Information Technology essay example

Dedication I dedicate this report to my family and colleagues both in attachment and school who have been very supportive throughout the period I have been on my attachment. Acknowledgments I would wish to appreciate the greatly indebted support from the KPLC IT&T staff. They offered a warm reception of orientation in all operations and greatly dedicated their precious effort to guide me throughout my attachment period. I also thank my supervisor Mr. Wanyonyi for guiding and assisting during the attachment period and in writing this report. I thank the Almighty father for the wonderful opportunity and strength during this period. Abstract This is a report on my internship that I undertook in Kenya Power and Lighting Co. Ltd Central Rift region IT &T department for the period September-November 2009. It entails the activities and duties assigned to me during this period they involved printer fault diagnosis and repair, software installation and configuration, preventive maintenance, the taking of inventory and hardware repair and replacement.

CHAPTER ONE

Introduction

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1. The Kenya Power and Lighting Company Ltd. (KPLC) is a limited liability company responsible for electricity transmission, distribution, and retailing in Kenya. The company is a national electric utility, managing electric, licensing, billing, emergency electricity service, and customer relations. It is a Public limited company listed at the Nairobi Stock Exchange (NSE) with the Government of Kenya owning 51% and 49% by the public in the form of share ownership. KPLC was incorporated in 1922 as the East African Power & Lighting Company (EAP&L). It changed its name to The Kenya Power and Lighting Company Ltd. (KPLC) in 1983. Before a major power sector restructuring in 1997, KPLC managed all generating stations on behalf of the Government. Currently, KPLC manages some diesel-generating stations which are owned by the government known as Independent power producers (IPP), which are isolated from the national grid in marginalized areas such as Merti, Lodwar, and Baragoi.

2. The company’s main functions are carried out under various divisions. These include customer service, Distribution (Design and construction, Operations and maintenance), Energy Transmission, Human Resources & Administration, Transport & Supplies, Finance, & Information Technology, and Telecommunication. Internal Audit, Protective Services, and Communications departments fall directly under the Managing Director. The company has six administrative areas. These are; Nairobi Region, Mt Kenya Region, Coast Region, North Rift Region, Central Rift Region, and West-Kenya Region. All services offered by the main divisions are replicated in each area, which is headed by functional heads who report to the Regional Manager. A Kenya Power And Lighting Company (Central Rift) office is located at Electricity House along Moi Road next to Provincial Commissioner Offices in Nakuru. It contains departmental offices within the various divisions, which perform different functions. An example of these departments is the IT & T department which handles ICT functions within the company. The Central Rift Region has other offices linked to it, represented diagrammatically as below:

• Ravine
• Maralal
• Lancet
• NAKURU
• Narok
• Nyahururu
• Naivasha
• KPLC Vision Statement

To achieve world-class status as a quality service business enterprise so as to be the first choice supplier of electrical energy in a competitive environment. ” KPLC Mission statement. “To efficiently transmit and distribute high-quality electricity throughout Kenya at cost-effective tariffs; to achieve the highest standards of customer service, and to ensure the company’s long-term technical and financial viability”.

KPLC core values. 

• Customer driven
• Teamwork
• Results-driven
• People-focused
• Empowerment Innovation
• Professionalism
• Equal opportunity
• Ethics/Integrity
• Social responsibility
• Environment friendly

KPLC Internal Motto. “My company my pride” KPLC External Motto. “On public Service” KPLC’S Role. KPLC owns and operates the entire electricity transmission and distribution system in Kenya, and sells electricity to over 1 million customers. The company’s key operations include: Planning, designing, construction, and maintenance of the distribution network? Customer service? Ensuring sufficient transmission capacity to meet demand

3. Organization Details

4. Transmission and distribution KPLC is responsible for ensuring ample transmission capacity to maintain supply and facilitate quality electricity. It also develops and maintains the distribution networks and satisfactory services to the customer. The combined network of transmission and distribution lines stretch for more than 23,000 kilometers across the country. Electricity is transmitted at high voltages. In Kenya, electrical power is generated between 11 and 15kV. The electricity is then stepped up to 220kV or 132kV for transmission to sub-stations large power users. It is then stepped down to 66kV, 33kV and 11kV at various feeder points for distribution to consumers. Large industrial and commercial customers are supplied at these high voltages. The electricity is stepped down to 415v/240v for other consumers.

