Post Implementation Post Implementation ReviewReview

The Post Implementation Review is carried out The Post Implementation Review is carried out once the system is fully operational. once the system is fully operational.

The review is carried out by the development The review is carried out by the development team of analysts, designers and programmers but team of analysts, designers and programmers but also involves the client and end users of the also involves the client and end users of the system. system.

The Post Implementation Review determines how The Post Implementation Review determines how well the system is working and whether or not well the system is working and whether or not improvements to the system will be necessary at improvements to the system will be necessary at a later stage. a later stage.

The Post Implementation Review is a form of The Post Implementation Review is a form of evaluation of the system.evaluation of the system.

Post Implementation Post Implementation ReviewReview

After the system is implemented and conversion is After the system is implemented and conversion is complete, a complete, a Post Implementation ReviewPost Implementation Review(PIR) of the (PIR) of the system is conducted by users and developers alike. system is conducted by users and developers alike.

This is a formal process to determine how well the system This is a formal process to determine how well the system is working, how it has been accepted and whether is working, how it has been accepted and whether adjustments are needed. adjustments are needed.

The review is also important to gather information for the The review is also important to gather information for the maintenance of the system. The post implementation maintenance of the system. The post implementation review provides the first source of information for review provides the first source of information for maintenance purposes.maintenance purposes.

The most fundamental concern during the post The most fundamental concern during the post implementation review is determining whether or not the implementation review is determining whether or not the system has met its objectives. The analyst will want to system has met its objectives. The analyst will want to know if the performance of the users has improved and if know if the performance of the users has improved and if the system is producing the result intended the system is producing the result intended

Post Implementation Post Implementation ReviewReview

Usually, members of the project team will want to Usually, members of the project team will want to complete the review as a natural extension of complete the review as a natural extension of their responsibility to develop and deliver the their responsibility to develop and deliver the system. They understand what was required, system. They understand what was required, what was changed, how it was achieved and how what was changed, how it was achieved and how things are supposed to work.things are supposed to work.

However, many people feel that the review However, many people feel that the review should be performed by an independent team. should be performed by an independent team. This reduces the risk that any errors or omissions This reduces the risk that any errors or omissions in the system could be overlooked during the in the system could be overlooked during the review.review.

One common solution is to do both.One common solution is to do both.

Post Implementation Post Implementation ReviewReview

The purpose of the Post Implementation Review is to:The purpose of the Post Implementation Review is to:

determine the extent to which the project met its objectives, determine the extent to which the project met its objectives, planned benefits and addressed requirements as originally planned benefits and addressed requirements as originally defined; defined;

examine all aspects of the system to see if further examine all aspects of the system to see if further improvements can be made to optimise the benefits delivered. improvements can be made to optimise the benefits delivered. These would be carried out during future maintenance of the These would be carried out during future maintenance of the system; system;

find out users' perspective of the system - do they like it, is it find out users' perspective of the system - do they like it, is it easy to use, what difficulties have they come across?easy to use, what difficulties have they come across?

Post Implementation Post Implementation ReviewReview

The purpose of the Post Implementation Review is to:The purpose of the Post Implementation Review is to:

determine the extent to which the project met its objectives, determine the extent to which the project met its objectives, planned benefits and addressed requirements as originally defined; planned benefits and addressed requirements as originally defined;

examine all aspects of the system to see if further improvements examine all aspects of the system to see if further improvements can be made to optimise the benefits delivered. These would be can be made to optimise the benefits delivered. These would be carried out during future maintenance of the system; carried out during future maintenance of the system;

find out users' perspective of the system - do they like it, is it easy find out users' perspective of the system - do they like it, is it easy to use, what difficulties have they come across?to use, what difficulties have they come across?

The Post-Implementation Review should be scheduled some time after The Post-Implementation Review should be scheduled some time after the solution has been fully deployed. Typical periods range from 6 the solution has been fully deployed. Typical periods range from 6 weeks to 6 months, depending on the complexity of the system. weeks to 6 months, depending on the complexity of the system.

It should not be performed while the initial snags are still being dealt It should not be performed while the initial snags are still being dealt with or while users are still being trained and getting used to its with or while users are still being trained and getting used to its operation. operation.

Post Implementation Post Implementation ReviewReview

Typical evaluation criteria include:Typical evaluation criteria include: functionality, functionality, speed of processing, speed of processing, accuracy and reliability of processing results, accuracy and reliability of processing results, quality of output, quality of output, ease of use, ease of use, robustness, robustness, compatibility with other systems, compatibility with other systems, security, security, possible improvements and future maintenance needs.possible improvements and future maintenance needs.

