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Why is it important to have polices within the company - PowerPoint PPT Presentation


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Why it is important to have policies and procedures to control the maintenance of computer systems . Why is it important to have polices within the company.

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Why it is important to have policies and procedures to control the maintenance of computer systems

why is it important to have polices within the company
Why is it important to have polices within the company
  • A policy is a set of actions, that are carried out by a person or a company from a set of guidelines. e.g. It is company policy for all members of staff to be treated fairly.
  • The reason why we need company polices within our company include:-
  • To keep costs down within the company during the repair of any machines.
  • To satisfy customers and members of staff.
  • To make sure, tasks are carried out to the best of the companies ability.
  • To make sure tasks are being carried out safely.
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Why is it important to have procedures within the company

  • Procedures within the company are a set of actions put in place by the company. These are followed by the company in order to achieve a positive output.
  • The reason why we need company procedures include :-
  • To try and save the company and the customers money
  • To look after the customer
  • To treat staff fairly
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Policies within the it maintenance sector

Repair and Replace

Procedures

Procedures that should be followed by the repair or replace policy, consist of whether a fault is to be repaired, or to be replaced. Consequences of this include if a budget has been put in place, by the company for the repair of there machines. The technician who is repairing the fault must consult the financial side of the company, they will then decide if the fault is worth being repaired or to replace the machine for a new one.

What are the consequences of non compliance?

The consequences if this policy not being followed correctly, consists of if the company is repairing parts in machines that are costing more than the actual machines are worth. This is why the company has put in place the repair or replace policy, to stop this from happening and to save money at the same time. Other consequences of not complying with this policy may result in the money of the companies being wasted, for no reason. This could result in the company having to cut jobs, and the worst case scenario, the company could become bankrupt.

policies within the it maintenance sector
Policies within the it maintenance sector

Disposal of electrical goods

Procedures

The procedures which have been put in place, comply with the laws against the disposal of waste electrical components (WEEE). This is where all equipment that is not useable, should be disposed of in the correct manor, this follows the correct guidelines of the (WEEE). Damaged or broken electrical items should also be disposed of in this way. All equipment that is going to be disposed of, should be recorded in the appropriate document. This can be found in the reception of the companies premises.

What are the consequences of these not being followed?

The consequences of this policy not being followed correctly, may result in a fine from the environment agency or the local council. This is because the equipment has not been disposed of in the correct way. As a result of this the company will have to use funds, from there profit that has been made from jobs, to pay fines that are not necessary, and could have been avoided. This is the responsibility of the member of staff who disposed of the components, therefore they my find thereselves out of a job because they couldn’t do it properly.

policies within the it maintenance sector1
Policies within the it maintenance sector

Staffing

Procedures

Within our company we have a responsibility to look after the staff, that the company employs. We also have to make sure that the tools they need are available for them to carry out a job safely. Other procedures which have been put in place include, when a member of staff joins the company they will receive a 2 day induction course. This will consist of general health and safety, customer care and responsibilities ,including all employees are liable for the use of their machines. Employees will also be given the necessary PPE (personal protective equipment), as soon as they start at the company .If a member of staff has been reported doing something that they shouldn’t be doing, this may lead to a written warning, depending on the level of the problem of which may have been reported, by either a customer or a member of staff. Depending on the seriousness of the fault, the general manger and the company directors have the right to take the necessary action of what they think is needed.

What are the consequences of these not being followed?

The consequences of these procedures not being followed, could lead to the company not abiding by the law. This is because by law, a company is required to provide there staff with the correct PPE (personal protective equipment). Other implications include if a member of staff has not had the 2 day induction course, they may not know how the company expects them to work. This may result in the customers feeling that the member of staff, doesn’t know what they are doing.

policies within the it maintenance sector2
Policies within the it maintenance sector

Escalating problems

Procedures

Procedures which have been put in place to stop problems escalating, consist of the systematic approach. This is where technicians should follow a set of guidelines, to prevent any further problems being created whilst fixing a fault. This procedure should be followed by anybody, who is going to look at a fault on a machine. To also minimize the risk of problems escalating. If a fault is reported on a machine, relating to the fault that had been resolved, a previous job report should be completed and handed to the manager in charge. This is to show what could have been done to prevent this from happening.

What are the consequences of these not being followed?

Non compliance to these procedures may result in the company, getting a bad reputation, for not correctly fixing faults. This reputation will build up as companies may speak to one another, and tell each other how the company does not fix faults correctly. This could result in the company making an overall loss, as the company is not getting any work, because they have such a bad reputation. In addition to this, the company will not be making any money and no profit at all. This is why every time an extra problem arises, a previous job report should be completed.

policies within the it maintenance sector3
Policies within the it maintenance sector

Pricing of items

Procedures

The procedure that should be followed, when we have bought an item to sell to a customer. We should make sure that our company makes a profit. and not a loss. To avoid this, the price of each item should be determined by the following equation:

Price item bought for + VAT = sub total x 1.6 (mark-up). = Price to be sold at

This equation shows, that all items which are sold should have a 1.6 mark-up value. This will allow the company to make a reasonable profit, on any item which is sold.

What are the consequences of these not being followed?

The consequences of not complying with this policy, includes the company not making a sustainable profit. Therefore they might as well not bother to sell the item, as no money has been made at all. If this was to happen when large quantities of items are sold, by the company, the company may have to use other funds to pay the bill, as no profit or VAT has not been added on when selling them. As a consequence of this the company will loose money dramatically. This could lead to the company becoming bankrupt, as a loss is being made.