QUALITY MANAGEMENT SYSTEM DOCUMENTS

ICT PROCEDURES
KyUC/MR/ICT/12
Name:

Prof Mary Ndungu

Signature:
Authorized by the
Principal

Date:

21/10/2015

Stamp:

Name:

Peter Kagika

Signature:
Issued by
Management

Date:

Representative
Stamp:

21/10/2015

Kirinyaga University College

ISO 9001:2008 based Quality Management
ICT Procedures Manual

TABLE OF CONTENTS
PROCEDURE NUMBER 1: END USER SUPPORT........................................................... 3
PROCEDURE NUMBER 2: DATA BACK-UP AND RECOVERY ....................................5
PROCEDURE NUMBER 3: REPAIR & MAINTENANCE SERVICES ...........................8
PROCEDURE NUMBER 4: WEBSITE MAINTENANCE............................................... 12
PROCEDURE NUMBER 5: DATABASE ADMINISTRATION........................................13

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ICT Procedures Manual

PROCEDURE NUMBER 1: END USER SUPPORT

1.0

GENERAL

1.1

PURPOSE
To ensure timeliness, consistency and effectiveness in undertaking end user
support.

1.2

SCOPE
Applies to the handling of all end user queries related to ICT equipment and
services at KyUC.

1.3

REFERENCES
a) Quality Manual KyUC/MR/QM/02
b) KyUC ICT Policy 2014.

1.4

TERMS AND DEFINITIONS

a) ICT Information Communications & Technology.

1.5

PRINCIPAL RESPONSIBILITY
The Head of ICT shall ensure that this procedure is implemented.

2.0

STEPS

2.1

This procedure shall start with the ICT Technician receiving an e-ticket
support request through the e-ticketing platform.

2.2

Upon receipt of the request, the ICT Technician shall respond with a solution
to the user else the technician shall login remotely and troubleshoot.

2.3

After troubleshooting, the ICT Technician shall undertake either of the

following:a) Solve the problem, or
b) Physically visit the site and solve the problem if the end user cannot
independently solve it.

2.4

In the event that the ICT Technician cannot solve the problem, he/she shall
escalate it to the Head of ICT section for information and recommendations.

2.5

In the event that the ICT equipment/service requires repair/maintenance, the

Head of ICT section shall as per the procedure on repairs and preventive
maintenance

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ISO 9001:2008 based Quality Management
ICT Procedures Manual

2.6

After successfully conducting the user support, the ICT Technician shall close
the ticket with communication to the user that the issue has been resolved.

2.7

Evidence on user support communications and solutions offered by the ICT

Technician shall be maintained in the e-ticketing system.

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Kirinyaga University College

ISO 9001:2008 based Quality Management
ICT Procedures Manual

PROCEDURE NUMBER 2: DATA BACK-UP AND RECOVERY

1.0

GENERAL

1.1

PURPOSE
To ensure timeliness, consistency and efficiency in data back-up and recovery

1.2

SCOPE
Applies to all KyUC entities and third parties who use computing devices
connected to the University College network or who process or store critical
data owned by KyUC.

1.3

REFERENCES
a) Quality Manual KyUC/MR/QM/02
b) KyUC ICT Policy (2014

1.4

TERMS AND DEFINITIONS

a) KyUC Kirinyaga University College.
b) ICT Information Communications & Technology.
c) SA - Systems Administrator.

1.5

PRINCIPAL RESPONSIBILITY
The Head of ICT Section shall ensure that this procedure is implemented

2.0

STEPS

2.1

Back up

2.1.1

Data back up within the University College shall be undertaken on weekly

basis

2.1.2 The users shall be required to save their work for backup in designated Folders
on the network.
2.1.3 On weekly basis, the SA shall transfer the backup folders from the central
location to a different location on the network.
NB: The User may also request for data back up before the
2.2

scheduled time.

