Accounting Software System Implementation
System implementation forms an important phase of the system development life cycle. System implementation results from the previous phases of planning and investigation, analysis, and design. The system implementation phase is the action phase. At that time, the new system goes live and cost savings result. The organization of the system implementation centers on five issues.
Hardware And Physical Space
The new system's hardware and personnel must be organized at a designated physical site. New computer equipment must be acquired and installed or existing equipment adjusted to meet the needs of the new system. Some equipment such as servers should be in areas with limited access. Management must coordinate these system implementation activities early on.
Personnel
System implementation affects personnel in several ways. The job descriptions of the system's users must change so that they reflect the ways the new system works. It might be necessary to draft new job descriptions for new employees to be hired. Existing personnel and other policies should be examined and changed in order to match the new system's operating procedures.
Personnel must be trained before, during, and after system implementation. Both the implementation team and the system's vendor should offer training opportunities. Training should focus on the technical skills, but also include venues for employees to deal with the changes inherent in any system implementation.
Internal Controls
Internal controls exist to safeguard assets, ensure accurate and reliable accounting information, promote operating efficiency, and encourage employee compliance with internal policies and external regulations. The structure of internal control determines who converts existing data files and the ways in which this conversion takes place.
In addition, the effect of the new system on the accounting system must be assessed. It may affect the reporting structure, client management, and personnel relationships. For example, the separation of duties must be maintained through limiting access to certain files.
Computer Software
The computer software to be implemented must be acquired and tested. Testing is important, whether it was acquired as a turnkey system combined with hardware, as a separate software from a vendor, or developed in-house. Testing ensures day-to-day processing accuracy and completeness.
Conversion
The final step in system implementation is conversion to the new system. It can be done in three different ways. Direct conversion discontinues the use of the old system and starts the new system. In a parallel conversion, the old and new system operate side by side for a specified period of time. In the modular conversion, the new system is implemented one module at a time.
Implementing a system into your business is a challenging process. System implementation requires a variety of actions to take place under strict deadlines. It requires decisions that will affect the future of the organization. It requires bringing employees and others on board. Successful system implementations are generally accompanied by good management. Good management will lead with vision and human skill through these turbulent times.
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