ICT Procedures (Revised) by Post Telecommunications Department

Post and Telecommunications Department

I.C.T. PROCEDURES

August 2010

Table of Contents Overview ....................................................................................................................................................... 1 Guidelines ..................................................................................................................................................... 2 Guidelines for Storage, Care and Placement of Computing Equipment................................................... 2 1.0

Guidelines for Troubleshooting Basic CPU Issues ....................................................... 3

1.1

Computer Has No Power .................................................................................................... 3

1.2

Computer Boots Incorrectly .............................................................................................. 3

1.3

Rebooting the computer .................................................................................................... 3

2.0

Guidelines for Troubleshooting Basic MONITOR Issues ............................................. 4

2.1

Dark or Tinted Screen ......................................................................................................... 4

2.2

Fuzzy Screen ......................................................................................................................... 4

2.3

Monitor Not Responding (No Power) .............................................................................. 5

2.4

Error on Monitor Reading "No Signal" ........................................................................... 5

3.0

Guidelines for Troubleshooting Basic DISK/DISK DRIVE Issues .............................. 5

3.1

Error Reading Floppy Disks .............................................................................................. 5

3.2

Error Reading CD/DVD ROM ............................................................................................. 5

3.3

CD/DVD Drive Will Not Eject .............................................................................................. 6

3.4

To Remove a lodged Floppy Disk .................................................................................... 6

4.0

Guidelines for Troubleshooting Basic KEYBOARD Issues ......................................... 6

4.1

Computer Does Not Recognize Keystrokes ................................................................. 6

4.2

Malfunctioning Keys............................................................................................................ 6

4.3

The keyboard beeps when a key is pressed ................................................................. 7

4.4

Keys on the Keyboard Moves stiffly or not at all ......................................................... 7

5.0

Guidelines for Troubleshooting Basic MOUSE Issues ................................................. 7

5.1

Cannot Move Mouse Cursor.............................................................................................. 7

5.2

Mouse Cursor Difficult to Move ........................................................................................ 7

5.3

Mouse Cursor Moving Sporadically ................................................................................ 7

5.4

Change the Pointer Speed ................................................................................................. 8

6.0 6.1

Guidelines for Troubleshooting Basic SPEAKERS Issues .......................................... 8 No sound is coming from the PC - external speakers (Monitor) ............................. 8

6.2

No sound from a CD/DVD .................................................................................................. 9

6.3

Sound is Distorted (Snap, crackle and/or Pop) ............................................................ 9

Standard Procedures................................................................................................................................... 10 1.0

Receiving I.T. related item(s) into the Department’s Main Store ............................... 10

2.0

Receive item into I.T. Store.................................................................................................. 10

3.0

Removal of Equipment off the Building ........................................................................... 11

4.0

Receiving and Responding to support requests ........................................................... 11

5.0

Assignment of the Projector, Laptop and UPS .............................................................. 12

File and Data Backup................................................................................................................................... 13 1.0

Files Backup for Server and Payroll ................................................................................. 13

1.1

Back up for the Servers ................................................................................................... 13

1.2

Back up for the Payroll Data ........................................................................................... 13

2.0

Computer Inventory............................................................................................................... 13

Description: ..................................................................................................................................... 13 Backup Process ............................................................................................................................. 14 3.0

Mail Planning – Corporate Mail Analysis ......................................................................... 14

Description: ..................................................................................................................................... 14 Backup Process ............................................................................................................................. 14 4.0

Mail Planning – Contractor Documentation & Checklist ............................................. 15

Description: ..................................................................................................................................... 15 Backup Process ............................................................................................................................. 15 4.0

Buildings Administration – Property Rental System .................................................... 16

Description: ..................................................................................................................................... 16 Backup Process ............................................................................................................................. 16 6.0

Human Resource (Personnel) – Leave Eligibility Computation ................................ 16

Human Resource (Personnel) – P&T Travelling Register ........................................... 17

Description: ..................................................................................................................................... 17 Backup Process ............................................................................................................................. 17 7.0

Overseas Mail – UPU Circulars Database........................................................................ 18

