CIS 500 — Information Systems for Decision-Making
Case Study 1: Transforming the Organization
Congratulations! The executives are taking your information system proposal seriously. In fact, they think it has the potential to transform the way the organization works.
The CIO asked you to read Connelly(2016) to think about what resources you’ll need to get your new
information system up and running. Please also review the five case studies in (Basu 2015, p. 32-35) so you can recommend a change management pattern for your company to follow.
Write a memo to the CIO that describes how to implement your information system into the organization. Please focus on these topics:
- How much of the implementation work can you handle? What additional resources (people,information, time, money, etc.) will expedite the process so you don’t end up like Susie Jeffer?
- Outline a change management strategy: What new equipment and software are necessary? What training and support will the staff need? How will the staff complete their work during the transition period? Do you anticipate other areas of resistance?
The CIO is very skeptical, so provide evidence that your assessment is accurate and complete. It can be difficult to admit to personal limitations!
Transforming the Organization
To: The Manager
From: IT Manager
Subject: New System Implementation
While I can handle much of the implementation work, it will be advisable to use a team to bring about the much-needed change. This will make the entire work of implementing the new system much easier (Basu, 2015). Implementing the new information system on an individual basis may lead to resistance to change from other employees as well as errors during the implementation process. The new project will require support from all the key individuals or department heads within the organization. In order to gain this support, all department heads will engage in training and help in the implementation of the new system. Working as a team will help in resolving issues that may arise during the implementation process, including any errors in the working of the system. This will also ensure that a majority of staff have first-hand knowledge about how the new software operates.
There is a need for additional resources to implement the new information system successfully. These resources include human, financial, time resources, and hardware and software resources. Additional human resources will be necessary in order to hasten the process by reducing the overall workload. Department heads will undergo thorough training so that they can act as champions in implementing the new information technology system. Additional financial resources will be necessary to ensure adequate training of a larger group of employees. Another important resource in the implementation process is time. Besides the longer training period for employees involved in the project, there is a need for more time in testing the new system. This will provide an opportunity to identify errors or weaknesses in the new system before the launch date. Testing may involve running the two systems concurrently or bringing in a few users and obtaining feedback from them. Lastly, there will be a need for new hardware that can fulfill the software installation requirements.
Change Management Strategy
A change management strategy is critical during the implementation of an information technology system. There is a need to purchase new equipment and software during the implementation of a new system. The hardware components should be able to support software requirements. As such, the organization should consider purchasing new computer models with higher specifications to support the new software. Various network components also need to be upgraded. Servers will need to be replaced since the current ones cannot meet the requirements of the new information system. Lastly, there will be a need to increase the storage space. The current printers will still be able to serve the organization.
Training and support are critical in managing change. As such, there is a need for a training plan to help all affected individuals understand the new system (Shelly & Rosenblatt, 2012). There will be specific training for managers, IT staff, and users. Training for managers will focus on system overview. This will ensure that managers can tell whether the users are utilizing the system in the right way. Users will receive training that supports their performance of their respective job functions. They do not need to know all the features of the system. IT staff will receive a thorough training touching on almost all aspects of the new system. In Connelly et al. (2016), Susie ignored much of the training and support needed for other staff.
Implementation of the new system will have little or no significant disruption to regular work. The staff will still be able to go on with their regular work during the implementation period. The new system will be introduced using the pilot changeover method. This will involve implementing the system in a small part of the organization and rolling out to the entire organization only when those implementing consider the system operations as satisfactory. It is logical to anticipate some resistance in adopting the new information system. Users may criticize the new system due to their being accustomed to the old system. Training and continuous support will help reduce their resistance to change.
Evidence about the Accuracy of the Assessment
A new information system will significantly help in improving the efficiency of operations and driving operational costs down. A smooth implementation of the new system will see a significant increase in productivity. The cost savings achieved will help offset the total costs for implementing the system. The organization will also be able to improve capacity since the new system provides scalability. While there could be challenges during the implementation process, steps have been taken to address any key issues that may emerge. For instance, the adoption of the pilot changeover method will help the organization cushion itself against the risk of a new system failure. Through training of users will ensure that each one of them understands his/her roles in using the new system. With the successful implementation of the project, the organization will be able to recoup the costs in two years.
Basu, K. K. (2015). The leader’s role in managing change: five cases of technology‐enabled business transformation. Global Business & Organizational Excellence, 34(3): 34-42.
Connelly, B., Dalton, T., Murphy, D., Rosales, D., Sudlow, D., & Havelka, D. (2016). Too Much of a Good Thing: User Leadership at TPAC. Information Systems Education Journal, 14(2): 34-42.
Shelly, G. B., & Rosenblatt, H. J. (2012). Systems analysis and design. Boston: Course Technology Cengage Learning.