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STANDARD OPERATING PROCEDURE

I.T DEPARTMENT

1. SCOPE

This procedure is applicable to the IT department of Dewan Cement Limited which currently
plays a significant role in purchasing, storage and product release via the provision, management
and troubleshooting of various Oracle based applications instrumental in the smooth operation of
the aforementioned processes.

2. PURPOSE

This procedure describes the various functions and governing policies of the IT department of
Dewan Cement Limited.

3. RESPONSIBILITIES

3.1 Joint Manager IT (Plant) is responsible for Networking, Hardware and Software related
matters at Plant site.

3.2 General Manager (Group IT) is responsible for Website and email management, License
acquisition and Internet provision at Head Office and Plant site.

4. PROCEDURE

4.1 ACQUISITION OF TECHNOLOGY HARDWARE

The Plant IT department is responsible for the purchase of hardware at plant site and
ensures that all hardware technology at the premises is appropriate, value for money and
where applicable integrates with all other on-site technologies. Furthermore the
department ensures that there is minimum diversity of hardware within DCL. All
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purchases are currently in accordance with the Procedure for Purchasing

DCL/COM/SOP/015.

4.1.1. Purchasing Desktop Computer Systems

The desktop computer systems purchased must run Windows based Operating
system (Windows 7 or higher)

The desktop computer systems must be purchased as standard desktop system

bundle with a preference to manufacturers HP or Dell.

The desktop computer system bundle must include:

 Desktop tower

 LED Monitor

 Mouse and Keyboard

The minimum specifications of the desktop must be:

 Core i5 Processor (3.0 GHz)

 8.00 GB RAM

 6 USB 2.0/3.0 Ports

 DVD Drive (for OS and driver installations)

 2 TB Mechanical Hard Disk Drive

Any change from the above requirements must be authorized by the Head of Unit
and HOD of the relevant department.
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4.1.2. Purchasing Portable Computer Systems and Hardware

The purchase of portable computer systems includes Laptops and Notebooks. The
purchase of portable hardware includes External Hard Drives and USB/Flash
Drives.

The desktop computer systems purchased must run Windows based Operating
system (Windows 7 or higher)

The Laptops and Notebooks must be purchased with a preference to

manufacturers HP or Dell.

The minimum specifications of the Laptop and Notebooks must be:

 Core i5 Processor (3.0 GHz)

 4.00 GB RAM

 6 USB 2.0/3.0 Ports

 512 GB Solid State Drive

Any change from the above requirements must be authorized by the Head of Unit.
Furthermore, the purchased portable system must include the following software

 The latest Windows based Operating System

 Microsoft Office (2013 or above)

4.1.3. Purchasing Server Systems

Server systems can only be purchased by Joint Manager IT.

Server systems purchased must be compatible with all other computer hardware
in the business. All purchases of server systems must be compatible with DCL’s
other server systems.
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4.1.4. Purchasing Computer Peripherals

Computer system peripherals include LaserJet Printers, Scanners, Mouse and

Keyboards.

Computer peripherals can only be purchased where they are not included in any
hardware purchase, where they are considered to be an additional requirement to
existing peripherals or when on-site/off-site repair of existing damaged hardware
is not possible.

Computer peripherals purchased must be compatible with all other computer

hardware and software in the business.

The purchase of computer peripherals can only be authorized by Joint Manager

IT.

All purchases of computer peripherals be compatible with DCL’s other hardware

and software systems.

4.2 ACQUISITION OF SOFTWARE

Group and Plant IT departments are responsible for the purchase of software and
acquisition of licenses throughout the organization. The Plant IT department ensures
software integration with all other on-site technologies. All purchases are currently in
accordance with the Procedure for Purchasing DCL/COM/SOP/015.

4.2.1. Purchase of Operating Systems

Plant IT Department is responsible for the purchase of OS for all Computer

Hardware Systems running at Plant premises.
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The Operating Systems purchased must be Windows based (Windows 7 or

higher) and must be acquired in DVD format.

The purchase of Operating Systems can only be authorized by Joint Manager IT.

4.2.2. Obtaining Software Licenses

Group IT is responsible for the acquisition of software licenses for various

applications, cyber security and database management at Plant site.

Software licenses currently being engaged at DCL include the following:

 Oracle

 Trend Micro Antivirus

 SQL Database Server

The acquisition of licenses can only be authorized by General Manager Group IT.

4.2.3. Obtaining Open Source or Freeware Software

Open source or freeware software can be obtained without payment and usually
downloaded directly from the internet.

In the event that open source or freeware software is required, approval from Joint
Manager IT must be obtained prior to the download or use of such software.
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4.3 TROUBLESHOOTING

Plant IT department is responsible for the provision of repairs and/or corrective

maintenance for all hardware, software and network related issues at DCL plant premises.

4.3.1. Hardware Maintenance

For any User generated complaint related to desktop computers, IT department

personnel conduct an on-site visit to diagnose the problem.

If the malfunctioning hardware or peripheral can be repaired on plant premises,

the subject in question is retrieved and repaired within the secure confines of the
IT department.

If on-site repairs are not possible or may not yield favorable results, the hardware
is sent back to the vendor for timely repairs.