Description: ..................................................................................................................................... 18

Backup Process ............................................................................................................................. 18 8.0

Head Postmaster Kingston – Postage-by-phone – FTP .............................................. 19

Description: ..................................................................................................................................... 19 Backup Process ............................................................................................................................. 19 9.0

Philatelic – Account Control System ................................................................................ 19

iii

Overview The aim of the document is to serve as a guide to all staff members of the Post and Telecommunications Department including the Information Technology Unit (ITU) team members as to the procedures that should be followed for major activities of the Unit. This represents the standards for the Unit and should be adhered to at all times; it ensures that the I.T.U operates in a consistent way and that a high quality of service is delivered to our users.

Guidelines Guidelines for Storage, Care and Placement of Computing Equipment All I.T. equipment are the property of the Government of Jamaica (in the care of and used by employees of the Post and Telecommunications Department) and should be treated as such. This means that due care and appropriate attention should be taken when handling and storing these equipment. The required steps to be taken when storing I.T. equipment are: 1. All I.T. equipment must be appropriately labeled and placed in a secure location 2. Systems must be arranged in an organized manner (by category of device, etc). 3. The storage area must be kept clean, cool and dry at all times. 4. The storage area must be thoroughly cleaned and arranged at least 3 times per year 5. Toxic substances such as batteries must be properly enclosed and stored in sealed bags. This equipment must be frequently monitored for damage, leaks, etc. 6. A comprehensive inventory (paper and/or electronic) must be maintained with the technical details and assigned users of all systems. Inventory database must be updated, verified and checked for accuracy on a day to day basis. If equipment are moved or de-commissioned, a notation must be made in the inventory. A general inventory overall must be done at least one (1) time for the year based on any changes in system or user details.

1.0 Guidelines for Troubleshooting Basic CPU Issues 1.1 Computer Has No Power 1. User should ensure all power sources are plugged in and turned on. Check the power cord from the back of the PC to the power strip, the power cord from the monitor to the power strip, and the power cord from the power strip to the wall. Make sure the power strip is turned on. 2. User should ensure the problem lies with the computer and not the monitor. Check the front of the PC (this is not the same as the front of the monitor). Look for a light near the power button. If there is a light, either amber or green in color, the problem could be with the monitor. If another monitor is available, try hooking it up to the PC and try booting again. 3. User should plug the PC directly into the wall outlet. If the PC then works, the power strip may have gone bad and might need to be replaced. 4. After following the above instructions, if there is no light on the front of the computer, or a light appears briefly then disappears, call Technical Support at Ext. 0000. 1.2 Computer Boots Incorrectly Error Message: Invalid System Disk. This means there is a floppy disk stuck in the floppy drive. Remove the floppy disk and try again. 1.3 Rebooting the computer This is necessary, when the system is unresponsive to the userâ&#x20AC;&#x2122;s instructions. There are a number of ways to reboot (restart) the computer. 1. If using Windows and the system is not frozen, the user should click Start>Shut down>Restart. 2. If using Windows and the system is frozen, the user should press Ctrl, Alt, and Delete all at the same time. In Windows operating systems prior to Windows XP, press Ctrl, Alt, and Delete a second time. In Windows XP, if possible, click Shut Down.

3. Otherwise the system will have to be reboot manually. There is a reboot button located on the front of the PC. This is a very small button, usually located beneath the power button. If there is no reboot button or if the reboot button does not respond, press the main power button and hold for about five seconds. 4. If these actions fail, unplug the power on the back of the PC. Wait a moment, then plug it back in and press the power button to reboot.

2.0 Guidelines for Troubleshooting Basic MONITOR Issues 2.1 Dark or Tinted Screen 1. If the monitor screen is too dark or if the entirety of the screen is tinted, first try changing the display: 1. Right click anywhere on the blank desktop. 2. Click Properties. 3. Click Settings. 4. Under Color Quality, try changing the settings. 2. If this does not work, try changing the settings on your monitor. The brightness menu buttons are located below the screen on most monitors. Try making the screen lighter or darker. If this still does not work, the problem may be with either your monitor or the video card located inside the PC. If another monitor is available, try hooking it up to your PC. If problem persists, the video card needs to be replaced or the monitor will have to be replaced. Report the matter to the I.T. Unit so an assessment can be done. 3. If only a portion of the screen is tinted or warped in any way, the monitor's tube is going bad and will need to be replaced. Report the matter to the I.T. Unit. 2.2 Fuzzy Screen Remove any electronic devices such as fans or electric pencil sharpeners from the proximity of the monitor and ensure the monitor is plugged tightly to the computer.

