Managing TransitionCourse objectives and scope:

• Analysis: Diagnosis • Design: Modeling• Implementation: Transition

“We never have enough time to do a

thing right, but we always have

time to do it twice”

INF 270 PIS: Managing Transition 2

Analysis:Overall Picture

MissionStrategy

Objectives

Business entitySocial system

Diagnosis Diagnosis

PROCESS Input OutputInputProcess

Output

Input Process Output

Input Process Output

InputProcess

Output InputProcess

Output

InputProcess

Output

InputOutput

Process

Input

ProcessOutput

Level of grow: crisis, structure, problems

Culture, conflictsawareness

D. Christozov

INF 270 PIS: Managing Transition 3

Analysis:Business Process & Decision Making

Input OutputProcess

?

Decision/output

Ivancho

Marijka

Goshko

The Big BOSS

Company’s objectives

Personal objectives

D. Christozov

INF 270 PIS: Managing Transition 4

Analysis: Decisions

?

If the input is ‘X1’ yesIf the input is ‘X2’ no

If the input is neither ‘X1’ nor ‘X2’ thenif the applicant is a young blond female yeselse if the applicant is a male no

else “What Goshko said” if Goshko said nothing

do the opposite of what Ivancho & Marijka suggested

Otherwise: direct the case to the “Bigger Boss”…

The Big BOSS

Structured partApplying rules

Unstructured partApplying intuition

?

Mission/StrategyObjectives

Semi-structured decisions

D. Christozov

INF 270 PIS: Managing Transition 5

IS Development ProjectMission/Strategy

Objectives

D. Christozov

INF 270 PIS: Managing Transition 6

IS Design: PlanningMission/Strategy

Objectives

D. Christozov

INF 270 PIS: Managing Transition 7

Design of IS: detail design

Big Boss Use Case (specify the module to serve the Big Boss):INPUT:

– Read the input documents– Read Goshko’s opinion– Read Marijka’s opinion

PROCESS:– If X1 then fill the case dossier and send a message with text ‘yes’ …– If X2 then fill the case dossier and send a message with text ‘no’ …– ELSE Prepare a report to show on the screen of the Big Boss’s PC:

• SELECT Gender , age FROM input_documents• ENTER Picture• IF EXISTS PRINT Goshko’ opinion• IF EXISTS PRINT Marijka’s opinion• OPEN FORM with options: ‘yes’ or ‘no’ or ‘Submit the case up’• When the FORM is completed – fill the case dossier and send a message …

What constitute “young”?If there is definition, the case of “young,

blond female” is also automatic

Automatic

Benefit - all automatic cases are proceed without “Big Boss” involvement. IS increases “Big Boss” productivity!

Mission/StrategyObjectives

D. Christozov

INF 270 PIS: Managing Transition 8

Categories of Information Systems

Mission/StrategyObjectives

D. Christozov

INF 270 PIS: Managing Transition 9

Categories of Information SystemsMission/Strategy

Objectives

D. Christozov

INF 270 PIS: Managing Transition 10

Categories of Information SystemsMission/Strategy

Objectives

D. Christozov

INF 270 PIS: Managing Transition 11

Categories of Information Systems Mission/Strategy

Objectives

D. Christozov

INF 270 PIS: Managing Transition 12

Transition• What new IS may change?Managing transition:• How the IS will affect administrative structure?• How to reorganize the business process(es)?• What IS may cause to corporate politics and

culture? • How to avoid resistance?• The role of leadership/

Mission/StrategyObjectives

D. Christozov

INF 270 PIS: Managing Transition 13

Transition: What new IS may change?

• Transaction Processing Systems (TPS):– Traceability; Recording all facts;– Serves operational decision making;– Improve efficiency;– Don’t affect administrative structure;– Smooth and streamline business processes;– Improve accountability.

Mission/StrategyObjectives

D. Christozov

INF 270 PIS: Managing Transition 14

Transition: What new IS may change?

• Management Information Systems (MIS):– Performance control;– Periodical reports – to show whether what was

planned is achieved: support corrective actions;– Exception reports – to ring the bell in case of

appearing significant problems;– Improve effectiveness;– May result in structural changes by flattening

administrative structure;– May result in reengineering of business processes.

Mission/StrategyObjectives

D. Christozov

INF 270 PIS: Managing Transition 15

Transition: What new IS may change?

• Executive Information Systems (EIS):– Support of Strategic Decision– Simulation: What-if analysis– Prediction– Playing scenarios – Don’t affect every-day life of the organization

Mission/StrategyObjectives

D. Christozov

INF 270 PIS: Managing Transition 16

Transition: What new IS may change?

• Enterprise Resource Planning (ERP):– Integrates information for better planning and use

of resources (material, financial, human and information) on enterprise level;

– Serves for better control and planning

improved MIS

Mission/StrategyObjectives

D. Christozov

INF 270 PIS: Managing Transition 17

Managing transition:How the IS will affect administrative

structure? Mission/StrategyObjectives

Goshko

IvanchoMarjika

Big BossX

Bigger BossA

Biggest Boss

reportorder

report

order

report

order

repo

rt

orde

r repo

rt

orde

r

Bigger BossB

reportorder

Big BossY

report

order

Petyrcho

repo

rt

orde

r

FlatteningDirect/horizontal

IS

D. Christozov

INF 270 PIS: Managing Transition 18

Managing transition:How to reorganize the business

process(es)? Mission/StrategyObjectives

Goshko

Lenche

Marijka

Petyrcho

Vancho

Big Boss

Goshko

Lenche

Marijka

Petyrcho

Vancho

Big Boss

IS

Parallel Processing instead of Sequential Processing

D. Christozov

INF 270 PIS: Managing Transition 19

Managing transition:What IS may cause to corporate politics

and culture? • Changing the authority structure• Increasing – accountability, – Visibility– responsibility and – self control

• Empowering individuals

Mission/StrategyObjectives

D. Christozov

INF 270 PIS: Managing Transition 20

Managing transition:How to avoid resistance?

• Provide information regarding IS early• Involve employees in IS specification• Keep employees familiar with IS project progress• Give people time to adjust• Ensure assistance

Mission/StrategyObjectives

Would I have chosen this?Do I accept it?Can I benefit?How this will affect me?Can I cope with the stress?Whether I am prepared?Can I try the new IS in advance?Who can help me?

Resistance is natural

D. Christozov

INF 270 PIS: Managing Transition 21

Managing transition:Guarantee smooth transition

• Plan activities for the transition as early as initiation of IS project

• Train employees in advance• Dedicate resources for parallel running of old and

new systems for at least one complete business cycle • Compare usability of the two systems• Identify possible problems and risks• Migrate to the new system when problems are

resolved

Mission/StrategyObjectives

D. Christozov

INF 270 PIS: Managing Transition 22

Q & AD. Christozov

INF 270 PIS: Managing Transition 23

ER/EER diagram

Flow chart

User interface

D. Christozov