Manage IT (Kelly)

MANAGE IT (INFORMATION TECHNOLOGY):
A WORKBOOK AND TRAINING MANUAL FOR MANAGING THE DEPARTMENTAL
OR SMALL BUSINESS COMPUTER NETWORK
by Mary Kelly

"When the technological means for conducting a business change sufficiently, the
resulting business is itself transformed, and how you manage it has to adjust
accordingly" (2020 Vision).

"Manage IT was written to teach department managers and small business owners
how to manage a business "transformed by technology". A comprehensive systems
resource manual, it's designed to help the reader to select and integrate new
computer technology into their business and to keep it running, smoothly and
securely with minimal time and resources.

"Are you a department manager, frustrated and dependent on overextended MIS
departments for computer support? Do you feel totally at their mercy for software
changes, systems advice, or repairs? Or are you a small business owners totally
"locked in" to an outside system vendors, or one inside "techie" for sole support
because only they know your system? When your system is down, are you always
waiting on someone to do something? No more. This book empowers managers and
business owners to take charge of their system resources (1) to minimize downtime
from computer problems and (2) to maximize profits, performance and productivity
by properly selecting and integrating appropriate system tools in the business. This
book applies to all types of computer configurations in all types of industries: A
mixture of PC's and workstations networked in a growing mail order business. A
network of 20 personal computers, printers, with a file server in a CPA firm. A small
to mid-size distributed computer system in a children's hospital A client server
network in a consumer manufacturing firm. A distributed system for a large
corporation. A stand-alone computer system in a home office.

"The value of information processed and stored in a (computer) system is the value
of the business itself. Without that information the business can't operate." (from
Cheryl Snapp, Beyond Computing). Based on 15 years of hands-on experience
installing, support, and using small to mid-sized systems in businesses across the
country, the author identified and provides in this book, seven practical and proven
success factors for managing this critical resource:
1. Hardware Management
2. Software Controls
3. Power Protection and Supplies
4. New Roles, Responsibilities and Rewards
5. Problem Prevention
6. Problem Solving
7. (More) Security Safeguards.

"Manage IT takes the learning process to a new level. At the end of each chapter,
tools are provided for capturing critical information about your business, your
computer system, and your staff. Therefore, when you've completed the book, not
only will you understand the principles of small systems management, but you will
also have developed an invaluable, customized systems management guide for your
specific business. Call it your "insurance" against costly downtime, disruption and
disaster.

HOW IT'S DESIGNED:
"A company's ability to find and implement appropriate business solutions is critical
to survival in today's global, interdependent and highly-competitive arena." (from
Paul Olson, EDI Forum) Section I presents information that may be new to someone
not familiar with computer systems--Hardware Management, Software Control, and
Power Protection and Supplies. system concepts are presented in non-technical,
easy-to-understand language. Simple visuals and graphs are used to illustrate and
simplify key concepts. And, although it is designed for the individual with no
systems background, the book contains valuable, practical information for the more
computer-savvy individual as well.

"Armed with a good foundation of computer systems, in Section II, the manager
learns how to apply this knowledge to some basic management practices which will
equip you and your staff to "take charge" of keeping the system up and running and
protecting your data. In other words, this section addresses the "human aspects of
systems management". Why? "Introducing technology means introducing change.
And change is about people." (Dublin) More importantly, in Section II, you learn
how to become a leader, promoter, monitor and visionary of system technology for
your business. You become the type of leader corporations are looking for to help
take businesses into the 21st century. "With so much technology available, the
successful professional is the one who can spot something valuable and put it to
use," says David Burrus, technology forecaster.

Finally, Section III addresses some newly-emerging technology available, affordable
(and proven) for small businesses and corporations, such as Electronic Commerce,
EDI, and the Internet. You will learn how other companies are benefitting from these
new tools and how to get started using this technology. Section III also contains a
glossary of key computer terms and a duplicate set of forms.

