Technology implementation Technology implementation in POin PO

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Overview of the training processOverview of the training processObjectiveMethod

◦Brief introduction

◦Group discussion

◦Group exercises

◦Syndicate presentations

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Technology implementation

Project plan

Formulating the planFormulating the plan

Assess the needsIdentify the constituents of the projectForecast the project flowIdentify bottlenecksSchedule the project

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Project TeamProject Team

Create a teamGuidelines on membersAssign jobsSchedule the meetingsMaintain a Project diaryFollow up progress and reviewControl

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Project for PO ComputerisationProject for PO Computerisation

Identification of officePreparation of Project planSite preparationHardware/software installationTrainingBuilding the Security environment

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Project for PO Computerisation – Project for PO Computerisation – cont’dcont’d

Installing and configuring applicationsTest run and review progressFinal switch over to computerised

operationsPost deployment support

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Technology management

Site preparation

PrerequisitesPrerequisites

Ownership

Space

Physical security

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Civil workCivil work

Required to provide faceliftModernized countersErgonomic furnitureProviding dust free environmentCo-ordination with Civil wing

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Electrical workElectrical workCo-ordinate with electricity authoritiesGet the work done through licensed electriciansGood quality power supply

◦ Grounding (earthing)◦ Voltage between ground and neutral to be between 3

volts and 5 voltsAdequate plug pointsLength of cablesEmergency power off switches

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UPSUPS

Computers and peripherals to draw power from UPS

Half an hour to one hour backupPower distribution of UPS

◦ PCs – 300, Server 600◦ Printers

80 cl – 300 132 cl – 500

Only computers and peripherals to be connected

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Room selectionRoom selection

Large enough to accommodatePlan for future expansionAdequate walkwaysPlan for workflowStorage space for consumablesSecurityFire protection

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Fire protectionFire protection

Try to use non combustible materialsFire extinguishers for fighting electrical

fireDevelop proper emergency procedure

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Environment in the roomEnvironment in the room

Temperature

Humidity

Dust

Ventilation

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Data communication linesData communication linesInstalled before systems arriveExclusive telephone connection for dialup

networkingUTP cabling for the networkNetwork cable to run parallel at least one

foot away from power lines Network and power cable should not be

housed in the same casingSufficient lengthProvide for redundancy

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ChecklistChecklist

Follow up of site readinessProject team to visit and certifyInvolve the vendor in checkingPower systems to be checkedData communication to be also checked

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Exercise on site preparation and Exercise on site preparation and presentationpresentation

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Technology implementationTechnology implementation

Deployment of Hardware, OS and SQL server

Installing HardwareInstalling Hardware

PCs supplied for a project not to be diverted

Vendor installs hardware and configures network - coordination

Preserve the documents and related CDs received with each system

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Installing Hardware – cont’dInstalling Hardware – cont’d

Stick a label on each hardware item with details

◦Serial number ◦Date of installation◦Date of expiry of warranty◦Contact person with telephone number

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Installing OSInstalling OS

By the vendorCDs coming with systems usedInstallation to be monitoredNaming of machinesNetwork configurationRegional options configurationTesting network connectivity

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Implementing OS securityImplementing OS security

Domain level securityTypes

◦User access permissions◦Password security◦Share level permissions◦NTFS permissions

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Security guidelinesSecurity guidelines

User account restrictionsPassword policy

◦No blank password◦Restrict use of administrator account◦Users to control passwords◦Educate users on passwords

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Password usagePassword usage

Avoid obvious associationsHave sufficiently long passwordsUse combination of charactersFrequent change of passwordsSet new password every timeNot to be barteredProtect against wrong usage

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Deployment – SQL ServerDeployment – SQL Server

Role of SQL Server in relation to PO applications

Versions and editionsVulnerability, if not protected

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Security issues in SQL serverSecurity issues in SQL server

