Mutual Documents - Judicial Inspectorate for Correctional...

Mutual Documents

Standard for Training of IT Personnel

Standard for IT Equipment Budgeting

Standard for Naming Conventions

Standard for Product Evaluation

Standard for the System Journal Division Pages

Standard for Acquiring a Notebook

Standard for Computer Training Centres

Workstation Software Standards

Click on this link to send an e-mail to Data Administration

Abbreviations

Terms

Purpose

Overview

Objectives

Layout of this document

Standard for Training of IT Personnel

General Information

Abbreviations The table below displays the abbreviations, with their descriptions, used in this document

Abbreviations Descriptions

DCS Department of Correctional Services

DIT Directorate Information Technology

HO Head Office

HRD Human Resources Development

IT Information Technology

Terms The following terms are used in this document.

Term Description

Consultant/Contractor This is a person who is contracted by the Department of Correctional Services to provide a service to the directorate Information Technology, either individually, or through a company. Referred to in this document as a consultant.

Client This is the Director: Information Technology, in the Department of Correctional Services, to whom a service must be provided. Referred to in this document as the client.

Purpose The purpose of this document is to specify a standard for the regulations regarding training of IT personnel, which includes DCS members and consultants.

Overview This document covers aspects regarding courses/conferences, presentations by vendors and seminars by DCS members of DIT and consultants.

In general, when a consultant is required to attend a course, conference, presentation or seminar identified by the consultant's company for the benefit of the consultant's personal career growth, the company is responsible for all the training costs incurred.

Objectives The objectives to achieve are to ensure:

● that all concerns regarding training by both parties are clear.● that payment of such training has been taken care of before

commencement.


The regulations are stipulated per type of training and per receiver:

● Courses/Conferences● Presentations by vendors● Seminars

This page last modified undefined

Abbreviations

Term

Purpose

Overview

Objectives


Standard for IT Equipment Budgeting

General Information

Abbreviations The following abbreviations are used in this document:

Abbreviations Description

ASD Assistant Director


FAP Financial Administrative Procedures


MTEF Medium Term Expenditure Framework (3-5 year plan)

MTTR Meantime to repair

Term The table below displays the description of the term "IT Equipment".

Terms Description

IT Equipment All IT related items required under the financial item 5555 and all equipment that interfaces with computer equipment.

Purpose The purpose of this document is to specify a standard for budgeting where IT equipment is concerned. This will also be applicable for budgeting in the provinces.

Overview This document sets standards and guidelines for the estimates and budgeting of IT equipment because of uncertainties regarding these items.

Objectives The objectives to achieve by using this document is as follows:

● To compile a standard for all levels (Head Office, Provinces, Management Areas, etc) that assist users in budgeting for IT equipment in the case of new facilities (prisons, community corrections offices, etc.), or where facilities are closed down or moved.

● To specify responsibilities in terms of the budgeting of IT equipment.

● To specify the scope of responsibilities where the actual funding of IT equipment is concerned.

● To ensure that the procurement of IT equipment follows the prescribed procedures to first be approved by the Information Technology Committee.

● To serve as supplement to the existing FAP policy for IT equipment procurement and not as a substitute thereof.


The following points concerning budgeting for IT equipment is discussed in this document:

Participants

● Head Office

● Provinces

Budget timescales

IT equipment and software

● Regular needs

● Upgrades of software

Maintenance of IT equipment

Cabling

● Electronic

● Furniture

● Communication points/power points

DCS member

Route list of memorandum for DCS members

Consultant

Route list of memorandum for consultants

Policy with regard to Attending Seminars

DCS member The member must compile a memorandum for permission to attend the seminar that specifies the following:

● Topic

● Aim● Background

● Motivation● Details of the seminar must be attached● That the information/knowledge is not available within the DCS

● Recommendation


This memorandum must be routed to:

● Relevant Section Manager - for recommendation● Relevant Assistant Director - for recommendation● Relevant Deputy Director - for recommendation● Director Information Technology - for recommendation● Director Human Resource Development services - for approval

(from Correctional Officer to Assistant -director)

● Deputy Commissioner Human Resources - for approval

(for Deputy-Director and Director)

Note:

● Attached copy must contain the date-/s, period and venue of the seminar. ● The members must organise all the arrangements and DCS transport

themselves.● The directorate Human Resource Development is responsible for the seminar

cost.● The directorate Human Resource Development will provide the financial

responsibility and activity. ● If a group of members are sent to a seminar it must be representative as

prescribed by the DCS equity plan.● Approval for the seminar from Human Resource Development Services MUST

be obtained prior to any course bookings, or else the seminar costs may be recovered from the specific member who applied for the seminar.

● A formal report with feedback that may be used as presentation material must be submitted to the above-mentioned route list containing details of the seminar, the seminar contact persons, telephone numbers and e-mail addresses. This report will serve as information to other members/consultants who did not attend the seminar.

Consultant The client or the consultant's company may request the consultant to attend a seminar.

The consultant must compile a request, to attend a seminar, in the form of a memorandum that specifies the following:

● Topic ● Motivation● Presenters● Time of the seminar● Number of days● Venue



● Relevant Assistant Director - for recommendation● Relevant Deputy Director - for recommendation● Director Information Technology -for approval

Note:

● The formal details with the contents of the seminar must be attached to the request.

● A DCS member should accompany the consultant/s where possible. The member must adhere to the standard explained above for DCS members.

● The department will negotiate issues around the payment of consulting hours per day for the duration of the seminar.

● The attendance fees to attend the seminar will be paid by the company.● The client must be informed of the consultant's absence from work for the

duration of the seminar.● If the client does not approve the request, the consultant's company will bear

the cost.● Upon return from the seminar, a formal report with feedback must be

submitted to the above-mentioned route list containing details of the seminar, the vendor's contact persons, telephone numbers and e-mail addresses. This report will serve as information to other members/consultants who did not attend the seminar.

Policy

DCS member


Consultant


Policy with regard to Attending a Presentation by Vendors

Policy The following procedures are only applicable to presentations presented outside of DCS.

DCS member The member must compile a memorandum for permission to attend the presentation that specifies the following:

● Topic ● Aim● Background

● Motivation

● Certify that the information is not available within the DCS.

● Recommendation



● Relevant Section Manager - for recommendation● Relevant Assistant Director - for recommendation● Relevant Deputy Director - for recommendation● Director Information Technology - for approval

Note:

● Attached copy of the formal invitation must contain the date-/s, period and venue of the presentation.

● The members must organise all the arrangements and DCS transport themselves if necessary.

● No cost is relevant for presentations.● Approval for the presentation from the Director Information Technology MUST

be obtained prior to presentation.● A formal report with feedback must be submitted to the above-mentioned

route list containing the vendor's contact persons, telephone numbers and e-mail addresses.

Consultant The client may request the consultant to attend a presentation. These presentations must be to the benefit of the Department.

The consultant must compile a request, to attend a presentation, in the form of a memorandum that specifies the following:

1. Topic

2. Motivation

3. Vendor

4. Time of the presentation

5. Venue



1. Relevant Assistant Director - for recommendation

2. Relevant Deputy Director - for recommendation

3. Director Information Technology - for approval

Note:

● A DCS member should accompany the consultant/s where possible. The member must adhere to the standard explained above for DCS members.

● The department will negotiate issues around the payment of consulting hours per day for the duration of the presentation.

● The attendance fees to attend the presentation will be paid by the company.● The client must be informed of the consultant's absence from work for the

duration of the presentation. ● A formal report with feedback must be submitted to the above-mentioned

route list containing the vendor's contact persons, telephone numbers and e-mail addresses.