5. Demand and Supply of electricity: Demand for electricity in Kenya stands at around 825 MW. However, the country has an installed generating capacity of more than 1,200 MW, though sometimes about 15% of this is usually unavailable due to drought and shutdowns of generating plants to facilitate repairs and Maintenance.

6. Organizational Structure Central Rift (Nakuru).

7. IT & Telecommunication DIVISION IT & T is a division that is divided into two departments; IT and telecommunication. Information Technology. This department handles all computer hardware (Pc’s and servers), data Communication, Software issues, and advice on all the matters that’s related to IT. Telecommunication. The function of this Department is to provide an efficient and reliable communication system within the company and other regions. This Includes Radio Communication, Telephony and Communication through PLC.

8. IT & T Policy Document. Since the first edition was written in the Year 2002, a number of improvements have been made and the ICT technology keeps changing for the better. This second edition of the ICT Policy incorporates the changes that have been realized so far. Included especially are the “IT Review and Action Plan” document. Information and Communications Technology Policy addresses security issues and how to effectively apply and maintain information systems, thereby facilitating the protection of critical, valuable and confidential information together with its associated systems. Most people are likely to recognize the impact and severity of the loss or theft of confidential designs for a new product. However, they do not always recognize the potential risk, and consequential result, of seemingly 'innocent' activities, such as copying software or copying the corporate database onto their laptop computer or not documenting changes made to their systems. The purchase and installation of hardware and software require those involved to consider carefully the Information Security issues involved in this process. Careful consideration of the company's business needs is paramount, as it is expensive to make subsequent changes.

9. Analysis of user requirements versus the various benchmarks test results will establish the best choice of server/software to be purchased. Installation of new equipment must be properly considered and planned to avoid unnecessary disruption and to ensure that the IT & T Policy issues are adequately covered. The issue of IT consumables is looked into. These are expensive and should be properly controlled both from an expense perspective as well as an Information Security perspective. Valuable items should always be kept in a secure environment to avoid damage or loss.

10. Objectives of IT. To provide efficient, effective, and reliable communication systems that meets and exceeds KPLC voice and data requirements. To ensure the availability of the communications systems that exceed the set target of 97% To continually improve the telecommunication systems to meet and conform to the current world standards. To ensure maximum customer satisfaction in the IT division.

11. Vision for IT & T Division. We strive to provide nothing but the best means of data and telecommunications services to the company and the country as a whole. 1. 6. Definition of IT & T Policy. A set of rules, regulations, procedures, and plans of action for the administration of equipment resources, and services in the IT & T division.

CHAPTER TWO.

12. Duties and Activities. During my attachment in the Information Technology and Telecommunications (IT) division. the following are among the duties I was designated to perform.

• Software Installation.
• Printer Fault Diagnosis and Repairs.
• Antivirus Installation.
• Preventive Maintenance.
• Networking.
• User support.
• Taking inventory.
• Repair and maintenance of various hardware.

SOFTWARES

• The following are the software used in the various departments and which I was exposed to in installation and support.
• Microsoft Windows Server 2003.
• McAfee Version 8. 5i
• Microsoft office 2007
• Power Builder
• Oracle 9i
• SQL Server
• AutoCAD.
• SPS (Strategic Planning System).
• Adobe reader

13. Hardware PCs Ups. Server: Cisco routers, switches Printers. HHS. Network cables.

14. Information systems a). ICS (Integrated Customer Service Application) This is an online System with a centralized Database situated at the Head office. Used by Cashiers, Customer Service Officers, and Meter Reading.

15. The Software integrates a number of functions that are Contracting New Customers, Billing of Customer, Cash Collection, etc.

