Standard Operating Procedures (SOP's)

for IT
(Released: Date_15th July, 2018; Version 1.0)

Prepared by
IT Department,
PIBM,
Pirangut, 412115.

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CONTENTS
1. Purpose.....................................................................................................................................3
2. Scope.........................................................................................................................................3
3. Objectives:................................................................................................................................3
4. Definition of the policy:...........................................................................................................3
5. Need for IT Policy:...................................................................................................................3
6. This policy is duly applicable on:.............................................................................................4
7. Applicability on the Computer Laboratories............................................................................4
9. E - Waste Management.............................................................................................................6
10. Procedure followed to manage the e-waste:.........................................................................6
11. Form for Maintaining Records of E-Waste (FMREW)........................................................7
12. Step–by–Step Guide to manage e-waste:..............................................................................7
13. Proposal of budget, requisition of budget, approval of budget and utilization of budget.....9
14. The budget shall be based on:...............................................................................................9
15. Who prepares the budget ?...................................................................................................9
16. Configuration of desktop and the logic behind it.................................................................9
17. Capital purchase policies - Procurement, amortization, disposal.......................................12
18. Vendor profile - identification, qualification and management of vendors........................12
19. Allocation of Resources:.....................................................................................................13
20. Dead stock register..............................................................................................................13
21. AMC records and policies, replacement and disposal........................................................14
22. Software Licensing..............................................................................................................14
23. Maintenance Check and Audit of Assets - [frequency and calibration].............................15
24. Special restriction on downloading content........................................................................15
25. Wi-Fi speed for Staff, Students and Guests........................................................................17
26. Conclusion...........................................................................................................................17

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1. Purpose
The purpose of this SOP is to ensure the availability of various facilities related to
Information Technology from time to time and develop guidelines to maintain and use
the facilities properly.

2. Scope
This SOP is applicable for Pune Institute of Business Management (hereby referred to as
PIBM), Pune and for both PGDM and MBA students, staff and faculty members

3. Objectives:
a. To ensure the availability of adequate IT facilities and enable effective
functioning of the college/institute
b. To coordinate regular inspection of the facilities to ensure proper working
condition of various IT facilities and materials.
c. To identify appropriate stakeholders to manage and monitor the smooth
functioning of these facilities.
d. To develop and provide guidelines for the effective maintenance of facilities and
resources.
e. To take appropriate actions and corrective measures when technical glitches arise
while addressing the root cause for the fault.

4. Definition of the policy:

IT policy intends to focus on a set of detailed practices in relation to IT services rendered
to the students and staff. A systematic process of maintaining the systems and their
software as per current knowledge and requirements is adhered to in this policy.

5. Need for IT Policy:

 PIBM’s IT policy is required to maintain, secure, and ensure legal and appropriate use of
“Information Technology Infrastructure” that has been established by the Institute.

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 This policy helps in establishing institutional strategies and responsibilities for protecting
the confidentiality, integrity and availability of the information, and assets that are
accessed, created, managed, and controlled by the Institute.

6. This policy is duly applicable on:

 Students : Under Graduation, Post Graduation, Research field
 Employees : Permanent/ Temporary/ Contractual
 Faculty Members : Issue of PCs, WiFi Access, other Infrastructure facilities
 Administrative Staff : Non-Technical/Technical
 Higher Authorities and Officers
 Guests

7. Applicability of the Computer Laboratories

 The issuing of computers takes place from the Computer Department.
 Serial numbers of issued computers are entered in the official issuing register.
 A number is assigned to each computer against their serial number.
 The students to duly enter the Check-in time and Check-out time.
 The maintenance of the computers is done on a regular basis.

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 8. Maintenance of Computers (Hardware & Software) / Networking:

Systems are maintained by the computer department and

services like smooth running of automation, up-gradation
and maintenance of automation package, college
website, biometric services, troubleshooting of
hardware & Software, networking equipment including
internet connectivity, procurement of hardware, software
are provided
Priority is assigned to
the form according to
the S.No. as per the
priority of the
The issues or glitches regarding ICT equipment or
maintenance.
computer hardware/ software the respective lab-in charge
/ staff submits a request through request form, Intercom,
Oral, Mail/ Message or WhatsApp, through HOD to the
Computer Department.

The concerned
hardware/networking
A logbook is maintained by the hardware and software
maintenance in charge who provides the repair request personnel to attend the
form. problem/ issues with
due diligence.

If the said problem/issue is solved at the time of

occurrence, then the maintenance call in the
maintenance register will be closed.

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9. E - Waste Management
Some of the salient features of e-waste management follows:
 It reduces the environmental impact.
 Ensures proper and effective disposal of e-waste abiding the laws.
 Fulfills the responsibilities of being bulk consumer.
 The reusable part of condemned items can be reused to repair the faulty part of new and
can be used for assembly purpose.
 To ensure proper disposal of E-waste generated from damaged Computer parts, electronic
parts, plastics, cathode ray tubes (CRTs), printed circuit boards, cables, and so on.
 To maintain a pollution and hazard free environment.