● If the client does not approve the request, the consultant's company will bear the cost.


DCS member


Consultant


Policy with regard to Attending Courses or Conferences

DCS member The member must compile a memorandum for permission to attend the course/conference that specifies the following:

● Topic ● Aim● Background

● Motivation● Two (2) quotations and the comparison of the quotations

(not applicable for conferences)● Details of the course/conference● Certify that the training is not available within the DCS

● Recommendation



● Relevant Section Manager - for recommendation● Relevant Assistant Director - for recommendation● Relevant Deputy Director - for recommendation● Director Information Technology - for recommendation● Director Human Resource Development Services - for approval

(from Correctional Officer to Assistant Director)

● Deputy Commissioner Human Resources - for approval

(for Deputy Director and Director).

Note:

● Attached copies must contain the date-/s, period and venue of the training. ● The members must make all the arrangements including DCS transport

themselves.● The Directorate: Human Resource Development is responsible for cost of the

course.● The directorate Human Resource Development will provide the financial

responsibility and activity. ● If a group of members are sent for training it must be representative as

prescribed by the DCS equity plan.● Approval for the course from Human Resource Development Services MUST

be obtained prior to any course bookings, or else the course costs may be recovered from the specific member who applied for the course.

● In the case of conferences, a formal report with feedback to be used, as presentation material must be submitted to the above-mentioned route list containing details of the conference, the conference contact persons, telephone numbers and e-mail addresses. This report will serve as information to other members/consultants who did not attend the conference.

Consultant The need may arise that requires the consultant to attend a course when technology within DCS changes or when new technology is implemented. DIT will negotiate issues around the payment of the hours in respect of the course attendance with the contracting company while the course fees will be the responsibility of the contracting company.

The consultant is responsible for his/her own transport.

The consultant must compile a request, to attend a course, in the form of a memorandum that specifies the following:

● Topic ● Motivation why the training is needed (must be job related)● Quotations● Selected vendor● Price of the course● Period of the course● Venue



● Relevant Assistant Director - for recommendation● Relevant Deputy Director - for recommendation● Director Information Technology -for approval

Note:

● The client must be informed of the consultant's absence from work for the duration of the course.

● If the client does not approve the attendance of the course, the consultant's company will in consultation with the Director: IT agree/disagree on the consultant's attendance of the course on the company's expense.

● If the client's infrastructure/technology changes in such a way that consultants and DCS members have to attend courses to support new technology, the department will negotiate issues around the payment of consulting hours per day for the duration of the course, and the contracting company will be responsible for the costs of the course.

Head Office

Directorate: IT

Principal user

Provinces

Rule

Participants

Head Office The following people are accountable and responsible for budgeting within the directorate: IT at Head Office:

● Director: IT

● Deputy directors within DIT

● Assistant directors within DIT

● Section managers

● Principal Users

Directorate: IT

The directorate: IT is responsible to establish new facilities with regards to the IT equipment with the understanding that the necessary prior arrangements have been made with regards the funding thereof.

Principal user

The Principal user is responsible for the provision of estimates in this regard. The number of workstations will be allocated according to the norms and standards in operation at the principal user's office. The number of workstations and printers depends on the caseload per system.

Provinces Provincial Heads

The Provincial Heads are accountable and responsible for budgeting for IT equipment in their provinces. They must be part of the budget processes and control of the IT budget in the provinces.

Directorate: IT

The Directorate: IT will acquire and facilitate the implementation of the necessary IT equipment (hardware and software) when:

● a new facility is established, funded by the Principal User for the relevant system.

● changes are made to the criteria that influence the norm prescribing the number of licenses or IT equipment for an existing facility, funded by the Director: IT.

● national projects that requires new equipment (including hardware and software) initiated by IT are implemented countrywide, funded by the Director: IT.

Rule If additional IT equipment is required besides the aforementioned cases it must be acquired under the activity of the relevant prison/facility. The same rule applies if offices are moved and additional cabling is required. The provincial network controller, network controller and provincial accountant must be included in the formal ITC request routing list.

MTEF

Budget timescales

MTEF The MTEF must be updated accordingly and submitted to the financial officer. Feedback from the Director Financial Planning must be obtained to ensure that the estimates are updated and correct (not duplicated under another activity).

Compliance with the above stipulations will be dependant on the timeous finalisation of tender processes.

The estimates for IT equipment should be submitted to the financial offices by the en of May for the following financial year.


Regular needs

Hardware/IT equipment

Software

Normal procedures

Upgrades of software

Stolen IT equipment

IT Equipment and Software

Regular needs

The following needs for IT software and hardware and relevant IT equipment may be addressed within the directorate: IT's budget:

● Needs within each section within DIT

● Principal users per system

● Support users per system per province

● Provincial network controller and network controllers per province

Hardware/IT equipment

Hardware/IT equipment includes the following:

● PCs

● Servers

● Printers

● Scanners

● Touch screens

● Unique requirements e.g. label printers, LCD projectors, digital cameras, any other equipment linked to a PC/notebook.

Software Software includes the following:

● Operation system software

● Desktop tools

● Development tools

● Database management system software

● Data modeling/managing tools

● External application packages

Normal procedures

All needs identified by the requestor must follow the normal procedures for acquisition of hardware, software and other equipment by means of the research, ITC documentation, recommendation and approval procedures. Hardware, software and other equipment may only be acquired if the relevant requestor has budgeted for adequate funds.

Upgrades of software

The acquisition of software initiated by DIT must provide for upgrades for a certain period and each ASD and section manager within IT should make provision in the IT budget. Users who initiate unique requirements should budget for the upgrades, support and maintenance themselves.

Stolen IT equipment

The Department should compile a formal inspection report during an internal investigation. Pending the outcome of this report and the formal police investigation where appropriate, either the relevant site (from the suspense account) or the person responsible for the loss will be held accountable for the financial implication regarding the replacement of the item.


Maintenance

Maintenance of IT equipment and software

Maintenance The maintenance can be divided into two parts:

● Normal maintenance:

The section IT Facilities/Assets is responsible for the financial implications and should therefore budget for any possibilities.

● Additional maintenance (time and material) or Act of God cases:

The company responsible for maintenance should compile a formal inspection report. Regarding the outcome of the report, either the relevant site (from the suspense account) or the person found to be responsible for the damage will be held accountable for the financial implication.


Electronic

Communication points/dedicated power points

Responsibilities

Cabling

Electronic The request for the electronic equipment (Switches, Routers, Modems, UPS) for a new facility must be specified in the relevant Principal User's (via the directorate: IT) financial estimates and budget. The specific project must be approved and the budget must be allocated for it by for the directorate Financial Planning. The normal procedures should be followed for acquisition by means of the ITC documentation, recommendation and approval procedures. The directorate IT will facilitate the implementation of the equipment. The same procedures apply when a closed facility is reopened.

Communication points/dedicated power points

The request for the cabling together with communication points and dedicated power points for a new facility must be specified in the relevant Principal User's (via the directorate: IT) financial estimates and budget. The relevant Principal User must obtain written authority that a facility will not be moved within the following five (5) years after the sign-off of the implementation of the IT equipment. The specific project must be approved and the budget must be allocated for it by for the directorate Financial Planning. The normal procedures should be followed for acquisition by means of the ITC documentation, recommendation and approval procedures. The directorate IT will facilitate the implementation of the equipment. The same procedures apply when a closed facility is reopened.

Responsibilities The relevant Management Area, Provincial Commissioner or Directorate will be responsible for the financial implication if an equipped (cabled) office is moved to another building, floor or office.