For any un-repairable hardware or peripheral, replacements are acquired via the
Procedure for Purchase DCL/COM/SOP/015 after the approval and authorization
from Joint Manager IT.

4.3.2. Software Maintenance

For any User generated complaint related to software, application or software

generated record; IT department personnel conduct an on-site visit or remotely
access the system to diagnose the problem.

Drivers and software are re-installed as per need. Applications are repaired and
reverted to default states.

Software generated Indents and Store Issue Requests are edited, modified or
deleted as per user instructions after authorization from the Head of Unit.
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4.3.3. Network Maintenance

For any User Generated Complaint regarding networking, IT department

personnel initially provide support and troubleshooting via telephonic
conversation followed by on-site visit if need arises.

In the case of loose connections, the User is provided with a new Optical
Connectivity Cord.

In the case of damage to the Fiber Optic Cable Backbone, IT department

personnel are responsible for the timely replacement and repair of the
Infrastructure.

4.4 APPLICATION MANAGEMENT

The IT department currently maintains and provides support for the following ORACLE
based supportive applications:

 Dispatch Application: An ORACLE based tool for the management of sales and
product release used in tandem by Marketing Department, Dispatch and the
Weigh Bridge.

Marketing department upon the receipt of a sales request generates a delivery

order (DO) for the buyer. Delivery trucks present the aforementioned DO at
Dispatch upon arrival at Plant premises. The bar code on the DO is scanned
thereby presenting all relevant info via the dispatch application for verification.

After clearance, the truck arrives at the weighbridge where it is automatically

weighed and the empty truck weight and time are recorded by the application.
Upon its return to the Weigh Bridge; the truck is once again automatically
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weighed and the loaded truck weight and time are again once again recorded by
the application.

This useful tool furthermore, keeps marketing department personnel updated

regarding the status of product loading and release.

 Inventory Application: An ORACLE based tool for the management of

purchasing (including Indent generation, Comparative Statement review and
inspection/verification of received products) and retrieval of stock items, tools and
materials from Central Store used throughout the Organization in accordance with
the Procedure of Purchase DCL/COM/SOP/015.

 Time Management Application: An ORACLE based software currently in use

by the Time Office of DCL Plant in tandem with face scanners placed at the
entrance of the premises. Instrumental in recording attendance, the application
also serves as a tool for the verification of work hours for all permanent personnel
currently employed by DCL.

Prior to the use of any application or software (including Operating Systems), User
names and rights of usage are generated by the IT department for all relevant new
personnel. In addition; deletion of non-existent Users and modification of Rights is also
performed by IT under authorization from the Head of Unit.

IT Department further ensures that all employees receive training for any new software.
This also includes new employees be trained to use existing software/applications
appropriately.

In addition, all ORACLE based applications are only accessible on Plant premises via
approved desktops and laptops/notebooks thereby adding a level of security to the
database.
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4.5 IT SECURITY

4.5.1. Physical Security

For all servers and other network assets, the area is secured with adequate
ventilation and appropriate access through locked glass partitions.

It is the responsibility of Joint Manager IT to ensure that this requirement is

followed at all times.

The security and safety of all portable technology (Laptops, Notebooks, Portable
hard drives, Flash Drives/USB) will be the responsibility of the employee who
has been issued with the aforementioned device and or equipment. Each employee
is required to ensure the tech is kept safely at all times to protect the security of
the asset issued to them.

4.5.2. Information Security

All data generated by Commercial, Marketing, HR, Quarry, Production,

Maintenance, Quality Control, Quality Assurance and Central Store is to be
backed-up.

Data and records generated via the ORACLE based applications are automatically
backed-up. It is the responsibility of Joint Manager IT to ensure that manual data
back-ups are conducted daily and the backed up data is kept in a separate and
secure IT server.

All technology that has internet access or access to USB/Flash Drives must have
anti-virus software installed. It is the responsibility of Joint Manager IT to ensure
the installation of anti-virus software and that this software remains up to date on
all technology used by DCL.
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4.5.3. Technology Access

Every employee is issued with a unique identification User ID to access DCL

technology and will be required to set a password for access at log-in.

Passwords can include Roman Alphabets, Numbers and/or Lower and Upper Case
Alphabets.

Joint Manager IT is responsible for the issuance of the User ID and initial
password for all personnel.

Where an employee forgets the password Joint Manager IT is authorized to

reissue a new initial password that will be required to be changed when the
employee logs in using the new initial password.

IT department manages User Rights for ORACLE based applications including

User Generation, Inclusion of Rights, Exclusion of Rights and User Deletion on
authorization from the Head of Unit.

Employees are not authorised to use business computers for personal use. The
access of Social Media websites are prohibited on Plant Premises. Use of internet
services is restricted to relevant personnel pre-approved by the Head of Unit and
authorized by General Manager Group IT.

4.6 DCL WEBSITE

DCL maintains the domain name www.dewancement.com. Group IT at DCL head Office
is responsible for the management of the aforementioned website. Group IT ensures all
content present on the site is accurate, appropriate and current. General Manager Group
IT is responsible for the upkeep and updation of the website with current versions of the
Quality Policies, Certificates and Product Licenses/Monograms.
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5. RELATED DOCUMENTS

Procedures Work Instructions Forms

Procedure Of Purchasing - -
(DCL/COM/SOP/015)