Support and Maintenance of IT System in the Australian Institute of International Affairs - Case Study Example

Contents Contents 1 1.0.Introduction 2 2.0.Information about the Organisation 2 3.0.Function, Mission and Goals of the Company 3 4.0.Procedure for System Management 3 4.1.Support and Maintenance of IT System in the Company 3 4.2.Ensuring backup in case of virus attack 4 5.0.Purchase of software for system management 5 6.0.Refurbishing Computers to help in other Tasks 5 7.0.Auditing Induction Procedures 5 8.0.Maintaining Company’s Webmail System 6 9.0.AIIA Security and OHS Policy 6 10.0.Updating News and Events for AIIA 7 11.0.Redesign and Enhancement of the Website 8 12.0.Conclusion 8 References 9 1.0. Introduction The success of an internship programme is when the intern leaves positive change(s) in the institution and the period of stay also brings positive impacts on the intern’s career. On way of achieving this is the full understanding of the institution, its organisation, the working environment and other staff members who are part of the intern organisation. Based on this projection, this report critically analyses Australian Institute of International Affairs as a Company and in so doing, looks at the different tasks and responsibilities which I will have to attend to during the period of internship. Also considered will be roles and responsibilities of the staff, understanding the mission statement, responsibilities and duties of other staff members and the overall effectiveness of the Company. Other tasks to be covered will be; maintenance of IT systems and the official website, posting updates, maintaining webmail systems, refurbishing desktop computers at various offices and investigation of purchasing software to improve the office. This will be the best way of understanding the Company and working in a manner that brings the best out of me. 2.0. Information about the Organisation Australian Institute of International Affairs as a Company is cornerstone to the Australian economy. The Company has been working towards promoting international affairs and looking forward to bringing mutual understanding between Australia and outside world. This Company has also been promoting interest in understanding international affairs. Being non-profit organisation, Australian Institute of International Affairs has about seven independent branches that aim at maintaining healthy relation with the outside world. 3.0. Function, Mission and Goals of the Company The main goal of the Company is to ensure that there is environment where members discuss issues and ideas that affect the organisation and individuals so as to promote international understanding. According to the Company’s website, (Australian Institute of International Affairs, 2013) the mission looks towards promotion of the company’s business and how such is conducted for the benefit communities within and outside it. Finally, the function of the Company is to act as a governing body through which international affairs can be promoted. Such affairs include creation of working environment where all economies look to work in a friendly manner (Australian Institute of International Affairs, 2013) 4.0. Procedure for System Management Organisations rely heavily on how effective computer systems operate. This is made possible through proper management of the available computer systems. The management does not only ensure effectiveness but also overall efficiency. It is necessary to ensure that the entire Information and Technology works correctly and if any errors are found the same has to be communicated to the concerned department. Care and precaution has to be taken to ensure that while maintaining the system files are deleted and all important information is passed on. 4.1. Support and Maintenance of IT System in the Company For the organisation to achieve the above mentioned goals and functions, maintenance of its information technology is paramount. To ensure this, it is necessary that the IT system is up to date and functions correctly. If errors that are beyond my ability are encountered then such is forwarded to Mrs. Melissa Conley Tyler or Mr. John Robbins. Also involved in the system management will be checking all email accounts through Cpanel so as to clear the backlog or over usage of email accounts. Another important aspect will be deletion of emails that exceed usage size. While doing this, important information of the account will be forwarded to the respective staff. This will be done under the supervision of Ms. Martina Ucnikova. Tuesdays will be engaged with backing up the Company’s website through DVD done on Neo Express. Going by the recommendation of Bateman and Snell (2004) the organization should be arranged in manner that the person responsible for maintenance carries the activity that is in line with the goal of the Company. Owing to this recommendation, such will be done through creation of new email accounts for Mrs. Peta and Mrs. Amy Blundell. According to Provis (2009), academic qualification is a prerequisite for system management. Based on this, my academic qualification gives me an advantage of updating and maintaining the Company’s website by updating posting news and events. Maintenance on the other hand encompasses checking webmail systems and the Company’s security and OHS policies. Other system management included: 4.2. Ensuring backup in case of virus attack One fundamental duty of reputable companies such as AIIA is to put in place mechanisms which will provide continuity of data in case virus attacks. One way of doing this will be to ensure that emails are send to respective staffs which will ultimately reduce the impact of such attacks. An example of this is the pending conference with SYNAPSE where I will be expected to work on edit buttons and sending emails to other staff members asking them to back up their systems. This also relates to webmail system which will need to be acted on first. As explained by Schermerhorn et al. (2011) there will be a need to delete read emails so that backlog and confusion is reduced. 5.0. Purchase of software for system management The software that are to be supplied by Donor Tec for Deliveries should be counterchecked to ensure they provide needed efficiency and development to the organisation. To further ensure authenticity, regular updates have been provided to senior staffs and their operations restricted to ensure security of the Company’s vital information. Regular changing of the passwords to further ensure security and where need be, consulting Knightec by listing the task to be resolved for installing the new software. 