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ICT Health Checklists - lasa 06

ICT Health Checklists - lasa 06

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Published by: PAVS Circuit Rider Centre on Feb 08, 2011
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ICT Health Checklists
Lasa Information Systems Team
Preparing an IT strategy, facing up to a key decision, or even just reviewing theway you manage IT day by day, is unlikely to be easy. One of the hardest thingsmay be knowing where to start. The checklists on this website are aimed at gettingyou over that first hurdle - whether you're a Management Committee member, asenior manager, or just someone who works with IT every day and feels they couldbe in better control.
There are three sets of checklists:
Checklist C for computer users Although the checklists look at different areas of responsibility they do hang together as awhole. It would be hard, for example, to meet all the criteria for effective users if the
management and overall management were seriously deficient.There are three levels for each section.
Level 1 contains the elements that every organisation really ought to try to reach, inorder to ensure its basic health.
Level 2 is a realistic target for those who want to make the most effective use of IT.
Level 3 introduces advanced elements which are more likely to be relevant in largerorganisations or where an agency depends heavily on IT and needs to be ahead of thefield. Even then, most agencies will find that they do not need to reach Level 3 onevery item.It would not be surprising for an agency to meet a few of the criteria at Level 2 even before ithas met all the criteria at Level 1. This is just in the nature of things: organisations devoteeffort to different things at different times, and are bound to be ahead in some areas andbehind in others. Finding out which Level 1 criteria are not met, however, may be a useful firststep in setting priorities for the next stage of your IT development.There are similarities here to the approaches taken both by PQASSO and by the Legal AidFranchising Self-Audit Checklist. Agencies already using one of those frameworks may be ableto integrate these checklists into their review procedures. The content, however, has beenwritten entirely independently, and no attempt has been made to relate items or levels to anyother scheme.
Checklist A - for Management Committees and senior managementteams
Level 1 - Basic Level 2 - Advanced Level 3 - Specialist
Aims Your organisation hasclear aims, which canbe related to the wayyou use ICT.Your organisation's goals forthe next year or two arewritten down, with the ICTimplications spelled out.Your organisation has awritten three- or five-yearplan which identifies theICT element in each areaof activityYou periodically considerthe likely impact of futureICT developments, andtheir implications for yourorganisation.ResponsibilitySomebody hasresponsibility for ICTThere is a staff member withclear responsibility for ICT inYou have arrangements to"shadow" your ICT expert,
Topic Level 1 - Basic Level 2 - Advanced Level 3 - Specialist
management andpolicy (seeknowledgebase articleAllocating andrecognisingresponsibility for ICT).their job description, adequateresources and training, andrealistic time for their ICT work.in case they leave or fall ill.AcceptableUseYour organisationunderstands the needfor an Acceptable UsePolicy but has not yetwritten one (seeknowledgebase articleICT Acceptable UsePolicies).You have a written AcceptableUse Policy which has beenimplemented and computerusers are fully aware of it.Budget You can identify fromyour accounts howmuch you spend onICT each year.Money for ICT is set aside inyour budget each yearAll relevant fundingapplications make acontribution to ICTexpenditure.You have a fully costedannual ICT plan, andprovision in your budgetfor a rolling programme of ICT replacement,upgrading anddevelopment.RiskAssessmentYou have carried outan ICT riskassessment seeknowledgebase articleICT Risk Assessment).All ICT developments considerthe Health and Safety aspect atthe planning stage.Job descriptions are writtenwith Health and Safety inmind - e.g. job diversityallows breaks from thecomputer.Health &SafetyYou have carried out aHealth & Safety riskassessment in relationto IT (seeknowledgebase articleComputer Health andSafety).All IT developments considerthe Health & Safety aspect atthe planning stage.Job descriptions are writtenwith Health & Safety inmind - e.g. job diversityallows breaks from thecomputer.DataProtectionYou have registered(notified) under theData Protection Act, if necessary.You have a written policycovering Data Protection,privacy and confidentiality.Your policy is based onbest practice, and isregularly monitored andreviewed.SoftwarePurchaseStandardisation istaken into account inall software purchases(see knowledgebasearticleSoftwareStandardisation).All machines are running thesame version of the softwareAll software is licensedappropriately.You have a policy onsoftware standardisation.HardwarePurchaseCompatibility is takeninto account in allhardware purchases.You have a replacement policyfor computer hardware.Training You set aside moneyin your annual budgetfor ICT training.All your computer users(including staff and volunteers)have had relevant training.Your ICT planning is basedon regular training needsanalysis for users (see
Topic Level 1 - Basic Level 2 - Advanced Level 3 - Specialist
knowledgebasearticleTraining NeedsAnalysis).
Checklist B for the staff responsible for ICT management
Level 1 - Basic Level 2 - Advanced Level 3 - Specialist
Inventory You know broadly thespecification of each of your computers.You knowwhat
isinstalled on each of your computers.You can use inventorysoftware.You have a written recordof the full specification of all your equipment and itswarranty status.You check regularly forunlicensed software inuse in your agency.TechnicalKnowledgeYou know how tounpack and set up anew computer, or anew printer.You know how toinstall a new piece of software or a softwareupgrade.You know how to work outwhether a small
upgrade would beworthwhile.You can, if necessary, carryout a small hardwareupgrade yourself.You can adjust displayand
settings such asresolution, number of coloursand refresh rate.Maintenance & SupportYou know someonereliable you can call onfor maintenance andtechnical support.You have a maintenanceand support contract witha person or company youtrust and areknowledgeable andsupportive.You keep full records of hardware faults andmaintenance call-outs.Your support contractincludes provision for rapiddisaster recovery.Your support contract hasguaranteed call-out times onessential items (e.g. the fileserver).FaultFindingSkillsYou have a system forrecording computerproblems, and youtake action to resolvethem.You routinely analyseyour computer problemrecords to identifytraining needs,inadequate software andpotentially faultyhardware.If a system stops working,you have a good ideawhether the problem is withthe hardware or software,and can often resolve theproblem yourself.HousekeepingYou can remove oldfiles and directories.You can uninstallsoftware, clean up anddefragment disks.You can install patchesand service packs.You have a process in placefor regular housekeeping.

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