WORKING WORKING EFFECTIVELY IN AN EFFECTIVELY IN AN

INFORMATION INFORMATION TECHNOLOGY TECHNOLOGY

ENVIRONMENTENVIRONMENT

Element 1Element 1

Complying with Complying with general IT policies general IT policies

and proceduresand procedures

LEARNING OUTCOMESLEARNING OUTCOMES

• 1. Establish and explain clearly, the 1. Establish and explain clearly, the roles of key players in the IT roles of key players in the IT organization organization

• 2. Establish career choices and options.2. Establish career choices and options.

• 3. Comply with policies and procedures 3. Comply with policies and procedures as directed by the supervisoras directed by the supervisor

IT POLICIES AND PROCEDURESIT POLICIES AND PROCEDURES

• When you join an IT organization it is very When you join an IT organization it is very important for you to integrate into that important for you to integrate into that environment as quickly as possible.environment as quickly as possible.

• One of the ways in which you can accomplish this One of the ways in which you can accomplish this is to know what the policies and procedures are is to know what the policies and procedures are and comply with them.and comply with them.

• Each organization will have its own policies and Each organization will have its own policies and procedures, which may be directly related to the procedures, which may be directly related to the use of technology or designed to cover many use of technology or designed to cover many aspects of the organization.aspects of the organization.

These policies and procedures These policies and procedures may include:may include:

• Occupational Health and Safety (OH&S) guidelines Occupational Health and Safety (OH&S) guidelines • Occupational Health and Safety policies Occupational Health and Safety policies • Anti-discrimination policies Anti-discrimination policies • Guidelines outlining ethical work practicesGuidelines outlining ethical work practices • Ergonomics Ergonomics • Environmental factorsEnvironmental factors • Statutory and vendor requirements Statutory and vendor requirements • Preventative maintenance proceduresPreventative maintenance procedures • Guidelines for appropriate employee conduct Guidelines for appropriate employee conduct • Manual on how to use technological equipmentManual on how to use technological equipment • Purchasing requisition procedures and documentation Purchasing requisition procedures and documentation • The structure of departments within the organizationThe structure of departments within the organization

The extent to which some of these The extent to which some of these policiespolicies

and procedures exist in an organizationand procedures exist in an organization

will depend on organizational variables will depend on organizational variables suchsuch

as:as:

• • Type and size Type and size

• • Values Values

• • CultureCulture

ROLES OF KEY PLAYERS OF THE INFORMATION ROLES OF KEY PLAYERS OF THE INFORMATION TECHNOLOGY ORGANIZATIONTECHNOLOGY ORGANIZATION

• Key players are the personnel within an Key players are the personnel within an organization that are essential for the organization that are essential for the functioning of that section or functioning of that section or departmentdepartment..

• If you work in an organization that has an If you work in an organization that has an IT division, or is completely IT oriented, it IT division, or is completely IT oriented, it is important to identify everyone and is important to identify everyone and his/her (IT) role.his/her (IT) role.

ROLES OF KEY PLAYERS OF THE INFORMATION ROLES OF KEY PLAYERS OF THE INFORMATION TECHNOLOGY ORGANIZATION (cont’d)TECHNOLOGY ORGANIZATION (cont’d)

They may have job titles such as:They may have job titles such as:• IT Manager IT Manager • Supervisor Supervisor • Systems Administrator Systems Administrator • Developer Developer • Information Systems Manager Information Systems Manager • Systems Analyst Systems Analyst • Data Entry Operator Data Entry Operator • Help Desk Staff Help Desk Staff • Database Administrator Database Administrator • Graphic Artist Graphic Artist • Desktop Publisher Desktop Publisher • Trainer Trainer • Other colleagues in the department or divisionOther colleagues in the department or division

• It is also important for you to establish It is also important for you to establish the hierarchy of personnel; i.e. you the hierarchy of personnel; i.e. you must know who has the authority to must know who has the authority to give instructions to which other staff give instructions to which other staff and who has responsibility for certain and who has responsibility for certain areas of operation.areas of operation.

• The organization may publish an The organization may publish an Organizational Chart which makes this Organizational Chart which makes this hierarchy clear.hierarchy clear.

Key players also exist outside of the Key players also exist outside of the organization and these players directly or organization and these players directly or indirectly affect how IT is used in your indirectly affect how IT is used in your organization. organization.

These may include but are not limited to:These may include but are not limited to:

• Government departments involved in IT Government departments involved in IT • Vendors of IT products and services Vendors of IT products and services • IT professional bodies IT professional bodies • Industry publications Industry publications • Industry promotion Industry promotion • Employer organizations Employer organizations • Relevant unionsRelevant unions

CAREER CHOICES AND CAREER CHOICES AND OPTIONSOPTIONS

In order to effectively determine your In order to effectively determine your careercareer

choice there are some things that youchoice there are some things that youshould be aware of: should be aware of:

• The range of careers available in IT The range of careers available in IT • Your personal desires and abilities Your personal desires and abilities • Current trends in the field Current trends in the field • Available training opportunitiesAvailable training opportunities

• The world of IT is very wide and The world of IT is very wide and dynamic with new technologies, dynamic with new technologies, techniques and careers emerging techniques and careers emerging everyday. everyday.