Installation issues – Standard editionAvoid indiscreet access to management

toolsNo corrections in databasesSecure access to SQL Server

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Technology implementationTechnology implementation

Application deployment

ChecklistChecklist

Check if the OS, RDBMS is loadedInvolve the administrator of the siteModular installationCollect the manual records for data entryConsult with the head of the office,

Supervisors and staff

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Checklist - continuedChecklist - continued

Start installation on Sunday or holidayConsult the installation process in the

application CDConfirm compatibilityLoad the prerequisitesInstall only authorised applicationsEnsure that databases are not marked to

C drive; they can be on any other drive

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Installing applicationsInstalling applications

Applications to be installed based on guidelines

Configuration for the office environmentInitial passwords set for various users to

be changed by usersCheck if applications can run from clients

before the day starts

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Entering master dataEntering master dataOne time affair

Applications requiring master data

◦Sanchaya Post – Existing accounts◦Postman - Address description

Can be done in shifts

Needs validation32

Test runTest runMeans live testingInvolves hardware, software, integration and

performanceTest run for optimum time to build confidenceNot too long – involves duplication and sets in

monotonyMonitoring to

◦ Tackle user related issues◦ Initiate action to correct bugs◦ Check readiness of environment

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Technology implementationTechnology implementation

HR issues

TrainingTrainingNeedTimingTypes of training

◦Operators, Supervisors, Head of office◦Administrator◦Inspecting staff

Levels of training◦PTC◦WCTC◦Workplace

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StaffingStaffingImportanceSelecting people with right attitudeImmediate deployment of trained

personnelSelection of SupervisorsMaintaining continuityReserve pool to provide for redundancy

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Technology implementationTechnology implementation

Post deployment issues

Final implementationFinal implementation

GradualConvince the site with results during trial

runFall back plan in case of failureSupervisor and head of office to be

involvedImplemented on time to avoid overruns Evolve a reliable and detailed disaster

recovery plan

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Protection against failureProtection against failure

Disaster recovery plansBackup helpsBackup typesBackup mediaBackup strategy

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Ongoing supportOngoing support

NeedManaging queries – Help deskTraining

◦Refresher- for new options, version changes◦Newcomers◦How Managed?

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Ongoing supportOngoing support

Maintenance

Monitoring

Upgrades

Security

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MaintenanceMaintenance

Computers, peripherals and UPS to be covered

Follow Directorate instructionsTerms to include periodical fine tuningDesignated officer to monitorDocument the problems for specific

performance

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Maintenance – cont’dMaintenance – cont’d

In-house troubleshooting

Minor problems

System failure – How managed by AMC?

History sheet to contain info

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Areas of maintenanceAreas of maintenanceNetwork errorsHardware failuresUPS issues

◦Equipment failure◦Battery failure

Generator issuesPower supply boards

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MonitoringMonitoring

Follow up implementationMeasure effectivenessEnsure maximization in usageImplement all modulesMove towards total computerisationExamine the awareness and security

consciousness

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Monitoring toolsMonitoring tools

Volume of transactions

Reports printed out

Reports in the integrated environment

Effect of downtime

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Monitoring processMonitoring processDivisional head plays crucial roleImplementation to be checked during

visitsProblems in implementation to be

discussedSuggestions to be promptly considered,

importance weighed and implementation followed up

Incorporation of tasks relating to computers in MDW

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Managing upgradesManaging upgrades

Changes in application to be followed upApplying patches and upgrades to be

planned Fall back plan to be thought ofBackup and other prerequisites to be in

place before applying upgrades

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Managing upgrades – cont’dManaging upgrades – cont’dTypes of upgrades

◦Client upgrades◦Database upgrades

Upgrade process suggested should be read and understood

Upgrades to be applied on Sunday or holiday and tested

On upgrade failure, the existing version to be restored

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Managing securityManaging security

Security policy to be in place based on Directorate instructions

To be testedManaging administrator’s accountHead of the office to exhibit great care –

training needs to be addressed

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