WORKING EFFECTIVELY IN AN INFORMATION TECHNOLOGY ENVIRONMENT

Element 1 Complying with general IT policies and procedures

LEARNING OUTCOMES 1. Establish and explain clearly, the roles of key players in the IT organization 2. Establish career choices and options. 3. Comply with policies and procedures as directed by the supervisor

IT POLICIES AND PROCEDURES When you join an IT organization it is very important for you to integrate into that environment as quickly as possible. One of the ways in which you can accomplish this is to know what the policies and procedures are and comply with them. Each organization will have its own policies and procedures, which may be directly related to the use of technology or designed to cover many aspects of the organization.

These policies and procedures may include: Occupational Health and Safety (OH&S) guidelines Occupational Health and Safety policies Anti-discrimination policies Guidelines outlining ethical work practices Ergonomics Environmental factors Statutory and vendor requirements Preventative maintenance procedures Guidelines for appropriate employee conduct Manual on how to use technological equipment Purchasing requisition procedures and documentation The structure of departments within the organization

The extent to which some of these policies and procedures exist in an organization will depend on organizational variables such as: • Type and size • Values • Culture

ROLES OF KEY PLAYERS OF THE INFORMATION TECHNOLOGY ORGANIZATION Key players are the personnel within an organization that are essential for the functioning of that section or department. If you work in an organization that has an IT division, or is completely IT oriented, it is important to identify everyone and his/her (IT) role.

ROLES OF KEY PLAYERS OF THE INFORMATION TECHNOLOGY ORGANIZATION (cont’d) They may have job titles such as: IT Manager Supervisor Systems Administrator Developer Information Systems Manager Systems Analyst Data Entry Operator Help Desk Staff Database Administrator Graphic Artist Desktop Publisher Trainer Other colleagues in the department or division

It is also important for you to establish the hierarchy of personnel; i.e. you must know who has the authority to give instructions to which other staff and who has responsibility for certain areas of operation. The organization may publish an Organizational Chart which makes this hierarchy clear.

Key players also exist outside of the organization and these players directly or indirectly affect how IT is used in your organization. These may include but are not limited to: Government departments involved in IT Vendors of IT products and services IT professional bodies Industry publications Industry promotion Employer organizations Relevant unions

CAREER CHOICES AND OPTIONS In order to effectively determine your career choice there are some things that you should be aware of: The range of careers available in IT Your personal desires and abilities Current trends in the field Available training opportunities

Therefore, it is advisable for you to read widely. The world of IT is very wide and dynamic with new technologies, techniques and careers emerging everyday. Therefore, it is advisable for you to read widely. Help desk - is a department within a company that responds to technical questions.

Application development • Software and hardware management The broad fields in Information Technology can include those listed below: General IT Categories Manufacturing Application development • Software and hardware management • Support and training

The broad fields in Information Technology can include those listed below: Fields in IT include: Hardware and software development Web design Database management Networking Information systems management Communication Marketing Help desk

IT Careers Career choices may include but are not limited to: Database Clerk/Operator/Administrator Web Page Designer/Programmer Data Entry Clerk/Operator/Supervisor Network Manager/Administrator Computer Programmer

As you can see from the foregoing, there are both breadth and diversity in IT jobs; however, you will find that many of them are a combination of several areas. IT is a fast-moving, technology-driven industry and so the job descriptions and skill requirements change very quickly. Some good sources of IT careers can be found at: http://www.careers.org , http://www.myfuture.edu.au , http://www.careersonline.com.au

MORE ON COMPLYING WITH POLICIES AND PROCEDURES

Earlier you were introduced you to some of the policies and procedures that are likely to obtain in an IT environment. However, there are others which may be in existence which you need to know and comply with. For example many organizations, have a code of practice that employees are expected to follow, as well as other policies and procedures which outline how the organization carries out its business.

Organizations will also have policies controlling: Purchasing Standard software Internet access E-mail usage Naming directories and files Network security Requests for IT assistance (personnel need to prioritize the work they do depending on what is most important as money may be lost if the priority is wrong). Users may need to log a request by e-mail with the "Help Desk" or use a special form.

Additionally, there may be procedures governing: • The use of capital equipment (only certain employees may be allowed to use certain equipment) and consumables such as paper, laser toner and disks. Different divisions of the company may have a budget to cover the cost of consumables, which should be accounted for. • A list of steps used to complete an IT activity e.g. setting up a personal computer, installing a printer, and back up and retrieval procedures. Code of Practice - Minimum standards of conduct and practice to be followed by all members of an organization. The standards are designed to be fair to all and usually imply confidentiality, privacy and non-exploitative policies.

Other organizational standards include the presentation of documents. You may be required to use a standard font, size and colour. There may be a bank of templates available on the organization's intranet, letterhead paper to be used and an organisation-wide Style Guide. As noted previously, organizational variables will determine which of these policies and procedures are in force in your office. If your company has an employee handbook it should stipulate them.

ANSWER THESE QUESTIONS What are some of the policies and procedures that an IT company is likely to enforce? Define Code of Practice. Identify 5 career options in the IT industry. Define Help desk. Identify and briefly explain the roles of key players in a typical IT organization. When should you comply with your organizations policies and proceedures? List some of the things that an organizations’ policies can control.