5.+Implementing

j) Recommend a method of conversion and critically analyse your choice, providing examples. (10 marks)
A crucial step in the implementation of a new communication system is the way in which the old system is converted. In order to minimise the impact of conversion on staff and customers, and to reduce the potential for errors, a Phased Conversion will be implemented. Conversion needs to be thoroughly planned to ensure it is changed correctly; as a result this conversion will be implemented of a six week period.

The Phased method of conversion is the gradual introduction and replacement of existing systems one step at a time. The existing system is reduced a step as the new system is increased; a new section is not introduced until the preceding one is functioning correctly. By introducing the system in this slower, more methodical manner, there is and increased chance of catching errors before they become an issue. In communication systems that are a meld of programs such as ALTECs solution, there is the potential for errors at every step. Another benefit of Phased conversion is the time frame is allows for training staff. The phased conversion method can allow businesses to train staff incrementally as each new step is about to occur, or to provide a larger training session before the conversion starts (as used in this case) to enable staff to be familiar with the conversions taking place. It also enables staff to provide effective feedback in real time that can stop further implementation until the issues raised have been addressed.

This method of conversion has both advantages and disadvantages in regards to time frame. As each section is introduced, if there are no errors present it enables the conversion to progress at a constant rate, however if the system has not been planned and researched well enough, the errors that appear can cost the company a significant amount of time and money. Another disadvantage is the confusion that can arise from running two systems together as not all staff will be on the same system. Overall the Phased conversion method, whilst having some disadvantages, would be the most effective method for this project.

k)Evaluate the training requirements and demonstrate participant training of the new system. (10 marks)
In order for the changes ALTEC is making to its communication system to be effective, staff require the specific knowledge on how to operate it. The applications to be integrated have easy to use interfaces; however on surveying the staff it has been discovered that there is a distinct uneasiness associated with trying new products. Training is an important aspect of integrating a new system and in making the new system as user friendly as possible, in recognition of this, ALTEC has decided to introduce their staff to the programs during a one day in-service. Representative of this firm will be conducting workshops of each of the applications for the new communications system and staff will have the opportunity to explore the applications and their uses in a captive environment.