Managing a computerised PO

1. Managing a computerised PO Operating environment

2. IT framework in PO SUCCESSFUL IT BASED OPERATIONS Support systems Application environment System environment • Routine maintenance • Troubleshooting • Upgrades • Hardware maintenance • Peripheral maintenance • Network maintenance • Server management • Database management • Security • Good quality power supply • UPS maintenance • Generator care

3. Overview of the tasks • Managing the hardware • Managing the software • Managing the security environment • Managing the support systems

4. 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

5. 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

6. Vendor Management • Preventive maintenance • On expiry of warranty period persue D.O. to ensure AMC for computers and peripherals • Terms of contract of AMC to be understood • Have contact details displayed at prominent places for immediate contact • In case of problems with the hardware raise complaint with AMC holder • Raise the issue with higher authority in case complaint is not attended within timeline

7. 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 misuse

8. 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 troubleshooting

9. 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

10. 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

11. 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 situations

12. Support system - generators • Ensure that the generator meets the environment conditions • 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

13. 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 • Ensure that the CDs of operating system and SQL Server are in safe custody of head of office

14. Software environment cont’d • Gain awareness of minimum troubleshooting • Acquire training 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 patches

15. 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

16. Security in applications • Common users should not exist • Each user to have a personal user account • Only required user accounts are created and other accounts (specially of those transferred out and retired) are disabled • Only required applications are installed in the systems • No user will login with windows administrative rights • Each user to perform tasks of the level concerned personally; delegation to be avoided

17. Helpdesk Information NPS • Phone : 0821 - 2441010 • eMail: npsptc@gmail.com, nps@ceptmysore.net, nps@indiapost.gov.in

18. MO Videsh • Phone : 0821 - 2441010 • eMail: egpoptc@gmail.com, egpo@ceptmysore.net

19. IFS • Phone : 0821-2441010 ifsheldesk@indiapost.gov.in

20. CBS • Phone : 089396 581 72             089396 581 63   • eMail : fsidophelpdesk@infosys.com

21. HDMS of CEPT • CEPT has incorporated helpdesk management system for software related problems • Ticket can be raised for the complaints in the website http://cept.gov.in • Only registered users having valid user id and password (registered for logging into the CEPT website) can raise a technical issue, called “Ticket”

22. The technical issues can be raised for all types of applications developed / maintained by CEPT • Each technical issue raised is allotted a unique identity called “Ticket Number” automatically • The user / ticket raiser may remind the CEPT in case the ticket raised by him is not replied

23. Thank You