Cabling of offices will be considered by taking into account the availability of a valid lease agreement.


Abbreviations

Purpose

Objective

Overview

Appendix A

General naming convention rules

Standard for Naming Conventions

General Information


Abbreviation Description

COTS Commercial, Off the Shelve


ITC Information Technology Committee

ITMB Information Technology Management Board

Purpose The purpose of this document is to specify a standard with regard to NAMING CONVENTIONS for Information Technology in the Department of Correctional Services.

Naming conventions help to:

● create precise, readable, and unambiguous database and data table/field/entity names;

● be consistent with programming language naming conventions;● be efficient from a string size and labour standpoint, thus allowing a

greater opportunity for longer and fuller object names; and● define the minimal requirements necessary to do the above.

Objective The primary goal to achieve by using this document is to assist developers to develop systems that have a consistent look and feel and to enhance the database administration and maintenance.

Overview When large programs are written, adhering to a well-defined set of standards will make the program more readable and easier to maintain. The standards used in this document are derived from international Naming Conventions and conventions recommended by Microsoft in the reference manuals. This document contains generic naming conventions as well as a Reserved Word List. The Sybase data types are included for clarity.

Appendix A Sybase Data Types

General naming convention rules

The general naming convention rule for all names are listed below:

● Maximum thirty (30) characters.● Minimum six (6) characters.● Mixed Case for all Tables and Field Names.● First character must be an alphabetical character.● No special characters are allowed in the name, excluding the

underscore "_" which takes the place of the "space" character.● The name must be meaningful.

Note: The general rule applies to the following:

Database/file names

Table/record/row names

Entity/field/column names

Menu's

Variable Names

Constant Names

Views


Words reserved as keywords

Reserved Words

Words reserved as keywords

The following words are reserved as keywords (command verbs) and cannot be used for the names of database objects such as databases, tables, rules, views, stored procedures, triggers and defaults.

ADD ALL ALTER

AND ANY ARITH_OVERFLOW

AS ASC AT

AUTHORIZATION AVG BACKUP

BEGIN BETWEEN BREAK

BIGINT BINARY BIT

BROWSE BOTTOM BREAK

BULK BY CALL

CAPABILITY CASCADE CASE

CAST CHAR CHAR_CONVERT

CHARACTER CHECK CHECKPOINT

CLOSE CLUSTERED COMMENT

COMMIT COMPUTE CONFIRM

CONNECT CONSTRAINT CONTINUE

CONTROLROW CONVERT COUNT

CREATE CROSS CUBE

CURRENT CURSOR DATA_PGS

DATABASE DATE DBCC

DBSPACE DEALLOCATE DEC

DECIMAL DECLARE DEFAULT

DELETE DESC DISK

DATE DISTINCT DO DOUBLE

DROP DUMMY DUMP

DYNAMIC ELSE ELSEIF

ENCRYPTED END ENDIF

ENDTRAN ERRLVL ERROREXIT

ESCAPE EXCEPT EXCEPTION

EXEC EXECUTE EXISTING

EXISTS EXTERNLOGIN EXIT

FETCH FILLFACTOR FIRST

FLOAT FOR FOREIGN

FORWARD FROM FULL

GOTO GRANT GROUP

HAVING HOLDLOCK IDENTIFIED

IDENTITY IDENTITY_INSERT IF

IN INDEX INNER

INOUT INSENSITIVE INSERT

INSERTSECT INSTALL INSTEAD

INT INTEGER INTEGRATED

INTO IQ IS

ISOLATION JOIN KEY

KILL LEFT LEVEL

LIKE LINENO LOAD

LOCK LOGIN LONG

MATCH MAX MEMBERSHIP

MESSAGE MIN MIRROR

MIRROREXIT MODE MODIFY

NATIONAL NO NOHOLDLOCK

NONCLUSTERED NOT NOTIFY

NULL NUMERIC NUMERIC_TRANCATION

OF OFF OFFSETS

ON ONCE ONLY

OPEN OPTION OPTIONS

OR ORDER OTHERS

OVER OUT OUTER

PASSTHROUGH PERM PERMANENT

PLAN PRECISION PREPARE

PRIMARY PRINT PRIVILEGES

PROC PROCEDURE PROCESSEXIT

PUBLIC PUBLICATION RAISERROR

READ READTEXT REAL

RECONFIGURE REFERENCE REFERENCES

RELEASE REMOTE REMOVE

RENAME REPLACE RESERVED_PGS

RESOURCE RESTORE RESTRICT

RETURN REVOKE RIGHT

ROLE ROLLBACK ROLLUP

ROWCNT ROWCOUNT ROWS

RULE SAVE SAVEPOINT

SCHEMA SCHEDULE SCROLL

SELECT SESSION SET

SETUSER SHARE SHARED

SHUTDOWN SMALLINT SOME

SQLCODE SQLSTATE START

STATISTICS STOP STRIPE

SUBTRANS SUBTRANSACTION SUM

SYB_IDENTITY SYB_RESTREE SYNCHRONIZE

SYNTAX_ERROR TABLE TEMP

TEMPORARY TEXTSIZE THEN

TIME TIMESTAMP TINYINT

TO TOP TRAN

TRANSACTION TRIGGER TRUNCATE

TSEQUAL UNION UNIQUE

UNKNOWN UNSIGNED UPDATE

USED_PGS USER USER_OPTION

USING VALIDATE VALUES

VARBINARY VARCHAR VARIABLE

VARYING VIEW WAIT

WAITFOR WHEN WHERE

WHILE WITH WORK

WRITETEXT


Object names

Data Access Objects (DAO)

ActiveX Data Objects (ADO)

Application/type library Constant prefix

Menus

Program Variable and Constant Names

Table Naming Conventions

Column/Element Naming Conventions

Column/Element Suffix

Naming Conventions

Object names Object names must begin with a prefix, which is usually three characters long, followed by the body of the object name. The body of the object name must consist of upper case characters. Object names must be less than 30 characters. To achieve this, use standard abbreviations for words when necessary.

Control Name Prefix Sample Name

3D Panel pnl pnlitems

Animated Button ani aniopen

CheckBox chk chkonoff

Combo box cbo cboselectionlist

Command button cmd cmdcancel

Common dialog cdl cdlfilesave

Communications com commodem

Control (generic) ctr ctrcurrent

Data control dat datcurrentdb

Data-bound combo box dbc dbccurrentfield

Data-bound grid dbg dbgcurrenttable

Data-bound list box dbl dblcurrentfield

Directory list box dir dirinitialdirectory

Drive list box drv drvinitialdrive

File list box fil filinitialfile

Form frm frmmain

Frame fra fraoptions

Gauge gau gaupercentfull

Graph gph gphsalarycomparison

Grid grd grdamortization

Horizontal scroll bar hsb hsbhowmany

Image img imgcurrent

ImageList ils ilsallpictures

Internet Transfer Control itt ittftpclient

Key status key keycapsstat

Label lbl lblitemprompt

Line lin linseperatesections

List box lst lstallowablecodes

ListView lvw lvwheadings

MAPI message mpm mpmmessagereceived

MAPI session mps mpssession

MCI mci mcivideosession

MDI child form mdi mdidocument

Menu mnu mnufilesave

MS Flex Grid msg msgitems

MS Tab mst mstcustomerinfo

OLE ole oleexcelchart

Outline out outfilelist

Pen BEdit bed bedname

Pen Hedit hed hedname

Pen ink ink inkdrawing

Picture pic piccurrentdrawing

Picture clip clp clpthing

Printer prt prtcurrentprinter

ProgressBar prg prgcurrentaction

Report rpt rptcurrentpayroll

RichTextBox rtf rtfnotes

Screen scr scrcurrentscreen

Shape shp shpbox

Slider sld sldscale

Spin spn spnprogress

StatusBar sta stacurrentdatabase

TabStrip tab taboptions

Text box txt txtinterestrate

Timer tmr tmrwakeup

Toolbar tlb tlbselections

TreeView tre trehierarchy

UpDown upd upddirection

Vertical scroll bar vsb vsbhowmany

Winsock sok soksocket

Data Access Objects (DAO)

