Phased adoption or phased implementation is a strategy of implementing an innovation (i.e., information systems, new technologies, processes, etc.) in an organization in a phased way, so that different parts of the organization are implemented in different subsequent time slots. Phased implementation is a method of system changeover from an existing system to a new one that takes place in stages. Other concepts that are used are: phased conversion, phased approach, phased strategy, phased introduction and staged conversion. Other methods of system changeover include direct changeover and parallel running.
Overview Information technology has revolutionized the way of working in organizations. with the introduction of high-tech enterprise resource planning systems (ERP), content management systems (CMS), customer and supplier relationship management systems (CRM and SRM), came the task to implement these systems in the organizations that are about to use it. The following entry will discuss just a small fraction of what has to be done or can be done when implementing such a system in the organization. The phased approach takes the conversion one step at a time. The implementation requires a thoroughly thought out scenario for starting to use the new system. And at every step one has to instruct the employees and other users. The old system is taken over by the new system in predefined steps until it is totally phased out. The actual installation of the new system will be done in several ways, per module or per product and several instances can be carried out. This may be done by introducing some of the functionalities of the system before the rest or by introducing some functionalities to certain users before introducing them to all the users. This gives the users the time to adjust to the changes of the system. It is common to organize an implementation team that moves from department to department. By moving, the team learns and so gains expertise and knowledge, so that each subsequent implementation will be a lot faster than the first one.
The process data diagram
The visualizing technique used in this entropy is a technique developed by the O&I group of the University of Utrecht. As can be seen in figure 1, phased adoption has a loop in it. Every department that is to be connected to the system is going through the same process. First based on the previous training sessions security levels are set (see ITIL) In this way every unique user has its own profile which describes, which parts of the system are visible and/or usable to that specific user. Then the document and policies are documented. All processes and procedures are described in process descriptions, can be in paper or on the intranet. Then the actual conversion is depicted. As described in the above text, certain departments and or parts of an organization may be implemented in different time slots. In figure 1 that is depicted by implementing an additional module or even a total product. HRM needs different modules of an ERP system than Finance (module) or Finance may need an additional accounting software package (Product). Tuning of the system occurs to solve existing problems. After the certain department has been conversed the loop starts over, and another department or user group may be conversed. If all of the departments or organization parts are conversed and the system is totally implemented the system is officially delivered to the organization and the implementation team may be dissolved. Phased adoption makes it possible to introduce modules that are ready while programming the other future modules. This does make the implementation scenario more critical, since certain modules depend on one another. Project Management techniques can be adopted to tackle these problems. See the techniques section below. However, the actual adoption of the system by the users can be more problematic. The system may work just fine but if it is not used it's worthless. Users base their attitude towards the system on their first experience. As this creates an extra weight on the first interaction, the implementers should be concerned with making the first interaction especially a pleasant one. In the technique used in this entry each CONCEPT requires a proper definition which is preferably copied from a standard glossary of which the source is given, if applicable. All CONCEPT names in the text are with capital characters. In Table 1 the concept definition list is presented. Table 1: Concept diagram
Advantages, disadvantages and risks of phased adoption The phased adoption method has certain pros, cons and risks Pros:
The conversion will be done in parts. Time is available for adjustments Negative influences that arise at the start are less critical No ‘catch-up’ period is needed. Time for the users to adapt is longer Technical staff can concentrate on part of the system or some of the users. Cons:
Several adjustments are needed Training sessions are confusing for users as they are asked to work with the new and the old system Several changes in documentation The duration of the project System delivery milestone is unclear Correctness and completeness of the dataset has to be checked several times A ‘fall back’ to the old system is becoming more difficult every new phase. The implementation may appear unclear to the employees and other users. Risks:
Complexity of the implementation Prone to make mistakes Fall back impossible in later phases
Hardware and software installation
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