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| 05.PR005 Training course being delivered at Metron by Metron personnel or contractor |
2.7 Check IT Facilities
Ensure the Business Systems Manager carries out the IT facilities check the day before the course is due to start. |
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| 08.PR001 New Employee Induction |
1.2 Inform relevent personnel and pass on checklist
Originator to inform IT Support Engineer of new employee and forward Induction Checklist to them. |
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1.3 Process Handover
Business Services Administrator should complete section 2 of New Employee/Internal Move Checklist and forward Checklist to IT Support Engineer. |
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1.4 Complete actions in sections 3
Business Services and IT to complete actions in sections 3 of New Employee/Internal Move Checklist. |
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| 08.PR010 Termination of Employment |
1.1 Employment Terminated
Employee is leaving business, either as a result of notice being served by the Employee or the Employer.
Inform Business Systems Manager as changes may be required for access. |
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1.3 Agree Notice Period to be Worked
Agree notice period to be worked with the Employee.
Inform Business System Manager of exit date. The employee may be put on gardening leave, or employment terminated with immediate effect depending on circumstances.
Any specific legal obligations should be advised to the employee. In particular they should be advised of any contractual restrictive covenants and/or confidentiality clauses they must abide by. |
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| 10.PR001 Network Infrastructure Management |
1.1 Ensure network infrastructure capacity is up to date
Review the network infrastructure capacity document to ensure the details are up to date |
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2.1 Review current network infrastructure capacity
Things to consider when reviewing the network infrastructure:
-Network speed
-Additional software and hardware required
-Router/switch/patch panel capacity
-IPs available
-Server capacity
-NAS capacity |
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2.2 Review future network infrastructure capacity demands
Things to consider when reviewing the network infrastructure:
-How many more sites will be added in the next 6 months - 1 yr?
-How extensive will the networks be at each new site?
-How many more users will access the network in the next 6 months - 1 yr?
-How many more servers will be added to the network in the next 6 months - 1 yr? |
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3.1 Develop and document capacity plans
Develop and document capacity plans for cost, effort and other resources to support the demand/production schedule |
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3.2 Review capacity plans and estimates
Review capacity plans and estimates for cost, effort and other resources to support the demand/production schedule with relevant stakeholders to obtain agreement |
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| 10.PR002 Control of ISD Assets |
1.1 Receive item from goods in
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1.2 Inspect item to ensure correct item has been delivered
Ensure the item received matches the item ordered:
-Technical specifications
-Quality specifications (defects, functionality, purpose)
Sign the delivery note as "checked" with today's date and your name and continue to 1.3, if the item does meet the specifications.
Go to 07.PR006 Non Conforming Goods, If item does not meet the specifications and make a note on the delivery note with rational. |
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1.3 Register item
Update the asset register ISD tab with the new item's details.
Laptops (L), Desktops (D), and Training PCs (TR) should be registered in the following format with the next available sequential number: M-(L/D/TR)-XXX
All other items should be registered in the following format: ISXXXXXX
Cables and power leads are not required to be registered in the asset register. |
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1.4 Label item
Apply a silver Avery label to the item with the asset number. |
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2.1 Install item
Install item in the required location and update the asset register with the new location.
Original packaging should be kept for future use if required.
If the item impacts the network infrastructure review the network infrastructure capacity. |
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2.2 Complete change request
If the item has changed the network infrastructure, a change request should be completed to update the relevant documents including the access doc. |
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| 10.PR005 Raising an Information Systems Request in Helpdesk |
4.1 Review requests
Requests are reviewed on a monthly basis to check for re-occuring issues. |
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4.2 Review solutions
Any new solutions should be reviewed to check if they are avoidable. |
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4.3 Review actions taken to solve solution
Review actions against solutions to identify if there are any staff development opportunities.
All staff development opportunities should be recorded as tasks in the ERP. |
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| 10.PR007 Software License Management |
1.1 Purchase Software
Register purchased software licenses to the following email: softwarelicensing@gtsmetron.com. If the supplier requires a personal email address, you should use the end user's email address.
Inform the Business Systems Manager that a software license has been purchased by emailing softwarelicensing@metrongroup.co.uk with the purchasing company name, software company, name of software, registered email address, passwords, purchase date of the software and any other email communication with the purchaser. |
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1.2 Record Software License Details
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1.3 Store Software License
A new folder should be created in the software licensing folder on SharePoint in the following format:
Manufacturer_Software
Within that new folder you should create and populate 4 further folders:
-License - Contains the License Key file
-PoP - (Proof of Purchase) Any confirmation emails/print screens to prove legitimacy of software purchase
-SLA - Software License Agreeements, License Agreements, Terms and Conditions etc..