Database object Prefix Example

Container cnt cntdatabase

Database db dbcustomers

DBEngine dbe dbejet

Document doc doccustomerreport

Error err errcurrenterror

Field fld fldlastname

Group grp grpaccountingdepartment

Index idx idxcustomernumber

Parameter prm prmsearchstring

QueryDef qry qrycustomerbyname

Recordset rst rstactivecustomers

Relation rel relcustomerpurchases

TableDef tbl tblcustomers

User usr usrcurrent

Workspace wsp wspcurrent

ActiveX Data Objects (ADO)

ActiveX Data Objects Prefix

ADO connection cnn

ADO field fld

ADO parameter prm

ADO recordset rst

Boolean bln

Byte byt

Collection object col

command cmn

Currency cur

Date-time dtm

Double dbl

Error err

Integer int

library Constant prefix ado

Long lng

Object obj

Single sng

String str

User-defined type udt

Variant var

Application/type library Constant prefix

Application/type library Constant Prefix

Access ac

Excel xl

FrontPage fp

Office mso

OfficeBinder bind

Outlook ol

PowerPoint pp

VBA vb

Word wd

Menus Menus must use the three character prefix MNU body of the name. The body must be the same as the caption with any spaces removed.

Menu caption Menu name

File Open mnufileopen

Edit Cut mnueditcut

Program Variable and Constant Names

Variable and Constant name prefixes describes the scope of the variable. The body of the variable name conform to the same rules as the body of object names.

Scope Prefix Example

Global g gintamount

Module-level , form-level m mintamount

Local l lintamount

Constants c cintconstantinteger

Table Naming Conventions

Table names must be:

● simple; ● logical; ● mnemonic; ● unique; and● a name must identify the data, but not the application. The

application is identified by the database name.

Examples (Good)

POHEAD (Purchase Order HEADer table)

VENDNM (VENDor NaMe table)

STUDADDR (STUDent ADDRess table)

Example (Poor)

NMTABL (NaMe TABLe)

Reason: Doesn't identify the data, (name is too general), and TABL is redundant by its use.

Column/Element Naming Conventions

The principles applicable to column/element naming conventions are displayed in the list below:

1. Column names must be simple and logical, and when the same column occurs in more than one table, it must have the same name. Note: It is important to remember when assigning the same column to different tables the same "picture" (of definition) must be used.

2. Name the column (or element) based on what the data is, not how it is used. Example: A column contains a value used to determine a "Occupation" status. This column must not have a name such as "code" that is associated with one of those activities, but one such as "Occupation_Status_Cde" that identifies the data in that column.

3. If it is necessary to have more than one column that contains the same data, the column name must be further qualified.

4. The column (element) name must be clear without the context of its membership in a record or table. An employee name must be called Emp_Name and Organisation name called Org_Name. In this case, "name" alone will not suffice.

5. Abbreviations must be used in a logical, meaningful way.

6. When necessary to identify the type of data an element contains, use a descriptor as part of the name. The descriptors and their abbreviations are: amount (Amt), counter (Cnt), quantity (Qty), currency (Cur), text (Txt), code (Cde), indicator (Ind), number (Num), identifier (ID), percent (Pct) and address (Addr). This part of the name will be the suffix. If using a descriptor causes redundancy, omit it. Example: Stk_Item_Desc_Txt. The Txt suffix is not needed since it can be assumed that a description (Desc) is composed of text.

7. Use Date and Time as a suffix in the Table or Column Name.

8. Data Items must contain a appropriate suffix.

9. When you draw a reference between two tables, the foreign key columns in the child table must be exactly the same as the primary key columns in the parent table.

Figure 1

Column/Element Suffix

Suffix Description

Boolean A Data Item which contains Boolean values, eg. 1 = True 2 = False or T = True F = False.

Refer to the Graphic User Interface Standard regarding: the Check Box Control - Toggling an item on or off.

Code _cde Every Data Item which reference a Code Table must inherit the exact Data Item Name and Property of the Item in the Code Table with a *_CDE suffix

Date _date Date

Time _time Time

List of Values _ind A Data Item which contains a list of possible values except boolean values, eg. M = Male, F = Female where M/F is the possible value of the indicator and Male/Female is the printed Label on the screen or report.


Appendix A: Sybase Data Types

DATATYPES BY CATEGORY

BYTES OF STORAGE RANGE SAMPLE

Integers Whole numbers

tinyint 1 0 to 255 88

smallint 2 32767 to -32768 23445

int 4 2,147,483,647 to -2,147,483,648 476,887

Exact numeric Decimal numbers with range

numeric 2 to 17 -1038 to 1038 55.903

decimal 2 to 17 -1038 to 1038 -992.34

Approx.numerics Decimal numbers with range

float (precision) 4 or 8 machine-dependent 3.243

double precision 8 machine-dependent 3.243

real 4 machine-dependent 3.243

Date/Time Date/Time info with range

smalldatetime 4 1900/01/01 to 2079/06/06 1993/03/19

datetime 8 1753/01/01 to 1999/12/31 1993/03/19

Character Character strings in length

char(n) n 255 characters or less "Smith"

varchar(n) length of entry255 characters or less

Preferably more than 50 characters. "Smith"

nchar(n) n*@@ncharsize 255 characters or less "Smith"

nvarchar(n) length of entry *@@ncharsize 255 characters or less "Smith"

text(n) 0 or multiple of 2K2,147,483,647 bytes or less.

Must be the last column in a table.

"This is a text field."

Money Decimal currency with range

smallmoney 4 214,748,3647 to -214,748.3648 R48.95

money 8922,337,203,685,477.5807 to

-922,337,203,685,477.5808

BinaryHexadecimal-encoded binary

Strings in length

binary(n) n 255 bytes or less

varbinary(n) actual length of entry 255 bytes or less

image 0 or multiple of 2K 2,147,483,647 bytes or less. Must be the last column in a table.

Bit string Bit strings with value

bit 1 0 or 1 1


Abbreviations

Purpose

Overview

Objectives


Standard for Product Evaluation

General Information


Abbreviation Description

COTS Commercial, Off the Shelve



ITB Information Technology Briefing

Purpose The purpose of this document is to specify a standard for the evaluation of products, prior to ITC submission.

Overview This document covers all aspects regarding the evaluation of products, from establishment of the relevant need up to and including the proposal of a suitable product(s).

Objectives The objectives of this document are to:

● set a standard for the functional requirement definition of a specific need;

● provide guidelines for the evaluation of potential suitable products; and

● to specify the proposal requirements.


The layout of this document is as follows:

● Product Evaluation Overview● Flow of Main Product Evaluation Events● Product Evaluation Plan● Functional Requirement● Requirement Substance● Functional Requirement Definition● Product Evaluation● Selection Criteria for Product Evaluation● Product Acquisition Methods● Product Evaluation Methods● Evaluation Process● Product Evaluation Results● Evaluation Method(s) Applied● Evaluation Results● Product Proposal● Introduction● Proposal for the Selected Product/Potential Product(s)● Acknowledgement

Flow of main product evaluation events

Product Evaluation Plan

Product Evaluation Overview

Flow of main product evaluation events

The diagram below displays the flow of main product evaluation events.

