WHEN TO UPGRADE

Changes, upgrades can apply to many things. Buying a new car and modernizing a home are two examples associated with our personal lives. This topic will examine the subject from the point-of-view of the computer industry, but the methodology applies equally to telecommunications, manufacturing, and a whole host of other industries.

We are all continually bombarded with new things. Computer hardware and software vendors are especially good at planned obsolescence! Leading-edge technology of today is tomorrow's junk. Few of us want to be the last to have the new [ ]. But do we really need all of this stuff? Do we bring added cost and added problems upon ourselves needlessly? This section will briefly discuss key issues associated with upgrading and provide a few guidelines to follow in making the necessary decisions.

Whether done formally for a large organization or informally, the decisionmaking process essentially involves the development of a business case. This means examining the pros and cons and all of the costs and benefits associated with making the change. It represents an important first step, even if performed informally.

Upgrades come in many sizes and shapes. Some will have a profound impact not only on individuals, but on the interaction between individuals and other organizations. The different scenarios associated with making changes must be well thought out to avoid nasty surprises. Spending a little time and money before the fact to do a good job of planning for change can pay big dividends later on.

Changes and upgrades to computer systems can involve both hardware and software. Often the change to one necessitates a change in the other. As new hardware technology unfolds, the added power and capabilities enables more features and capabilities to be built into the software. Conversely, if I need a more complicated program to do something, often I must first upgrade my hardware. However, it does not always mean that I can only run my old programs faster when I upgrade my hardware. Sure the old functions will usually occur faster, but in addition, and often of greater benefit, we can move to a higher lever of functionality as well. A good example is word processing. You might say, Why would I ever want a faster word processor. I can't think or type fast enough for the one I have now! What would you say if you could have artificial intelligence with a Hemmingway to clean up your grammar and writing style? Sounds enticing, but even today's fastest Pentium would have a hard time running the program to provide these capabilities. Forecasts indicate that we can expect them in several more years.

Let's look at questions and issues associated with upgrading.

First and foremost, what will I get for my money and how much will it cost? Do not forget all of the costs. Often, training and other startup and administrative expenses can more than equal the out-of-pocket costs associated with hardware and software purchases. Unless you are at the bleeding edge, talk to someone who has already done what you plan to do. Are they glad they did? What would they do differently? Unfortunately, many people have systems that fully meet their needs and get little or no added benefits and only added expense and headaches. It is much like trading in an older car that runs well for a lemon.
How extensive is the change? It is usually better and more cost effective to upgrade hardware and operating systems at the same time rather than upgrading operating system software without making a hardware change. Of course, system requirements for any new software must be checked against the specifications for the system it will be used on before taking any action. If you would like to upgrade an operating system, e.g., go from Windows 3.1 or 3.11 to Windows 95, usually one upgrade will be acceptable before hardware changes are mandatory, provided the original configuration was not marginal from the start. This applies primarily to the Random Access Memory (RAM), but storage must also be adequate to hold ever larger programs.
Compatibility can be a real issue. New programs are tested by manufacturers using a wide variety of different configurations. Then, before the final release, copies are provided to the user community in the form of Beta copies for testing in the real world. Problems, likes and dislikes, and suggestions are all fed back to make the product better in the final release. With all of the complexity in today's systems, who can really be expected to catch everything? Especially when there can be interaction between programs and many of us do different things with a vast collection of programs that must work in harmony and share common elements in the operating system. When Windows 95 came on the market, PC Week issued a multipage list of compatibility problems with existing programs. Many "bugs" do not impact the typical user, but in a worst case scenario, it could be necessary to upgrade all applications programs when an operating system is changed.
What happens if there is a problem with the installation? Can the change be undone? Will the expected benefits be worth the potential risk? Find out before making the intended change.
Another factor is the work environment. If you have a system failure or other emergency, can you take files and work on them using someone else's system? Can you use shared resources or temporary help that are familiar with your system and its configuration? Who will support you if you need training, or regular repair and maintenance.

After all this, you are probably saying to yourself, I may as well wait awhile until I need a new machine before making any changes. Sometimes that is difficult, too. You may find that there is a hot, new program that provides radically new functionality that will help you do your job easier, quicker, and better. Some of the newer programs, particularly ones designed exclusively for the 32-bit operating systems, will not work with older, but still functional, hardware and software for the 16-bit world. Then again, you may be dragged along by the rest of your office mates who jump into new things before you do.

It is difficult to generalize, but this brief treatise should give you a starting point in considering the issues. For more personalized, custom assistance, please contact us to take advantage of ROCKWOOD MANAGEMENT SERVICES technology planning, analysis and support help. You are encouraged to provide comments and any other feedback on this information. Please reply to:

WHEN TO UPGRADE

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