2.3 Monitor Not Responding (No Power) 1. Ensure all power sources are plugged in and turned on. Check the power cord from the back of the monitor to the power strip and the cord from the power strip to the wall. Also make sure the power strip is turned on. 2. Try plugging the monitor directly into the wall. If the monitor then works, the power strip has gone bad and will need to be replaced. If not, the monitor must be replaced. 2.4 Error on Monitor Reading "No Signal" This error means that the monitor is not plugged in to the PC. Double check the cable and make sure the cable from the monitor to the PC is plugged in appropriately

3.0 Guidelines for Troubleshooting Basic DISK/DISK DRIVE Issues 3.1 Error Reading Floppy Disks There are many errors associated with floppy disks. An error message may display that the floppy disk has no content, needs to be formatted, or has a corrupt or partial file. In most of these cases, there is little that can be done to save or restore the data on the disk. One option: 1. Go to My Computer and double click. 2. Right click Floppy A 3. Click scan for viruses. If a virus is found and can be eradicated, the data may be able to be restored. 3.2 Error Reading CD/DVD ROM 1. Place a different CD or DVD in the drive. Try to read this disk. If the disk is readable, the problem lies within the previously attempted CD or DVD Rom. If the disk is not readable, continue to the next step.

2. Try opening and closing the drive. Look to see if a light comes on when the drive opens. If a light does not appear (or if the drive will not open) the drive is bad. If a light does appear, continue on to the next step. 3. The CD/DVD Rom may need to be cleaned. Open the drive and, using a can of compressed air, clear out any dust particles and try again. The compressed air will be provided by the I.T. Unit 3.3 CD/DVD Drive Will Not Eject 1. Using a straightened paper clip, the user should place it inside the small hole (located near the lower/middle section of the DVD or CD Rom drive, this is not the hole with an earphones symbol next to it). Move or wiggle the paper clip until some resistance is felt. 2. Press firmly, but not hard enough to break the paper clip. This should cause the CD or DVD drive to eject manually. 3.4 To Remove a lodged Floppy Disk 1. Use a flat head screw driver or a letter opener to keep the flap open and the floppy disk in view. 2. Using a pair of pliers, firmly grasp the disk and pull. If the metal casing on the floppy disk is bent, it may become caught and break free inside the floppy drive. DO NOT attempt to remove the metal casing.

4.0 Guidelines for Troubleshooting Basic KEYBOARD Issues 4.1 Computer Does Not Recognize Keystrokes Check the back of the PC to make sure the keyboard is correctly connected. Remove the cable and reconnect it, then reboot your PC. If the problem persists, replace the keyboard. 4.2 Malfunctioning Keys Run your hand firmly over the keys to ensure none of the keys are stuck then follow the steps above.

4.3 The keyboard beeps when a key is pressed Check to see if anything is resting on the keys and remove that object. 4.4 Keys on the Keyboard Moves stiffly or not at all The keyboard is probably dirty. Lift the keyboard up, turn it over, and firmly tap to remove any excess material that may be resting beneath the keys. Clean out the keyboard using a can of compressed air. If the problem persists, the keyboard may need to be replaced.

