ITIL Implementation - Application Systems
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| Step 9: Selection and Implementation of Application Systems |
If new or changed application systems are needed in order to support the processes, these must first be procured or developed and implemented.
Define the System Requirements
Objective of this Project Step
- Definition of the requirements for new or changed application systems
Description
The functional requirements of the application systems are mainly derived from the detailed process descriptions – these illustrate which activities the application system is to support.
Further requirements may be added (example: „The creation of a new Incident must be possible from within the Outlook address book“).
The definitions of the process outputs describe which data are processed within the system. The process "Register an Incident" for example, generates an "Incident Record" – the system must therefore be able to hold such a data structure and offer suitable user interfaces for viewing and editing.
Finally, all non-functional requirements are to be recorded, so that on the whole the following structure results for the requirements document:
- Functional requirements
- Reference to the detailed process models
- Additional requirements related to functionality
- Definitions of the process outputs (data-structures)
- Reporting functionality
- Non-functional requirements
- Requirements related to capacities and quantities
- Performance and turnover
- Scalability/ Expansion
- Availability
- Requirements from the operational viewpoint
- Requirements from the viewpoint of IT Security
- Interfaces with other systems
- Annex
- Process models
- Data to be imported from previously existing systems
Once the requirements are complete, an itemized and prioritized list is extracted from the requirements document, which is used as a matrix for the evaluation of suppliers. The requirements should be categorized, like in the following example:
- Knock-out criteria (Prio 1)
- Important requirements (Prio 2)
- Desirable requirements (Prio 3)
Prerequisites
- Detailed process descriptions in the form ITIL process flows
- Guidelines/ checklists
- Definitions of the process outputs
Results/ Deliverables
- Requirements document for applications to be changed or procured
- Prioritized list of requirements
Success Factors
It is important not to limit oneself to functional aspects when pinning down the system requirements. Operational aspects are equally important, as are possibilities to expand the system – especially if the introduction of further ITIL processes is to follow.
Relevant Views of the ITIL Process Map
The detailed process descriptions from the ITIL Process Map are an important part of the system requirements.
In addition to this, checklists/ document templates support the definition of the process outputs. The attributes usually assigned to an Incident Record, for example, can be found in the checklist "Incident Record".
Select System(s) to Support the To-Be Processes
Objective of this Project Step
- Selection of suitable system(s) and supplier(s) for the application system due to be procured
Description
Suppliers of suitable systems are submitted to a systematic evaluation upon the basis of the list of requirements.
A three-stage approach has proved to be most efficient for this purpose:
- Firstly, a larger number of suppliers may be approached in writing; the aim here is to find suppliers which are able to fulfill the most important requirements
- This results in a short-list of suppliers, who are requested to submit a concrete offer that also contains information about license fees and implementation costs
- The final decision is made after a visit by reference clients and possibly a test-installation by the leading contender
Prerequisites
- Requirements document for applications to be changed or procured
- Prioritized list of requirements
Results/ Deliverables
- Evaluation of systems and suppliers
Success Factors
The number of vendors included in the selection process should not be too large – the product surveys published by the Gartner or Forrester Groups provide excellent assistance when compiling a first list of possible candidates.
Implement the Systems
Objective of this Project Step
- Implementation of the new/ changed application system(s), so that they are ready to support the processes to be introduced
Description
Which individual steps must be taken for system implementation will depend in a great measure upon the type of application and its operational environment.
It is usually most efficient to make use of the system-suppliers' expertise when customizing and implementing the new application(s).
Prerequisites
- Selected system supplier(s)
- Detailed process descriptions in the form of ITIL process flows
- Guidelines/ checklists
- Definitions of the process outputs
Results/ Deliverables
- Fully implemented and operational application system(s)
Relevant Views of the ITIL Process Map
The detailed process descriptions and definitions of guidelines and process outputs serve as blueprints for the configuration of the systems.
Following Project Activity:
→ ITIL Implementation - Step 10: Process Implementation and Training
