Phase IV – The Operation Phase
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Phase IV – The Operation Phase
1.
System Changeover
System Changeover is the process of moving from a current system to a totally
new or enhanced one. During the system changeover stage, all employees who use
the system must be collaborative and willing to shift their reliance on the current
system to the new system. This is a very critical stage because it dictates the fate of
switching from the current system to the new system.
There are four different changeover approaches: direct cutover, parallel
operation, single location, and phased. To minimize the interruption of the currently
already busy business at Hoang Video, the parallel operation approach is the preferred
choice for the project.
Currently the customers of the Hoang Video make rental orders through a
manual system in two ways: calling in to order or walking in to order. Although the
current system at Hoang Video has not involved any computing system, the parallel
operation changeover method is used. The parallel operation changeover has many
advantages. It is a safe changeover approach because the old and the new systems
coexist. After the completion of the web-based reservation system, the customers
from either local or remote area may visit the Website to browse and make rental
orders through the new web-based reservation system. Meanwhile, the phone line
ordering service, the old manual system, is still available. If there are problems with
the new web-based reservation system, the phone line ordering service can be used as
a backup until the new system recovers.
Therefore, the parallel operation is a
relatively low risk changeover approach and minimizes the interruption of the current
business operation.
Prepared by: Minh Thu Nguyen
Phase IV – The Operation Phase
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The disadvantages of the parallel operation are that it is a relatively expensive
changeover method due to the duplication of effort to run and maintain two systems.
Users must work between both systems and temporary employees may be needed to
handle the extra workload. In addition, running both systems at the same time might
confuse the users and cause processing delays. However, the staff members at the
Hoang Video have been using the manual system for a while, training a designated
staff member is the only overhead in the system changeover stage.
2.
Routine Operation
During the changeover process stage, the system is considered to be
operational. The manager and staff members of the Hoang Video have to take their
assigned responsibilities.
In order to keep the system operating efficiently and
beneficial to the business, both user training and technical support are necessary.
Training seminars will be provided for the Hoang Video and all the store personnel
including the manager will learn to understand and operate the new system. In
addition, the user manual will be provided at the end of the project. The user manual
will provide the detailed information in operating and maintaining the new system for
the users.
The documentation support is very important in order to resolve any
unpredictable problems that the new system may have in the future. Documentation
support is not limited to just answering user’s questions about how to use the system,
to perform a specific task, or to maintain the system. The documentation support
provided to Hoang Video consists of such tasks as processes for recovery and backup,
for disaster recovery, and for PC maintenance. The purpose of the support is to make
the new system operate properly, effectively, and efficiently.
Prepared by: Minh Thu Nguyen
Phase IV – The Operation Phase
3.
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System Performance Evaluation
System performance evaluation is the systematic determination of the
productivity of hardware, system software, application software, and the
programming staff. The system performance evaluation assesses the overall quality
of the web-based reservation system. It also grades if the new web-based system
meets the specified requirements, achieves the expected benefits and reaches user
objectives.
Moreover, the feedback from the evaluation will definitely help the
developer to enhance a sustaining system.
The evaluation is for users to grade from strongly disagree to strongly agree
and includes the categories of System Output, User Interface and User Training. The
following, Table 3.1, is the system evaluation for the Hoang Video.
.
Prepared by: Minh Thu Nguyen
Phase IV – The Operation Phase
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The Hoang Video system evaluation
Please circle the number from 1 (strongly disagree) to 6 (strongly agree) for each
factor to evaluate the new system.
System Output
1. Ease of use
1
2
3
4
5
6
5
6
2. Accuracy of information
1
2
3
4
3. Completeness of information
1
2
3
4
5
6
4. Timeliness of information
1
2
3
4
5
6
3
4
5
6
5
6
5
6
4
5
6
3
4
5
6
3
4
5
6
3
4
5
6
3
4
5
6
User Interface
1. Ease of use
1
2
2. Appropriateness of options
1
2
3
4
3. Clarity of instructions
1
2
3
4
4. Clarity of web content
1
2
3
5. Quality of layout
1
2
Training
1. Completeness
1
2
2. Appropriateness
1
2
3. Schedule
1
2
Talbe 3.1
Prepared by: Minh Thu Nguyen
Phase IV – The Operation Phase
4.
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User manual

The users need to connect the client computer to the ISP, and lunch the
Internet Explorer (IE 6.0).

Key in the web address of the Hoang Video to visit the main page of the
store’s website
Main page of the website:

Click the About Us hyperlink: the users will be directed to the about us web
page.

Click the Video Browsing / Reservation hyperlink: the users will be able to
view the video category menu web page.

Click the Video News hyperlink: the users will be directed to the news web
page.

Click the Contact Us hyperlink: the users will be prompted with the feedback
form web page.
Video Category Menu:

Click the new tapes hyperlink: the users will be about to select new videotapes
from the list.

Click the tape list hyperlink: the users will be able to select the videotapes of
interest and submit the request for reservation.

Click the view images hyperlink: the users will be able to view the sample
pictures of the new upcoming videotapes.
Reservation function:

When the users are on any of the movies information pages, the users can
click the list menu and select the Rent Me.
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Phase IV – The Operation Phase
Page 6

Fill out the customer information of the customer ID and password.

Click the submit button at the bottom of the each video information web page
to sent the reservation form.
Contact Us:

The users need to fill out the customer information and leave the suggestion or
any message in the comment board section.