Product Evaluation Plan

Product evaluation must be performed and managed as a project/sub-project. As is the case with any other project / sub-project, a project plan must be established upon initiation of the project. Planning for product evaluation can follow the same strategy as for other projects: starting off with a high-level plan, and breaking it down into manageable tasks as more information becomes available. The important issue is to have a clear direction of what needs to be done to enable successful completion, to communicate this to other parties involved, and to have it properly documented.

Maintaining the project documentation as the related activities progress is of utmost importance for control, re-planning and auditing purposes. In the end, a large portion of this documentation (if not all) will serve as substantiation of the option(s) proposed.

Product evaluation planning must be performed in accordance with the standard for project planning.

Requirement substance

Decision regarding investigation

Rule

Functional requirement definition

Functional Requirement

Requirement substance

Follow the steps in the table below to establish whether or not there is substance in the requirement:

Step Action

1 Establish and document high-level details of the related need.

2 Do research on possible solutions and suppliers of solutions.

3 Document the information gathered.

4 Where possible, have informal discussions with the vendors and attend demonstrations of the products.

5 Record details and preliminary opinions of the product(s).

6 If they are known, contact current users of the product(s) and record their opinions.

7 Open a file on the matter, and record all information, opinions and vendor details gathered. This is essential.

8 Determine and record the feasibility to continue with the detail investigation.

Decision regarding investigation

Use the decision table below with regard to further investigation:

If... Then...

the matter proves to be totally unfeasible... further investigation must be terminated.

the matter proves to be feasible... the detail investigation can continue without further approval.

the matter proves to be feasible, and funds are required for the detail investigation...

a proposal to this regard must be presented to the ITC/ITB.

Rule The standard for presenting proposals to the ITC/ITB must be adhered to.

Functional requirement definition

The definition of the functional requirement is an essential step in the evaluation process. This definition resembles the user requirement specification for in-house systems, although it does not require all the details specified in the user requirement standards.

All related aspects must be covered in the definition:

● Problem statement.● Full definition of required functionality.● Networks requirements.● Equipment requirements.● Operating system requirements.● Software requirements.● Interfaces with other systems.● Integration requirements.

● Year-2000 compliance warranty.● Compliance with other standards - specify.● Protocols.● List of suppliers.

Note: Not all items listed will always apply. Full details must be given for those that do apply.


Selection criteria for product evaluation

Preferred solutions

Supplier evaluation criteria

Product evaluation criteria

Product acquisition methods

Quotation

Tender

Product evaluation methods

Evaluation Process

Evaluation stages

Product Evaluation

Selection criteria for product evaluation

The applicable selection criteria will be documented parallel with, and following the requirement definition. The following are elements of these criteria, to be documented:

● Possible solutions.● Preferred solution(s).● Supplier evaluation criteria.● Product evaluation criteria.

Preferred solutions

Preferred solutions only apply where certain options have specific qualities (e.g. extended functionality/integration potential) that make them more suitable than the rest. Other criteria may disqualify them (e.g. price).

Rule:

When determining preferred solutions, functionality and product characteristics must have priority - price should not play a role.

Supplier evaluation criteria

Location, stability, support mechanism, client base, financial position and other products are typical supplier criteria to be included, although these criteria will largely depend on the type of product involved.

Product evaluation criteria

The requirement definition by default forms part of the product evaluation criteria. All additional criteria should be detailed in this section.

Product acquisition methods

Two main methods are used:

1. Quotation.

2.Tender.

Quotation The following information is important with regard to a quotation:

● Formal quotations are involved where a tender will not be required, as for COTS products. Guideline quotations can be obtained, as part of the evaluation process, but two quotations from different suppliers are required before the product is purchased.

● Full demonstrations of the product, functional descriptions, and so forth can be used to establish the suitability of the product. The evaluation of the product(s) must be complete by the time the ITC proposal is submitted.

● The quotation method can only be used where the expected cost does not exceed the specified amount limit, and where the specific item was not classified to be purchased on tender basis only.

● The quotation process can convert into a tender process, should the circumstances justify it. This will normally happen where the expected cost was underestimated, or where differences in the products revealed at a late stage, are of such a nature, that a tender becomes a more sure way to determine the right product.

● For all items included in the contract, quotation acquisitions must be done through the standing contract between DCS and the related vendor. The services of any other suitable supplier can be used for other items.

Tender The following information is important with regard to a tender:

● The tender process falls outside the scope of this standard and no attempt will therefore be made to describe it. References to the tender process are included for completeness only.

● Where the limiting effect of quotations is not acceptable, and where items can only be purchased on tender basis, the prescribed tender procedure must be followed. All tenders must contain a functional definition of the requirement, a year-2000 compliance clause and a clause stating the rights of DCS, to accept the full tender proposal, only part of it, or no proposal at all.

● Quotations can be used as forerunner to the tender process (guideline quotations), to establish the expected cost. Only the Tender Board may decide to terminate a tender process, in favour of the quotation method. The originator can withdraw a tender any time before the deal is finalised. Tender withdrawal will only happen in extreme situations.

Product evaluation methods

Following, is a list of evaluation methods that can be used during the detail investigation:

● Product discussions● Brainstorming sessions● Questionnaires● Weightings, ratings and scores● Product related publications● Product comparison● Internet research● Demonstrations● Comparison between product functionality and requirement

functional definition● Interviews with existing clients● Pilot projects● Test evaluation● Qualified implementation for a trial period

The method whereby the product functionality is compared to the requirement functional definition is mandatory for all evaluations. Different combinations of the other methods can be used to evaluate the suitability of a product. The structuring of the combinations depends on the specific situation, but must be decided and documented prior to initiation of the formal evaluation process. Changing the method(s) originally selected will be possible, with the written consent of all involved. Such changes must be fully documented.

The first months (agreed on individual basis) after installation of a product, normally serve as final evaluation of the suitability of the product for the specific environment. All product purchase contracts must contain a clause, which specify the applicable period and related conditions. The main condition, on which usage of a new product will be terminated, is when the product does not perform according to the claims made by the supplier. The product must have passed all other evaluation tests by the time it is purchased.

Evaluation Process

The following rules apply with regard to the evaluation process:

● The specified criteria must be used during the evaluation process.● The suitability of the product must always be established.● In the event of an unknown supplier (a supplier with whom DCS

had no recent dealings), the suitability of the supplier must be determined.

● Evaluation of COTS products must be done in accordance with the original plan. All deviations must be documented, and where necessary, approved beforehand.

● Where evaluation costs are involved (e.g. test evaluation), up-front approval must be obtained from the Director Information Technology.

Evaluation stages

Below is a stage table describing the evaluation process.

Stage Description

1 A need is established.

Research on possible solutions is initiated.

3 The suitability of the product is established. One or different combinations of the listed evaluation methods can be used to determine the suitability of the product(s). The type of product involved and the acquisition method will determine the method(s) to be applied.

4 If DCS had no recent dealings with the supplier, the suitability of the supplier must be determined. Verifying known suppliers is optional and will be dependent on the extent of the product. (A supplier who is acceptable for small-scale products will not necessarily be suitable to purchase larger-scale products from.)

5 A specific product is selected.

Evaluation method(s) applied

Rule

Evaluation results

Product Evaluation Results

Evaluation method(s) applied

The planned evaluation methods are determined and documented before product evaluation starts. During completion of the evaluation results, the focus is on the methods that were actually applied. Under normal circumstances, documentation of these methods would have been completed by the time consolidation of the results start. This exercise could thus be viewed as a round-up effort, where all outstanding details are documented.

