Managing Computerised Offices

Operating environment

2.10.1

IT framework in POSUCCESSFUL IT BASED OPERATIONS

Application environment

System environment

Support systems

•Routine maintenance•Troubleshooting•Upgrades

•Hardware mtce•Peripheral mtce•Network mtce•Server management•Database management•Security

•Good quality power supply•UPS maintenance•Generator care

2.10.2

Overview of the tasks

• Managing the hardware• Managing the software• Managing the security environment• Managing the support systems

2.10.3

Managing the hardware

• Involves– Continuous availability of hardware and peripherals– Availability to user of the system is ensured for the

time required to complete the tasks– Security to the equipments– Disaster management

• Protection against fire• Protection against natural disasters

– Suitable layout to aid smooth transaction flow

2.10.4

Availability of hardware and peripherals

• Routine maintenance of all equipments– Proper cleaning – Minimising unnecessary movement– All equipments are put to use continuously– Spare printers to provide redundancy

• Numbering the systems and other equipments and keeping the History sheet updated

• Equipments to be kept covered while not in use• Preventive maintenance – AMC to be ensured and terms of

contract to be understood– Have contact details displayed at prominent places for immediate

contact

2.10.5

User – system ratio

• Assess the requirement for each user• Plan the layout of the systems in office to

ensure equitable distribution• Ensure availability of system for each user

according to need• Ensure that no unwanted software (games

etc.,) are installed to avoid performance issues

2.10.6

Ensuring physical security

• Ensure physical security to systems both during working hours and off hours

• Server to be installed in a room or rack and kept locked. Entry and exit to be logged

• Rooms to be dust free• Rooms to be properly ventilated and free from

dampness• Layout to ensure easy access while in use and

also for troubleshooting2.10.7

Ensuring protection

• Ensure systems draw power through UPS• Ensure proper earthing• Ensure proper insulations where required• Fire protection - use materials that can fight

electrical fire and show leads for use during emergency

• Place layout diagram with leads for fire fighting equipments in prominent place and train staff to handle emergency

2.10.8

Support systems - UPS

• UPS to be installed in a ventilated location inside the office – preferably not inside a room

• UPS vendor and AMC details to be noted prominently on the equipment for immediate contact

• Batteries to be numbered, date of supply and expiry to be mentioned thereon for planning replacements

• Adequate capacity to be ensured and capacity not to be exceeded at any cost

2.10.9

UPS continued

• Power for electrical fixtures not to be drawn from UPS

• Test the UPS periodically for committed power supply during power failures

• Ensure that UPS and batteries are kept dust free and are not housed in damp environment

• Ensure that UPS is kept charged always• Ensure that UPS can protect against surge, spike

and over voltage situations2.10.10

Support system - generators

• Ensure that the generator meets the environment norms• Ensure that the generator is mounted on anti vibrating

mountings to prevent damage to structures• Ensure that sufficient diesel is available in stock always• Ensure that generators are turned on immediately after

power outage to prevent data loss due to unexpected shut down

• Ensure that diesel usage is properly monitored; Maintain a register to watch

• Procure the wiring diagram and keep in personal custody• Perform load test once in three months

2.10.11

Managing software environment

• Ensure that operating system and SQL server of approved version are installed in the systems

• Ensure that automatic updates are turned on to keep the OS and SQL Server periodically updated

• Prevent spurious software from being installed in the operating environment

• Secure the CDs of operating system and SQL Server and preserve in safe custody personally

2.10.12

Software environment cont’d

• Ensure that office staff are aware of minimum troubleshooting and do not rely too much on system administrator

• Have a backup system administrator• Have all the staff trained in all applications to ensure

continuity of operations in case of turnovers• Through continuous monitoring, prevent

unauthorised access• Ensure that all applications are updated with the

latest versions and patches2.10.13

Security issues

• Every user including temporary users to have personal user accounts and passwords are changed

• The user accounts of users who left the office are not deleted but disabled

• Users do not leave the systems without securing their login; Avoid bartering of user accounts

• Antivirus protection exists for all systems and are kept updated; Periodic scanning is scheduled

2.10.14

Prerequisites for applications

• Client/server network running Windows network– Server to have Windows 2003/2008 server OS– Clients to have Windows Vista/7 OS– Network preferably configured as domain and user and

password security implemented• SQL Server standard edition installed in server, only

client tools in clients– Password of sa protected

• Operating environment protected with continuous power supply and physical security

2.10(a).15

Continuity issues

• A good backup strategy to secure all application databases

• Strategy to ensure recovery of at least half an hour past data

• Fall back plans to be in place to continue operations during failure till restoration

• Office administrator is aware of restoration process

• Implement standby server, if provided 2.10(a).16

Upgrades

• Keep the applications updated• How to check current versions ? (watch demo)• Protect the current environment before

attempting upgrade

2.10(a).17

Preventive vigilance

• Periodically check the articles booked with data in Point of sale• Ensure that users do not work beyond working hours without

due authorisation• Ensure that administrative tool of SQL Server is not installed in

clients• Ensure that operators or outsiders do not perform the task of

supervisors• Ensure that user and password security is strictly implemented

in all applications and common user accounts are not used• Ensure that office systems are not installed with programming

software and are not used for personal uses

2.10(a).18

Action in case of frauds

• Isolate the server immediately, remove network connection and make immediate report

• Stop all computer operations using the exiting server and switch over to alternate server until investigation commences

• If identified, prevent the primary offender from performing any tasks on computer with immediate effect

• Do not allow any staff to leave the office till investigation commences

• Search and secure any materials like CDs in the work area• Secure all backup media• Protect all the reports already printed from unauthorised access

and secure current day’s reports

2.10(a).19

Thank you

2.10.20