When deploying / installing a new system it is critical to ensure that it is deployed in a manner that suits the business needs.
Depending on the nature of the existing system, the organisation and time / budget limitations 4 installation/rollout strategies may be adopted:
Pilot
Parallel
Direct
Phased
Often a hybrid approach from those above is adopted.
Pilot Running
A pilot system deployment is a strategy used in the implementation phase of a software project, where the new system is initially rolled out to a limited, controlled group of users before a full-scale launch.
This approach allows organizations to test the system in a real-world environment, but on a smaller scale, to identify any issues, gather user feedback, and make necessary adjustments before deploying the system across the entire intended audience or infrastructure.
Pilot running involves implementing the new system on a scale before full adoption.
Advantages of Pilot Running
Risk Mitigation
Helps identify and mitigate risks by addressing problems on a smaller scale before they can impact the entire organization.
Cost-Effective
Prevents the full-scale deployment of a system that may need significant changes, saving time and resources.
User Buy-In
Engages a segment of the user community early in the process, which can help in gaining broader user acceptance and support for the system.
During pilot running, feedback from users can be used to the new system.
Disadvantages of Pilot Running
Time and Cost
Running a pilot phase requires additional time and resources, including staff to support and monitor the pilot, and potentially additional hardware or software.
Scale Issues
The pilot may not fully replicate the complexities and challenges of a full-scale deployment, leading to a false sense of security about the system’s readiness.
Representation
If the pilot group is not carefully chosen to represent the full user base, feedback may not accurately reflect the needs and challenges of all users.
Dual Systems
In some cases, pilot users may need to operate both the old and new systems concurrently, leading to confusion and increased workload.
A potential disadvantage of pilot running is the at which the new process can be tested.
Parallel Running
Parallel running or side-by-side deployment, is a strategy used in the implementation of new software systems where the new system is run alongside the old system for a period.
This approach allows users to switch between the old and new systems, ensuring that the new system operates correctly and that all data and processes have been accurately transferred before the old system is decommissioned.
What does parallel running involve?
Advantages of Parallel Running
Safety Net
Provides a fallback option if the new system fails to meet expectations or if critical issues are identified, ensuring business continuity.
Data Verification
Enables detailed comparison and verification of data processing results between the old and new systems to ensure accuracy.
User Adaptation
Allows users to gradually adapt to the new system with the old system still available as a reference or backup.
One advantage of parallel running is that it provides a option in case problems arise with the new system.
Disadvantages of Parallel Running
Resource Intensive
Requires significant resources to support two systems simultaneously, including hardware, software, and operational support.
Complexity
Increases the complexity of operations, as data must be kept synchronized between the two systems, and users may need to duplicate their work.
Extended Transition
May prolong the transition period to the new system, potentially delaying the realization of benefits from the new system.
User Confusion
Running two systems in parallel can cause confusion among users, especially if there are significant differences in the user interface or functionality.
A disadvantage of parallel running is the increased of managing two systems at once.
Direct Changeover
A direct rollout, also known as a "big bang" deployment, involves switching from an old system to a new system in a single operation.
This approach contrasts with more gradual methods such as phased, parallel, or pilot deployments.
In a direct rollout, all users move to the new system at the same time, and the old system is decommissioned or turned off once the new system goes live.
Direct changeover is a where the old system is immediately replaced by the new one.
Advantages of Direct Changeover
Speed
Enables rapid transition to the new system, allowing organizations to quickly benefit from new features and improvements.
Cost-Effective
Potentially reduces the costs associated with running two systems in parallel or managing a prolonged phased deployment.
Clarity
Offers a clear cut-off point from the old system to the new, avoiding confusion about which system to use.
One of direct changeover is that it saves time and resources.
Disadvantages of Direct Changeover
High Risk
Introduces significant risk, as any problems with the new system immediately affect the entire operation without a fallback option.
Operational Disruption
Can lead to operational disruptions if unforeseen issues arise, given that all users and processes transition at once.
Pressure on Support Teams
Places a high demand on support teams to resolve any issues rapidly to maintain business continuity.
A major of direct changeover is that it does not provide a backup system.
Phased Conversion
Phased Conversion, also known as staggered deployment, is a method of implementing a new system or software update in stages over a period of time.
Instead of switching over all at once, the deployment is broken down into manageable parts or phases. Each phase targets a specific portion of the user base, a set of features, or a particular geographic location.
This approach allows organizations to minimize risk, gather user feedback, and make adjustments before proceeding to the next phase.
What is phased conversion?
Advantages of Phased Conversion
Lower Risk
Phased conversion limits the exposure to risks and allows issues to be identified and resolved when only a small portion of the system or user base is affected.
Improved User Adoption
Gradual introduction gives users time to adapt to the new system, with training and support tailored to each phase.
Flexibility
The approach provides flexibility to adjust the deployment strategy based on feedback and performance observed in the initial phases.
Phased conversion allows for a smoother from the old to the new system.
Disadvantages of Phased Conversion
Longer Timeline
The deployment process is extended over a longer period, which might delay the full realization of benefits from the new system.
Complex Coordination
Requires careful planning and coordination to manage different system versions and ensure that data integrity is maintained across phases.
Potential for Inconsistencies
There's a risk of operational inconsistencies or confusion among users who are on different versions of the system during the deployment.
One disadvantage of phased rollout is that it can result in user experiences across different phases.