The methods applied and the way in which they were applied should be described. Additional information such as the expected gain by using a specific method and the final outcome can also be incorporated.

Rule All information that can contribute positively to the final decision-making process must be documented.

Evaluation results

The evaluation results may take on many different forms:

● Weightings and scores will normally be summarised in table format.● Feedback on client interviews and brainstorm reports will be

presented in structured narrative format.

Note: It is left to the discretion of the project leader to determine the most suitable way in which to present the evaluation results. The important matter is that all results must be documented in a comprehensible way, and where large quantities of information is involved, that such information be summarised.


Rules

Introduction

Proposal for the selected/potential product(s)

Substantiating documentation

Acknowledgement

Product Proposal

Rules The following rules apply with regard to the proposal of a product:

● A product proposal is always done in writing. In addition to this, a slide presentation can also be compiled, depending on the situation.

● Presentations must be done formally and can be done in person to the sponsor of the project (involving all other decision-making stakeholders) where the circumstances call for it.

● The final proposal is presented in the form of a purchase request, to be circulated to the relevant ITC members for recommendation/approval.

● By this time, all investigations must be complete and a suitable product selected.

Introduction The introduction to the proposal must contain a full problem statement. Background on the evaluation methods used can also be included. With the target audience for this document being on management level, the information supplied must be limited to the essential.

Proposal for the selected/potential product(s)

A short statement on the selected product(s) and a summary of the reasons for the decision will suffice. Where more than one product was found suitable, the products must be listed in the sequence of preference, also stating the preference reasons. Cost plays an important role in this preference, but other factors could be of equal importance.

Although the final decision lies with the sponsor, the information supplied must be clear and of such a nature, that an informed decision will be possible. Alternatives should not be given, where one specific option is ultimately the best solution.

Substantiating documentation

The following rules apply with regard to substantiating documentation:

● All substantiating documentation must be included as appendices, a separate appendix per piece, clearly defined.

● A summary of the results on all products included in the evaluation process, must be provided in table format (it makes direct comparison between the products easier) as the last and final appendix.

● Products must be listed, one product per column, with a comparison of similar features/results between the products, per row.

Acknowledgement The efforts of all people who contributed to the product evaluation process, no matter how small, must be acknowledged. Names, designation and employers must be noted in the list.


Abbreviations

Special characters

Purpose

Overview

Objective

Templates

Standard for the System Journal Division Pages

General Information

Abbreviations The abbreviations used in this document with their descriptions are displayed in the table below.


CCB Change Control Board

MIS Management Information Service

SDLC Systems Development Life Cycle

Special characters

[Describe...] Information in the square brackets [ ] which is part of the template for the JNL has to be inserted by the compiler of the document.

Purpose The purpose of this document is to specify a standard for the System Journal Division pages.

Overview The printing of these pages is the first step to project management. Each project must have a formal System Journal. The System Journal is an overall view of the system's progress. Approved documents as per the SDLC must be filed in this document.

Objective To set a standard for the system journal per project.

Templates Appendix A and B can be used as templates for printing the journal division pages.

● Appendix A - Division pages● Appendix B - Division pages for MIS.

Note: The templates for Appendix A and B are available on the network:

`HQS1\SYS\PUBLIC\UTILS\IT ORDER\MUTUAL'

Abbreviations

Purpose

Overview

Objectives


Standard for Acquiring a Notebook

General Information






Purpose The purpose of this document is to specify a standard for acquiring a notebook.

Overview This document contains guidelines for acquiring a notebook within the Department of Correctional Services.

Objectives The objectives to achieve by using this document is as follows:

● To compile a standard for all personnel within the Department of Correctional Services for requesting, motivating and acquiring notebooks.

● To specify the rules in terms of the utilization of notebooks.


The following points concerning a notebook are discussed in this document:

● Designations qualifying for allocation of a notebook

● Acquisition of a notebook

● Purchasing of a notebook

● Rules regarding the notebook

● Safeguarding of a Notebook


People qualifying for a notebook

Designations qualifying for allocation of a Notebook

People qualifying for a notebook

The following people qualify for notebooks because of the nature of their work and/or their post description/ranking.

● Head Office

● Commissioner

● Chief Deputy Commissioners

● Deputy Commissioners

● Directors

● Within DIT

● Director: IT

● Deputy directors within DIT

● Assistant directors within DIT

● Section managers

Provinces

● Provincial Commissioners

● Area Managers

● Provincial network Controllers

● Other

● Officials whose posts (nature of work) require them to have a notebook

NB: The allocation of both a notebook and a desktop to any incumbent will be considered as an exception.


Purchasing of a notebook

Acquisition of a Notebook

Purchasing of a notebook

All requests for the purchasing of a notebook should follow the normal acquisition process through an ITC application.

Unless sufficient and legitimate motivation is provided for the ITC application, no official will be allowed to have a personal computer (PC) and notebook allocated to him/her simultaneously. Cases are dealt with on merit.

Notebooks must be set-up by the section: Networks for Head Office and by the network/Provincial network controllers for remote sites as for desktops according to the Standard for File Structures on DCS Networks (STD-NW-FILE-STRUC).


General care

Fault logging

Software loaded on the notebook

Upgrade of a notebook

Accountability

Rules regarding a Notebook

General care The person responsible for the notebook is responsible for the general care of the notebook. This includes the physical cleaning of the notebook, the case and the accessories as well as keeping of own backups.

Fault logging All faults are to be logged in the same manner as logging a fault for any other piece of computer equipment.

Software loaded on the notebook

Only DCS acquired software (approval granted through ITC) that is virus free may be loaded on the notebook. Maintenance and support will only be available on these packages. The DCS standard virus protection software must be loaded on the notebook by logging a call at the Customer Care Section.

Upgrade of a notebook

Upgrade of the software and hardware must be requested through the normal ITC process and the requestor will be responsible for the financial implication thereof.

Accountability The person who acquired the notebook will be responsible for the notebook and all accessories at all times. When a notebook is borrowed from another member, the name, period, address and signed responsibility must be taken in writing.

If the notebook is stolen or broken through negligence and it is proven that the person accountable is responsible, he/she is responsible for the financial implication to either replace or repair the notebook.


Private modems

Removal control

Safeguarding of a Notebook

Private modems

DCS (notebooks) may not be linked to private modems for private purposes without prior approval from the Director IT/Area Manager/Provincial Commissioner or a person delegated to do so.

Removal control

Removal control procedures are to be strictly complied with. Notebooks may only be removed from DCS premises with the written approval of the Director IT/Area Manager/Provincial Commissioner or a person delegated to do so. See (PRO-ITAS-NETWORKS).


Abbreviations:

Special terms

Purpose:

Overview:

Objectives:

Layout of the document:

Standard for Computer Training Centres

General Information

Abbreviations: The following abbreviations are used in this document:

Abbreviations Description

ASD Assistant director

CCB Change Control Board



HO Head Office


LAN Local Area Network

NC Network Controller

PNC Provincial Network Controller

Special terms This document contains the following special terms:

Special term Description

Computer Training Centre The Computer Training Centre, for the purposes of this document, is defined as a centre where a server, workstations and printers are connected together to create a hardware and software facility to facilitate computer user training. Users must be trained on the equipment in the computer training centre to ensure that operational information/data is not created, edited or deleted. The information on these LANs will be fictitious information that will assist the user in understanding the system and processes within the system. The centre may be utilized by all the DCS operational systems, e.g. Offender Control, Persal, Support systems, PAS, etc.

