PHILIPPINE COUNCIL FORINDUSTRY, ENERGY& EMERGING ...

PHILIPPINE COUNCIL FOR INDUSTRY,ENERGY& EMERGING TECHNOLOGYRESEARCH AND DEVELOPMENT (PCIEERD)

NAME DESIGNATION SIGNATURE DATE

Business~ARLENE A. ROMASANTA Process Team o 5 NOVLeader

QualityRAUL C. SABULARSE Management o 6 NOV

Re resentativeROWENA CRISTINA L. Executive

07 NOV 014GUEVARA Director

WARNING: No part of this document may be reproduced in any form, without the writtenauthorization of the Philippine Council for Industry, Energy and Emerging Technology Research andDevelopment (PCIEERD). All inquiries regarding this procedure shall be directed to the QualityManagement Representative or PCIEERD Document Controller, who are responsible for its control.

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WORK INSTRUCTION FOR REV. NO.1INFORMATION TECHNOLOGY DOC.NO.: PCIEERD - W1- 013

MANAGEMENT PAGE 2 of 11

REVIsION sTATUs

Rev.Description of Changes Page No.No. Revision Date Effectivity

0 Oriainal Issue All 03 Februarv 20141 Rewrite Functional Objective 3 07 November 17 November I2014 2014

WARNING: No part of this document may be reproduced in any form, without the writtenauthorization of the Philippine Council for Industry, Energy and Emerging Technology Research andDevelopment (PCIEERD). All Inquiries regarding this procedure shall be directed to the QualityManagement Representative or PCIEERD Document Controller, who are responsible for its control.

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WORK INSTRUCTION FOR REV. NO.1INFORMATION TECHNOLOGY DOC.NO.: PCIEERD - WI - 013MANAGEMENT PAGE 3 of 11

1.0 Functional Objective:

To ensure that the Information Technology (11) services are 100% delivered according toschedule and IT resources are well maintained.

2.0 Purpose:

To establish, document, implement, and maintain procedures for performing IT management.

3.0 Scope:

The work instruction covers the process of attending to IT services, from receipt of requests toclosure and performing maintenance of IT equipment and information systems.

4.0 Instructions:NO. ACTIVITY/PROCESS RESPONSIBLITY

4.1 IT Service Requests:

4.1.1 Receive request from concemed end-users using the ITService Request Form, sample per Appendix A:

This form is used for technical services such as but not lim~edto:

Troubleshooting and RepairSoftware Installation and ConfigurationWebsite Updates 0ntemetlintranet)System Development and/or EnhancementComputer Log-in/User AccountInformation Systems User AccountInformation Systems Record UpdateUpdate of e-Group AccountAnti-ViruslWindowslSoftware UpdateOthers

Assigned ITMU Staff

4.1.2 Determine type of request and estimated service deliveryperiod

4.1.3 Work on the request

4.1.3.1 If request has been addressed, accomplish the lower part ofthe form - "For IT Use Only'

4.1.3.2 If the request requires the services of an outside serviceprovider, indicate any diagnosis/recommendation and refer toSupply and Property Management Section (SPMS) of Financeand Administrative Division (FAD).

Assigned ITMU Staff

Assigned ITMU Staff

Assigned ITMU Staff

Assigned ITMU Staff


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WORK INSTRUCTION FOR REV. NO.1INFORMATION TECHNOLOGY DOC.NO.: PCIEERD - WI- 013


NO. ACTIVITY/PROCESS RESPONSIBLITY

4.2 Preventive Maintenance of IT Equipment:

4.3.7 For Document Tracking System (DTS) Records Archiving,follow the Information System Policy for DTS, per Appendix E.

4.2.1

4.2.2

4.2.3

4.2.4

4.2.5

4.3

4.3.1

4.3.2

4.3.3

4.3.4

4.3.5

4.3.6

Prepare a yearly preventive maintenance.

Issue a memorandum addressed to all employees regardingthe annual preventive maintenance activity. The scheduleprepared in 4.2.1 is attached in Ihis memorandum perAppendix B.

Disseminate copies of memorandum to all divisions

Conduct preventive maintenance according to schedule

Accomplish the "Preventive Maintenance Checklist" perAppendix C, for every equipment maintained

Data Back-Up and Recovery of Information Systems andDatabases:

Review and update the Data Back-Up and RecoveryPlan/Schedule as necessary

Prepare back-up media storage

Conduct on-site and off-site back-up following theplan/schedule, per Appendix D.

