Technology implementation in PO 1

Overview of the training process Objective Method Brief introduction Group discussion Group exercises Syndicate presentations 2

Technology implementation Project plan

Formulating the plan Assess the needs Identify the constituents of the project Forecast the project flow Identify bottlenecks Schedule the project 4

Project Team Create a team Guidelines on members Assign jobs Schedule the meetings Maintain a Project diary Follow up progress and review Control 5

Project for PO Computerisation Identification of office Preparation of Project plan Site preparation Hardware/software installation Training Building the Security environment 6

Project for PO Computerisation – contd Installing and configuring applications Test run and review progress Final switch over to computerised operations Post deployment support 7

Technology management Site preparation

Prerequisites Ownership Space Physical security 9

Civil work Required to provide facelift Modernized counters Ergonomic furniture Providing dust free environment Co-ordination with Civil wing 10

Electrical work Co-ordinate with electricity authorities Get the work done through licensed electricians Good quality power supply Grounding (earthing) Voltage between ground and neutral to be between 3 volts and 5 volts Adequate plug points Length of cables Emergency power off switches 11

UPS Computers and peripherals to draw power from UPS Half an hour to one hour backup Power distribution of UPS PCs – 300, Server 600 Printers 80 cl – cl – 500 Only computers and peripherals to be connected 12

Room selection Large enough to accommodate Plan for future expansion Adequate walkways Plan for workflow Storage space for consumables Security Fire protection 13

Fire protection Try to use non combustible materials Fire extinguishers for fighting electrical fire Develop proper emergency procedure 14

Environment in the room Temperature Humidity Dust Ventilation 15

Data communication lines Installed before systems arrive Exclusive telephone connection for dialup networking UTP cabling for the network Network cable to run parallel at least one foot away from power lines Network and power cable should not be housed in the same casing Sufficient length Provide for redundancy 16

Checklist Follow up of site readiness Project team to visit and certify Involve the vendor in checking Power systems to be checked Data communication to be also checked 17

Exercise on site preparation and presentation 18

Technology implementation Deployment of Hardware, OS and SQL server

Installing 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 20

Installing Hardware – contd Stick a label on each hardware item with details Serial number Date of installation Date of expiry of warranty Contact person with telephone number 21

Installing OS By the vendor CDs coming with systems used Installation to be monitored Naming of machines Network configuration Regional options configuration Testing network connectivity 22

Implementing OS security Domain level security Types User access permissions Password security Share level permissions NTFS permissions 23

Security guidelines User account restrictions Password policy No blank password Restrict use of administrator account Users to control passwords Educate users on passwords 24

Password usage Avoid obvious associations Have sufficiently long passwords Use combination of characters Frequent change of passwords Set new password every time Not to be bartered Protect against wrong usage 25

Deployment – SQL Server Role of SQL Server in relation to PO applications Versions and editions Vulnerability, if not protected 26

Security issues in SQL server Installation issues – Standard edition Avoid indiscreet access to management tools No corrections in databases Secure access to SQL Server 27

Technology implementation Application deployment

Checklist Check if the OS, RDBMS is loaded Involve the administrator of the site Modular installation Collect the manual records for data entry Consult with the head of the office, Supervisors and staff 29

Checklist - continued Start installation on Sunday or holiday Consult the installation process in the application CD Confirm compatibility Load the prerequisites Install only authorised applications Ensure that databases are not marked to C drive; they can be on any other drive 30

Installing applications Applications to be installed based on guidelines Configuration for the office environment Initial passwords set for various users to be changed by users Check if applications can run from clients before the day starts 31

Entering master data One time affair Applications requiring master data Sanchaya Post – Existing accounts Postman - Address description Can be done in shifts Needs validation 32

Test run Means live testing Involves hardware, software, integration and performance Test run for optimum time to build confidence Not too long – involves duplication and sets in monotony Monitoring to Tackle user related issues Initiate action to correct bugs Check readiness of environment 33

Technology implementation HR issues

Training Need Timing Types of training Operators, Supervisors, Head of office Administrator Inspecting staff Levels of training PTC WCTC Workplace 35

Staffing Importance Selecting people with right attitude Immediate deployment of trained personnel Selection of Supervisors Maintaining continuity Reserve pool to provide for redundancy 36

Technology implementation Post deployment issues

Final implementation Gradual Convince the site with results during trial run Fall back plan in case of failure Supervisor and head of office to be involved Implemented on time to avoid overruns Evolve a reliable and detailed disaster recovery plan 38

Protection against failure Disaster recovery plans Backup helps Backup types Backup media Backup strategy 39

Ongoing support Need Managing queries – Help desk Training Refresher- for new options, version changes Newcomers How Managed? 40

Ongoing support Maintenance Monitoring Upgrades Security 41

Maintenance Computers, peripherals and UPS to be covered Follow Directorate instructions Terms to include periodical fine tuning Designated officer to monitor Document the problems for specific performance 42

Maintenance – contd In-house troubleshooting Minor problems System failure – How managed by AMC? History sheet to contain info 43

Areas of maintenance Network errors Hardware failures UPS issues Equipment failure Battery failure Generator issues Power supply boards 44

Monitoring Follow up implementation Measure effectiveness Ensure maximization in usage Implement all modules Move towards total computerisation Examine the awareness and security consciousness 45

Monitoring tools Volume of transactions Reports printed out Reports in the integrated environment Effect of downtime 46

Monitoring process Divisional head plays crucial role Implementation to be checked during visits Problems in implementation to be discussed Suggestions to be promptly considered, importance weighed and implementation followed up Incorporation of tasks relating to computers in MDW 47

Managing upgrades Changes in application to be followed up Applying patches and upgrades to be planned Fall back plan to be thought of Backup and other prerequisites to be in place before applying upgrades 48

Managing upgrades – contd Types 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 49

Managing security Security policy to be in place based on Directorate instructions To be tested Managing administrators account Head of the office to exhibit great care – training needs to be addressed 50

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