A suitable list of evaluation criteria should be drawn up to cover all A suitable list of evaluation criteria should be drawn up to cover all elements of the operational solution. The criteria must focus on elements of the operational solution. The criteria must focus on the purpose of the Post Implementation Review, namely:the purpose of the Post Implementation Review, namely: to determine the extent to which the system meets its to determine the extent to which the system meets its

requirements; requirements; to determine how easy the system is to use; to determine how easy the system is to use; to determine requirements for future maintenance.to determine requirements for future maintenance.

Post Implementation Post Implementation ReviewReview

The Post Implementation Review should be carried out using a The Post Implementation Review should be carried out using a combination of investigative techniques including interviews, combination of investigative techniques including interviews, examination of documentation, performance statistics, hands-examination of documentation, performance statistics, hands-on tests and checks:on tests and checks:

Interviews of management and end users of the system; Interviews of management and end users of the system;

Observation of end users actually working with the new Observation of end users actually working with the new information system; information system;

Read all documentation and training materials; Read all documentation and training materials;

Examine all source documents, output reports, and screen Examine all source documents, output reports, and screen displays; displays;

Analyse maintenance and help desk logs; Analyse maintenance and help desk logs;

Use questionnaires to gather information and opinions from a Use questionnaires to gather information and opinions from a large number of users.large number of users.

Post Implementation Post Implementation ReviewReview

The Post Implementation Review assesses the overall The Post Implementation Review assesses the overall quality of the information system. It checks whether or not quality of the information system. It checks whether or not the new system meets specified requirements and achieves the new system meets specified requirements and achieves the anticipated benefits. The requirements and expected the anticipated benefits. The requirements and expected benefits should have been defined in the benefits should have been defined in the System System SpecificationSpecification..

In order to determine the degree to which the operational In order to determine the degree to which the operational system matches the system specification, each system matches the system specification, each requirement listed should be considered individually by the requirement listed should be considered individually by the evaluation team. The Post Implementation Review must:evaluation team. The Post Implementation Review must:

cover all requirements listed in the system specification; cover all requirements listed in the system specification; describe the extend to which those requirements have describe the extend to which those requirements have

been achieved; been achieved; make recommendations in any case where a make recommendations in any case where a

requirement has not fully been met or a problem has requirement has not fully been met or a problem has been identified.been identified.

Post Implementation Post Implementation ReviewReview

The Post Implementation Review must take account of the The Post Implementation Review must take account of the views and opinions of end users of the operational system. views and opinions of end users of the operational system.

Feedback from users is useful in determining how well the Feedback from users is useful in determining how well the system meets its requirements and identifying possible system meets its requirements and identifying possible improvements to the system. improvements to the system.

User feedback is essential, however, when measuring the User feedback is essential, however, when measuring the user friendliness of the system and determining its ease of user friendliness of the system and determining its ease of use.use.

Users of the system should be asked to evaluate:Users of the system should be asked to evaluate: the overall performance of the system, the overall performance of the system, user-friendliness of the system, user-friendliness of the system, completeness and quality of documentation, completeness and quality of documentation, quality and effectiveness of training.quality and effectiveness of training.

Post Implementation Post Implementation ReviewReview

During the Post Implementation Review, all aspects of the system During the Post Implementation Review, all aspects of the system are examined to see if further improvements can be made to are examined to see if further improvements can be made to maximise the benefits delivered. Any such improvements would maximise the benefits delivered. Any such improvements would be carried out during future maintenance of the system. be carried out during future maintenance of the system.

The Post Implementation Review should also contain The Post Implementation Review should also contain recommended actions in any situation where a requirement has recommended actions in any situation where a requirement has not fully been met or a problem has been identified. These actions not fully been met or a problem has been identified. These actions would be carried out during future maintenance of the system.would be carried out during future maintenance of the system.

MaintainabilityMaintainability refers to the ease with which a system can be refers to the ease with which a system can be understood, corrected, adapted or enhanced. Maintainability can understood, corrected, adapted or enhanced. Maintainability can be enhanced by:be enhanced by:

good initial design; good initial design; comprehensive and accurate system design documentation; comprehensive and accurate system design documentation; use of standards (design, language, coding, etc.) throughout the use of standards (design, language, coding, etc.) throughout the

development; development; availability of extensive test cases.availability of extensive test cases.

MaintenanceMaintenance Maintenance, in fact, isn't part of the implementation Maintenance, in fact, isn't part of the implementation

process. It can only begin after the fully functional process. It can only begin after the fully functional system has been released and is in use. In other system has been released and is in use. In other words, maintenance takes place after the system has words, maintenance takes place after the system has been fully implemented. In the Systems Analysis and been fully implemented. In the Systems Analysis and Design Life Cycle, maintenance is listed as a Design Life Cycle, maintenance is listed as a separate stage of the development process.separate stage of the development process.