Click the submit button at the bottom of the web page to sent the feedback
form.
Checking and processing the reservations:

The Hoang Video’s staff members need to use the Outlook Express to check
the incoming reservation emails every hour.
 The staff members need to reply a message to the customers that their
reservation orders are received.
 Print out the reservation emails for documentation and prepare the videotapes
for customers.
System update:

Connect the store computer to the Internet via ISP account.

Open the FTP client program, and log onto the FTP server.

Select the files from the client site computer then click the upload button
to upload the files to the server site.
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Hoang Video Project Weekly Diary
5.
Weekly Diaries
Week # 1
Date Covered: August 29 – September 4
During the first half of the week I had been soliciting and evaluating for possible
project ideals from friends, relatives, and classmates. After compiling the ideas
collected, I had decided to work on a web-based information system for a Vietnamese
video rental store to serve its customers. Through the introduction of my friend, I
contacted the manager of a Vietnamese video rental store, Hoang Video located at
Bellaire Avenue. After explaining the purpose and the scopes of the project, I finally
obtained a verbal permission from the manager on Hoang Video Project
During the second half of the week, I had interviewed the user to obtain the goal
and the scopes of the project.
The final activity of the week was to finalize the Project Agreement for the user,
the manager of Hoang Video to sign.
Week # 2
Dates Covered: September 5 – September 11
I had visited the store and collected the following information from the manager:

The current operating cost.

The budget the store would like to allocate for the project.

The current processes in doing the business.

The willingness the store would like to enhance the current processes and the
system.

The functionalities of the system the user expected.
Week # 3
Dates Covered: September 12 – September 18
I have visited the computer lab to apply for a Linux account for the web site
development of the Hoang Video project. Meanwhile I have started analyze the
Prepared by: Minh Thu Nguyen
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Hoang Video Project Weekly Diary
information collected during the past week from the Hoang Video store. I have also
given the user a couple of calls to confirm my understandings about the user’s
requirements. At the end of the week, I started drafting the phase I report for the
Hoang Video Project.
Week # 4
Dates Covered: September 19 – September 25
While finishing up the Phase I report, I have learned to use the Microsoft
Project to create the Gantt Chart for senior project as in the appendix. I have
wrapped up and concluded the Phase I of the System Development Life Cycle
(SDLC). I have started to develop a design for the web-based system for the next
phase – the design phase or Phase II. I have already started some activates of the
design phase.
In addition, I have launched a testing web site at URL:
http://gator.dt.uh.edu/~nguym007/ on my Linux account.
Week # 5
Dates Covered: September 26 – October 2
I have continued working on the three of the activities for the design and
report phase of the project.
The activities in this week are Computer Program
Function Definition, Data Base Design, and Computer Program Design. For the data
base design activity, I have outlined the required data fields according to the user’s
need. I have also drafted the tentative data type for each required data field.
Week # 6

Dates Covered: October 3 – October 9
I have completed the collection of hardware information from the vendor, Dell.
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Hoang Video Project Weekly Diary

I have visited the earthlink.com web site to collect information about web
hosting.

I have started drafting data flow diagram for the Hoang Video web-based system.

I have planned the outlines for Phase II report.
Dates Covered: October 10 – October 16
Week # 7

I have been working on the Design Phase report for my senior project.

I have completed Database Design including the data needed, field name,
data type, data length, as well as data source.

I have finished proof reading of my first draft of the Phase II report.

I have drawn and included the charts and figures needed for the report.
Week # 8
Dates Covered: October 17 – October 23
1. I have completed all the activities of Phase II.
2. I have made the corrections of the Phase II Report and emailed it to my friend
to check for grammatical errors.
3. I have drawn all necessary tables, charts and diagrams for Phase II report.
4. I am working on and finalizing the content page and cover page for the
Report.
Week # 9
Dates Covered: October 24 – October 30
1. I have been working on web page implementation.
2. I have been using both DreamWeaver and FrontPage to build the web pages.
3. The main page has been finished.
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Hoang Video Project Weekly Diary
4. I have collected samples movie images from Hoang Video.
Week # 10
Dates Covered: October 31 – November 6
1. I have been working on the web site.
2. I have finished the Phase III report.
3. I have been creating the database.
4. I have collected the images for the web site.
Week # 11
Dates Covered: November 7 – November 13
1. I have finished the web site http://gator.uh.dt.edu/~nguym007/hoangviedeo.
2. I have been working on coding and debugging the web site.
3. I have shown the web site to the user for his review.
4. I have started working on my final report.
Week # 12
Dates Covered: November 14 – November 20
1. I have been testing the programs.
2. I have been testing the new web-based reservation system.
3. I have finished the Phase III report.
4. I have started working on the final oral presentation.
Week # 13
Dates Covered: November 21 – November 27
1. I have been working on the system changeover plans.
2. I have been organizing the routine operation plans
3. I have been working on the user manual.
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Hoang Video Project Weekly Diary
4. I have started working on Phase VI report.
Week # 14
Dates Covered: November 28 – December 4
1. I have finished the Phase IV report.
2. I have been training the users to use the new web-based system.
3. I have been working with the user to evaluate the new web-based system.
4. I have asked the users to fill the evaluation form.
Week # 15
Dates Covered: December 5 – December 11
1. I have finished the final project report.
2. I have prepared for my final project presentation.
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