© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
WEEK 22
Implement a new/modified system
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Week 22: Implement a new/modified system
This week you’ll be implementing the new administration system for LNA Masters Landscapers Association. In particular you’ll: • identify the planning tools used to map the implementation process of the system • develop a plan to keep staff informed and involved in the implementation of the new system • develop a system to keep policy and procedure documentation up-todate • explain how you’ll train staff • develop a contingency or risk management plan Your tasks this week are to: • complete the discussion on planning implementation • complete your reflection on staff participation • prepare a report to the CEO, board members and staff describing the implementation plan
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Resources
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Preparing an implementation plan and present it for approval Once management has given you final approval for the system design, it is important to gain the approval and support of staff. To achieve this involve staff in the implementation stage. One of the best ways to do this is use the Quality Circle (QC) method. This is a voluntary group involved in the system meeting regularly to identify, analyse and solve system-related difficulties. This will: • involve staff in the implementation • ensure that the new system is thoroughly tested • ensure operators are trained adequately before the implementation
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Methods of implementation
There a different ways of implementing a new system, depending on the organisation and type of system being implemented. Methods of implementing systems include: Parallel - both the old and new systems operate side-by-side for a period of time • both systems are maintained and kept up-to-date so that in the event of the failure of the new system, the organisation can fall back on the old one • expensive option and very labour intensive • danger of staff ignoring the new system in favour of the old one • if the system is critical to the running of the organisation and any problems would cause enormous difficulties, it is probably the safest option
Continued
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Methods of implementation continued
Direct cutover - whole organisation is transferred on one day to the new system • less expensive than running parallel systems • makes the transfer process less time-consuming • if the system develops a problem, the entire organisation is affected, resulting in lost productivity and staff discontent. Phased - bringing in the new system one step at a time. Pilot - one department is completely changed over to the new system • system problems are ironed out before the system is extended to the whole organisation
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Implementation timing • The system should be implemented at a time that causes the least disruption. • Ensure the deadlines for the systems implementation are met prior to implementation. • This can be achieved by using a PERT chart or a GANTT chart.
PERT chart - Program Evaluation and Review Technique A PERT chart indicates how the parallel activity pathways are interconnected. Usually one of the pathways is more critical, that is, all the other pathways are dependent upon it being completed by the time the others are finished. Other information, such as the number of days actually required to complete each activity, and the resources to be used, can also be indicated on the chart.
Both charts are used for task scheduling, controlling, and administering the tasks necessary for completion of a project. The difference between them is that a Gantt chart is basically a bar chart and a PERT chart is a flow chart.
Gantt chart Commonly used in project management, is one of the most popular and useful ways of showing activities (tasks or events) displayed against time. On the left of the chart is a list of the activities and along the top is a suitable time scale. Each activity is represented by a bar; the position and length of the bar reflects the start date, duration and end date of the activity
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Examples of GANTT and PERT charts
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Develop procedures and circulate to staff There is a difference between operational procedures and process procedures. Operational procedures - connected to the organisation’s Quality Assurance Policy • explains the systems of an organisation • defines the systems • designates the resources to be used and the methods to be adopted • establishes the personnel responsible for carrying out the processes of the system. Many companies have adopted the ISO standards as guidelines for developing and writing procedures for their industry and business organisations.
Continued
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Develop procedures and circulate to staff - continued
Process procedures • establishes the process and documents the steps for specific tasks within a system • provides the instructions for performing the specific tasks needed to complete the processes. The purpose of procedures is to standardise the processes involved in producing goods or services so that each time the procedures are followed, the outcome is the same. Procedures that produce an outcome of the highest possible standard provide the basis for quality assurance (QA).
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Writing procedures When writing procedures you should: • use simple language and instructions • progress logically, avoiding all non-essential steps • ensure that each step moves the operation toward its objective • try to write them so that the process requires little or no supervision. You need to include the following details: • What is to be done? • Where it is to be done? • When it is to be done? • Who is to do it? • Why they are to do it? • How they are going to do it?
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Training requirements • To determine training requirements establish the tasks the job requires and identify the skills and knowledge needed for that position. • Staff may further assist in identifying their training needs by completing a survey or questionnaire.
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
This week’s tasks • complete the discussion on planning implementation • complete your reflection on staff participation • prepare a report to the CEO, board members and staff describing the implementation plan
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Week 22 Assessment: Implementation of new or modified system
Your task this week is to prepare a comprehensive implementation plan for the CEO, the Board and all staff that clearly sets out: 1. Each task involved, who is responsible, cost breakdowns and timeframes for installation - you should use appropriate planning and monitoring tools, eg GANTT, PERT, flowchart, or process map. Ensure you discuss how this was developed in consultation with staff. 2. A plan on how staff will be kept informed of progress and what is required of them at each stage - eg newsletters, notice boards. 3. A plan to minimise disruption to the ongoing work at the company and on-line ordering. 4. Who will be responsible for ensuring that any policy and procedures manuals will be updated appropriately. 5. A staff training plan on the use of the new system - including for current and any new staff.
Continued
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
Week 22 Assessment: Implementation of new or modified system - continued
1. Write a step by step procedure for one aspect of the record keeping system, this should include how the record will be captured and controlled in the new system. Develop a measurable performance indicator for this record ie how will we know that the record is being kept up to date and accurate 7. A specific contingency or risk management plan A description of 3 problem areas Recommended solutions or improvements to each problem Whose responsibility it is including any authorisation that needs to be gained prior to processing alterations. Please review the report layout guide for further layout guidelines. Approximate length: GANNT chart or PERT chart, Staff training plan, Procedure a 750 word report, approx
© NSW Technical and Further Education Commission C2 Wk22, Mar 2016| Version 1.0
What’s on next week?
Next week you will be monitoring the new administration system for the Landscapers Association of NSW. In particular, you’ll: • create a plan for evaluating the new system • identify any problems or changes that require a systemic response • discuss how any necessary modifications will be made and communicated to users • create a plan for future monitoring of the new system