TABLE OF CONTENTS
INTRODUCTION
PC's - A BIG HELP FOR SMALL BUSINESS
BENEFITS FOR CORPORATE DEPARTMENT MANAGERS
THE DOWNSIDE - A SHARED DILEMMA
THE CHALLENGE AND THE SOLUTION
THE CORPORATE GUIDE - WHAT IT IS, WHAT IT'S NOT
- Hardware Management
- Software Controls
- Power Protection & Supplies
- New Roles & Responsibilities
- Problem Prevention
- Problem Solving
- Security Safeguards
HOW IT'S DESIGNED
THE 'CORE' OF THE BOOK
THE LEARNING PROCESS
1. HARDWARE MANAGEMENT
LEARN THE LANGUAGE
INVENTORY YOUR HARDWARE (ASAP)!
TAKING STOCK OF WHAT YOU OWN
PLANNING FOR HARDWARE OBSOLESCENCE
LOOKING TOWARD THE FUTURE
KEEP YOUR SYSTEM HUMMING
SERVICE CALL RECORD
HOLDING DOWN COSTS AND DOWNTIME
GETTING STARTED
- Hardware Description
- COMPUTER HARDWARE INVENTORY
- Hardware Description: CPU
- Hardware Description: External Disk Drive
- Hardware Description: File Server
- Hardware Description: Keyboard
- Hardware Description: Laptop
- Hardware Description: Modems
- Hardware Description: Monitors
- Hardware Description: Printers
- Hardware Description: Special Board
- System Overview and Layout
- Questions to Ask of A Hardware Supplier
- Service Record # _____________ of # ________________
2. SOFTWARE CONTROL
LEARN HOW HARDWARE AND SOFTWARE WORK TOGETHER
UNDERSTAND THE BASIC TYPES OF SOFTWARE
LEARN KEY SOFTWARE MANAGEMENT TERMS
WHEN TO USE OUTSIDE NETWORK SUPPORT (AND HOW TO FIND THE
BEST)
SAFEGUARD YOUR INVESTMENT AND PROTECT YOUR DATA
THE "UPDATE RECORD" - A TOOL FOR MANAGING CHANGE
GETTING STARTED
BUYING NETWORK SUPPORT
- Software: Operating System
- Software: Application
- Software: Communications
- Software: Compilers
- Software: Database
- Software: Graphics
- Software: Interfaces
- Software: Management
- Software: Security
- Software: Spreadsheets
- Software: Utilities
- Software: Word Processing
- Software Update Record: # ___ of ___
3. POWER PROTECTION & SUPPLIES
WHAT YOU CAN'T SEE CAN HURT YOU
SURGES, SPIKES AND SAGS - LEAST IMPACT, MOST FREQUENT
BLACKOUTS - LESS FREQUENT BUT MORE IMPACT
HOW DO YOU SELECT THE RIGHT UPS?
SAVVY SUPPLIES MANAGEMENT
SAVVY SUPPLIES SOURCING
- Supply Sources: Computer Paper
- Supply Sources: Forms
- Supply Sources: Magnetic Media
- Supply Sources: Printer Cartridges
- Supply Sources: Printer Drums
- Supply Sources: Printer Toner
4. NEW ROLES, RESPONSIBILITIES AND REWARDS
THE MANAGER AS A VISIONARY
HOW TO GET FUNDING FOR NEW TECHNOLOGY
THE MANAGER AS A CHAMPION OF CHANGE
- CHANGING CORPORATE CULTURE, UPPER MANAGEMENT AND PEERS
- FACILITATING CHANGE AMONG YOUR STAFF
THE MANAGER AS A PARTNER WITH MIS AND DP
THE MANAGER AS AN OUTSOURCING SPECIALIST
THE MANAGER AS GUARDIAN OF COMPANY INFORMATION
DELEGATING AND DOCUMENTING: WHO DOES WHAT
- System Manager System Responsibilities
- System Operator (Primary) Responsibilities
- Alternate System Operator System Responsibilities
- Network Service Provider
- Night Operator System Responsibilities
5. PROBLEM PREVENTION
DEVELOP A BACKUP STRATEGY FOR YOUR BUSINESS
TYPES OF BACKUPS
TYPES OF BACKUP MEDIA
OFF-SITE BACKUP STORAGE
WRITE DOWN ALL SYSTEM PROCEDURES
USING MODEMS - SENDING AND RECEIVING DATA
PREVENTION TIPS FOR EVERYONE
- Backup Procedures
- Daily Operational Log
- Archiving and Storing Diskettes
- Daily Procedures
- Weekly Procedures
- Monthly Procedures
- Quarterly Procedures
- End of Year Procedures
- Other Procedures
- Using Your Modem
6. PROBLEM SOLVING
TRAIN YOUR STAFF TO GATHER CRITICAL PROBLEM-SOLVING DATA
LEARN HOW TO RESOLVE PROBLEMS ON YOUR OWN
WORK WITH TECHNICAL SUPPORT TO RESOLVE THE PROBLEM
APRES PROBLEM SOLVING TECHNIQUES (TO PREVENT RECURRING
PROBLEMS)
WHY, WHEN AND HOW TO ESCALATE PROBLEMS
- Problem Solving Procedures for Users/Operators
- Problem Solving Procedures for System Operator
- Overall System Support Escalation Process
- Hardware Support Escalation Process
- Software Support Escalation Process
7. (MORE) SECURITY SAFEGUARDS
DEVELOP A SECURITY POLICY
UNDERSTAND THE BENEFITS OF SECURITY SOFTWARE
REACHING OUT TO THE WORLD THROUGH NETWORKS
LAPTOP COMPUTERS - A MOVING TARGET FOR CRIME
VIRUS PROTECTION
TRAINING AND OTHER IN-HOUSE RESOURCES
ERGONOMICS - SAFEGUARDING YOUR STAFF'S HEALTH
CONTINGENCY PLANNING WHEN ALL ELSE FAILS
- Hardware Reference Manuals
- Software Reference Manuals
- Other Resources - When All Else Fails
8. EMERGING TECHNOLOGIES THAT PAY OFF
ELECTRONIC COMMERCE
EDI - NOT JUST FOR THE BIG GUYS ANYMORE
HOW SPECIFIC COMPANIES ARE BENEFITTING
WHAT IS REQUIRED TO GET STARTED WITH EDI?
WHAT IF I'M NOT READY TO MAKE THIS BIG STEP, BUT MY BIGGEST
CUSTOMER REQUIRES IT? WHAT DO I DO?
HOW TO GO ABOUT GETTING EDI OFF THE GROUND
THE INTERNET AND THE WEB -- NOT JUST FOR ACADEMIA OR
COMPUTER NERDs ANYMORE
HOW CAN YOUR BUSINESS BENEFIT FROM THE INTERNET AND THE WEB?
HOW SPECIFIC COMPANIES ARE BENEFITTING
WHAT IS REQUIRED TO GET STARTED USING THE INTERNET
HOW TO GO ABOUT GETTING IT OFF THE GROUND
OPTIONS TO THE INTERNET AND WEB SITES
USING THE INTERNET FOR EDI
WHAT'S NEXT IN ELECTRONIC COMMERCE?
9. RESOURCES
10. GLOSSARY
BIBLIOGRAPHY

