INFT6500: Accounting Information System Implementation Plan Report

This report presents a comprehensive implementation plan for an accounting information system, focusing on Marcia's organization and the adoption of MYOB software. The plan includes a pilot implementation strategy, initially deploying the system in the Eastwood branch to assess its effectiveness. The report outlines the implementation process, including hardware and software installation, personnel training, and data conversion, with estimated costs and timelines. It details testing strategies using real-time data, emphasizing the importance of evaluating revenue, expenditure, and payroll modules. Furthermore, the report addresses system controls, such as disaster recovery, security measures, and backup procedures, to mitigate risks. It also considers potential issues like resistance to change and the need for employee training. The report concludes with a discussion of security measures, including user credentials, antivirus software, and server protection, ensuring data integrity and system reliability. It provides a detailed analysis of the implementation process, addressing potential challenges and risks, and proposes solutions to ensure the successful integration of the new accounting information system.

Running Head: ACCOUNTING INFORMATION SYSTEM 1
Accounting Information System
Name
Institution

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Executive summary
The design and development of the new system, was based on sample statistics, hence it has
to be tested and implemented in the real world to know if it works as required. The
implementation plan includes a testing strategy system controls and an implementation
strategy. This will help us in determining whether the system can operate successfully as
expected. A pilot implementation strategy is used in this case, whereby the system is adopted
by one of the branches in running all its operations. MYOB software would be implemented
in the Eastwood branch of the Marcia’s organization.
Introduction
Marcia's organisation currently uses manual procedures to conduct day to day
activities; therefore, the new Marcia system should be an automated system that can digitalize
all the operations. Marcia's new policy should include a computerized job receiving and staff
allocation module, which will ease the process of allocating jobs to the staff. A modern based
call management system that would facilitate the work of office assistant in assigning
responsibilities to the staff. The new Marcia’s system should have a computerized accounts
receivables for the management of all invoices and an automated payroll system. The new
system should provide an accurate and efficient data sharing module across the branches. The
company is looking to implement an improved accuracy in recording stock, which will
increase the rate of productivity (Rom & Rohde, 2017).
Solution checklist and recommendation
Mind Your Own Business (MYOB) is the most suitable accounting software for
Marcia’s organisation because it fulfils all the system requirement. First, MYOB software has
a single financial and payroll system that can be installed in all the branches, and this will be
used in capturing invoices and producing periodical financial records automatically. This

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payroll system will be interconnected with the staff allocation module that will be used in
processing the salaries and remuneration for the staff. Secondly, all Marcia's branches will be
linked together, and this will make data sharing more effective and efficient. MYOB software
has an inventory module whereby it keeps all the record regarding stock and can be traced up
to the branch involved. This will help in increasing the productivity levels of all Marcia's
offices. Therefore I recommend Marcia organization to adopt and implement MYOB
software in running their day-to-day operations.
Implementation plan
A pilot implementation strategy is whereby the system is installed by a department, or
a branch of an organisation, whereby they can monitor and assess the software efficiently
(Baxter & Hunton, 2016). If the software works as expected, then the system will be adopted
in the whole organizations. MYOB software will be implemented in one of its branches, e.g.,
in Eastwood, all the operations in the Eastwood branch will be done using MYOB application
software for at least two months. The Marcia’s headquarters will be monitoring and assessing
the benefits and disadvantages of the software from its operations in Eastwood. If the system
produces the expected results in service delivery and productivity, the system will be adopted
in the entire Marcia’s organization.
The main risk involved with this pilot implementation strategy is losing essential data
if the program fails. Eastwood could loss confidential information and can be forced out of
business if the software fails. The risk will affect only one branch of the company; therefore
if the other branches are doing well, then they will be able to raise themselves back. The
security of the financial statements and other confidential data of Eastwood during the trial
period should be separated from the whole business. This would ensure the risk of losing

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private data is highly mitigated. Considering all the risks, if the trained staff well accepts the
software, then its probability of succeeding is very high (Belloc, 2007).
The MYOB software is set to be installed in Eastwood branch on trial and the table
below shows the cost and duration of implementing the software. The cost of implementation
includes the cost of training personnel and acquisition of the required hardware and software.
The implementation process is estimated to take not more two months.
Implementation of MYOB at Eastwood
Branch
Time Estimated Cost
Install hardware and software 1 week $3,000
Training employees 2-3 weeks $250
Data Conversion 2 weeks -
Test the system 3 days -
MYOB trial 2 months -
Test data
In this chapter, the MYOB software should use real-time data and information instead
of hypothetical data to do the tests. There is always a difference when real data and
hypothetical data is used, and therefore, for the success of this software, practical information
from Marcia organization should be taken and used. If the results are better than the
expected, then, the software is designed and adopted by the whole organization. Business
processes of Marcia’s organization, which includes revenues, expenditure, and payroll
operations are most important in every business; therefore, the success of MYOB software in
this section will prove its credibility.

