TECHIES CLUB III ICT WORKSHOP BY : Eng. OBOTH ANDREW

ICT MANAGEMENT Managing Information Communication Technology (ICT) will enable organisations to get more out of their current equipment and also to make better decisions around the purchase of new equipment and ICT developments. Management of ICTs may include:- Quality assurance Procurement Security investment review risk management Auditing. Human resource Marketing

Monitoring and evaluation managing accounting and budgeting recording contact with clients more accurately and in more detail improving communications within the organisation and with others.

EQUIPMENT MAINTENANCE Maintenance refers to Actions necessary for retaining or restoring a piece of equipment, machine, or system to the specified operable condition to achieve its maximum useful life. There are two major maintenances performed on computers; Preventive- Maintenance performed on equipment not necessarily when they are faulty but to make sure breakdowns are minimized. It involves changes made to a system to reduce the chance of future system failure Corrective - diagnosing and fixing errors, possibly ones found by users We know change is inevitable and our systems need to be at par with the changes, some reasons are: Political decisions (e.g. introduction of a new tax). Hardware related changes. Operating system upgrades over time. Competition - new features to be added.

How to plan your IT maintenance Checklist Do your IT maintenance regularly. Don’t ignore IT maintenance. Draw up a schedule for your IT maintenance. Software and hardware need maintenance. Automate as much as possible. Keep your documentation updated. Make monitoring part of your IT maintenance. Check and maintain your security Don’t overcomplicate IT maintenance. Consider outsourcing IT maintenance. Things to note before equipment maintenance

The purpose of hardware maintenance is to check the condition of cables, components, and peripherals, Clean components to reduce the likelihood of overheating, Repair or replace any components that show signs of damage or excessive wear. Tasks that are performed during a hardware maintenance program: Remove dust from fan intakes. Remove dust from the power supply. Remove dust from components inside the computer. Clean the mouse and keyboard. Check and secure loose cables HARDWARE MAINTENANCE

The purpose of this is to verify that installed software is current. Use the tasks listed as a guide to create a software maintenance schedule that fits the needs of your computer equipment: Review security updates. Review software updates. Review driver updates. Update virus definitions Scan for antiviruses and spyware Remove unwanted programs Scan harddrive for errors Defragment harddrive SOFTWARE MAINTENANCE

The following are the benefits of preventive maintenance: Increases data protection Extends the life of the components Increases equipment stability Reduces repair costs Reduces the number of equipment failures Benefits Of Preventive Maintenance

CREATE A MAINTENANCE SCHEDULE

A SAMPLE MAINTENANCE CHECK LIST

MAINTENANCE BUDGET. Is it present? Is the ICT officer involved in creating the budget? What does the budget cover?(spare parts, external consultancy, equipment replacement, tool kit)

MAINTENANCE TOOLKIT What are the contents of maintenance tool kit? Screw drivers Hammer Crimping tool Pliers Digital multi Meter Blower

TROUBLE SHOOTING What do you understand by the term trouble shooting? What common problems can be handled at office level by all employees? What technical gaps do you have with in your organization? What problems can the ICT officer handle at organization level? What nature of problem necessitates engaging an external ICT professional?

IMPORTANT TIPS Always have a proper maintenance agreement/contract with target groups Always have a proper maintenance check list Always have a capacity building time table Always carry out a skills assessment of staff to guide on the type of training to organize Always use different training manuals for different trainings Always document processes on maintenance and keep records of all ICT equipment As a technology focal person, always build the capacity in new technologies (adaptation) ICT focal persons should always research on relevant and affordable technologies and advise management on these technologies. As a unit discuss ICT sustainability in the organization

SOME IMPORTANT COMMANDS Temp: %TEMP% Prefetch del *.bak /s del *.bk! /s del *.tmp /s disk cleanup utility Defragmentation

HOW TO TRAIN OTHERS Teams Trainings Mentorship Support Collaborations

SOME IMPORTANT COMMANDS Encourage to adopt Share experiances Take positive expectations from staff it's important to keep up to date with the latest ICT career information. del *.tmp /s disk cleanup utility Defragmentation

DAY 2

‘ICT Policy' is a document that lays out course of action, guiding principle, or procedure considered expedient, prudent, or advantageous in management of ICT. This policy document sets out the organisation's aims, principles and strategies for the delivery of Information and Communication Technology. ICT POLICY

An organisation's policy for ICT will describe the organisation's approach to achieving the vision for ICT. The components of An organisation's ICT policy are described by Becta as including : strategic management equal opportunities Administration human resource management physical resource management management information system and evaluation. Major things to consider Consider - who is the policy for? Consider - what do we wish the policy to achieve?

