Handover Documentation

Company : Name, Ipoh

Legend

#Handle by –Ling Chin Hing – IT Administrator

a. Infrastructure Audits (Floor Plan, Schematic, Breakdown, Peripheral)

 Back Bone

o Location, Labeling and Cables.

 Switch Hub (x units)

o Location, Labeling, UPS and Maintenance

 Network Points (xx points)

o Location, Labeling and maintenance

 Cisco Router, ISDN Line, NTU unit, Streamyx Modem

o Location, Labeling, Cables, UPS, Faulty reporting procedure.

b. Back End System Audits (Hardware and Peripheral)

 Server

o Location, Server Key, Password, UPS, Shutdown & Restart procedures & Faulty reporting procedure.

 UPS Server

o Location, cables, Shutdown procedures & Faulty reporting procedure.

 Server Rack

o Location, Keys & maintenance

 Technical Support

o Vendor contact numbers & address on System, Maintenance Agreement, Repairs, and Warranty Claim.

o Preventive maintenance Procedures & Corrective maintenance Procedures.

o Remote Support Software (If Any). Location and audits (Password).

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 o Error Log documentation, audits & procedures.

 Audit

o OS Licensing, Installation CDs, Guideline and Manual on all Modules.

c. Workstation

 Personal Computers

o Locations, Labeling, Hardware Audit, Networks point labeling, Quantity, Operating System & Application

Installed, software & application License quantity

 PC Printers & Barcode printers

o Locations, Labeling, Audit, Cables, Quantity, & maintenance history.

 Barcode labels

o Location, Audits & stock.

o Person-In-Charge.

 Audit

o OS Licensing, Installation CDs and Manual.

 Technical Support

o Local Vendor contact numbers & address on Repairs or Warranty claim.

o Preventive maintenance Procedures & Corrective maintenance Procedures.

o Remote Support Software (If Any). Location and audits (Password).

o Error Log documentation, audits & procedures.

e. Routines

i. IT

 BE System (Maintenance, Usage & Support)

o ID Creation and New Modules adding/assignment for end-user.

o Price Change.

o Branch Management, Vendor instructions & Memo

o Filings. Memo, House-Keeping & troubleshooting methods, error reporting procedure to Vendor.

o Software & Hardware faulty report procedure

o Morning Job checklist, Preventive method procedure and Corrective method procedure

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 o Upgrade & down grade procedure, error reporting procedure. Handling end user complaints and Criticism.

 Work Audit. Journal on the workload perform.

 Data Backup – Burn into CDR/CDRW//DVDRW on Daily/Weekly/Monthly basis.

 Barcode Printer Head Replacement and Mileage audit.

 Morning Checklist.

 Reports(COE~Chronology of Events)..

ii. Logistic and Sales

 Task list.

f. Staffing
o Immediate Superior.

o Manpower. Supervisor = x; Asst. Supervisor = x; Clerk = x

o Duties. Duty Roster, Leave Application, Shift Exchange, OT verification and confirmation, Attendance List,

IT MIS room tidiness (filings & cleanup), Staff disciplinary, turnover and employment, Appraisal, claims etc.

g. Support
o Names on all personnel that could assist in with IT support. E.g., General affair, HR Asst Exec, etc…

o Areas to support. BE system, Network. Back Office application software & IT operations.

o PABX System (If applicable).

o Local technician & vendor contact number.

o WAN faulty reporting procedure(Eg, Streamyx). Person in charge contact Number.

o All support or problem encountered.

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h. Others compilation

o Filings. All related forms.

o Keys. IT Room, Server Rack, Servers, Cabinet, Hub & Drawer.

o Disposal items. Old documents, Hardware – faulty and beyond repair (UPS, Mouse & Keyboard).

o Job Sheets. End user responses. E.g., End user ignoring job sheet policy except for Accounts & Treasury.

o Computer accessories. Tools Network faceplate & RJ45 Head.

o Stationary. Location, types and quantity. Label Roll, Tag Roll, Printer Cartridges and Ribbons (Barcode and

Epson). To coordinate with whom to ensure sufficient stationary.

o Tools. Grimping Tools, Skru driver, Pliers, Cabling wire and etc.

i. Pending Job- #Handle by

o Housekeeping. Workstation, POS Machine and TSRMS IDs.

o Users Training. Buyer, Accounts, Warehouse, Inventory and MIS staff.

o Back End Lodge. Module usage problem reports to ……..

o Front End Lodge. Module usage problem reports to ……...

o Server Lodge. Server problem reports to ……...

o Sales Variance Lodge.

o Policy enforcement memo and guideline.

o Hardware Disposal reports. E.g., POS, PC printer or peripheral.

o Job Sheet Summary. Job Sheet usage statistic.

o Audits. Hardware and Software Licensing Audit.

o Repair Followup.

Prepared By Reviewed By, Acknowledged By,

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Date : Date : Date :

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