ICT MANAGEMENT

Managing Information Communication Technology (ICT) will enable organisations to get more out of
their current equipment and also to make better decisions around the purchase of new equipment and ICT
developments.
Management of ICTs may include:-
•Quality assurance
•Procurement
•Security
•investment review
•risk management
•Auditing.
•Human resource
ICT MANAGEMENT
• Monitoring and evaluation
• Marketing
• managing accounting and budgeting
• recording contact with clients more accurately and in more detail
• improving communications within the organisation and with others.
 EQUIPMENT MAINTENANCE
Maintenance refers to Actions necessary for retaining or restoring a piece of equipment,
machine, or system to the specified operable condition to achieve its maximum useful life.
There are two major maintenances performed on computers;
•Preventive- Maintenance performed on equipment are not necessarily when they are faulty
but to make sure breakdowns are minimized. It involves changes made to a system to reduce
the chance of future system failure
•Corrective - diagnosing and fixing errors, possibly ones found by users

We know change is inevitable and our systems need to be at par with the changes, some
reasons are:
•Political decisions (e.g. introduction of a new tax).
•Hardware related changes.
•Operating system upgrades over time.
•Competition - new features to be added.
 Things to note before equipment maintenance
• Checklist
• Do your IT maintenance regularly.
• Draw up a schedule for your IT maintenance.
• Software and hardware need maintenance.
• Automate as much as possible.
• Keep your documentation updated.
• Make monitoring part of your IT maintenance.
• Check and maintain your security
• Don’t overcomplicate IT maintenance.
• Consider outsourcing IT maintenance.
 HARDWARE MAINTENANCE
The purpose of hardware maintenance is to check the condition of cables, components,
and peripherals, Clean components to reduce the likelihood of overheating, Repair or
replace any components that show signs of damage or excessive wear.
Tasks that are performed during a hardware maintenance program:
•Remove dust from fan intakes.
•Remove dust from the power supply.
•Remove dust from components inside the computer.
•Clean the mouse and keyboard.
•Check and secure loose cables
 SOFTWARE MAINTENANCE
The purpose of this is to verify that installed software is current.
Use the tasks listed as a guide to create a software maintenance schedule that fits the needs of
your computer equipment:
• Review security updates.
• Review software updates.
• Review driver updates.
• Update virus definitions
• Scan for antivirus
• Remove unwanted programs
• Scan harddrive for errors
• Defragment harddrive
 Benefits Of Preventive Maintenance
The following are the benefits of preventive maintenance:

• Increases data protection

• Extends the life of the components
• Increases equipment stability
• Reduces repair costs
• Reduces the number of equipment failures
CREATE A MAINTENANCE SCHEDULE
A SAMPLE MAINTENANCE CHECK LIST
 MAINTENANCE TOOLKIT

What are the contents of maintenance tool kit?

•Screw drivers
•Hammer
•Crimping tool
•Pliers
•Digital multi Meter
•Blower
 IMPORTANT TIPS
• Always have a proper maintenance agreement/contract with target groups
• Always have a proper maintenance check list
• Always have a capacity building time table
• Always carry out a skills assessment of staff to guide on the type of training to organize
• Always use different training manuals for different trainings
• Always document processes on maintenance and keep records of all ICT equipment
• As a technology focal person, always build the capacity in new technologies (adaptation)
• ICT focal persons should always research on relevant and affordable technologies and
advise management on these technologies.
• As a unit discuss ICT sustainability in the organization
HOW TO TRAIN OTHERS

• Teams
• Trainings
• Mentorship
• Support
• Collaborations
SOME IMPORTANT COMMANDS

• Encourage to adopt
• Share experiences
• Take positive expectations from staff
• it's important to keep up to date with the latest ICT career information.
• disk clean-up utility
• Defragmentation
 ICT POLICY
‘ICT Policy' is a document that lays out course of action, guiding principle, or procedure
considered necessary, prudent(avoiding unnecessary risks), or advantageous in
management of ICT.
This policy document sets out the organisation's aims, principles and strategies for the
delivery of Information and Communication Technology.
An organisation's policy for ICT will describe the organisation's approach to achieving the
vision for ICT. The components of An organisation's ICT policy are described below :
•strategic management
•equal opportunities
•Administration
•human resource management
•physical resource management
•management information system and evaluation.
Major things to consider
•Consider - who is the policy for?
•Consider - what do we wish the policy to achieve?
 Developing an organisational ict policy
The IT systems policies are designed to achieve best value and to reduce risk. Some
components of the policy may include:-
•Operational Strategy
•Security
•Choice of platforms
•Maintenance
•Monitoring
•The certification
•General information strategy
•Procedures for dealing with technical issues
•Procedure for dealing with physical issues related to the building
•Disaster recovery policy
•Disposal of assets and data security
 Benefits of an ICT policy in the organization
• Developing sufficient skills and expertise amongst staff to maximise the appropriate use of
ICT in individual areas.
• Developing sufficient ICT resources and maximising the availability of ICT resources to
enable access to ICT resources to be a daily reality.
• Co-ordinating to guarantee staff entitlement to ICT.
• Developing organization policies/approaches to ICT where appropriate.
• Providing opportunities for staff to have their ICT competence accredited by appropriate
assessment schemes.
• To identify and maximise the appropriate use of ICT across the staff experiences.
• To respond positively to new guidance on use of ICT as and when it arises.
 “ Benefits of an ICT policy in the organization
• To provide staff and with the skills, knowledge and understanding to make
maximum use of existing ICT resources.
• To help staff incorporate ICT into administrative and management practice
through appropriate training and support. ”
• To ensure that ICT is properly resourced, that ICT equipment is repaired
quickly and ICT equipment is updated on a planned basis.
• To ensure coverage, continuity and progression in ICT and to address
weaknesses in the staff experience.
• To implement organization policies on acceptable use of the Internet.
PROCUREMENT, DEPRECIATION AND
DISPOSAL OF ICT ASSESTS
PROCUREMENT
What factors do you consider when procuring equipment?
• quantity and type of ICT equipment.
• power management features for computers and ICT equipment.
• ICT energy consumption.
• Current trends and versions
• The actual purchase price
• Any hidden costs that arise from poor product quality, hidden defects
Proper procurement plan benefits
• Increase consumption of merit goods
• Decrease consumption of demerit goods
• Eliminates fraud and conflict of interest
• saves time and money
• serves as a conduit to achieving entity’s objectives
• compliance with regulatory policies
• provides a framework to guide procurement officers in the achievement of their tasks and duties.
• Better align of procurement strategies with organizational objectives
• improved procurement advantages
• Better value for money outcomes
• better planning and risk management
 DEPRECIATION
What factors do you consider when depreciation equipment?
• quantity and type of ICT equipment.
• Time of use
• ICT energy consumption.
• Current trends and versions
• purchase price
• Current Price
• Defects
• Obsolesance (state of being old fashioned )
Then create a depreciation index (Example)
DISPOSAL

During disposal of ICT equipment, we need to consider the following four

levels:-
•Redeployment
•Sale
•Donations
•Proper Destruction
 TROUBLE SHOOTING

• What do you understand by the term trouble shooting?

• What common problems can be handled at office level by all employees?
• What technical gaps do you have with in your organization?
• What problems can the ICT officer handle at organization level?
• What nature of problem necessitates engaging an external ICT professional?