5.0 Guidelines for Troubleshooting Basic MOUSE Issues 5.1 Cannot Move Mouse Cursor 1. Check the cable going from the mouse to the back of the PC to make sure it is connected appropriately. 2. Remove then reconnect the mouse and reboot the computer. If the mouse is still not recognized, try another mouse. 5.2 Mouse Cursor Difficult to Move If the mouse is physically difficult to move, either the mouse pad is worn and needs to be replaced or the mouse itself needs to be cleaned. To clean the mouse: 1. Remove the plastic holder covering the ball by twisting it clockwise until it comes off. 2. Remove the ball and cleanse the inner rollers with a cotton swab dipped in alcohol (wipe off any accumulated lint if no alcohol or swabs are available). 5.3 Mouse Cursor Moving Sporadically Any type of strange or sporadic movement can be attributed to bad settings or a virus. (if a slight move of the mouse causes the cursor to fly across the screen or if you try to move the mouse cursor to the left, it goes to the right).

First, check your settings by going to the control panel. Assuming you cannot operate your mouse, use the following keyboard shortcuts: 1. Press the Window key on your keyboard. This will open your Start menu. 2. Press the up arrow key until Control Panel is highlighted, Press Enter 3.

Press the appropriate arrow keys until Mouse is highlighted. Press enter.

Press the Ctrl and Tab Buttons until the Pointer Options tab is in front.

Under Motion, ensure the pointer speed is set to about halfway between fast and slow. (follow the instructions below to adjust the pointer speed)

5.4 Change the Pointer Speed 1. To change the pointer speed using your keyboard, Press Tab until a dashed box appears around the speed meter and use the arrow keys to adjust the pointer speed. Press enter. If these steps do not resolve the issue, check the intrusion.

6.0 Guidelines for Troubleshooting Basic SPEAKERS Issues 6.1 No sound is coming from the PC - external speakers (Monitor) 1. Check the speakers and make sure they are turned on and the volume is up. 2. Check to make sure they are plugged in and in the appropriate spots (the ports in which the speakers should be plugged are color coded to match the end of the speakers on most machines).

3. If the problem is still not solved, continue with the steps listed below. No Sound is coming from the PC at all - for internal or external speakers. 4. Go to the control panel and click sounds or sounds and audio devices. 5. Make sure the device volume is turned up and the mute checkbox is not checked.

6.2 No sound from a CD/DVD 1. The CD or DVD drive should first be tested. 2. Go to My Computer and double click your CD or DVD drive. 3. If the data appears from the CD or DVD Rom, continue to step four (4). If the data is not viewable, try another CD as the one in the drive may be scratched or otherwise unreadable. If the CD still does not work, the drive may need to be cleaned or replaced. 4. Check the CD Volume by double clicking the Volume Control. This is an icon that looks like a speaker and is located in the lower right corner of the screen. 5. Under CD Player, check to make sure the volume is turned up and the mute checkbox is not checked. 6. Any further troubleshooting should be done by Technical Support.

6.3 Sound is Distorted (Snap, crackle and/or Pop) 1. Does this happen only with a particular sound or CD? If so, the file or medium may be the problem. 2. If the speakers crack often, make sure the volume is not turned too high. Turn the volume down and play the sound again. 3. If the cracking continues, the speakers may need to be replaced. Try another set of speakers to confirm this. 9

Standard Procedures 1.0 Receiving I.T. related item(s) into the Departmentâ&#x20AC;&#x2122;s Main Store 1. The Stores Manager and Director of I.T/System Administrator are to be informed of the delivery by the Security post. 2. I.T.U. signs for the item(s) at the Security Post and accompany the supplier to the Stores Unit 3. The item(s) along with the invoice must be taken to the Stores Unit. 4. The item must be submitted to the Stores Supervisor for documentation. 5. Stores will log in the equipment into their inventory. 6. Item must be tagged with appropriate information for inventory/network control. 7. I.T. Director or System Administrator should delivery the signed invoice to the I.T.U Secretary. 8. The original invoice must be submitted to the Procurement Manager by the I.T. Secretary 9. A copy of the invoice must be placed on the I.T.U. procurement file.

2.0 Receive item into I.T. Store

1. The I.T. Secretary records the items needed from the Department Stores Unit and the I.T. Director or PMG signs for the item(s) in the I.T.U. requisition book. 2. The Systems Administrator or the I.T. Secretary will retrieve the items(s) from the Stores Unit (see distribution procedures).

