03. information technology

Version 01 – April 2009

© Future Learning & Development Ltd. 22

3. Information Technology

Information Technology is a powerful tool for storing and retrieving data. This

data is the intellectual property of the organization and helps the organization to

become a “Learning Organization”.

The IT Department (Future Knowledge Services - FKS) plays an important role

and is the most critical support function for the Center. Their participation is

very important in each and every activity of the Centre.

Objective

To ensure smooth functioning of the centre and ensure accuracy and security of

the data

Responsibility

It is the responsibility of the center head to adhere towards the implementation

of the required process. The assistant center head must ensure these standards

are followed.

Day Opening Process

1. The IT executive must be present half an hour before the training

commences.

2. He must collect the server room key from the center head cabin.

3. He must first ensure that the seal is not tampered with before opening the

server room. In case the seal is open, the same must be escalated to the

centre head.

4. IT Executive must get the server room cleaned by the housekeeping staff.



5. All servers (application server, mail server and SQL server) must be

checked and started before the centre opens.

a. Check the switches, router, and VSAT router to ensure that the

connectivity.

b. Check the VPN connectivity and if VPN is down, log a complaint to the

service provider.

6. Classrooms

Check all the systems in all the classrooms for network availability and

ensure all the systems are in proper working condition.

7. Admin Rooms

Check all the systems in the admin room for network availability and

ensure all systems are in proper working condition.

8. Mock Rooms

a. Check all the systems in all the mock room for network availability and

ensure all the systems are in proper working condition.

b. Ensure the application REM is opening in all POS systems at the cash

tills and customer service desk (CSD).

System Maintenance

1. The IT Admin must conduct random checks on hardware inventory

available at the centre, its availability at the right place in the right

condition on a daily basis.

2. Weekly activity for system maintenance must be scheduled for every

Monday.

3. He must file a weekly system maintenance report and send it to the

respective area leads and centre head latest by Tuesday(Annexure 11)



Call Management

1. The IT Admin must prioritize calls received during the day and attend to

them based on urgency.

2. IT Admin must record the same in the IT report register (Annexure 12)

3. The centre head must verify this register on a weekly basis.

Backup Management

1. Backup of the training content must be taken regularly by the assistant

center head.

2. Any issues pertaining to back up facilities must be informed to the IT

executive.

Day Closing Process

The day closing activity is done by the assistant center head, after all the

sessions for the day are over.

1. All servers must be shut down before centre is sealed.

2. The assistant center head must ensure back up of the content and other

training material.

3. Classrooms

Check all the systems in the classroom and ensure all systems are shut

down.

4. Admin Rooms

Check all the systems in the admin room and ensure all systems are shut

down.



5. Mock Rooms

a. Check all the systems in the mock room to ensure that they are all shut

down.

b. IT Admin must ensure that the server room is locked and sealed.

Emergency Calls

1. The IT Admin must attend to any emergency calls even if it is after the

duty hours.

2. Such calls attended must be recorded in the Call Report (Annexure 12)

Hardware Requisition

In case of any additional hardware requirement, the assistant center head must

send the hardware requisition form with the centre head's approval to the

project head at FLDL head office at Mumbai. (Annexure 13)

Hardware Inventory

1. The assistant center head must maintain all details of the hardware in the

asset register (Refer SOP on Center Assets)

2. This inventory report must be sent to the head office every month as per

the attached format.



Annexure 11: System Maintenance Report

System Maintenance Report

Sr No

Location

System Name

IP Addr

ess

Drivers

Empty Space

Softw

are

Anti Virus

Check /

Updation

Temp File

Delet

-ion

Cable Dressi

-ngs

Action Taken

Chec-ked

By

Remarks



Annexure 12: Call Report

1. IT Admin to record daily attendance on the same sheet.

2. Centre Head to verify on a daily basis.

Daily Call Report

Engineer's Name: Date:

Center - In Time: Center - Out Time :

No. IT

Admin Room Faculty Priority

Problem

Description Time Details

Action

Taken

Faculty

Sign

1. Report Time

Answer Time

Compl Time

Compl Date

2. Report Time

Answer Time

Compl Time

Compl Date

Total Number of Calls Attended:

Engineer's Signature: Centre Head Signature:



Annexure 13: Hardware Request Form

Hardware Request Form

Center Name: Date :

Centre Address:

Centre Ph. No:

Sr.

No.

Equipment Qty. Units Unit Rate Amount Total

IT Admin Center Head

Date: Date:

03. information technology

Education

Transcript of 03. information technology