DATA RECOVERY

2.2.1 The user shall raise a request for data recovery by filling a data recovery
request form (see 3.1 for sample data recovery request form)
2.2.2 Upon filling the form, the user shall forward it to the SA who shall analyze the
request to determine the confidentiality, integrity and authority of the
information.
2.2.3 Upon analysis the SA shall ensure that recovery of the data is done.

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ICT Procedures Manual

2.2.4 On monthly basis, the SA shall prepare a recovery report and forward it
to the Head of ICT section for information and appropriate action
3.1

SAMPLE DATA RECOVERY REQUEST FORM

KyUC/F/ICT/01
KIRINYAGA UNIVERSITY COLLEGE
DATA RECOVERY REQUEST FORM

PART 1 (to be filled by the requesting officer)

DepartmentUser
DateNature of Data
File Name
PART 2 (to be filled by the SA)
I----------------------------------------------------------------the SA, do hereby confirm
that the requesting officer has

does not have

authority to access the

information requested.
PART 2 (to be filled by the SA if the officer has authority to access
information)
Date recovered..
Time Recovered..

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Kirinyaga University College

ISO 9001:2008 based Quality Management
ICT Procedures Manual

PROCEDURE NUMBER 3: REPAIR & MAINTENANCE SERVICES

1.0

GENERAL

1.1

PURPOSE
To ensure preventive, effective and efficient maintenance and repairs of
ICT equipment

1.2

SCOPE:
This procedure covers preventive/scheduled and routine maintenance for ICT
equipment at KyUC.

1.3

REFERENCES:
a) Quality Manual - KyUC/MR/QM/02
b) ICT Policy (2014)

1.4

DEFINITION OF TERMS:
a) ICT- Information and Communications Technology
b) ICT equipment- PCs, Printers, IP Phones, switches, hubs, routers, servers,
air conditioner, Uninterrupted Power Supplies (UPS), ICT accessories
Centre.
c) SA- System Administrator

1.5

PRINCIPAL RESPONSIBILITY
The Head of ICT Section shall be responsible for implementation of this
procedure

2.0

STEPS

2.1

REPAIRS

2.1.1 This shall be as a result of user support, where the SA determines that the
equipment needs to be repaired.
2.1.2 Upon determination, the SA shall confirm if the equipment is still under
warranty and if so, contact the service provider for repairs.
2.1.3 If the equipment is not under warranty, the SA shall confirm if the University
College has the capacity to undertake the repair.
2.1.4 If the University College has the capacity, the SA shall requisite the repair
parts from the store and if not available liase with the Procurement Officer
for procurement of the repair parts.
2.1.5 The SA shall ensure that the repair is undertaken, record and maintain the details
of repair with reference to e-ticket number. (See 3.2 sample repair form)
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ICT Procedures Manual

2.2

MAINTENANCE

2.2.1 This shall start with the SA preparing a maintenance schedule for the
subsequent year within the fourth quarter of the financial year.(see 3.3
for sample format of the maintenance schedule)
2.2.2 Upon preparation, the SA shall forward the schedule to the Head of ICT
section for approval.
2.2.3 The SA shall ensure implementation of the schedule.
2.2.4 Upon undertaking any scheduled maintenance, the SA shall within a week
prepare a report on the same and forward to the Head of ICT Section for
information, recommendations and actions as applicable.

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ICT Procedures Manual

3.2

SAMPLE REPAIR FORM

Kirinyaga University College

(A Constituent of JKUAT)

ICT DEPARTMENT
Computing Equipments Repair Form Page Format
Device Details

Model:
Specifications:

Serial Number
Ticket Number
Solution

SA
Sign .. Date ..

