 DESCRIBE THE PROCESS OF ACQUISITION AND IMPLEMENTATION OF INFORMATION

SYSTEMS IN AN ORGANIZATION.
 THE PROCESS OF ACQUISITION OF AN IS

 The acquisition of an information system in an organization refers to the process of

obtaining or obtaining access to an information system. This can involve various activities,
such as purchasing hardware and software, developing custom software, or outsourcing the
development and maintenance of the system to external vendors.
 PROCESS OF INFORMATION SYSTEM ACQUISITION
 Identify the need: The first step is to identify the need for a new information system or an
upgrade to an existing system
 Define requirements: Once the need is identified, the organization should define the specific
requirements for the information system
 Research and evaluate: The organization should research and evaluate different options
available in the market. This may involve conducting market research, attending vendor
demonstrations, and gathering information about various systems that meet the defined
requirements.
 Request for proposals (RFP): If the organization decides to acquire a system from external
sources, it may issue a request for proposals (RFP) to potential vendors. The RFP outlines the
organization's requirements and asks vendors to submit proposals detailing how their system
meets those requirements.
 Vendor selection: After receiving proposals, the organization evaluates them based on criteria
such as functionality, cost, vendor reputation, support, and compatibility. A vendor is selected
based on the evaluation results.
 Contract negotiation: Once a vendor is selected, the organization enters into contract
negotiations with the vendor. This involves finalizing the terms and conditions, pricing,
implementation timeline, support services, and any customization or integration requirements
 PROCESS OF INFORMATION SYSTEM ACQUISITION
 System implementation: After the contract is signed, the implementation phase begins.
This involves installing and configuring the hardware and software components of the
information system, customizing it to meet the organization's specific needs
 Testing and quality assurance: The implemented system should undergo rigorous testing
to ensure that it functions as expected and meets the defined requirements. This includes
functional testing, performance testing, security testing, and user acceptance testing
 Training and documentation: Once the system is tested and ready for use, the
organization should provide training to its employees to ensure they can effectively use the
system. Documentation, such as user manuals and system documentation, should also be
prepared to assist users in understanding and using the system
 System deployment: After training and documentation, the system is deployed for regular
use within the organization.
 Ongoing support and maintenance: After deployment, the organization should have a
plan in place for ongoing support and maintenance of the information system
 Methods of Information System Acquisition

 In-house development: The organization may choose to develop the information system
internally. This involves designing, coding, and implementing the system using the organization's
own resources, such as IT staff and developers.

 Outsourcing: Many organizations opt to outsource their information systems to specialized

companies. This entails transferring the major components of the organization's systems and
operations

 Offshoring: In some cases, outsourcing may involve moving the services abroad, known as
offshoring. This is done to take advantage of cost or expertise advantages available in other
countries.

 Systems development outsourcing: Instead of outsourcing the entire information system, an

organization may choose to outsource only the development or maintenance of their information
systems
 Considerations in Information System Acquisition

 Needs assessment: Clearly defining the organization's requirements and objectives for the
information system is crucial.

 Budget and cost: Determining the budget available for acquiring and implementing the
information system is essential

 Integration and compatibility: Ensuring that the acquired information system can integrate with
existing systems and infrastructure is crucial.

 Training and support: Adequate training and ongoing support are necessary to ensure that
employees can effectively use the information system

 Security and data privacy: Organizations must consider the security and data privacy
requirements of the information system. This includes assessing the system's ability to protect
sensitive information, comply with relevant regulations, and implement appropriate security
controls.
THE PROCESS OF IMPLEMENTATION OF AN IS

 The implementation of an information system refers to the process of putting the system
into action and making it operational within an organization. It involves the actual
installation, configuration, and deployment of the hardware, software, and network
components that make up the system. The implementation phase follows the planning and
design stages of the system development life cycle.
 THE PROCESS OF IMPLEMENTATION OF AN IS

 Planning: This stage involves defining the goals and objectives of the system
implementation, identifying the scope of the project, and creating a project plan. It
includes assessing the organization's needs, conducting feasibility studies, and establishing
a budget and timeline for the implementation.
 Requirements Gathering: In this phase, the organization identifies and documents the
specific functional and technical requirements of the information system.
 System Design: The system design phase focuses on creating a detailed blueprint of the
information system. This includes designing the system architecture, database structure,
user interface, and integration points with other systems.
 Development: During the development stage, the actual coding and programming of the
information system take place. This involves writing the software code, configuring the
hardware components, and integrating any third-party software or modules.
 Testing: The system undergoes rigorous testing to ensure its functionality, reliability, and
performance. This includes unit testing, integration testing, system testing, and user
acceptance testing.
THE PROCESS OF IMPLEMENTATION OF AN IS

 Training: Users and stakeholders are trained on how to use the new information system
effectively. This includes providing training materials, conducting workshops or seminars,
and offering hands-on training sessions.
 Deployment: The information system is deployed and made available for use by the
organization. This involves installing the system on the production environment,
configuring user access and permissions, and migrating data from the old system if
necessary.
 Monitoring and Maintenance: Once the system is live, ongoing monitoring and
maintenance are essential to ensure its smooth operation. This includes monitoring system
performance, addressing any issues or bugs that arise, applying updates and patches, and
providing user support.
 FACTORS TO CONSIDER DURING
IMPLEMENTATION
 Alignment with Business Goals: The information system should align with the
organization's overall business goals and objectives. It should support and enhance the
organization's processes, workflows, and strategic initiatives.
 User Involvement and Training: Involving end-users early in the implementation process
is crucial. Their input and feedback can help shape the system to meet their needs
 Data Migration and Integration: If the new information system requires migrating data
from existing systems, careful planning and execution are necessary to ensure data
integrity and accuracy.
 Change Management: Implementing a new information system often involves changes in
processes, roles, and responsibilities
 Security and Privacy: Information systems often handle sensitive data, so ensuring robust
security measures and compliance with privacy regulations is critical.
 FACTORS TO CONSIDER DURING
IMPLEMENTATION
 Scalability and Flexibility: The information system should be designed to accommodate
future growth and changing business needs.
 Vendor Selection and Support: Choosing the right vendor for the information system is
crucial. Consider factors such as vendor reputation, product features, support services, and
long-term viability.
 Testing and Quality Assurance: Thorough testing and quality assurance processes are
essential to identify and resolve any issues or bugs before the system goes live. This
includes functional testing, performance testing, and user acceptance testing
 Project Management: Effective project management is key to ensuring a smooth
implementation. This involves creating a detailed project plan, assigning responsibilities,
monitoring progress, and managing risks and issues that arise during the implementation
process.
 Post-Implementation Evaluation: Once the system is live, it's important to evaluate its
performance and gather feedback from users.
END