• a). DCS Online(Design and Construction System
• b). This is an online system interfaced with the ICS System which Design Engineers Use to do a costing of Service line Applications. The same is also used for booking of Service line construction Materials from Stores Section.
• c). DCS Offline (Design and Construction System offline). An Offline system used by Designers to download jobs, design lines, and cost projects and later upload the jobs to the DCS online system after they complete the job.
• d). LCA (Local Collection Application). This is an offline Cash Collection Application mainly used by Cashiers when the ICS System Fails. The transactions are stored locally on a Batch file which is later downloaded to the Central Database.
• e). TMS (Transport Management System. This is a system used by the Transport Department and Costing Section to keep records of company vehicles and their maintenance costs. Also used to keep records on mileage returns and labor cost returns.
• f). LRA (Local Reading Application) This is a system designed to upload and download meter reading records from the ICS system for billing. The HHS set is used for this purpose connected via COM1 port. This system is used by the meter-reading section under the customer service department. This system helps to determine how much the customer has consumed and hence the amount to be charged.
• g). Medicare Application. This is a system used to keep the medical expenditure records of the KPLC employees and their dependents. It is used by the human resource & administration department.
• h). IMS (Incidence Management System) This is an Online System Used by the Operation and Maintenance Department to keep track of Temporary Power line Break downs and customer complaints on Blackouts and Voltage fluctuation.
• h). EIS (Executive Information System. This is a system interfaced with all other company Systems and it provides the executive with summarized reports to facilitate Decision making and Policy formulation.
• j). MDB (Management Database System) This is a system that summaries all the operations in the ICS System and presents it in a report form. Used by management to monitor performance.
• k). SAP (System Application and Products) This is a System used in the Finance & Procurement Department. It keeps Supplier Records, Payroll Management, and Company Budget Management, etc.
• l). SCADA. This is a system that is used for Teleoperation on the power station. This includes Telemetry and Switching, by the engineers at the National control center to all the manned and unmanned station.
• m). Ripples System This system is used to control street lighting and water heaters. This is achieved by automatically varying the frequencies on the power

16. Data Network. The KPLC C/Rift has an extensive data network thus enabling it to have distributed systems where users can access network resources such as the databases that are centralized and other network resources such as Printers. I was involved in the installation of networks that is a trucking and terminating cables and labeling of data points, configuration installation of network equipment such as the routers, and switches of the cabinets. WAN for C/Rift TKL KDN At the end of each modem there is a Router and a Switch connected to it to form a network. Each Modem is connected to the Router through a V. 35 Cable

CHAPTER THREE

17. Conclusion. During my internship, I have really gained a lot and I really endeavored the industrial attachment basically because it granted me exposure and a chance to evaluate my potential. I was able to learn about many systems and practices in the IT world. I also got an opportunity to travel to different areas and interact with other people. I got used to the working environment.

18. Significance of the program to the attachment The program equipped me with the theoretical base which I was able to relate to the practice setting. I also gained interpersonal skills and wide knowledge due to the fact that the program offers various from diverse fields.

19. Significance of the student learning I was able to learn more about hardware, software, and the information systems used in real life. I am able to interact with other staff and students on attachment from various institutions to share ideas.

20. Operations in the IT & T Division This includes the following.

• Most of the users are not are willing to use the helpdesk system thus hindering proper service delivery.
• Many system administration support are centralized at the regional office thus causing delays in service delivery.
• Many of the users are not conversant with basic computer operations.
• Use of old machine which is very slow. The company had most of the hardware and software that are in the IT world so I gained enough practical.
• The company offered attachment places to many students and so the was interaction among different students.

Recommendations.

1. The organization should have tint windows or blenders to protect machines from direct sunlight
2. Security measurements should be implemented
3. Single server unit should be provided to help in the machine management in all labs
4. Tables in the labs are so uncomfortable in the sense that when you put the sit inside you are unable to put legs

Reference

1. KPLC website www.kplc.co.ke
2. Stima journal. Regional Manager Asst Manager Energy transmission Eng. Revenue finance officer IT/T Eng Customer service Eng. Distribution Eng HR/Adm officer Transport Eng. Asst.
3. HR & Administration Telecom Asst distributor engineer.
4. As customer service, IT support. At Energy Eng. Asst accountant. Customer service clerk. Energy transmission technician. Revenue accountant. Distributor technician.
5. DTU DTU Gilgil Maralal Ravine Narok Nku Depot Lanet Nyahururu Molo Naivasha Nakuru R O U T E R

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