The process of acquiring an information system is a sensitive process which organization conducts in different stages. The organizational expectations of the system are clearly stated before the design of the system is done. The different stakeholders in the organization have a role to play to ensure the success of the system. Each individual should know the role they are expected to play. There should be no confusion or role ambiguity as this will affet the success of the project.
The Acquisition and Implementation of Information Systems
Information systems are implemented through a process known as the Information Systems Development Life Cycle (ISDLC). First of all, the organization should state why it feels it requires a certain information systems. What are the user requirements of the system? (Yeo, 2002). A cost benefit analysis of the information system is conducted for the company to know whether implementing the system is worth it (Ahituv, Hadass & Neumann, 1984). The programmers and system analysts start to design a system that will meet the user's needs. They will use flow charts for the different processes of the organization to understand the outputs that are required. As they design the system, there will be relevant documentation or guide which the organization staff can refer to ti understand the system.
The system documentation also assists the programmers to modify the system in the event that in the future the system requirements change. Once the design of the system is complete, there is training for all the organization staff, both the managers and operational staff who will be the main users of the system. The system has to be tested before it is fully implemented in the organization. There are different methods of implementing the system and each method carries with it different advantages and disadvantages. The system can be implemented at once or it can be implemented in pilot stages. The organization can use the old and new system concurrently until it is confident to implement the system fully.
User Requirements
The selection of an information system is highly dependent on the goals and objectives of the organization. There are critical roles played by the different stakeholders in an organization during the project design and implementation. The management should select a steering committe in charge of the project and assign the different roles to the individuals such as finance director, IT director and communications/liase director. The management should give adequate time and cost budgets for the system to be designed and implemented. The end users should be given a platform to contribute to the design of the system as they will be the ones using the system frequently.
The management should listen to the programmers and system analysts on the design process and give them full support. The operational users are expected to correspond or interact with the design team frequently and give all their views on what the system should be able to do.
Conclusion
If the system fails to meet the expectations of the users, it will lead to project failure. Studies conducted on project failure have shown that it is due to the system failing to meet the organizational objections. Communication is very important. Correspondence breakdown is one of the causes of system failure. Once the system does not meet user needs, there will be a lot of resistance which will make the company inefficient.
Ahituv, N., Hadass, M. & Neumann, S.(1984). A Flexible Approach System Development.
MIS Quarterly, 8(2): 69-78. Retrieved from: www.jstor.com
Yeo, T.(2002). Critical failure factors in information system projects. International Journal of
Project Management, 20, 241–246. Retrieved from: www.elsevier,com
