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Don’t upgrade software
for upgrade’s sake

We recently fielded a call from a client inquiring about upgrading a particular piece of software for their 500 workstations.

When we inquired as to why they wanted to upgrade, we got the standard reply: "Isn't the newest version better?"

Contrary to popular belief, there isn't a stock answer to this question.

With a few notable exceptions, new releases of software provide additional features and functionality.

Furthermore, bugs that were evident in earlier versions are fixed. Of course, the nature of software development dictates that new bugs are introduced.

The benefits of such an upgrade, however, could easily be outweighed by the associated costs. We're not just talking about license costs.

For example, will the new version require you to change your operational procedures? Is the new version stable? Will it require you to upgrade your hardware? Will it be compatible with your other applications?

As you can see, this is not an easy decision. Most times, we recommend some simple questions to address before opting for an upgrade.

One of the first steps to take when contemplating an upgrade is to determine how well the current version suits your organization. Does it provide everything you want or need? If so, you should probably hold off on an upgrade.

If you feel the current version of software is lacking, take a look at the new version and see what new functions are included. Then, make a realistic assessment of whether or not you can or will take advantage of these new features. If it passes this test, then you are ready to address some of the more complex issues like those mentioned above.

There are times, however, when the decision to upgrade is made for you. Most commonly, this is when the software manufacturer discontinues support for the product. For example, most organizations upgraded off Windows NT Server when Microsoft discontinued support on Dec. 31, 2004.

Why? Although NT still worked fine, it basically put businesses at a dead-end. New hardware components, such as network cards or video boards might not function with NT.

The same goes for new software applications. So if your network card burned out, you would have an extremely difficult time finding a replacement that would be compatible with NT. Obviously, this could result in an inordinate amount of downtime.

Once you have decided that an upgrade is appropriate, take care in planning, testing, and implementing it. Make sure you have a fallback plan in case the upgrade causes unforeseen problems.

These are not trivial steps, so we'll cover them in a future column.

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