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Managing a computerised PO. Operating environment. IT framework in PO. SUCCESSFUL IT BASED OPERATIONS. Support systems. Application environment. System environment. Routine maintenance Troubleshooting Upgrades. Hardware mtce Peripheral mtce Network mtce Server management

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Managing a computerised PO

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managing a computerised po

Managing a computerised PO

Operating environment

it framework in po
IT framework in PO


Support systems

Application environment

System environment

  • Routine maintenance
  • Troubleshooting
  • Upgrades
  • Hardware mtce
  • Peripheral mtce
  • Network mtce
  • Server management
  • Database management
  • Security
  • Good quality power supply
  • UPS maintenance
  • Generator care
overview of the tasks
Overview of the tasks
  • Managing the hardware
  • Managing the software
  • Managing the security environment
  • Managing the support systems
managing the hardware
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
availability of hardware and peripherals
Availability of hardware and peripherals
  • Routine maintenance of all equipments
    • Proper cleaning
    • Minimising unnecessary movement
    • All equipments are put to use continuously
    • Spare printers to provide redundancy
  • Numbering the systems and other equipments and keeping the History sheet updated
  • Equipments to be kept covered while not in use
  • Preventive maintenance – AMC to be ensured and terms of contract to be understood
    • Have contact details displayed at prominent places for immediate contact
user system ratio
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
ensuring physical security
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
ensuring protection
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
support systems ups
Support systems - UPS
  • UPS to be installed in a ventilated location inside the office – preferably not inside a room
  • UPS vendor and AMC details to be noted prominently on the equipment for immediate contact
  • Batteries to be numbered, date of supply and expiry to be mentioned thereon for planning replacements
  • Adequate capacity to be ensured and capacity not to be exceeded at any cost
ups continued
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
support system generators
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
managing software environment
Managing software environment
  • Ensure that operating system and SQL server of approved version are installed in the systems
  • Ensure that automatic updates are turned on to keep the OS and SQL Server periodically updated
  • Prevent spurious software from being installed in the operating environment
  • Secure the CDs of operating system and SQL Server and preserve in safe custody personally
software environment cont d
Software environment cont’d
  • Ensure that office staff are aware of minimum troubleshooting and do not rely too much on system administrator
  • Have a backup system administrator
  • Have all the staff trained in all applications to ensure continuity of operations in case of turnovers
  • Through continuous monitoring, prevent unauthorised access
  • Ensure that all applications are updated with the latest versions and patches
security issues
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