Technical Services

Purpose The purpose of this Standard Operating Procedure is to ensure that all the steps involved in operating and maintaining our technical equipment, this includes the MCD is followed correctly.

Scope This document describes steps that need to be followed by MCD’s technical team and the managers before using MCD’s technical equipment.

Responsibility It is the responsibility of the MCD’s technical team to ensure that all the steps involved in the operating and maintaining of MCD’s equipment is followed.

Procedure MCD vehicle • • •

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The use of the vehicle must be requested in writing a day before through the transport department.

Driver must provide identification to the transport department when requesting the use of the MCD vehicle.

The use of the MCD vehicle overnight must be approved by the MCD line manager and the transport department’s manager only when and event ran over working hours. This is to ensure that the technician working late arrives home safely.

Any traffic fines must be paid by the driver of the vehicle the time the fine was obtained.

Scheduling and running of events •

Branding and marketing specialist should be contacted to schedule an event internally. MCD only provide technical support to institutional events.

(No events later than 10pm on D6 and Bellville Campus. No events later than 8pm on other campuses)

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Once approved, the technical team will plan on how to execute the event. This includes preparing, transporting to and from the event, setting up of equipment (if possible) a day before the event and operating the equipment during the event.

To ensure safety of everyone attending the event, cables must be taped down.

Adequate security must be provided for the safety of equipment and staff members attending.

All equipment must be stored / transported in flight cases.

Excess equipment taken back if need be Event must start and finish within 1 hour of scheduled time

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Any extra equipment required outside what MCD has is at cost to the event organizer.

We do not offer IT Services (Networking or WI-FI) No DJ Services – Music needed should be requested in advance Equipment to be in a secured venue should it need to be kept overnight. Should venue not be secure then manned security need to be present.

Written confirmation of organizer that equipment is secure.

Signage screens maintenance • • •

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Physically visiting the screen’s location. This must be done at least two time a week.

Identifying what action is needed if there is a fault. Faults might include loss of network connectivity, screen error or broken.

If the screen lost network connectivity, network troubleshooting should conducted. If technical faults are beyond us (MCD), technician must log a call with CTS. If the screen has an on screen error or broken, we must raise it with the service provider responsible for this part.

If a message needs to be broadcasted through this platform, branding and marketing specialist should be contacted. Content must be in JPEG, the size must be 1280x 720 for it to be displayable.

Faulty signal and network cabling MCD technicians should replace if broken.

Storage and equipment upkeep •

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• • • Filming

MCD has two storage units, equipment used less often is stored in campus storeroom and equipment used daily is stored in an of campus storage unit.

Cables are packed in crates to avoid untidiness. To and from an event we as MCD techs ensure that the cables are packed according to their type and size. If an event ended very late, cable must be sorted out before the week ends.

Equipment must be placed in a manner that avoids damage.

Reporting of faulty equipment must be done as soon as the fault is discovered. A detail report must be provided to line manager as to what is wrong with that particular peace equipment.

All equipment must be transported and/ or stored in flight cases.

Registering of new equipment is done through ASSETS. Discarding of old broken equipment is also done through ASSETS. Disposing of old broken following the assets department protocols.

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Refer to Scheduling and Running of Events Hard Drives to be given to line manager Camera and tripod as well as any other required equipment needs to be checked and prepared in advance.

Live Streaming • • •

Refer to Scheduling and Running of Events Hard drives to be given to line manager Streaming location needs to be confirmed

360 Capture • • •

Refer to Scheduling and Running of Events Device to be charged and prepared Shooting locations and contact person to be confirmed

Social Media Publishing • •

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The content must be student related and relevant and checked before publishing Content Schedule must be provided with Copy (text) should be included as what is required to appear in the post along with any other content such as a poster, image or video.

Campaigns/Competition mechanics need to be stated in full This will be done on an AD HOC basis.

Needs to be published as per request News stories sent by CPUT journalists need to be 280 characters including the link to the full story and an image.

All links in content need to be checked before publishing.

Reporting •

Checking Facebook and Twitter channels on a daily basis for disruptive or Discriminatory content that tarnish or wish to disrupt CPUT or its employees and staff.

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Attempt to identify the origin of any malicious or false content and person/s responsible for it.

Compile a report on a weekly basis.

Inbox •

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Assist those who send messages to our social media inbox daily. To best assist I need to be provided with new information on changes with regards to relevant issues e.g Applications, Residences, NSFAS, Graduation.

Notified when services are down, such as the website or telephony

Social Media Oversite •

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When a department or faculty wants to create a Facebook page the Social Media Manager of MCD will have an Admin role in order to have access should any staff no longer be available.

These pages need to be monitored by the Social Media Manager on a regular basis to make sure that official CPUT Branding and wording should be used and no malicious or false information is published.