10. Procedure followed to manage the e-waste:

 Annual data with regards to e-waste generated from all the department shall be taken to
task in the “Form for Maintaining Records of E-Waste”.
 The reusable parts shall be taken out and shall be reused.
 The e-waste so generated shall be channelized to collection center or dealer of authorized
producer or to be dismantled/recycled. It can be done so through the designated take back
service provider of the producer to the authorized dis integrator.
 E-Waste Collection Centers PIBM has identified the following E-Waste Collection
centers in and around Pune.

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 11. Form for Maintaining Records of E-Waste (FMREW) :
The design of this form is to collect all the relevant details with regards to e-waste items
generated by individual branch/ department of college.

FORM FOR MAINTAINING RECORDS OF E-WASTE

Branch/Department Name: -

Status If not Date of

Sl. Description Quantity Date of Additional
Not working, receive/in
No. of E-waste (nos.) Working purchase data, if any
working since when? installation

Date: Signature:
Name:
Designation:

12. Step–by–Step Guide to manage e-waste:

The steps given below are to be followed for managing the e-Wastes by all the
stakeholders in the PIBM.
The students, staff and faculty members are also involved into the process of e-waste
management to have a safe and healthy work environment.

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The worn-out Computer parts should be dumped in
separate space with prior notice of the Lab in-
charge and HOD. Once approved by the HOD the
e-waste would be disposed through the vendors
identified.

Once the e-waste box is full, the waste would then

be put to further process of filtration.

After an electronic item is considered to be as an e-

waste, the concerned department shall make the
entries of the details of the item in the FMREW.
The IT department will verify the details.

After verification, the item shall be written off

from asset register of the concerned department,
computer department’s outward register and admin
centralized register.

The valuation and record of all the e-waste so

collected shall be maintained in register. The e-
waste should be channelized to collection
center/dealer of authorized producer or dis-
integrator (or) through the designated take back
service provider of the producer to authorized dis-
integrator.

Awareness about disposing of E-Waste would be

given to faculty members and students and the e-
waste generated by them like batteries, chargers
will be collected in e-basket.

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13. Proposal of budget, requisition of budget, approval of budget and utilization of
budget
At the beginning of every academic year a budget shall be allocated for the purchase of
new equipment such as:
 computers,
 keyboards,
 mouse,
 Printers,
 Software
 Projectors and equipment
 routers and so on

14. The budget shall be based on:

 The strength of upcoming students,
 Increase in staff,
 Replacement of computer accessories due to wear and tear, damage and other such
depreciating factors.

15. Who prepares the budget ?

The budget shall be prepared by the IT department in co-ordination with academics and
HR department under the guidance of Head of IT and on the approval received by the
Director of the institution, which is only then further submitted to the Accounts
department.
The utilization of budget shall be done as per Procurement Policy of PIBM.

16. Configuration of desktop and the logic behind it

The desktops should serve the purpose for which students and staff are using them.
Therefore, the configuration should meet the following requirements of students and the
staffs:

 Processor required for document creation, maintenance and accessibility.

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  Storage space for all academic purposes in the systems.
 Functionality of software like Adobe, WinRAR, SPSS (selective), MS Office, etc.
To meet the above requirements, configuration of each desktop & Laptop is as follows:

User Group – Staff

Particulars – Zenith Desktop Configuration
Processor Pentium Dual core 2 Ghz
RAM 512 MB
Hard Drive 80GB
Monitor 15 Inch
Operating system Windows 7

User Group – Staff

Particulars – Zenith Desktop Configuration

Processor Pentium Duel core 2.5Ghz

RAM 1 GB

Hard Drive 160 GB

Monitor 15 Inch

Operating system Windows 7

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 User Group – Staff
Particulars –HP Laptop 245G4 Configuration
Processor AMD E1-6015 APU
RAM 4.00 GB
Hard Drive 500 GB
Monitor 14 Inch
Operating system Windows 7

User Group – Staff

Particulars –Lenovo Configuration
Processor AMD A6-9210
RAM 4.00 GB
Hard Drive 500 GB
Monitor 15 Inch
Operating system Windows 10

User Group – Staff

Particulars –HP Laptop 245 G5 Configuration
Processor AMD A6-7310 APU
RAM 4.00 GB
Hard Drive 500 GB
Monitor 14 Inch
Operating system Windows 10

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User Group – Staff
Particulars –HCL Desktop Configuration
Processor Pentium Duel core 2.5Ghz
RAM 1 GB
Hard Drive 160 GB

Monitor 15 Inch
Operating system Windows 7

17. Capital purchase policies - Procurement, amortization, disposal

Capital purchase shall be made as per Procurement Policy of PIBM. Depreciation shall be
charged on computers including computer software at the rate of 50% using Written Down Value
Method as per Income Tax guidelines. At the end of the life of each equipment, it is disposed
after carrying out the actions mentioned below. The equipment should be disposed to an
authorized e-waste recycling vendor only.
 Save important files
 Wipe the hard drive clean
 Delete and overwrite sensitive files
 Turn on drive encryption
 De-authorize the computer
 Delete the browsing history
 Uninstall the programs
 Wipe the hard drive
 Selling the parts of computer/equipment if they are in saleable condition
 The unsaleable parts/units are sold to Hi-Tech Recycling India Pvt. Ltd for recycling
purpose at market rate.

