Replacing Microsoft Office 2010 with the new version, Microsoft Office 2016
Technologies continue to change over time. Considering the benefits associated with newer forms of technologies, business organizations see it necessary to change over their systems, in particular their computer software. Ensuring that the software align with the current types of technology helps in increasing their efficiency and enables an organization to remain competitive. It also improves the reliability of the software as newer versions tend to lengthen its lifetime. Besides, it shields the software from vulnerability as improved versions include additional security features.
The changeover management of an organization is usually responsible for ensuring that a company is updated in terms of technology. The changeover management is depended upon to identify and analyze the many factors associated with upgrading systems and restoring the workflow of an organization after upgrading. While upgrading is beneficial to a company, there is a high risk that an organization can fail if it adopts an ineffective changeover method. Therefore, selecting the most effective changeover strategy poses a challenge to the management of a company. Microsoft Office is arguably one of the widely used software in corporate enterprises. This document analyses the most appropriate changeover strategy to replace Microsoft Office 2010 with the new version, Microsoft Office 2016. Considered methods include parallel start-up, direct cut-over start-up, pilot start-up, and phased start-up,
One of the implementation methods that can be utilized in replacing Microsoft Office 2010 with Microsoft Office 2016 includes parallel start-up. Parallel start-up involves running the new system simultaneously with the older system for a certain period before fully implementing the new version. Another method, direct cut-over start-up, involves replacing the old with a newer system instantly. Phased start-up strategy combines direct and parallel techniques where it implements the new system, one stage a time. In pilot start-up, the newer system is tested at a certain sited before being implemented fully in the entire company.
Among the four methods, direct cut-out implementation strategy is the most suitable for replacing Microsoft Office 2010 with the new version, Microsoft Office 2016. Its advantages outweigh its risks and perfectly matches the conditions in the organization.
Advantages of Direct Cut-out Upgradation Method
One of the benefits of using the method is that it enables an organization to change the desired system when it is most convenient. In this case, there is an urgent need to implement the new system to improve its efficiency. In comparison to the other methods, it is the cheapest as the change is instant. It also takes the least time as compared to the other methods. This observation means that there will be minimal interruption in the regular workflow while upgrading. Also, it does not require duplication of date as the change does not interfere with existing documents. Such a benefit will be crucial to the company.
The method is risky as the new version may fail to work after replacing the older one and as a result crippling the activities of the organization. Also, it does not provide adequate time for staff to train and get used to the new system as the change is instant. However, considering that there are no significant additional features in the usability of Microsoft Office 2016 as compared to Microsoft Office 2010, there will be no need for extensive staff training. This aspect affirms that this method is the most suitable.
It is notable that Microsoft Office 2016 includes improved features that will benefit the company. In comparison to the older version, it has a better user interface, which will assist the staff to accomplish their tasks effectively. It also includes extended support features and has additional functionalities. Importantly, it facilitates online synchronization and has improved stability. The change is also necessary considering that Microsoft 2010 depended on Windows Server 2003 SP2, which had a lifespan of 10 years. Therefore, upgrading to the latest version 2016 will protect the software from security-related threats and risks associated with the features of the older system.
Fig. 1: O Level DFD Diagram Showing Replacement of Microsoft Office 2010 with the new version, Microsoft Office 2016
Summary of How Legacy Software Applications Can Be Replaced After the End of Their Lifecycles
The first crucial step is ensuring that there is an effective plan to carry out the replacement. There has to be a roll-out plan, and the features for backing up data should be readied. The next step is to implement the newer software and hence, replacing a software application near its end of lifecycle. After that, there will be need to create documentation of the replacement process to keep track of the changes that have taken place. Maintenance and supporting of the new version are also essential in ensuring that it is fully functional. Consequently, the last step involves providing support following a software upgrade.