of the new system. Although defining goals may sound obvious, it is often difficult to do; and unfortunately, it is seldom done well. It is usually a good idea to start with fairly broad goals, and then try to identify very narrow, measurable objectives. If decision makers can clearly state and agree upon the goals and objectives, and measures for determining whether or not those goals and objectives have been achieved, the rest of the project will generally go much smoother. For example, an important goal of a college is to enhance student satisfaction. A more specific objective would be to ensure that students receive their course results three weeks after the end of the semester.

2) Define Requirements

This phase involves determining the information requirements for all major components of an information system, but the emphasis is typically on the outputs and inputs, the processes, the data and the scale of processing. The phase is referred to "system analysis" and the person is called a "system analyst" who will document how the existing system works in order to identify areas for improvement.

To accomplish this, the system analyst and his/her team may:

- consult existing documents (but should be aware of obsolete or inappropriate procedures)

- use questionnaires to obtain from a large number of respondents quickly (but should be aware that responses may be superficial)

- interview to obtain detailed requirements; provides instant feedback (but should be aware that it is time consuming, may get biased responses or users may forget important requirements)

- observation which may reveal procedures and information needs not recognised by users (but should be aware that users may modify behaviours when they know they are being observed and it is time consuming)

3) Generate and Evaluate Alternatives

One common mistake is the tendency for managers to implement the first workable solution they find rather than waiting to generate several feasible alternatives and then choosing the best among them. One reason for this shortcoming is due to the understanding gap. i.e. the users who understand their job tasks but have a poor understanding of information technology and the system specialists who understands information technology but has difficulty understanding the users' information needs and job requirements.

Sometimes, system specialists suggest information systems (hardware and software) based on a narrow list of alternatives which they are familiar with. They may choose vendors they are familiar with which do not necessarily meet the requirements of the organisation.

An important decision to make is whether to "make or buy". In today's environment the decision whether to build the whole system from scratch or to buy existing systems or to have a combination of both. If there are ready-made solutions and they meet the needs of the organisation then it might be cheaper to choose that alternative. If appropriate software does not exist, then the decision would be to build one which would be much more expensive.

4) Design System

After making a decision on which design alternative to go with, it is necessary to consider all of the necassary details for the new system. Designing an information system involves planning how the 5 components - software, hardware, data/information, procedures and people - will interact once the system is implemented. Typically this phase includes making changes to organisational procedures and tasks necessary to match the software this is either being built or purchased.

The design phase requires the identification of exactly what computer and communications hardwae will be required, the determination of who will be responsible for interactions with the new system (entering data, questioning the database, extracting reports).

5) Implement and Maintain

Once an alternative has been selected details for each component of the information system (i.e. software, hardware, data, people and procedures) have been determined, the next issue that needs to be considered is its implementation. Implementation involves all steps required to move from the existing system (whether manual or computerised) to the new one. There is no one way to implement a system; some approaches are better than others, depending on the situtation. Generally the are 4 approaches in implementation:

i) Parallel conversion - involves running both the old system and the new system for a period of time, to ensure that there are no errors or problems with the new system. This approach is expensive and time consumung (employees are required to perform the same function twice) but it has the advantage of reducing the risk of the new system being a failure.

ii) Pilot conversion - where the new system is implemented in a subset of the organisation first (an individual, workgroup, department, or branch office), and then ir is dissiminated to other sites if the implementation in the pilot is considered successful. This approach reduces some risks by confining the new system to a smaller target group and allowing the debugging of the system without creating too much upheavel in the organisation.

iii) Phases / Piecemeal conversion - involves the implementation of the new system in phases allowing the organisation to assimilate it little by little. This approach requires that the information system be modular. It allows for changes and modifications (if needed) to be made as the implementation unfolds and is less overwhelming for the users but the realisation of the benefits from the whole system is delayed.

iv) Direct cut-over /Plunge - means 'pulling the plug' on the old system and converting immediately to the new. This approaches requires a sense of serious committment as it can create many problems if the new system does not work as planned. Hence, it requires careful planning.

6) Maintenance

Maintenanc of an information system requires upgrading the system as required. In some instances there may be errors in the software, training materials or procedures tht must be corrected. In other instances, the needs of the users may change (perhaps requiring different information or faster response) and the system wil require modifications to match those needs. It is an ongoing activity during the life of the information system.It is the activity that ensures that the system continues to provide value.

7) Evaluation

Once the system has been implemented it is important to evaluate its peformance (speed, reliability, accuracy) and the impact it is having. It is necessary to make an assessment of whether the system achieved its goals, is adding value to the organisation. Evaluations should occur regularly and frequently when felt necessary.