Maintenance involves making changes to the system Maintenance involves making changes to the system to improve it or adapting it in some way. Since the to improve it or adapting it in some way. Since the system is already fully functional, system design system is already fully functional, system design documentation will already exist. This is used by the documentation will already exist. This is used by the maintenance team to provide them with an maintenance team to provide them with an understanding of the structures within the system.understanding of the structures within the system.

MaintenanceMaintenance Maintenance refers to any changes that need to Maintenance refers to any changes that need to

be made to a product after it has been handed be made to a product after it has been handed over to the client. The maintenance of existing over to the client. The maintenance of existing software can account for over 60% of all software can account for over 60% of all development effort. In this topic we will consider development effort. In this topic we will consider different types of maintenance that can be different types of maintenance that can be carried out on an existing database system.carried out on an existing database system.

Maintenance is not just about "Maintenance is not just about "fixing mistakesfixing mistakes" " but also includes any post-delivery modification but also includes any post-delivery modification to an existing system. Because a database to an existing system. Because a database system consists of more than just database system consists of more than just database structures and scripts, any changes to structures and scripts, any changes to documentation, manuals, or any other component documentation, manuals, or any other component of the product are also examples of maintenance.of the product are also examples of maintenance.

MaintenanceMaintenance

Maintenance can be categorised into Maintenance can be categorised into the following four types:the following four types:

Corrective maintenanceCorrective maintenance; ; Adaptive maintenanceAdaptive maintenance; ; Perfective maintenancePerfective maintenance; ; Preventive maintenancePreventive maintenance..

MaintenanceMaintenance Corrective maintenanceCorrective maintenance is the most burdensome part of is the most burdensome part of

systems maintenance, because it corrects design, coding and systems maintenance, because it corrects design, coding and implementation errors that should never have occurred. implementation errors that should never have occurred.

Since testing of the system should have been systematic and Since testing of the system should have been systematic and thorough, errors that are discovered after a system is fully thorough, errors that are discovered after a system is fully operational tend to be very obscure. operational tend to be very obscure.

The need for corrective maintenance can often be traced to poor The need for corrective maintenance can often be traced to poor design during the Systems Analysis and Design Life Cycle. design during the Systems Analysis and Design Life Cycle.

Corrective maintenance may be needed to correct residual faults Corrective maintenance may be needed to correct residual faults in specification, design, coding and documentation.in specification, design, coding and documentation.

Often, corrective maintenance involves an urgent or emergency Often, corrective maintenance involves an urgent or emergency condition that calls for immediate attention. condition that calls for immediate attention.

The ability to diagnose and remedy the errors or malfunction The ability to diagnose and remedy the errors or malfunction rapidly is of considerable value to the organisation. rapidly is of considerable value to the organisation.

This type of maintenance is necessary because it is accepted that This type of maintenance is necessary because it is accepted that testing of the system will never detect all errors and bugs in a testing of the system will never detect all errors and bugs in a large complex database system. large complex database system.

During operational use of any large system, errors will occur and During operational use of any large system, errors will occur and be reported to the developer. The process that includes diagnosis be reported to the developer. The process that includes diagnosis and correction of one or more such errors is corrective and correction of one or more such errors is corrective maintenance.maintenance.

MaintenanceMaintenance Adaptive maintenanceAdaptive maintenance is performed to satisfy changes in the is performed to satisfy changes in the

processing or data environment and meet new user requirements.processing or data environment and meet new user requirements. The environment in which the system operates is dynamic The environment in which the system operates is dynamic

therefore the system must continue to respond to changing user therefore the system must continue to respond to changing user requirements. requirements.

For example, a new tax law may require a change in calculation of net For example, a new tax law may require a change in calculation of net pay. Or a new report is required, or a new accounting method must be pay. Or a new report is required, or a new accounting method must be installed before the end of the financial year.installed before the end of the financial year.

Generally, adaptive maintenance is good and inevitable. Generally, adaptive maintenance is good and inevitable. Information systems don't function in isolation. Information systems don't function in isolation. Typically, they interact with operating systems, database systems, Typically, they interact with operating systems, database systems,

network protocols, other external software packages, and various network protocols, other external software packages, and various hardware platforms. hardware platforms.

