Once a system is operational, it is unlikely that it remains entirely satisfactorily for a long time. Experience in using the system brings to light shortcomings and suggests improvement. On the other hand, the requirement of the system change as time goes by, for these reasons, the system requires periodic maintenance.
Maintenance requires re-specification of a portion of the system and amendment to programs and documentations accordingly. A certain amount of testing is also involved to achieve this, control and security measures are often introduced at three levels.
- Management control
- System control
- Procedure control
Each of these controls should be able to achieve
- Dictate the existence of errors
- Locate errors
- Correct errors
The objectives of control is to minimize errors by continually measuring the operations and giving the necessary instructions for the corrective actions to be taking.
The purpose of evaluation is to ensure that the actual system perform in line with the objectives established during the design phase. Evaluation should involve the following questions:
(1) Does the system perform as planned and deliver the expected benefit?
2 Have users been educated about the new system?
3 Is the system accepted by user?
4 Was the system completed on schedule and with the resources estimated?
5 Has the storage space occupied by files greater than allowed for and if so, what is the consequence?
6 Are the errors, exception and queries arising in the system disproportionately high or low for the amount of data and what measure are been taking to curb the situation?
The subsequent reappraisal and system maintenance also includes the (System Evaluation)
(A) Cost/Benefit: Is this still at an acceptable level in general terms that is to say, the end user satisfied with the information they received or has it become irrelevant, confusing or longer in the most suitable form?
(B) Source data: Has the pattern or amount changed to the extent that it is worthwhile to reconsider the method.
(C) Technology: Have hardware development made the existing computer and associated equipment obsolete to the extent of seriously affecting the efficiency of the system as compared with that of the modern hardware.
(D) Staff/Hardware Costs: Has this ratio change sufficiently justified more or less computerization.
All aspects of the new system have to be re-examine periodically, no matter how flexible or adoptable a system is, however major changes become necessary over time. When the system has to be redesigned, the entire cycle must be performed again. Appraisals must be carried out in the following areas:
- User Department
- Technical Department
- Computer operation department
- Documentation Departments
In summary, systems analysis and design is the most efficient approach to designing new system that will meet management objectives, if the system is well implemented with all the hardware/ software requirements. That will make the process of monitoring and evaluation of petroleum products distribution and allocation easier and faster for Akwa Ibom state ministry of petroleum and mineral resources.
The new system, which is computerized had been designed, developed and implemented guided by the analysis of the existing system. The new system therefore, has better facilities than the old system in terms of information storage, management, speed, efficiency, accuracy and precision.
The need for the computerization of the ministry of mineral resources especially in the area of petroleum product distribution and allocation is highly appreciative and worth-while. This will help boost the services rendered to the public, as it will heighten the productivity and profitability demanded by changing times while providing the diligent and accurate services demanded by public.
In conclusion, the effective and immediate implementation of the new system in the ministry is essential as it will reduce the problem associated with the distribution and allocation of petroleum products to the barest minimum. The new system tends to have a comparative advantage over the manual operation used by the ministry when processing response and accuracy are considered. Evidently, the cost of implementing the new system is far less compared to the benefits to be derived.
Having thoroughly examined the necessary of computer in facilitating efficient services when introduced, the author therefore recommends that the distribution and allocation of petroleum products be computerized.
It is evident that changes in operation made by acquiring the new equipment will mean some additional expenses and cost, it is believed that this will be off-set if the new system is properly implemented. As a result of change that will be encountered by introducing the new system, the following should be followed-up.
- Retraining of staff/ considerably retaining of displaced workers is necessary.
- There is need for investment of capital to hasten installation of new equipment especially hardware.
- Adequate security measures should be established for security of files and programs, computer hardware.
- Software’s that is relevant for the implementation if the new system should be acquired.
- Data validation checks should be thoroughly done to ensure accuracy.
Finally, the author encourage the continuation of this project by the forth coming researchers as much work is yet to be accomplished, which time and other constraints made it impossible for a diversified study.