Developing an organisational ict policy The IT systems policies are designed to achieve best value and to reduce risk. Some components of the policy may include:- Operational Strategy Security Choice of platforms Maintenance Monitoring The certification General information strategy Procedures for dealing with technical issues Procedure for dealing with physical issues related to the building Disaster recovery policy Disposal of assets and data security

Benefits of an ICT policy in the organisation Developing sufficient skills and expertise amongst staff to maximise the appropriate use of ICT in individual areas. Developing sufficient ICT resources and maximising the availability of ICT resources to enable access to ICT resources to be a daily reality. Co-ordinating to guarantee staff entitlement to ICT. Developing organisation policies/approaches to ICT where appropriate. Providing opportunities for staff to have their ICT competence accredited by appropriate assessment schemes. To identify and maximise the appropriate use of ICT across the staff experiences. To respond positively to new guidance on use of ICT as and when it arises. To provide staff and with the skills, knowledge and understanding to make maximum use of existing ICT resources. To help staff incorporate ICT into administrative and management practice through appropriate training and support. To ensure that ICT is properly resourced, that ICT equipment is repaired quickly and ICT equipment is updated on a planned basis. To ensure coverage, continuity and progression in ICT and to address weaknesses in the staff experience. To implement organisation policies on acceptable use of the Internet.

ANY QUESTIONS?

PROCUREMENT, DEPRECIATION AND DISPOSAL OF ICT ASSESTS

PROCUREMENT What factors do you consider when procuring equipment? quantity and type of ICT equipment. power management features for computers and ICT equipment. ICT energy consumption. Current trends and versions The actual purchase price Any hidden costs that arise from poor product quality, hidden defects

Proper procurement plan benefits Increase consumption of merit goods Decrease consumption of demerit goods Eliminates fraud and conflict of interest saves time and money serves as a conduit to achieving entity’s objectives compliance with regulatory policies provides a framework to guide procurement officers in the achievement of their tasks and duties. Better align of procurement strategies with organizational objectives improved procurement advantages Better value for money outcomes better planning and risk management

DEPRECIATION What factors do you consider when depreciation equipment? quantity and type of ICT equipment. Time of use ICT energy consumption. Current trends and versions purchase price Current Price Defects Obsolesance Then create a depreciation index (Example)

DISPOSAL During disposal of ICT equipment, we need to consider the following four levels:- Redeployment Sale Donations Proper Destruction

ANY QUESTIONS?

ICT SUPPORT CONTRACT MANAGEMENT(SLA) A service-level agreement (SLA) is a part of a service contract where a service is formally defined. In practice, the term SLA is sometimes used to refer to the contracted delivery time (of the service or performance). As an example, Internet service providers and Telecoms will commonly include service level agreements within the terms of their contracts with customers to define the level of service being sold in plain language terms. In this case the SLA will typically have a technical definition of Metrics commonly agreed in terms of:- MTBF mean time between failures various data rates; throughput or similar measurable details. TAT (Turn-Around Time): Time taken to complete a certain task. MTTR (Mean Time To Recover): Time taken to recover after an outage of service. ART(Average response time)

Service Level Agreement (SLA) describes the factors influencing first level problem such as: Number of customers/service providers affected Effect on business mission Duration of contract Context of problem Deadlines Liability of both parties Estimated solution time Application involved Frequency of problem Customer's sense of priority

Cntd Customer's commitment level Availability of workaround Threat to data integrity or computer security Quality assurance Guarantees and warrantees Modes of payment

What to consider What different types of ICT contracts exist? What is so special about ICT contracts? The negotiation process The contents of various types of contracts, including contracts relating to hardware, software, outsourcing and telecommunications Dispute resolution mechanisms for ICT disputes Drafting and assessing ICT contracts: starting points, methods and practice.

Benefits from better contracts Reduces realisation leading to negative impacts Sense of responsibility by suppliers and consultants Ensures quality goods and services Improves level of Trust Communication and coordination Better value for money Easy resolution of ICT issues

ANY QUESTIONS?