3. Item information must be recorded in the I.T. Unit equipment log book. 4. The computer inventory form must be completed and signed by the I. T. Director. 5. I.T.U. Secretary should update the inventory file. 6. The Senior Programmer updates the inventory.

3.0 Removal of Equipment off the Building 1. Retrieve items from Stores Unit or from the I.T.U. (see procedures). 2. A Gate Pass is to be obtained from Stores/Security. 3. The completed Gate Pass and the item must be verified and approved by Director of the I.T.U/Security Unit. 4. The Gate Pass and item are to be checked out by the security at the lobby or gate exit before the item can leave the department.

4.0 Receiving and Responding to support requests 1. Call Helpdesk at ext. 2309 or email helpdesk@jamaicapost.gov.jm to log request (trouble ticket that is sent via email is automatically created). 2. If the ticket was reported using extension 2309, the I.T.U. Secretary should log the problem in the help desk and offer assistance. 3. Contact with the user should be made within 30 minutes of acknowledging receipt of the trouble ticket. 4. The I.T. Director will assign all tickets (tickets should not be re-assigned unless discussed with the I.T. Director. 5. The assigned personnel will carry out the required tasks and record results online.

6. If the matter is resolved, the ticket in Spiceworks should be updated, closed. 7. The Helpdesk Clerk will contact the person who reported the problem to indicate that the ticket has been resolved. If the matter is unresolved, the Supervisor or Director I.T. must be informed and the Spiceworks ticket updated.

5.0 Assignment of the Projector, Laptop and UPS 1.

The equipment can be requested from the ITU via a trouble ticket or calling ext. 2309

If they are available the items will be booked as per your request, if they are not, then you will be informed via the same method of communication that request was made.

If assistance is required to setup the projector and laptop, then a member of the Unit will assist; however, this request should be made on the day of the booking.

On the day that the equipment are required the person to whom it is assigned, should visit the ITU secretary to sign out and collect the items.

If assistance was sought, then an ITU staff will assist in setting up the equipment at the venue.

Thereafter the equipment is in the custody of the borrower and it remains so until it is returned to the ITU.

Please shut down the laptop appropriately and ensure that the projector is cooled before it is stored (approximately 15 minutes). It is recommended that after use the equipment be turned off.

After the meeting/session is completed the person to whom the equipment is assigned should pack up all the equipment and its peripherals, and return to the ITU where it will be checked and signed back into the Unit.

File and Data Backup 1.0 Files Backup for Server and Payroll 1.1 Back up for the Servers a.

Connect external hard drive and copy files from user’s hard drive

If computer is on the domain, the files can be copied to a network directory

1.2 Back up for the Payroll Data This activity should be performed twice per year. The first backup should be done on March 31 or the last working day in March and September 30 or the last working day in September. a. On the payroll server, click on “Start > Run”. b. Type cmd and then enter command to back up on the secondary disc. c. Connect the external hard drive d. Copy all files from the back up drive to tape or other large storage medium.

2.0 Computer Inventory Description: The Post and Telecommunications Department ITU Computer Inventory comprises of all computerized equipment distributed to all users throughout the Department. The inventory details the equipment serial number, model, manufacture date, type, etc. for all system units. The data is collected by manually visiting all computer station to retrieve the details required. This information will then be used to assess and track changes to any system unit.

Backup Process 1. Locate database application on the appropriate system unit, ie. Senior Programmer a. File path: C:\Users\Senior programmer\Documents\SSC\PROJECT AUTOMATION\Computer Inventory. b. Filename: PTD - Computer Inventory (Updated) c. File type: Microsoft Access 2. Proceed to copy entire file onto external medium, ie. Flash Drive or External Hard drive 3. After successfully copied a. Edit filename to reflect current date, e.g. PTD - Computer Inventory (Updated 2010Jun5) b. Place renamed file onto prescribed server location above. 4. This process should be done monthly (Last Friday of each month).

