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ICT Repair Sop

This 3 sentence summary provides the key details about the document: The document outlines the standard operating procedure for ICT repairs at Human Needs Project, including responsibilities of the ICT manager to verify, recommend, and schedule repairs. The general repair procedure involves submitting a repair request form, basic troubleshooting by the ICT manager, escalating complex issues to an external expert if needed, and closing the request once the problem is solved. Records such as repair request letters and a log book are maintained to document the repair process.

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desterious Imoli
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152 views3 pages

ICT Repair Sop

This 3 sentence summary provides the key details about the document: The document outlines the standard operating procedure for ICT repairs at Human Needs Project, including responsibilities of the ICT manager to verify, recommend, and schedule repairs. The general repair procedure involves submitting a repair request form, basic troubleshooting by the ICT manager, escalating complex issues to an external expert if needed, and closing the request once the problem is solved. Records such as repair request letters and a log book are maintained to document the repair process.

Uploaded by

desterious Imoli
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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SOP # 001-CD

Network and Computer Revision # 1


maintenance

Implementation Date 01/04/2019

Page # 1 of xx Last Reviewed/Update Date

SOP Owner Shaffi Ramadhan Approval

Standard Operating Procedure – ICT Repairs

Overview
ICT repair is the process of identifying, troubleshooting and resolving problems and issues in a
faulty computer, printer, network system and other related peripherals. This is a broad field
encompassing many tools, techniques and procedures used to ensure the equipment is
functioning as per its intended purpose.

1. Purpose
The purpose of this Standard Operating Procedure (SOP) is to form guidelines and procedures to be
adopted by Human Needs Project ict department for repair of computers (Hardware & Software)
networking equipment’s and ICT peripherals.
2. Scope
This procedure is applicable for repairs of Human Needs Project ict assets.
3. Responsibilities
ICT MANAGER;
He/She is responsible for verifying, recommending and scheduling of ict equipment’s repair.

4. General Procedure
• Whenever there is a problem with computer (hardware or software), printer or any ICT
peripherals, the respective department in charge/individual has to write an official email to ict
manager informing him/her about the repair and fill the google doc repair form with details
of what happened to the equipment. Then submit the said equipment to ict managers desk.

The Human Needs Project – Standard Operating Procedures (SOP) Template


SOP # 001-CD
Network and Computer Revision # 1
maintenance

Implementation Date 01/04/2019

Page # 2 of xx Last Reviewed/Update Date

SOP Owner Shaffi Ramadhan Approval

6. Procedures:
• The ict manager will check the repair request form, then write and confirm recipient of the said
equipment at the google repair document form.
• Priority is assigned according to the order of entry in the log register
•. As per the order of entry in the log register, the ict manager will attend to the problem.
Perform basic troubleshooting
Computer & Laptops;
• Remove battery from the machine
• Press and hold power button ON for 20 seconds then release
• Use a working power cable/charger and plug in to the machine and power extension.
• Press the power button and verify if the system is powering on
Printer;
• Unplug from power
• Check for any leaking ink/tonner
• Check and remove any paper jam
• Use a working cable and plug in to the machine
• Press the power button ON and verify if the system is powering on
• If the basic troubleshooting is not working;
(a) Replay to the received email concerning the repair request and carbon copy (cc) the team
(finance, operations and executive director) informing them on the timeline it will take to identify/fix the
problem.
(b) In due course of repair, if the need for purchase of spare parts arises, the ict manager will
raise a requisition and submitted to the management for approval.
Note; If the required amount is less than ksh 10,000/-, operations or finance director approves for the
necessary purchases and if the requirement is more, the executive director will confirm and approve.

In the event whereby the repair requires an expert;

(i) Ict manager will maintain a log book for repair request
(ii) Inform management and schedule date for the equipment to either;
1. Be taken to the expert workshop/company or
2. The expert to come configure the equipment at the Centre.
NB; BEFORE the machine is taken or examined by the expert, the ict manager MUST take pictures
and record serial/tag number of the equipment.

(iii) Before repairing, the expert will send his/her findings/recommendations accompanied
by a quotation for approval.
(iv) Once approved by management (Operations, Finance or Executive Director)

The Human Needs Project – Standard Operating Procedures (SOP) Template


SOP # 001-CD
Network and Computer Revision # 1
maintenance

Implementation Date 01/04/2019

Page # 3 of xx Last Reviewed/Update Date

SOP Owner Shaffi Ramadhan Approval

(v) A cheque/cash will be issued as per the payment terms agreed by both parties.
(vi) After the repair, the expert will issue an invoice and release the equipment to Human
Needs Project.
• The ict manager or appointee will check and confirm if the equipment is working (either at the
experts workshop or HUMAN Needs Project premises)
• If the equipment/machine is functioning.
• The ict manager or the appointee will arrange for its transportation back to Human Needs Project if
needed.
• ICT manager will then handover the machine back to its respective department/individual and inform
management of its status (via email or the formal communication channel of the organization)
• The ict manager will close the request letter and update the google repair form once the problem is
solved

7. Records to be maintained
• Repair Request letters
• Log book containing repair request.
• User log-in registers at respective places.

The Human Needs Project – Standard Operating Procedures (SOP) Template

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