6.0. Refurbishing Computers to help in other Tasks The nature of work involved in this Company requires provision of more refurbish computers that will need to be networked with others so that people from other end will be able to find and gather any file which is required. Being non-governmental organisation that has strong ties with government, there is also need to keep necessary passwords safe. 7.0. Auditing Induction Procedures This is to ensure that process of implementation of any change in the organistion is done according to the guidelines outlined by Bateman and Snell (2004). Induction auditing also involve the process of ensuring passwords are not leaked. Furthermore, care and safety has to be maintained to ensure that the site is not hacked and complete security maintained. Frequent posting of information on the site will also be required. These include information on Company’s security and OHS policies and Indonesia-Australia Essay Competition and Australia Dialogue. 8.0. Maintaining Company’s Webmail System There will be a need for the company’s webmail system to be handled with a lot of care. This includes acting on mails promptly. As I will be under the supervision of Mrs. Melissa Conley Tyler and Mr. John Robbins all mails including those from Knightec and OPC IT will have to pass through them for security purposes. When these mails have been cleared, such will be forwarded to the respective individuals. This however, excludes personal emails the Company has received. Maintenance of the Company’s webmail should be done in accordance with the guideline by Schermerhorn et al. (2011) and Johnson et al. (2005). This is to ensure that all mails that have been read and replied to are deleted so that it does not give confusion. Again, bringing my academic knowledge, it will be easy to deal with company’s webmail especially in handling things such as Database Management System. 9.0. AIIA Security and OHS Policy While expecting to update the website regularly, precaution has to be maintained so that the security it deserves maintained. Being a company that has over fifty conferences and public rallies within Australia, the site has to be protected so that no more information can be leaked to the public domain. The company does this by frequently doing website re-design and maintenance through the help of Mrs. Melissa Conley Tyler. There is also need to be different developments that adhere to the OHS policy. These developments should be aimed at determining the standards based on the performance to be delivered. As mentioned earlier, this is a company that is highly regarded, therefore public should be informed about every event that takes place. Such should be information which is reliable and provides correct information. According to Johnson et al. (2005) important websites such as that of AIIA should avoid objectionable material posted on it which comply OHS policies and requirements. 10.0. Updating News and Events for AIIA There are a number of events that the company should update regularly on their official website. Changes, policies and rules that are new should be highlighted within the shortest time possible. Examples of information that will be updated in the website are the pending Indonesia-Australia Dialogue on the website, Joomla updates (Open Source Matters, Joomla plugins list and reviews, 2013) and scheduled meeting with Synapse Company among others. According to the official website, this is done to help the user get ready information which is verifiable and reliable thereby helping to develop international affairs (Australian Institute of International Affairs, 2013). Such updates help this company and its staff with needed information about changes which will be taking place in short or long term. The other benefit of such updates is through the allocated space where staff can provide feedback on the best step and direction to be taken for the Company to improve its operation. This further ensures effectiveness of the system and that information is provided and can be used in decision making. 11.0. Redesign and Enhancement of the Website The company has a site that should be given regular checking so that needed information regarding current affairs is relevant and clear. As earlier mentioned, this site cannot afford to have objectionable material as such can be avoided by constant enhancement and redesign. Furthermore, it is a site widely accessed thus there should be provision of all the needed information and such information should look towards assisting the visitor on the site. According to Neilsen Norman Group (2013) it is vital that public websites such as this be redesigned in a manner that people spent little time searching for the needed information. This is actually possible when information is updated and all important parts flash for easy access. As mentioned during the date of my introduction, the company does website re-design, and improvement on backup system 7 suggesting that it has adaptive methods that offer the ability to cope with changing needs. Having strong background in computers and the relevant knowledge with the Web Design and Production course unit which I have, am intending to build strongly and bring the necessary changes and ensure that enhancement of the website becomes possible. The different courses in database design and developments will prove beneficial and will act as an important tool in ensuring long and short term objectives of the company is met. 12.0. Conclusion This report has argued how Australian Institute of International Affairs intends to create a working environment where international affairs are discussed, enhanced and promoted. Furthermore, it also highlights different roles and responsibilities that will have to undertake to ensure the website of AIIA is efficient and properly managed. It has briefly touched on different roles and responsibilities that each individual have and the way they are able to contribute towards the society and thereby looking towards ensuring that all staff members work towards the realisation of goals, objectives and mission statement of the company. Finally, it is worth noting that Australian Institute of International Affairs should take precautions and proper steps to ensure that there is adherence to OHS policies and keep up the security requirements. References Australian Institute of International Affairs, 2013, retrieved on 26th Feb, 2013 from http://www.aiia.asn.au/ Bateman, T. & Snell, S. 2004, Management: The New Competitive Landscape, 6th Edition, McGraw Hill, New York. Johnson, G., Scholes, K, & Whittington, R. 2005. Exploring Corporate Strategy, Harlow, Financial Times Prentice Hall. Neilsen Norman Group, How little do web users read, retrieved on12thMar 2013, from http://www.nngroup.com/articles/how-little-do-users-read/. Open Source Matters, Joomla plugins list and reviews, New York,retrieved on 14thMar 2013, from http://extensions.joomla.org/extensions/. Provis, C. 2009, Ethics and Industrial Relations' in C. Leggett and G. Treuren (eds.), Proceedings of 13th AIRAANZ Conference (Adelaide), 1 (7), pp. 193-206. Schermerhorn J, Davidson P, Poole D, Simon A, Woods, P & Chau, S. 2011, Management foundations and applications - value pack, (1st edn AP). Milton, Qld, Australia: Wiley. ISBN: 978 0 471 43570 9. Read More