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Kirinyaga University College (KyUC)

ISO 9001:2008 based Quality Management System
ICT Procedures Manual KyUC/MR/ICT/12

3.3

MAINTENANCE SCHEDULE PAGE FORMAT

S/N
O

EQUIPMENTS

Quantity

INTERVALS

JUL-15 AUG-15 SEP-15

OCT-15 NOV-15 DEC-15 JAN-16 FEB-16 MAR-16 APR-16 MAY-16 JUN-16

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OBSERVATION

REMARKS

PROCEDURE NUMBER 4: WEBSITE MAINTENANCE

1.0

GENERAL

1.1

PURPOSE
To ensure quality web content management and maintenance

1.2

SCOPE
Applies to offering service support KyUC website

1.3

REFERENCES:
a) Quality Manual KyUC/MR/QM/02
b) KyUC ICT Policy (2014)

1.4

DEFINITIONS OF TERMS:
a) ICT- Information and Communications Technology

1.5

PRINCIPAL RESPONSIBILITY
The Head of ICT section shall ensure that this procedure is
implemented.

2.0

STEPS
All updates shall be channelled through the DP (ARSA) office for approval.
Upon approval the webmaster shall ensure the content is well
updated in the website
The webmaster shall monitor and ensure web content is up to date and
meets
University College and other set standards
The webmaster shall keep and maintain a website update register. (see
3.4 for sample format of the Website update register

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3.4
DATE

Website update register

CONTENT DETAILS

STATUS
(PUBLISH/UNPUBLISH)

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OFFICER

SIGN

PROCEDURE NUMBER 5: DATABASE ADMINISTRATION

1.0 GENERAL
1.1 PURPOSE
To put in place control measures to be followed in order to ensure availability, confidentiality and
integrity of the database
1.2 SCOPE
Applies to day to day database operations and services at KyUC
1.3 REFERENCES
a) Current ICT policy
b) ICT Act
c) Strategic plan
1.4 TERMS AND DEFINITIONS
a) S.A- Systems Administrator
b) ICT- Information Communication and Technology
c) KyUC Kirinyaga University College
d) ERP Enterprise Resource Planning System
e) DBA- Database Administrator
1.5 PRINCIPAL RESPONSIBILITY
The head of ICT shall ensure that the University College ERP system database environment and web
applications are properly configured.
2.0 STEPS
2.1 DATABASE MANAGEMENT
2.1.1. On daily basis the DBA shall carry out routine checks by verifying all configuration parameters
2.1.2. The DBA on daily basis logs into the server and runs the incremental database backup procedure
2.1.3. The DBA shall ensure transfer of backup files to an external hard disk on daily basis
2.1.4. The DBA shall maintain a backup register as per the Backup register page format (Appendix 3.5)
2.1.5. On a monthly basis, the DBA shall prepare a backup report and forward it to the head of ICT.

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2.2 USER MANAGEMENT.

2.2.1 The procedure shall start with the DBA receiving requests from head of department to create users
in the system
2.2.2 The DBA shall ensure requests form is filled and signed
2.2.3 The DBA shall assign the requested permissions and user rights
2.2.4 The DBA shall maintain records or all ERP users on the navision user rights request form (see
Appendix 3.6).

3.5 SAMPLE DATABASE BACK UP REGISTER PAGE FORMAT

SN.

Date

Month

Time

DBAs Signature ICT managers

Signature

Week 1

Week 2

Week 3

Week 4

Week 5

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3.6 SAMPLE NAVISION USER RIGHTS REQUEST FORM

User Name: ________________________________
Department: ________________________________

Date: __________________________
Existing User YES

NO

Modules Requested (Tick the Module and then enter details on text box e.g. LPO provessing, Student Billing, exam processing etc)
Tick where
applicable

Module

Withdraw Permission

Add Permission

Catering and Accommodation

Documents Approval

Examination Management

Financial Management

Fleet/Transport Management

Procurement and Stores

Project/Estate Management

Student Management

Student Welfare

Hospital Management

HR Management

Head of Department Name: ___________________________________

Approved? Yes
No

Date: ____________

IT Manager: ______________________________________________
Approved? Yes
No

Date _____________

Issued By (DBA): ______________________________________ Date: ______________________

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KyUC/F/ICT/02