3.0 Mail Planning â&#x20AC;&#x201C; Corporate Mail Analysis Description: The Corporate Mail Analysis system is used to capture details of returned mail for corporate customers from postal locations within a given date. The details are gathered from submission by Postmaster. The Inspectors on the Letters Floor assist with the sorting of mail and data is verified by Mail Planning staff. The form captures sixteen (16) return reasons (i.e. Mail abandoned, addressee not known at address, etc.). The data is used to ascertain volume of mails returned from each company and specific reason, etc. The data is captured periodically (i.e. twice weekly) by Mail Planning staff visiting the first floor. Backup Process 1. Locate database application on the appropriate system unit, i.e. File Server a. File path: japost-f-001\mailplanshare$\Mail Planning - Corporate Mail Analysis b. Filename: Mail Planning - Corporate Mail Analysis c. File type: Microsoft Access 2. Proceed to copy entire file onto external medium, i.e. Flash Drive or External Hard drive

3. After successfully copied a. Edit filename to reflect current date, e.g. Mail Planning - Corporate Mail Analysis _2010Jun5 b. Place renamed file onto prescribed server location above. 4. This process should be done monthly (Last Friday of each month).

4.0 Mail Planning â&#x20AC;&#x201C; Contractor Documentation & Checklist Description: The Contractor Documentation and Checklist spreadsheet is used to capture contract details for the Departmentsâ&#x20AC;&#x2122; mail contractors. The details are gathered from submission made by the contractors. A staff member from Mail Planning branch receives and copies vehicle documentation and enters this information along with corresponding mail route into the spreadsheet template. The expiry date field are set to alert user when, expiry date has been attained or within one (1) month of that date. This alert informs the user that the mail contractor documentation needs to be updated. Backup Process 1. Locate database application on the appropriate system unit, i.e. File Server a. File path: japost-f-001\mailplanshare$ b. Filename: Mails Planning - Contractor Documentation & Checklist c. File type: Microsoft Excel 2. Proceed to copy entire file onto external medium, i.e. Flash Drive or External Hard drive 3. After successfully copied a. Edit filename to reflect current date, e.g. Mails Planning - Contractor Documentation & Checklist_2010Jun5 b. Place renamed file onto prescribed server location above. 4. This process should be done monthly (Last Friday of each month).

4.0 Buildings Administration â&#x20AC;&#x201C; Property Rental System Description: The Property Rental System is used to validate post offices leased to specific tenants outlining contract specific details. After lease contract has been documented this information is entered on the system which will be able to alert user of expiry date of contract, payments made, owing amounts, and monthly payment listing, etc. This information should be entered as soon as a contract has been ratified. The system will be able to generate monthly print-outs. Backup Process 1. Locate database application on the appropriate system unit, i.e. Diana Smith a. File path: C:\Documents and Settings\diana.smith\Desktop b. Filename: P&T Property Rental Database c. File type: Microsoft Access 2. Proceed to copy entire file onto external medium, i.e. Flash Drive or External Hard drive 3. After successfully copied a. Edit filename to reflect current date, e.g. P&T Property Rental Database_2010Jun5 b. Place renamed file onto prescribed server location above. 4. This process should be done monthly (Last Friday of each month).

6.0 Human Resource (Personnel) â&#x20AC;&#x201C; Leave Eligibility Computation Sheet Description: The Leave Eligibility Computation spreadsheet is used to capture details of all employee leave earnings. The employee earning details are gathered from personnel file and specific data is captured for computation to be completed. The Leave supervisor verifies the details and adjustments made where necessary. The data captured comprises of employee file number, full name, salary level, leave taken, etc. The system calculates current leave taken and the date employee will attain maximum leave eligibility.

Backup Process 1. Locate database application on the appropriate system unit, i.e. Leave Clerk Supervisor a. File path: C:\Documents and Settings\susette.burtonbrown\My Documents b. Filename: Leave Eligibility Computation Sheet.Project c. File type: Microsoft Excel. 2. Proceed to copy entire file onto external medium, i.e. Flash Drive or External Hard drive 3. After successfully copied a. Edit filename to reflect current date, e.g. Leave Eligibility Computation Sheet.Project_2010Jun5 b. Place renamed file onto prescribed server location above. 4. This process should be done monthly (Last Friday of each month).

