Paripoorna Software Solution Service Pvt. Ltd. - Beacon Implementation Phase 1 Conceptualization

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Implementing Beacon
Phase I - Concept

Pahase I : Conceptualization

The conceptualization phase focuses on:

Identifying the institution’s needs
Determining what is feasible with respect to technology, staff capabilities, and financial resources

Defining needs

What is Required

The definition of needs is a critical step. It produces information that will later help to sift through the many alternatives. Handled properly, it can avoid months of frustration and make the difference between success and failure for the entire process. The goal is to discover answers to these questions.

Assessing the current system

The task force should analyze the current system even if the intent is to completely replace it. Identifying its weaknesses and the reasons users are dissatisfied with it can pinpoint needs that should be addressed by the new system. The following questions can guide this review.

Projecting future needs

One must keep in mind the plans for future growth as well. The following questions can guide this review.

Determining what is feasible

Staff capabilities

The capability of staff to manage computers is critical to the successful incorporation of new computer technologies.The task force needs to examine the following issues.

Technology issues

The task force needs to assess many technical issues to determine the feasibility of using computer technology in the information system. The following questions can guide this review.

Cost issues

When budgeting for a system or comparing the prices of systems, before making a decision, it is important to look at the total costs, including future maintenance and support. The cost of the software may be dwarfed by the cost of technical assistance provided with it, such as assistance with configuration, data transfer, or staff training.

“What does an MIS cost?” is a difficult question to answer. It is not unlike the question, what does a car cost? The answer depends on many factors

Clearly, situations, needs, and available resources vary too widely to give precise guidelines on how much to budget. But in preparing a budget, an institution needs to be sure to consider the following categories

What is Required

Where are data collected?
Where are data transformed into information?
Who needs what information?
What decisions need to be made?
What information is required to make those decisions?
When do the decision makers need it?
Where is information stored?
Where can reengineering make processes more efficient?
Where are the leverage points and critical processing points where a change in procedure could significantly improve efficiency and service?

Assessing the current system

What type of system is it—manual, computerized, or a combination?
What skills are required to use and maintain the system?
What are the system’s strengths and weaknesses?
Can the system be expanded or improved?
How satisfied are the system’s users?
What are the causes of dissatisfaction?

Projecting future needs

What rate of growth is expected?
What changes in financial products are expected?
What new financial products are expected?
What issues of centralization and decentralization are expected?
What reorganizations are expected?
What changes in workflows are expected?

Staff capabilities

Who will be managing the new system? Is there an adequate information systems department, or will the department need to be created or strengthened?
Do current staff have appropriate skills, or will new staff need to be hired?
How much training of users will be required? Will this training be provided in-house or by an external source?
How strong are the accounting department staff? Will they be able to handle a sophisticated system? Are they able to keep information up to date?
What level of complexity in computer systems can be supported at the head office? At branch offices?

Technology issues

Is the electrical system adequate to install computers in the head office? In branch offices?
Are phone communications adequate to support any branch communications envisioned? Is email access adequate for any international technical support envisioned?
What level of computerization should the institution strive for? Should the headquarters be fully computerized? Should the branch offices be computerized?
Should a network be installed? If so, what type? Should the system support front office activities, in which staff use computers in interactions with clients, or only back office activities, in which information is entered from paper based records?
How much of the existing hardware can be used, and how much will need to be replaced? What hardware purchases can the institution afford?

Cost Factors

What will the MIS be used for? Short trips to the grocery store, essential transportation to work, or racing in the Grand Prix? Each of these answers will result in a different purchasing decision.
How large is the family? An institution that has to carry a lot of passengers will need a vehicle that accommodates them.
How long does the purchase need to last? A long-term decision will mean a different choice than an interim purchase.
How much is the institution able and willing to spend? Prices vary tremendously. Purchasers often narrow their range of options by considering only what they can afford. Perhaps the budget allows shopping only for used cars or for low-end rather than luxury cars.
How important are the options? “Bells and whistles,” like power windows and cruise control, raise the costs above the basic model, or may not even be available on the model under consideration.

Cost Issues

Hardware purchases (servers, computers, printers, network cards, backup power supplies, generators, tape backup units, cables)
Infrastructure improvements (wiring, improved security, new work spaces, temperature and humidity control)
Higher utility bills and insurance premiums
Software licensing fees (sometimes charged per user or per installation; network versions often cost more)
Software customization fees
Installation technical assistance (support during configuration, installation, and data transfer)
Extra staffing during installation (temporary help, overtime pay, bonuses)
Staff training costs (materials and instructors, overtime pay, temporary help)
Technical support (monthly or annual fee)
Cost of future software upgrades, improvements, and modifications
Cost of future hardware upgrades
Cost of periodic technical support for repair or upgrading of computers
Higher staffing costs due to new staff hired or raises required by enhanced responsibilities.