18. Vendor profile - identification, qualification and management of vendors

Vendors, for the purpose of procurement of IT equipment are shortlisted by IT
department in consultation with the Director on the basis of:
 Years involved in the line of business,

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  Ability to constantly supply products or services,
 Ability to supply all the products required or the complete solution,
 Substantial catalogue of products or range of services,
 Appropriate supply of internal experts that can answer questions,
 Sustainability and financial stability,
 Prices,
 Delivery times,
 Terms of business
 Customer service
 Customization service
 Manpower for After sales service

19. Allocation of Resources:

Depending on the
nature of work the
laptops will be issues to
Details from HR will Laptops/desktops
the staff.
be provided as to what issued to the staff or
department does the student on the details
staff/employee belong. received. The students will be
provided with the
laptops for the
academics purpose only

20. Dead stock register

A dead stock register shall be maintained by the IT department which should have
following details:
 Description of each unit of computer
 Coding for each computer (monitor and CPU)
 Coding shall follow the format (PIBM/<Department Name>/Code of equipment-
Number) for all units installed in various departments and locations

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 System allocated to which resource and when
 Last Check Date of the unit should be mentioned

21. AMC records and policies, replacement and disposal

AMC is not required for Desktops & Laptops as the maintenance team is an in-house IT
team who are qualified to diagnose and correct the faulty systems.
AMC for the following equipment must be maintained to ensure 100% uptime–
 CCTV
 EPABX (Telephone PRI line)
 UPS
Other equipment (Firewall, Wi-Fi Controller, etc.) must undergo annual renewal for
continued usage.

Annual Maintenance Contract shall be signed with the vendor who shall provide the
following services:
 Attend faulty computer in the shortest possible time, usually the same day
 Repair/replace the defective components in the systems
 Do preventive maintenance of equipment every 6 months
 Optimize the settings so that they work efficiently
 Checkout for virus, once every year
 Ensure uninterrupted connection to network

22. Software Licensing

Every year all software Licenses are renewed from time to time for smooth functioning
and optimum results.
 Microsoft campus agreements
 Bloomberg
 English lab
 Google etc.

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 23. Maintenance Check and Audit of Assets - [frequency and calibration]
A maintenance check and audit per 6 months must be conducted by the IT department
to check the following details:
 Proper functioning of Mouse
 Proper functioning of Keyboard
 Proper functioning of cables and wires
 Proper LAN connectivity
 RAM cleaning status
 DE-fragmentation of files
 Temp files deletion
 System Cleaning status

24. Special restriction on downloading content

There are restrictions on access of certain websites so that students do not waste their
time on unproductive and potentially harmful websites. The institute thus restricts the
websites in following areas.

Websites (Category) restricted for Students Websites (Category) restricted for Staff
Child Abuse Child Abuse
Drug Abuse Drug Abuse
Explicit Violence Explicit Violence
Proxy Avoidance Proxy Avoidance
Hacking Hacking
Adult/Mature Content Adult/Mature Content
Alcohol Alcohol
Gambling Gambling
Dating Dating
Other Adult Material Other Adult Material
Pornography Pornography
Sex Education Sex Education
Sports Hunting and War Games Sports Hunting and War Games
Tobacco Tobacco

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 Freeware and software downloads Streaming Media and download
Streaming Media and Download Entertainment
Internet radio and TV Digital Postcards
Phishing Folklore
Spam URLs
Entertainment
Digital Postcards
Games
Folklore
Social Networking

However, these restrictions may be applied to some useful websites from which
educational/informational content could be downloaded. In such case, 5 computers are assigned
in the computer lab which has access to all such websites which may be accessed by anybody by
taking the permission from head of IT department and respective faculties.

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 25. Wi-Fi speed for Staff, Students and Guests
There shall be no differentiation in Wi-Fi speed availed by students, staff or guests.it
remains equal to all.

Campus is equipped It happens over

with 155MBPS leased line that is
speed internet converted to Wi-Fi

Leads to easy
accessibility of
internet by the staff,
students and guests.

26. Conclusion
 The procedure included in this SOP supersedes all previous procedures issued on the subject.
 The procedures covered in this SOP are meant to be exhaustive. Those not specified here
should be dealt with in terms of established general policy guidelines and conventions.
 Deviations/exceptions shall be brought to the attention of the Chairman, PIBM for his
approval.