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The system test will cover the entire system that is the software, the hardware, and the
network to show whether the new implemented system can run successfully (Dillard &
Yuthas, 2013). MYOB software will be subjected to test in all its modules from revenue
collections, accounts receivables and payroll modules. Using the pilot implementation
module, data from Eastwood branch is fed into the software and see whether it can work
better than the existing system. The payroll module will calculate employee wages and
salaries, and submit the list of paid employees to the bank for payment. Laid out employees
should not receive payments, if the patrol system is able to make that process then the new
system is effective and efficient. .Results of the completed tests are well analysed to evaluate
the system. The revenue, expenditure, and payroll modules work much more than expected.
(Cullinan & Zheng, 2015).
Business cycle Transaction Condition tested Expected results
Expenditure Acquire new stock Cheque Valid
Revenue Customer purchases
hardware equipment
Credit card valid
Payroll Pay salaries via the
bank
Account number Transfer successful
The issues involved with new system implementation is the fear of change, most of
the people do not respond to changes positively. The adoption of new accounting information
system will affect almost every department in the company including payroll, stock and other
departments. The adoption of the system may experience delays when training employees

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and learning of new skills. Time and money will be highly required during the transitioning
in training the employees and acquiring new hardware requirements.
System Controls
System controls involve the algorithms that regulate the overall operations of the
system and ensures that all the users of the system can access the application. System controls
include disaster recovery, security measures, and techniques and back up procedures that will
help in storing and restoring confidential information. Users of the system, at some point, will
make errors either intentional or unintentional, especially during data entry, human errors
lead to fraud and other adverse impacts on the business. Users need to be well trained and
follow the required procedures to the latter, the process of data entering should be well
adhered to, and the staff should also counter check the accuracy of data fed into the system
(Gailly & Geerts, 2014). To avoid such issues, the users, especially the team, will have their
login credentials and should not reveal to anyone at any time. The will ensure there will be no
unauthorized access into the system. MYOB software can also help in tacking the works on
individual staff in the system.
Back up Procedure
Marcia's organization and its branches are all interconnected and share a common
network. For this case, MYOB software provides the most efficient backup procedure.
Because of the shared system, MYOB software provides back up after every twelve hours
and this backup files is stored in the headquarter server room. There is also a secret cloud
server where Marcia's organization stores all its data. The system automatically does the
backup after every 12 hours; in this case, no data cannot be forgotten due to human errors.
The branches on the hand can also design their own specific back up procedures on top, for
example, use of external hard drives.

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Disaster Recovery Policy
This is a policy that outlines procedures carried out by the system if a disaster occurs.
In Marcia's organization, the disaster recovery plan includes contingency and strategies put in
place that will help the organization recover faster in case of a disaster (Harmon, 2016). The
backed up data in the secret cloud cover is one of the practical plans that will help in
safeguarding vital information. Risks and its impacts should be assessed periodically to
predict future disasters and put in place measures to avoid/contain them. Employees need to
be well trained and aware of disaster recovery measures to avoid causing more disaster in
case of emergency. A disaster recovery plan should be well tested before its implementation
because the program could bring more disaster instead of recovery (Gelinas, Dull & Wheeler,
2018).
Security Measures
MYOB software has a great form of security; first, all the staff accessing the system
should have login credentials, and all their activities in the system can be traced. The staff is
advised not to give anyone their passcode in any circumstance. MYOB software has its
antivirus software that can help in preventing computer viruses from the system. The
company can improve security by fixing a CCTV camera in hidden corners to monitor all the
activities in the organizations. The server rooms in the branches and the headquarters should
be well protected, and unauthorized access should be highly prohibited (Nicolaou, 2014). The
servers’ should be in an undisclosed place accessed by only a few employees with proper
clearance. MYOB software is one of the most secure software with a lot of firewalls in it.

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