• Therefore, it is advisable for you to Therefore, it is advisable for you to read widely.read widely.

Help desk - is a department within a company that responds to technical questions.

The broad fields in Information The broad fields in Information Technology can include those listed Technology can include those listed

below:below:

General IT Categories General IT Categories

• Manufacturing Manufacturing

• Application development Application development

• • Software and hardware management Software and hardware management

• • Support and training Support and training

The broad fields in Information The broad fields in Information Technology can include those listed Technology can include those listed

below:below:

Fields in IT include: Fields in IT include:

• Hardware and software development Hardware and software development • Web design Web design • Database management Database management • Networking Networking • Information systems management Information systems management • Communication Communication • Marketing Marketing • Help deskHelp desk

IT CareersIT Careers

Career choices may include but are not Career choices may include but are not limited to: limited to:

• Database Clerk/Operator/Administrator Database Clerk/Operator/Administrator

• Web Page Designer/Programmer Web Page Designer/Programmer

• Data Entry Clerk/Operator/Supervisor Data Entry Clerk/Operator/Supervisor

• Network Manager/Administrator Network Manager/Administrator

• Computer Programmer Computer Programmer

As you can see from the foregoing, As you can see from the foregoing, there are both breadth and diversity there are both breadth and diversity in IT jobs; however, you will find that in IT jobs; however, you will find that many of them are a combination of many of them are a combination of several areas. several areas.

IT is a fast-moving, technology-driven IT is a fast-moving, technology-driven industry and so the job descriptions industry and so the job descriptions and skill requirements change very and skill requirements change very quickly.quickly.

Some good sources of IT careers can be found at:

http://www.careers.org , http://www.myfuture.edu.au , http://www.careersonline.com.au

MORE ONMORE ONCOMPLYING WITH COMPLYING WITH POLICIES AND POLICIES AND PROCEDURESPROCEDURES

Earlier you were introduced you to some of the Earlier you were introduced you to some of the policies and procedures that are likely to obtain policies and procedures that are likely to obtain in an IT environment.in an IT environment.

However, there are others which may be in However, there are others which may be in existence which you need to know and comply existence which you need to know and comply with.with.

For example many organizations, have a code of For example many organizations, have a code of practice that employees are expected to follow, practice that employees are expected to follow, as well as other policies and procedures which as well as other policies and procedures which outline how the organization carries out its outline how the organization carries out its business.business.

Organizations will also have policies Organizations will also have policies controlling:controlling:

Purchasing Purchasing Standard softwareStandard software Internet access Internet access E-mail usage E-mail usage Naming directories and files Naming directories and files Network securityNetwork security Requests for IT assistance (personnel need to prioritize Requests for IT assistance (personnel need to prioritize

the work they do depending on what is most important the work they do depending on what is most important as money may be lost if the priority is wrong). Users may as money may be lost if the priority is wrong). Users may need to log a request by e-mail with the "Help Desk" or need to log a request by e-mail with the "Help Desk" or use a special form.use a special form.

Additionally, there may be procedures governing:Additionally, there may be procedures governing:

• • The use of capital equipment (only certain employees may be allowed to use The use of capital equipment (only certain employees may be allowed to use certain equipment) and consumables such as paper, laser toner and disks. certain equipment) and consumables such as paper, laser toner and disks. Different divisions of the company may have a budget to cover the cost of Different divisions of the company may have a budget to cover the cost of consumables, which should be accounted for. consumables, which should be accounted for.

• • A list of steps used to complete an IT activity e.g. setting up a personal computer, A list of steps used to complete an IT activity e.g. setting up a personal computer, installing a printer, and back up and retrieval procedures.installing a printer, and back up and retrieval procedures.

Code of Practice - Minimum standards of conduct and practice to be followed by all members of an organization. The standards are designed to be fair to all and usually imply confidentiality, privacy and non-exploitative policies.

Other organizational standards include the Other organizational standards include the presentation of documents.presentation of documents.

You may be required to use a standard font, size You may be required to use a standard font, size and colour. and colour.

There may be a bank of templates available on There may be a bank of templates available on the organization's intranet, letterhead paper to the organization's intranet, letterhead paper to be used and an organisation-wide Style Guide.be used and an organisation-wide Style Guide.

As noted previously, organizational variables will As noted previously, organizational variables will determine which of these policies and determine which of these policies and procedures are in force in your office. procedures are in force in your office.

If your company has an employee handbook it If your company has an employee handbook it should stipulate them.should stipulate them.

ANSWER THESE QUESTIONS

What are some of the policies and procedures that an IT company is likely to enforce?

Define Code of Practice. Identify 5 career options in the IT industry. Define Help desk. Identify and briefly explain the roles of key

players in a typical IT organization. When should you comply with your

organizations policies and proceedures? List some of the things that an organizations’

policies can control.