Keep on-site back-up media storage in a safe place

Keep off-site back-up media storage outside office premises

Record back-up done in Ihe back-up log sheel for filing

Assigned ITMU Staff

PCMD Division Chief

Records Section

Assigned ITMU SIaff

Assigned ITMU Staff

Assigned ITMU SIaff

Assigned ITMU SIaff

Assigned ITMU Staff

Assigned ITMU Staff

Assigned ITMU Staff

Assigned ITMU Staff

Assigned ITMU Staff/Records Section


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IT Service Request Form1T"'~I.W.cCITLlUI

PCIEfIlO-OOS T0" _

~Ijl): __ -

RtQIIMlflO PantT,.,edSMu ~!'lllrlecl~ R~:ed~lil.*~I rob'es.'lDcl!n;Inf!tlllr •• R~•••I IoCll'wJn"SOIxm ¥ld ccrrfl1.n:m •••I ~tsl4'&:e!ltr.tll"lel,~fl1~J •• 'fI

I 'fJlell\~r.cI'O'_.MI ~"",",~";""-'ll •••I ~S(llel!'l!l~traetOlft(PiltSJ •••"

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~ •••.~Pt<lCn'd R_SchlnIe {d.:llnltlOllT»M

R~IO:

"'.-".""''''

,.... •••

Appendix A

WARNING: No part of this document may be reproduced In any form, without the writtenauthorization of the Philippine Council for Industry, Energy and Emerging Technology Research andDevelopment (PCIEERD). All inquiries regarding this procedure shall be directed to the QualityManagement Representative or PCIEERD Document Controller, who are responsible for its control.

• 00 NOT REPRODUCE• 00 NCJTIMPLEMENT IF NOT IN RED STAUP

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IIRepubloc 01 tho Phmpp;nes31' ~=~o~~~~F~ri-~~~~~~S-~,ENERGY AND EMERGINGTECHNOLOGY RESEARCH AND DEVELOPMENT (PCIEERD)

MEMORANDUM

fOR

FROtA

SUBJECT

OATE

: ALL DIVISIONS

:~B G~,AOCh SRS. PCtAD

: nUll PrevonUve M.lntenanu and Inventory 0' leT Equlpmtnt

: 11 JlJy 2013

Tho Inf~ion T«hno!ogyM~ag~monl Urvl (ITMU)of PCMO'!WI conduct~ abcveaetJvtyon 12Augu.t to 3 October 2013 (~n; the attKh,d .~hcdu".

Six:c this progr2m is par1 cI tho ISO "',tir.ive cf PCIEERO ooder the Wcwk InstllJdions'Of ITU'~~n" .• 'Mt ftio!n ewryooe 10h,.~ their t'quipmeflt reatJy to bOet'oCd<.ed.covemg the follovoy"g (atka;

~pdal<'g ofMi-v.us JOftwa••SeatW'kng of COmp.!.H' tOt \'1'\1'"

UpdMing of 0iX'fabr1g l)'ItemlbO\'f1.e(/appkabon .oftw,r.Cheek.nglRemovi'Y,J of unlcensed lot\'vQ't~i~ of hard dtSk C1t'1vetInventory of hardN8fe and software

Shouldyou haveranyconeem. pIollJOfeol frw to ~ntKt JanoandMa~

T~ you tOf yeur vwal COC>Pe"'atioo.

, r.1,,. ••• __ '"'IWo ••• f •••••••••••• l'"1hloo~I ••••\,., ••••••••••••

cec OED. ODEO ll,IIII/IDOnrUlllun, ••• 1111 ••

•~_. II I. II , J ••..•.• rt

4l1'l-.2~l.-tt.. ~ ~~. sc-.o.~~Gto\. ~"..,.~8IoAatl. T~~ 1131Tal,,_ a31~8J7-n3S: 831.rs16;8J1-1S22;IOM1(il.8J7-?071lc:u 21()().2109;2120-1121

f.c (to») Ml.~; eJr.e1S4

AppendixB1


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WORK INSTRUCTION FOR REV. NO.1INFORMATION TECHNOLOGY DOC.NO.: PCIEERD - WI :..013


PREVENTIVE MAINTENANCE SCHEDULECY 2013

8:O'J1oM - 5:00PM ,...• 'ho,Se'

SWAM •• 5:00PM M,vic Jfla. SCI--8_~-S:ooPM M.lV'C .RIo, Sd

800AM •• S;ocPM '_1 Iho. StorM.v<

J

9 IStP. 26-30

8 'Oct.I')

lIS I••7

1- "

