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To: Mr. B, CIO
From: Mr X, General Manager, IT
Date: November 06, 2021
Subject: The implementation of new DSS system
Introduction
The effective introduction and implementation of a well-functional Decision Support System
(DSS) in the organization could transform its efficiency and productivity while making important
strategic decisions. The replacement of the inadequate, outdated and inefficient information
system by a new and improved one would lead to a major transition for the entire organization as
well as the workforce. In order to make sure that the new Information System is able to run
effectively and carry out the suitable functions, a well-defined implementation process would
have to be adopted. The memo gives an insight into how the implementation process for the new
DSS information system into the organization would be conducted. The needs pertaining to
diverse resources along with a suitable change management strategy have been presented to give
a holistic insight into the implementation process.
Implementation of Proposed Information System
The implementation of the new DSS system in the business entity would serve as one of the most
critical stages in the lifecycle of the new information system development process (BUŞE et al.,
2013). In fact, it would act as the foundation that would lay the ground for the effective decision-
making process throughout the entity. The adoption of a methodical implementation strategy
would be crucial. It would start with individually testing all the informatics applications of the
new system. The results would help to assimilate the same into a unified system.
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During the implementation stage, there would be a need for additional resources such as people,
information, time, and money. Human actors with suitable technical skills would ensure that all
the needs of the company are have been integrated into the new system. Information is a key
resource that would be used in the new system for the purpose of decision-making. Time is a key
factor that must be available so that the IS system would be up and running in the organization
without any hassles. It would also help to identify the duration it would take for the personnel to
upgrade their technical skills and start using the new DSS system. Money would act as a major
resource that would influence the quality of hardware and software that would be incorporated
int the new IS system.
Source (Baskerville et al., 2018)
Project Risks and Scope Creep
During the implementation stage, several risks could arise and hamper the process. One of the
main risks is the poor understanding of the needs and requirements of the users. It could defeat
the entire purpose of the creation of the new system. Another key issue that could arise is related
to the high complexity of the system (Saarinen & Vepsäläinen, 1993). The lack of suitable
technical expertise and infrastructure could disrupt the implementation process and adversely
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impact the final Information System that would be introduced in the organization. The lack of a
clear vision relating to remote work experience of the users could also act as a major bottleneck
that could hinder the efficiency and functionality of the new DSS system (Dow Jones &
Company, 2021). Similarly, cybersecurity issues could also increase the overall risk in the
project.
Poor technical
infrastructure
Inadequate
technical skills
of the sta
Complexity
associated with
the new IS
Cybersecurity
issues
Lack of a clear
vision relang to
remote work
expe...
0
5
10
15
20
25
30
Major Project Risks
Source: (Dow Jones & Company, 2021)
The issue relating to project scope creep could arise owing to factors such as the lack of proper
time management, inability to allocate resources and the poor role of leadership in the project
setting. These considerations must be given high priority so that the risk relating to scope creep
could be curtailed (Ajmal et al., 2019).
Change Management Strategy
A robust change management strategy has been devised that would help to effectively implement
the new DSS information system in the organization and aid in making effective strategic
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decisions. Various elements have been taken into consideration in the change management
approach so that the change could be adopted at a holistic level.
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Need for new equipment and software The new DSS system would require specific
hardware and software requirements that would have to be fulfilled. The main requirements
relating to software and equipment are robust network, database, spreadsheet packages,
cybersecurity framework, cloud technology, graphic query tools, SQL, network gateway,
operating system computer systems, servers, routers, and user interface (Ajmal et al., 2019).
Requirement of training and support to staff As the new DSS system would act as
the replacement of the old one, it would be necessary to provide suitable training to the staff
members. It would give them an opportunity to strengthen their current technical skills so that
they could get familiar with the new IS and use it to make important strategic decisions in the
organization.
Completion of work by the staff during the transition period In order to make sure
that the staff members are able to complete their work and regular activities during the transition
period, the company must ensure that proper remote working provision is in place. Such an
approach would be vital as it would enable the organization and the employees to function in a
flexible manner without hampering the current operations.
Anticipation of other areas of resistance Resistance could rise due to diverse factors
such as the lack of understanding for the change, inability to adapt to the new IS model, and the
lack of proactive role of leaders to initiate and drive the change management process. Similarly,
poor communication relating to the introduction and implementation of the new Decision
Support System throughout the entire organization could also increase apprehension and doubts
in the minds of the staff members and lead to resistance (Damawan & Azizah, 2020).
Evidence of Feasibility
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The introduction and implementation of the new DSS Information System would be a feasible
move by the company as it could give rise to a host of benefits. One of the pieces of evidence of
the feasibility of the study is the identification of the need for introducing a better and improved
tool that could aid in organization decisions. Another evidence is the high success rate of DSS in
the practical business setting. Existing research shows that a well-planned approach can help
organizations across diverse industries to effectively run and implement DSS.
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References
Ajmal, M., Khan, M., & Al-Yafei, H. (2019). Exploring factors behind project scope creep–
stakeholders’ perspective.FInternational Journal of Managing Projects in Business.
BUŞE, F., Mangu, S. I., BUŞE, G. F., & Slusariuc, G. C. (2013). The strategy of implementation
and integration of the Decision Support Systems having in view achievement of a
performant management at SC Energetic Complex Oltenia SA.FJournal of Engineering
Studies & Research,F19(2).
Baskerville, R., Baiyere, A., Gregor, S., Hevner, A., & Rossi, M. (2018). Design science
research contributions: Finding a balance between artifact and theory.FJournal of the
Association for Information Systems,F19(5), 3.
Damawan, A. H., & Azizah, S. (2020). Resistance to change: Causes and strategies as an
organizational challenge.FAdvances in Social Science, Education and Humanities
Research,F395, 49-53.
Dow Jones & Company. (2021). How tech companies are revamping the remote-work
experience. The Wall Street Journal. Retrieved November 6, 2021, from
https://www.wsj.com/video/series/wsj-explains/how-tech-companies-are-revamping-the-
remote-work-experience/2DD85CC9-636E-42C1-8EE4-AD62E0AE6256.
Saarinen, T., & Vepsäläinen, A. (1993). Managing the risks of information systems
implementation.FEuropean Journal of Information Systems,F2(4), 283-295.
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