Purpose: The purpose of this document is to specify a standard for the set-up of computer training centres, which includes the acquisition of IT equipment and the maintenance thereof, the access and securing of the computer training centers.

Overview: This document sets standards for the administration of the computer training centres, which includes the acquisition of IT equipment and the maintenance thereof, the access and securing of the computer training centres.

Objectives: The objectives to achieve by using this document is as follows:

● To compile a checklist that must be followed when a computer training centre is established.

● To specify responsibilities in terms of the acquisition, maintenance and safe-keeping of IT equipment in the computer training centres, including relevant software.

● To specify responsibilities in terms of the set-up, installations and financing of IT equipment in the computer training centres.

● To specify rules regarding the IT equipment in the computer training centres.

● To ensure accessability to establish computer training centres.

● To ensure that the IT equipment for the computer training centre is secure.

Layout of the document:

The following is necessary to ensure that computer training centres are maintained:

● Identify, establish and change a computer training centre

● Administration of computer training centres

● Moving of an existing computer training centre

● Closing down of an existing computer training centres

Identification of a new computer training centre

Equipment

New system testing/training or system upgrade

Identify, Establish and Change a Computer Training Centre

Identification of a new computer training centre

The identification of a new computer training centre, upgrades or changes to an existing computer centre must be done according to the needs specified by the users in the management area. This identification is done by the principal user: Offender Control for functional systems and the section: MIS within DIT for desktop applications and MIS training. After identification, the principal user: Offender Control/Section MIS must budget for the cabling and equipment under the relevant responsibility, activity and item for IT equipment. The number of PCs, printers and servers (total configuration) according to the number of people to be trained and the frequency thereof must be identified to motivate the new computer training centre.

Equipment The requestor for the new computer training centre must investigate whether funds are available for the new equipment. The normal acquisition process, by means of an ITC, must be followed to obtain the equipment.

The ASD: Asset Management within IT must handle the acquisition, order and delivery according to the standard acquisition procedures.

When the equipment is delivered, the PNC for the relevant site must receive, sign, test and approve the equipment. The PNC must set-up the equipment in co-operation with the section: Networks in IT. All relevant code files must be loaded. If the Infrastructure code file does not include the new computer training centre, a call must be logged via the helpdesk system. The person responsible in the section: Data Administration in IT must clear the request with the Principal user: Operational Codes before the information is created. The new code files must then be transferred to the new site. All systems and software must be loaded so that they simulate an operational site. The users must be created according to the Standard for Network users.

New system testing/training or system upgrade

In the case of a specific new system testing/training or system upgrade the PNC or NC must load the latest software and code files before the course commences. The course leader must still have enough time to test the system thoroughly before the course formally starts.


Equipment

Maintenance of computer training centre

Technical testing

Furniture and keys

Bookings of the computer Training Centre

Errors and problems

Administration of a Computer Training Centre

Equipment The equipment must be kept in a location that complies with the requirements as specified in the Standard for microcomputer security (STD-ITAS MICRO) and the Standard for physical security (STD-ITAS-PHYSICAL).

Maintenance of computer training centre

The provincial network controller/network controller (PNC/NC) on site is responsible and accountable for the total computer training centre. This includes the security, backup, maintenance and general housekeeping of the equipment. All the items must be labeled and a detail description of the internal items must be specified together with the serial numbers. An inventory must be kept. No parts may be used for spare or as replacement for faulty equipment.

Technical testing

The PNC/NC is responsible to load the software and data and technical testing. The course leader must test the system before the course commences.

Furniture and keys

The Support User must ensure must ensure that the furniture and equipment in the computer training centre, as well as the equipment is kept clean. The Support User for the site must keep the keys to the computer training centre. The relevant management area is responsible to supply furniture for the computer training centre.

Bookings of the computer Training Centre

All bookings of the centre must be done at the course leader who will be responsible for all the administration on the speficic course. The section that originally identified and budgeted for the centre has privilege when bookings are made. The course leader must keep record for the bookings with the necessary information like contact person, telelphone number, reasons, period for usage and software to be loaded in advance.

Errors and problems

Errors and problems on the computer training centre must be reported as specified in the Standard for Customer Care (STD-CCC) via the helpdesk call system.


Moving of an existing centre

Cabling

Loading and testing of software

Move an existing Computer Training Centre

Moving of an existing centre

The Principal user: Offender Control for functional systems and the section: MIS within DIT for desktop applications and MIS training will identify when an existing computer training centre must be moved to another office, building or site. The Standard Change Control procedures must be followed where the CCB forms must be completed and approval for the move must be obtained before the equipment is moved. No temporary moves may be requested and only permanent moves will be approved by DIT. The ASD: Assets must be informed of the move by means of the CCB form to update the assets system at Head Office. The new site must correspond with the conditions specified in the Standard for microcomputer security (STD-ITAS-MICRO) and the Standard for Physical Security (STD-ITAS-PHYSICAL).

Cabling If cabling is involved, the financial implication will be for the relevant site. DIT will only budget for cabling once when it is established. The PNC or NC will be responsible for the moving of equipment and the setting-up and testing thereof.

Loading and testing of software

The software loading and testing must be done as described in the previous paragraph. The Support User must check and sign the inventory list after the move.

Identifying of centre

Closing down of an existing Computer Training Centre

Identifying of centre

The Principal user: Offender Control for functional systems and the section: MIS within DIT for desktop applications and MIS training will identify when an existing computer training centre will no longer be in use. The standard Change Control procedures must be followed where the CCB forms must be completed and approval for the removal must be obtained. The ASD: Assets must be informed of the removal by means of the CCB form to update the assets system at Head Office. The equipment will be re-deployed anywhere in the department. The receiving computer training centres must then update their inventory lists accordingly in inform the ASD: Assets of the received equipment so that the assets system is updated.


Abbreviations

Purpose of the Document

Objective of the Document

Overview

Layout of the Document

Special Characters

The following Procedure should be adhered to in conjunction with this standard

Appendices:

Workstation Software Standards

General Information

Abbreviations The following abbreviations and terms used in the document are displayed in the table below.

Abbreviation or Term Description or Definition


DA Data Administration


DNS Domain Name Service

IP Internet Protocol

Workstation A workstation is a personal computer attached to a local area network.

Purpose of the Document

The purpose of this document is to specify WORKSTATION SOFTWARE STANDARDS At Head Office in the Department of Correctional Services (DCS)

Objective of the Document

Its primary goal is to assist IT in the standardisation of software usage and set-up of workstations within the Department.

The standard helps to:

● Ensure smooth communicated change management and implementation of these changes.

● Ensure consistency in software usage, software support and training.

● Ensure efficiency from a labour point of view.● Define the minimum requirements necessary to do the above.

Overview When setting up a PC, adhering to a well-defined set of standards will make the set-up easier to perform and maintained. The standards used in this document are derived from a evaluation and test workshop.

Layout of the Document

● Windows XP Custom Setting Checklist● Internet Explorer Custom Settings● Office XP Custom Settings● Outlook Custom Settings● Netware Client● Trend Office Scan

Special Characters

Refer to the following table.

Character Usage Convention in this document

<Text> The "Text" within the "<" and ">" brackets refer to a keyboard action. Press the "Text" button/s on the keyboard.

<any key> Refers to any keyboard key.

[Screen button / option] Click on the button in the Application or Wizard window.

Note:

The Checklist has to be compiled and filed by Networks for every task. The Network Controller responsible has to sign the Checklist.