'-no..' .••.f~.r~ .ftO.OfCllflfO.,!.d TOTAl}~-:- It--N.SOC'ovu.~••~.o;a.~:J:t.r:.1.~I••OlAll(j(~rI'.•~•.~I.\•.i"!;,:~f;l 'Di~IOP~'.lNTOr; ')':" r':.;>.o."r~.tn.,.ri}£fN(l!"'1"}I. "SoI"'i i<.4I''lOn51J"o""

It ;rAO&COA .18 I 6 2' ,Auc,U'19 laOOAM-~OOPM Mj:vl( IhO.StI.Tor

2 IKMD 9 I s ~~_ Aut, 19.27 IBOO""" - ~.00fl'M J.n~ _j',JI'lO' Sd. Tor i1 nOD a 9: 11 Au!_ 28. Stp" 8WA.M - S.OOP'M M'vl( JI''O.S.I. Tor

;0 1100 I 11 7 -III "po S.1l I'OOAM- S""M J.,,. I II•• , '"

Is lUStDD I 10 6 I 1& Stp.1).20

6 0[0& 00(0 I ~ } I 7 ; Stp. H.2S,I 7 ~IIlOO 6 ) It';- RIltD

Cfmi;:LIrjr-n:MIoYIc''''',flYl(A trt .•.I.;,~ ••••,..,J~SDeb~.On 'hc-oIo6 r"'Nn:-"O' ,k)I\J""" G.~. kf •.IOn', t. u,~u. TOt. M•••••• "tl)l ,. "~n

Prt'p .•,ed by;

-/tIm:;--~~-'AN[ S.OA&ELASRS-II. PCMO.ITMUD.'c; /Ill/IOU

MA.~'cJt(Glsr•.ISA~.m.lrMUa,m': 7/11/2013

Nottd by;

~A.AUN[ A.. AOMASANTASf. SRS. PCMO.ITMUO.Jtc; 1/11/2013

P"£C' 1 of 1

Appendix 82


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•WORK INSTRUCTION FOR REV. NO.1

INFORMATION TECHNOLOGY DOC.NO.: PCIEERD - WI - 013MANAGEMENT PAGE 8 of 11

Name ofU)U':

Dirilioll: ==============ITSt&ff:

CompDtu Name: _nate Started:nate EadM:

No. Particulars ~/X

50_ ••

1 -= iftht!Anti-,irus sofu\<Ill! (U. Bi:tDe!e:u:J.er) u in..'U.1led'u Ed in tbePC. If~ imuI1lmd.ne..

2 Sc.mPC far,irusel

> Imull u;xlate!l far Ope'atmg S)'!tEm 'Brtm1i~:Applicman softtr.In

• Ch.!ckR.emo\l! u:iliiCms!!d !Iofunre (trith prop!![ cOCt!d.il::Lation \\i~1hem~)

5 Delete all tEnpOr~. files mel an fiIu in R.eq"de Bm6 Deft.ag h:ad disk drive (drtre C, D md other dm'ti)

Hardware

, Sofhnn lanlltofJ., HndwUl! InTUtor)+

Remarl3:

,Nw:.As apo!rcy. i1tthidJ.'tJ1 rnd-unn QN rtS;xmsiJJi~fO"pcr..ot£c bQC~ ofthsi:r tTM.TljUfSprifuabl;}" usir.,: bum:J!Hard~!Drn .•(IIDD)

.~lmeA. RDma.!ICILI.Sr. SRS, PQ.JD.lThll1

AppendixC

WARNING: No part of this document may be reproduced in any form, without the writtenauthoriiation of the Philippine Council for Industry, Energy and Emerging Technology Research andDevelopment (PCIEERD). All inquiries regarding this procedure shall be directed to the QualityManagement Representative or PCIEERD Document Controller. who are responsible for its control.

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1.~~~-:~::-:::-:-:=-:::::::::--=:-~::-~R~e""~"~i;?2on~N~O~. oen11P~a.~.e~lG:or[2C=~DATA BACK-UP AND RECOVERY PLAN EffectivityDate0

01 Jan''''''' 2013

HACK-UP SCHEDULE

Particulars On-Site OfT-SiteScheme Media T,,,e Scheme Media T~

Information Quartedy • IlDDI Copy Quarte,ly External CopySystems/Site • NAS IIDD

(Source • ExternalCode,) IlDD

Databases Daily . IlDD2 Differential Quarterly External CopyMWF Full IIDD

Quarterly . IIDDl Copy

Quarterly . NAS Copy

Quarterly . External CopyIlDD

Legend:BDDI-llaed Disk Drive of the Developer's PC;HDD2 - Assigned Server,NAS - Network Attached Storage loca1ed in the Server Room;On-Site External Hard Disk Drive - Stored in the ITMU place;OII-Site External liard Disk Drive - Stored by the a••signcd IT staff outside the PCIEERD premise.

