The Process Data Diagram
The visualising technique used in this entry is a technique developed by the O&I group of the University of Utrecht (Weerd, 2005). The technique is described in the following Wiki: Meta-modeling technique.
As can be seen in figure 1, phased adoption has a loop in it. Every department that is to be connected to the system is going through the same process. First based on the previous training sessions security levels are set (see ITIL) In this way every unique user has its own profile which describes, which parts of the system are visible and/or usable to that specific user. Then the document and policies are documented. All processes and procedures are described in process descriptions, can be in paper or on the intranet. Then the actual conversion is depicted. As described in the above text, certain departments and or parts of an organization may be implemented in different time slots. In figure 1 that is depicted by implementing an additional module or even a total product. HRM needs different modules of an ERP system than Finance (module) or Finance may need an additional accounting software package (Product). Tuning of the system occurs to solve existing problems. After the certain department has been conversed the loop starts over, and another department or user group may be conversed. If all of the departments or organization parts are conversed and the system is totally implemented the system is officially delivered to the organization and the implementation team may be dissolved.
Phased adoption makes it possible to introduce modules that are ready whilst programming the other future modules. This does make the implementation scenario more critical, since certain modules depend on one another. Project Management techniques can be adopted to tackle these problems. See the techniques section below.
However, the actual adoption of the system by the users can be more problematic. The system may work just fine but if it is not used it’s worthless. Users base their attitude towards the system on their first experience (Eason, 1988). As this creates an extra weight on the first interaction, the implementers should be concerned with making the first interaction especially a pleasant one.
In the technique used in this entry each CONCEPT requires a proper definition which is preferably copied from a standard glossary of which the source is given, if applicable. All CONCEPT names in the text are with capital characters. In Table 1 the concept definition list is presented.
Table 1: Concept Diagram
| Concept | Definition |
| Management Decision Report | The description of the selection of the process carried out before the actual implementation start of the new system are described here. Decisions and requirements are described in the report too. (Eason, 1988) |
| Critical Implementation factors | Factors that rose in the selection of the system and are critical during the implementation process. (Umble, 2003) |
| Hardware specifications | The configuration and specification of the hardware in place used by the legacy system and to run the new system. |
| Hardware test report | The results of the tested hardware in place. |
| Software specification | The configuration and specification of the software in place, i.e., the legacy system and the future new system. |
| Software test report | Software tests examine the complete software system. (ISO 9000) |
| User training log | A log concerning the training of the employees involved with the new system (Eason, 1988) |
| Pilot Exercise report | The report of the pilot exercise carried out with the newly installed system in a controlled single environment. |
| Test result | Tests results of the users knowledge of the system. Real users bashing on a prototype long enough to
get thoroughly acquainted with it, with careful monitoring and followup of the results. (The American Heritage Dictionary of the English Language, Fourth Edition, 2000) |
| Business case findings | The project team creates a skeletal business case test environment which takes the business processes from the beginning, when a customer order is received, to the end, when the customer order is shipped. The findings concerned with this test are logged and reported. (Umble, 2003) |
| Security level report | Once the training phase is finished, the setting of the security and permissions levels are necessary to ensure that everyone has access to the information they need. (Cazemier, J.A., Overbeek, P.L., Peters, L.M., 2000) |
| Documentation | The organized collection of records that describe the structure, purpose, operation, maintenance, and data requirements for a computer program, operating system, or hardware device. (The American Heritage Dictionary of the English Language, Fourth Edition, 2000) |
| Conversion scenario | The redefined implementation script, taking into account the Conformity tot the requirements. Furthermore the conversion scenario consists of a workaround and rollback plan. The conversion scenario is the blueprint of the implementation project. (Rooijmans, 2003) |
| Module Implementation Plan | A plan concerning the implementation of a specific module in the system of the organization’s processes is described here.
(The American Heritage Dictionary of the English Language, Fourth Edition, 2000) |
| Product Implementation Plan | A plan concerning the implementation of a specific product of the system into the processes of the organization is described here.
(The American Heritage Dictionary of the English Language, Fourth Edition, 2000) |
| Tuning report | During the implementation the implementers might want to change the system due to findings in the implementation increments. |
| System Acceptation | The system gets accepted by the organization. (Umble, 2003) |
| Catch-up | An approach or strategy intended to overcome a disadvantage or lead
(The American Heritage Dictionary of the English Language, Fourth Edition, 2000) |
Read more about this topic: Phased Adoption
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