Adaptive maintenance is necessary because of the rapid change that is Adaptive maintenance is necessary because of the rapid change that is encountered in every area of computing. New generations of hardware encountered in every area of computing. New generations of hardware are announced on a 24-month cycle; new operating systems or new are announced on a 24-month cycle; new operating systems or new releases of old ones appear regularly; peripheral equipment and other releases of old ones appear regularly; peripheral equipment and other system elements are frequently upgraded or modified. Adaptive system elements are frequently upgraded or modified. Adaptive maintenance is necessary in order to modify software to properly maintenance is necessary in order to modify software to properly interface with a changing environment. As the specifications of interface with a changing environment. As the specifications of computer systems change, reflecting changes in the external world, so computer systems change, reflecting changes in the external world, so must the systems themselves.must the systems themselves.

MaintenanceMaintenance Perfective maintenancePerfective maintenance enhances the performance of an enhances the performance of an

operational system. operational system. It allows the system to meet user requirements that were It allows the system to meet user requirements that were

unrecognised when the system was originally developed. unrecognised when the system was originally developed. Users and developers are never satisfied. Users and developers are never satisfied.

Even if a system is wildly successful, someone will want new Even if a system is wildly successful, someone will want new or enhanced features added to it. or enhanced features added to it. For example, users may want to change the way that a certain For example, users may want to change the way that a certain

component of the system works or may want to improve the component of the system works or may want to improve the user-friendliness of the system. The process of receiving user-friendliness of the system. The process of receiving suggestions and requests for such enhancements or suggestions and requests for such enhancements or modifications, evaluating their effects, and implementing them is modifications, evaluating their effects, and implementing them is called perfective maintenance.called perfective maintenance.

Perfective maintenance accounts for the majority of all Perfective maintenance accounts for the majority of all maintenance work. As soon as the success of a software maintenance work. As soon as the success of a software package has been acknowledged by the user, package has been acknowledged by the user, recommendations for new capabilities, modifications to recommendations for new capabilities, modifications to existing functions and suggestions for general enhancements existing functions and suggestions for general enhancements are received. To satisfy these requests, perfective are received. To satisfy these requests, perfective maintenance is necessarymaintenance is necessary

MaintenanceMaintenance Preventive maintenancePreventive maintenance consists of periodic inspection consists of periodic inspection

and review of the system to uncover and anticipate and review of the system to uncover and anticipate problems. problems.

As members of the maintenance team with a system, they As members of the maintenance team with a system, they often find defects that signal potential errors. often find defects that signal potential errors.

While not requiring immediate attention, these defects, if While not requiring immediate attention, these defects, if not corrected in their minor stages, could significantly not corrected in their minor stages, could significantly affect either the functioning of the system or the ability to affect either the functioning of the system or the ability to maintain the system in the future. maintain the system in the future.

Preventative maintenance refers to changes to the system Preventative maintenance refers to changes to the system which seek to avoid problems associated with some future which seek to avoid problems associated with some future crises. crises.

The identification and removal of the Y2K bug is an The identification and removal of the Y2K bug is an example of preventive maintenance.example of preventive maintenance.

MaintenanceMaintenance It is estimated that on average, maintenance accounts for 70% of the total It is estimated that on average, maintenance accounts for 70% of the total

cost of the product. Arguably one of the most difficult tasks in the Systems cost of the product. Arguably one of the most difficult tasks in the Systems Analysis and Design Life Cycle, maintenance is usually assigned to junior Analysis and Design Life Cycle, maintenance is usually assigned to junior member of an organisation, leaving development of new systems to the member of an organisation, leaving development of new systems to the better or more experienced members of the team. Maintenance becomes better or more experienced members of the team. Maintenance becomes difficult when previously undetected errors cannot be traced. There can be difficult when previously undetected errors cannot be traced. There can be a number of reasons for this including:a number of reasons for this including:

Inadequate system design documentation showing software design and Inadequate system design documentation showing software design and structure; structure;

Loss of first-hand knowledge of system due to staff turnover; Loss of first-hand knowledge of system due to staff turnover; Previous maintenance and changes have not adequately documented making it Previous maintenance and changes have not adequately documented making it

difficult to track changes.difficult to track changes.

When maintenance of an operational system is being carried out, there is When maintenance of an operational system is being carried out, there is an overall loss in productivity since the system will not be available at an overall loss in productivity since the system will not be available at points when it is being updated. All maintenance activities inevitably lead points when it is being updated. All maintenance activities inevitably lead to changes in the system. to changes in the system.

MaintainabilityMaintainability refers to the ease with which software can be refers to the ease with which software can be understood, corrected, adapted or enhanced. Maintainability can be understood, corrected, adapted or enhanced. Maintainability can be enhanced by:enhanced by:

good initial design, good initial design, comprehensive and accurate system design documentation, comprehensive and accurate system design documentation, use of standards (design, language, coding, etc.) throughout the development, use of standards (design, language, coding, etc.) throughout the development, availability of extensive test cases.availability of extensive test cases.