ABOUT THE AUTHOR
"I recall the moment I was riveted to publish this book and put it in the hands of
department managers and business owners. I had suggested to a friend of mine, a
computer supplier, that he "bundle" my workbook (a manuscript at that time) with
new computer systems as a value-added service to his customers. He let out a
laugh,"You must be kidding?! We don't want our customers to become self-sufficient!
We want them dependent on us." And so they are." (Mary Kelly)

"Mary Kelly has over 15 years in the small to mid-sized business systems arena with
specific expertise in the areas of installations, training, troubleshooting, software
development, operations and management. She has installed and supported systems
across the US for a wide range of businesses--CPA firms, retirement home chain, one
southern "mega church", pediatricians, paint manufacturers, banks hospitals, credits
union and even the corporate headquarters of a well-known television evangelist.

"Working for such companies as EDS, General Data Consultants, AMCA Corporate
Computer Services, Union Planters Investment Banking Group, she has developed
proven methodologies for installing, supporting and managing small to mid-size
systems on a variety of hardware platforms--IBM, DEC, Data General, Unisys. She
has brought together the best of proven methodologies and practices in this book.

"She holds a Bachelor of Business Administration and a Masters of Science in MIS
and Education. Currently, she is implementing new customer service technologies
for the Thompsons Group of Sherwin Williams Corporation in Memphis, TN."

1998, 200 pages. Order #DR281, $100.00

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