6.1 Human Resource (Personnel) – P&T Travelling Register Description: The Travelling Register spreadsheet is used to capture travelling officer’s motor vehicle details. The details are gathered from submission made by all travelling officer owning or has access to a motor vehicle. The Director of Personnel is responsible to sign off on travelling claim for all officers. The documents are submitted and when received copies are made, the details are then entered on the prescribed spreadsheet template. The expiry date field are set to alert user when, expiry date has been attained or within one (1) month of that date. This alert informs the user that the officers’ documentation needs to be updated. Backup Process 1. Locate database application on the appropriate system unit, i.e. Director of Personnel a. File path: C:\Documents and Settings\rosellie.stewart\My Documents b. Filename: P&T Travelling Register c. File type: Microsoft Excel 2. Proceed to copy entire file onto external medium, i.e. Flash Drive or External Hard drive

3. After successfully copied a. Edit filename to reflect current date, e.g. P&T Travelling Register_2010Jun5 b. Place renamed file onto prescribed server location above. 4. This process should be done monthly (Last Friday of each month).

7.0 Overseas Mail – UPU Circulars Database Description: The Travelling Register spreadsheet is used to capture travelling officer’s motor vehicle details. The details are gathered from submission made by all travelling officer owning/has access to a motor vehicle. The Director of Personnel is responsible to sign off on travelling claim for all officers. The documents are submitted and when received copies are made, the details are then entered on the prescribed spreadsheet template. The expiry date field are set to alert user when, expiry date has been attained or within one (1) month of that date. This alert informs the user that the officers’ documentation needs to be updated. Backup Process 1. Locate database application on the appropriate system unit, i.e. File Server a. File path: japost-f-001\overshare$ b. Filename: UPU Circulars c. File type: Folder / Microsoft Excel 2. Proceed to copy entire file/folder onto external medium, i.e. Flash Drive or External Hard drive 3. After successfully copied a. Edit filename to reflect current date, e.g. UPU Circulars_2010Jun5 b. Place renamed file onto prescribed server location above. 4. This process should be done monthly (Last Friday of each month).

8.0 Head Postmaster Kingston – Postage-by-phone – FTP Application Description: FTP application designed by ATL system analyst, to enable funds upload to Pitney Bowes server. The application captures postage meter number and fund amount which are to be uploaded to the server. The administrator is allowed to change server name details and password credential. The application creates two (2) distinct file (i.e. CTRL – Control file and DAT – Data file) to be upload for verification and processing respectively. The Senior Regional Inspector or Regional Inspector – Corporate Area is responsible to upload funds after payment verification is received from Postmaster. Backup Process 1. Locate database application on the appropriate system unit, i.e. Senior Regional Inspector (laptop) a. File path: C:\Program Files\prjPostage b. Filename: prjPostage c. File type: Executable - Visual Basic 6 Application 2. Proceed to copy “Archive” folder onto external medium, i.e. Flash Drive or External Hard drive 3. After successfully copied a. Edit filename to reflect current date, e.g. Archive_2010Jun5 b. Place renamed file onto prescribed server location above. 4. This process should be done fortnightly on a Friday.

9.0 Philatelic – Account Control System Description: The Account Control System spreadsheet is used to capture monthly transaction for Stamp Collectors (i.e. Philatelist). The collector submits funds to the Departments’ deposit account and the accounts’ branch would inform the philatelic officer for the record to be updated. The details of the transaction would be entered in the spreadsheet template on a monthly basis with account balances. The spreadsheet comprises of account holder name, account type, current balance, transaction completed and stamps supplied. 19

Backup Process 1. Locate application on the appropriate system unit, i.e. Philatelic Officer a. File path: b. Filename: Philatelic Subsidiary Account (2009-2010) c. File type: Microsoft Excel 2. Proceed to copy entire file onto external medium, i.e. Flash Drive or External Hard drive 3. After successfully copied a. Edit filename to reflect current date, e.g. Philatelic Subsidiary Account (2009-2010)_2010Jun5 b. Place renamed file onto prescribed server location above. 4. This process should be done monthly (Last Friday of each month).