The following Procedure should be adhered to in conjunction with this standard

● Workstation Software Installation Procedure

Appendices: Annexure A: Approved and Tested Software Versions to be installed.

Annexure B: Workstation Software Standards Change Control Forms

Annexure C: Checklists

New User Application Business Process Flow

Parent Process

Figure 1

Obtain Approval Sub Process

Figure 2


User Administration Sub Process

Figure 3


Internet Access Management Sub Process

Figure 4

Base Line Applications

Approved and Tested Software Versions

Additional Software

Library Software

New User Application

Workstation Software Standards Change Control

Software obtained through the ITC process

Checklists

Base Line Specifications

Base Line Applications

● Windows XP● Internet Explorer 6● Office XP● Outlook Customisation● Netware Client● Trend

Note:

All Software should be loaded with the latest version of the Service Pack.

Approved and Tested Software Versions

Refer to Annexure A: Approved and Tested Software Versions to be installed.

Additional Software

Additional Software can only be loaded once a call has been logged at Customer Care.

IF software is available in the Software Library ELSE...

Obtain approval from Data Administration Manager Refer the request to ITC.

IF a License is available... ELSE...

Network Controller Install Software. Refer request to Applicant or ITC.

Library Software

● Approval should be obtained from the Manager Data Administration before additional software from the Software Library, not listed in the Standard, be issued.

● The software should be compatible with the Base Line Applications.● The Librarian should adhere to the License agreements of software

in the Software Library.

New User Application

● The Applicant should compile the Application Form.● The Manager of the Applicant should recommend the Application.

The Network Application Requirements should be indicated on the form

● The Director Information Technology should approve the Application.● A Call should be logged at Customer Care for Additional Software.

The Software will be installed by the Network Controller depending on:

o Availability of software

o License availability

o Compatibility with the Baseline applications.

Workstation Software Standards Change Control

Refer the Annexure B.

● A Call should be logged at Customer Care.● A Team should be appointed to test the Software to comply with the

Base Line Applications and Hardware Configurations.● The Director Information Technology should approve the

Workstation Software Standards Change Control Form.● This Standard should be revised and approved.● Thereafter the Software can be installed.

Software obtained through the ITC process

● The Director Information Technology should approve the Workstation Software Standards Change Control Form.

● This Standard should be revised and approved.● Thereafter the Software can be installed.

Checklists Refer to Annexure C.

● The Checklists should be compiled with every installation.● The Checklists should be filed.


Service Releases

Annexure A:

Approved and Tested Software Versions to be installed

Network Applications

● Applix● Avis● FMS (Financial Management System) 500 Licenses● Juta Stat - Accessing Laws, Articles● Logis (Logistics System)● Magic 8.3● Metanet 2.03.08● MIS● PAS (Provisioning Administration System) 500 Licenses● PERSAL (Personnel Salaries) 500 Licences● RAS (Firewall Settings)● Right Fax● Vulindlela: Sas System

Software/ Application Description Approved Software Version

Ado 6.0

Adobe Acrobat 5.0

Adobe Photo Delux 4.0

Btrieve 6.15

Cognos Suite (Impromptu & Powerplay) - Database Queries, Data Audits

5.0

Console One 1.3.2

Corel Draw 8 or latest version.

Crystal Reports 4.5

DBartisan, Rapid SQL (Embarcadero) - Manipulation Of The Databases (DBA Tool)

5.4

Frontpage 2002

HTML Transit 3.0

6

Inventory/Bar-Coding - Inventory Control 2000.01

Libwin - Library Management System For IT 2000

Microsoft Image Composer 1.5

Microsoft SQL 2000 And Client Utilities 7 and 2000

Microsoft SQL Server 7 and 2000

MS Office Suite XP

MS Project 2000

Netmanage Xoftware 8.0

Novell Client 3.3 (Win98), 4.83 (Win XP)

Omnipage Pro 8

Pathworks 7.1A

PC Anywhere 10.X

Ptslite

Rapid SQL 1.5.1

Sas System Viewer 01.01

Sybase ASA 8.0.1.2600

Sybase ASE Client 12.5

Sybase IQ Client 12.4.3

Sybase PowerDesigner 6.1 - 9.0

Sybase ProcessAnalyst 6.1.0 - 32 Bit

Translator - Translation Of Documents (English, Afrikaans, N-Sotho, Zulu)

2.5

Veridicom (Biometric Scanners)

Visio 2002

Visio Enterprise 2000

Visual Interdev 6.0

Visual Studio 6.0

Windows XP.

Winet 5.12

Winlib 2000

Winzip 8.0

Zen Policies 3

Service Releases

The latest Service Release should be installed.


Annexure B:

Workstation Software Standards Change Control Form

Call Number Date

Software / Application Description

Current Approved Version New Version

User Name User Telephone Number

Type of Implementation Major________ Minor ________

Reason for Implementation

New Implementation Error Correction

Policy / Procedure Implementation Other

This software was thoroughly tested with the following configurations:

1 Signature:__________________________________Date:______________

2 Signature:__________________________________Date:______________

3 Signature:__________________________________Date:______________

4 Signature:__________________________________Date:______________

Director Information Technology:

Comments:

_________________________________________________________________________________________________________________________________________________________________________________________________________

Signature: ___________________________________________ Date: __________


Annexure C:

Checklists

Windows XP Custom Settings Checklist

Setting Item Value Completed Y/N Date

Regional Language Settings

Language English (South Africa)

Date format dd/mmm/yyyy

Time format HH:mm:ss

Time Zone Time Zone (GMT + 2) Harare, Pretoria

Network Settings DNS Server 10.131.64.38

10.131.64.10

Enable LMHOST lookup

Not Selected

Workgroup and Computer Domain

Domain dcs.gov.za

Command prompt path (For Magic 5.7)

Copy "command.com and cmd.exe from c:\windows\system32 to c:\windows

Internet Explorer 6 Custom Settings


Home Page Security Local Intranet Zone

http://intranet.dcs.gov.za

Download signed ActiveX controls

Download unsigned ActiveX controls

Prompt

Initialize and script ActiveX controls not marked as save

Enable

Run ActiveX controls and plug-ins

Enable

Script ActiveX controls mark save for printing

Enable

LAN Settings Proxy Server Depending on the Proxy server you are connecting to.

E.g. DCS - Proxy.pwv.gov.za Port = 3128 Exceptions = *dcs*

Bypass proxy server for local addresses

Selected

Office XP Custom Settings

Setting Value Completed Y/N Date

http://intranet.dcs.gov.za/

http://intranet.dcs.gov.za/

Office XP Setup Windows XP Professional without Access and Front Page. (Do not select the default installation and install all the features of the other Applications)

Outlook Custom Settings


Outlook 2002 Server type Microsoft Exchange Server

Offline Folder File Settings

Netware Client


Netware Client

Installation Option

Custom Installation

Select the following options:

● [Novell Workstation Manager]

● [ZEN Workstation Manager]

● [ZEN Works Image Service]

● [Remote Management]

Make sure that [IPX] is the only network protocol selected

Connection NDS

Tree DCS

Trend

Setting Item Completed Y/N Date

Trend Office ScanActive on Status Bar -

Figure 5

I herewith certify that the above Procedures have been completed successfully.

_________________________ ________________ ______________

Network Controller Signature Call Reference Date

To be signed by the requestor after finalisation of the request:

________________________ ________________

User Signature Date

Tested by

I herewith certify that this Standard has been successfully tested.

Name Signature Date


Mutual Documents - Judicial Inspectorate for Correctional...

Documents

Transcript of Mutual Documents - Judicial Inspectorate for Correctional...