-Software - .exe files or any files/folders containing installation/software files.
Any hard copies of software/documentation of licenses should be scanned and stored in the above folder on SharePoint, with the hard copies being stored in the Software Licensing ring binder. |
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2.1 Install/Uninstall Software
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2.2 Update Software License Details
Update the license register with details of where the software has been installed / uninstalled. |
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| 10.PR008 Control of Information Systems |
2.1 Allocate IP address
Allocate an IP address from the network capacity document |
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2.2 Identify system use - production / development
Identify if the system is for production or development purposes |
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2.3 Confirm capacity capabilities
Confirm where there is available space on a prod / dev server for the VM |
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2.4 Create VM with required specifications
Create VM with required specifications.
Note - ensure not to over assign as VM specifications are easier to increase than decrease |
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2.5 Update documentation
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2.6 Update documentation
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2.7 Systems development
If systems development is required consult with R&D |
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3.1 Confirm capacity capabilities
Confirm where there is available space on a prod / dev server for the VM |
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3.2 Duplicate production system VM
Duplicate the production system to create a development version of the system |
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3.3 Modify VM specifications
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3.4 Systems development
If systems development is required consult with R&D |
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3.5 Update documentation
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3.6 Configure network settings and power on VM
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3.7 Roll-out changes
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| 10.PR009 Information Systems Work Performance Monitoring |
2.1 Calculate system priority
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3.1 Distribute questionnaire for prioritised system to obtain feedback
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4.1 Collate feedback
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4.2 Analyse feedback from questionnaire
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5.1 Obtain further feedback if required
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5.2 Review repetitive tasks
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6.1 Convert feedback into improvements, categorise and record
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6.2 Raise system development improvements
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6.3 Raise localized system improvements
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| 10.PR010 Safe System Startup and Shutdown |
1.1 Shutdown NAS(s)
Login and shutdown the NAS devices using the web interface. |
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1.2 Shutdown Servers
Login and shutdown each of the servers. You should start with the domain controller server, then the servers with production VMs installed, then the servers with development VMs installed.. |
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1.3 Power Off Router(s)
Power off the router(s) using the physical power button on the router(s). |
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1.4 Power Off Modem(s)
Power off the modem(s) by disconnecting the power socket(s) from the back of the modem(s). |
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2.1 Power On Modem(s)
Power on the modem(s) by connecting the power socket(s) to the back of the modem(s). |
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2.2 Power On Router(s)
Power on the router(s) using the physical power button on router(s). |
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2.3 Power On Servers
Power on the servers using the physical power button on the servers. You should start with the domain controller server, then the servers with production VMs installed, then the servers with development VMs installed.
IMPORTANT
Do no proceed to next step until the domain controller server is running. |
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2.4 Power On NAS(s)
Power on the NAS devices using the physical power buttons. |
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3.1 Check information systems are running
Check all VMs status' are as listed in the network architecture document. Ensure access to all ISD provided services have been restored by accessing the internal systems via a network browser. |
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| 10.PR012 Author System Management |
1.1 Identify the need to update IMS
The originator should have sent the scanned approved change request and electronic version of the approved documents and/or processes as per the IMS Change Management process to the Business Systems Manager.
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1.2 Upload approved documents to Share
Upload approved documents to the relevant area in Share.
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2.1 Create working copy of live IMS
Copy the last archived IMS system folder from the ""ARCHIVE"" folder on Share to the ""Working Copy"" on the Metron Author machine: IMS Database > Working Copy.
The folder you are copying should be in the format: YYYY-MM-DD Version X.XX
Rename this folder to the current date and revision number.
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2.2 Load working copy onto Author software
Open the Author software on the Author machine, load the working version of the IMS and change the system information version to the next version.
Admin staff carrying out the change to the IMS should be informed that the changes are ready to be made and an electronic copy of the approved changes should be forwarded.
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3.1 Implement changes
Within the Author software make the approved changes.
The Business Systems Manager should assist if any assistance is required.
The Business Systems Manager should be informed once the changes have been completed.