INFORMATIONSYSTEMS/SITES{(S,'IS, Source Codes' Database"I. Website ,2. Intranet3. Proiect Manol!cmcnt Information SYStem (PM IS)4. Document-Tracking System (DTS)5. Monthlv Manar-crnent Activitv S"""tem (MMAS)6. One-Stop Information Shop of Tcchnologics in the Philipines

(OSISn7. c-SchoJars/Scholars Information System (SIS) "8. e-Pronosais/On-Jine Proiect Prooosals "9. e-NGASlElectronic New Government Accounting System10. Procurement and Inventorv Svstem (PIS)11. Proiect Documentation Svs.tcm (PDS)12. Food Comnendium

• consists of the whole website/system; aU the web pages including the icons, graphics. ammation. texl.documenls, articles. templates. publications;

Appendix D1


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1.~~~--:~::-::--::=-:==::::::-:-=lp'R~e~V~iS~ioo~N~o~.]OC[IP~..~.eJI~o~f12=~DATA BACK-UP AND RECOVERY PLAN E1TectivilyDale,

o I Jan"''''' 2013

•• consists of the tables and schematic diagrams (if applicable)

1. Back-up schedule should strictly be followed.2. All data back-ups should be documented3. Back-up operator must put labels on the folders/filenames using the following codes or as appropriate:

a. Back-Up <Ql...Q2> <yyyy> (Ex. Back-Up Q12013)4. Accomplish the formllogbook using the Cannat below.5. Logbook should be placed in the IT room and should be converted to an electronic file yearly.6. Electronic Cannat of the log sheet should also be backed up with a label BackUpI..og <yyyy>

(Ex. BackUpLog2013)7. Logbook. files and media should be checked by the Head of the ITMU every end of the quarter following

the scheduled back-up.

BACK-UP LOG:

YEAR 2013On-Site otr-Site

D><e L.b<l IS and Database lIDDlf E>dttml E>dttml Back-up OperatorNASHDD2 lIDO HOD Initials S; lu<'u.

41l7f2012 D;IJIad:-Up Ql Wd>!at, Inlranll. PMJS. ; ; ; ; AAR ~..><.2011 D18 a. RC'COI"dsArdIivt;.MMAS, OSIST.c.sd>olors,. t.~cNOAS, PIS, PDS. Foodam ...,

Prepared by:

Appendix D2

Arlene A RomasanlaSenior Science Research SpecialistHead, IT Management Unit


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Reri.sionXo.O P"'J:e 1 of 1L'TOnL\.TION SYSTEhl POLley -DTS

E£f'@Ctri~.D...r." 1 S@ptii!l!lber1011

NAME Doc.om~-rncbng S:rstem(DIS)

Admini5tutor ITGtoup

S!'!tml umler OIh<M(with Admini5tntin Pm-ile,ge)

UIoUI PCIf.ERl) Sb£f

A=~ Applications .r.lenu in tM PCIEERD IntnnPlhttp:frnzpit~l !pplic.atiom .3..!p

Record.r. DEliCH Acc.u.:http:lrppit~rdbaconWSUffAct:eQ:http:l.iupitl!IldtJufD'

UStt!l'Mm'llD e-Cop)' po!d:i!':dtil h:rtnnetbttp:lrnmit!Ilinc:mnin...~512009 ..DTS%20u~en~.2~pdf

~'::itOf~!! Om•••• Son'" (JupilM)location Records Archive(R~ords Archi\'e) \\iupim",n«ndSKODdDy StanteLocation Recm.~,R.e<:otd!oOffiCttD~~ PenaDDM Worll:mtioll(RKorlh Arclm."l!)Scl:toeduJ.. of StouEiI! DAlLY - Real Time

(upon re~ of eo,"eI)' inc:arnin:- omd out,:oin.'l; dowmea1l)

R.eguW B4Ck-Up CcaIonn with the B.od:-Up .1nd R.c0\'iU)'" P1..ul.R.\uioa. No. 0(pm alISO I.aiti.nioe)

~ommftlded l\hppib:ofD!"twI:Jc'i: drin or the Pcim~.Stonre Loc::.aboJ). to theStI1terr far: Setup in SKClnd.u)- Sto~1! L"utionthe Worhtation

Appendix E

Autbored by:~

Arle.ne A. RDmaYDblSmior Scitt1CeRMeuch S~rtIT Section


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