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3.2 Publish changes
Publish changes to the working sub-folder on the Metron Author machine: IMS Database > Working Copy > YYYY-MM-DD Version X.XX.
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3.3 Peer review changes
Business Systems Manager should compare published changes with original approved changes to ensure there are no deviations.
IMPORTANT
Only continue with the process if there are no deviations.
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4.1 Make IMS live
Upload the entire contents of the "Working Copy" folder to the GoDaddy server.
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4.2 Upload new version of IMS to Share
Copy the working sub-folder containing the new IMS from the "Working Copy" folder on the Metron Author machine to the "ARCHIVE" folder on Share: IMS Database > Working Copy > YYYY-MM-DD Version X.XX.
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4.3 Remove working copy from Author machine
Delete the working sub-folder on the Metron Author machine: IMS Database > Working Copy > YYYY-MM-DD Version X.XX.
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| 12.PR001 Create Software Release |
5.1 Inform ISD that release is available
ISD decide if / when to put the release live. |
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| 12.PR014 Handover Software from R&D to ISD |
1.3 Arrange ISD / R&D meeting to go through release.
Date of meeting should allow time for ISD to go through release material. |
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2.1 Go through Release and documentation.
Noting any issues |
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2.2 Carry out trial installation of release.
On test system |
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2.3 Carry out trial roll-back of release.
On test system |
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3.1 R&D / ISD meeting to go through release and carry out Q&A
Ensure any unanswered questions are captured and have to-be-answered-by commitments. |
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4.1 Officially accept release into ISD
If all questions answered and happy to do so. |
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4.2 Complete and store handover documentation
Some elements of paperwork filled out by ISD and some by R&D |
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| 13.PR001 Creating a Document / drawing |
2.2 Create the Document
Create the document using the current approved document template. If in doubt, seek assistance from the Business Systems Manager. |
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4.1 Set up a workflow request in Sharepoint
Approvals for documents are now performed via the embedded workflow processes within SHAREPOINT. If required, seek assistance from the Business Systems Manager.
Note - this approval process is for Operational /Project documents only. Refer to 5.0 for approval of IMS documents.
The required checkers are listed below:
PROJECT DOCUMENTS
Once checked, the document must be reviewed and approved by the project technical lead or the Director with responsibility for that area of the business (or the Managing Director).
The approver is making a final commercial assessment, considering whether the document meets the project or client's requirements, including any commercial considerations.
Depending on the requirements of the project, the Account Manager may be the approver.
ALL OTHER DOCUMENTS
Once checked the document must be reviewed and approved by the relevant business unit Director.
Using Workflow to approve documented information.
Note: Because Metron produces documents in high volume, within a fast paced delivery environment, it is recommended that once the document has been checked, it is verbally approved PRIOR to uploading the document to the workflow approval within SharePoint. This increases efficiency and multiple revision numbers. The Approver can still reject the document when in workflow, if deemed necessary.
Ensure revision number is X.0 prior to starting the workflow.
1. Upload the document to the relevant project site on Sharepoint.
2. 'Check in' the document to ensure it is deposited within Sharepoint.
3. Start a workflow
4. Complete the workflow information and the approvers will be notified by e-mail.
It may be necessary to provide supporting documentation to the approver. |
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4.3 Update register
Only once a document has been approved does the revision change to 1.0 (or to a higher level if appropriate for subsequent revisions). The status and revision sections in the document register must be updated by the author (i.e. the creator of the document and not supporting personnel). It is also important to make sure the document title reflects the correct revision number.
When uploading new versions of the document or drawing control register, a comment MUST be left outlining the changes that have been made (e.g. "Added document 41358 as draft for project 31158".
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| 13.PR008 IMS Change Management |
4.1 File the Document
Merge the change request and marked-up document(s) to one file under the name of the change request number. Save this file in the Approved Change Requests Forms folder. |
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4.2 Forward Approved Changes
For process changes the scanned approved change request and electronic versions of all approved processes should be emailed to the Business Systems Manager.
This should be done prior to the stated due date. |
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4.3 Implement Approved Changes
Approved document changes are assigned an updated document number and/or revision and uploaded by the Document owner. Notify the business systems manager if this is not an already existing document.
For process and information system changes; The Business Systems Manager will make the changes within the system. Consultation with the Business Systems Manager is essential throughout this process if there is any uncertainty.
The originator should be informed once the process and / or system changes have been implemented |
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