COPPERBELT UNIVERSITY

SCHOOL OF INFORMATION AND COMMUNICATION TECHNOLOGY

CS120
Information Technology Department
Introduction
Information technology (IT) is the application of computers and telecommunications equipment to
store, retrieve, transmit and manipulate data. In this unit, we will discuss the titles/staff found in
the IT department and their functions.

Main Sections and Types of Staff

The sectional organization of a batch processing installation team by function or activity may be
summarized as follows:
(a) Head of department - computer manager or data processing manager;
(i) Responsible to: director of administration, managing director or company
secretary according to specific requirements;
(ii) Immediate subordinates: chief systems analyst, chief programmer,
operations manager and database administrator.
(iii) The Computer Manager or Data processing manager is a key figure in the
organization. His/her job is to ensure that the computer or data processing
department functions efficiently in the service of the company. He/she is
responsible for ensuring that the computer needs of the organization are met
within the policy guidelines laid down.
He/she must be a good administrator as well as having a sound business knowledge. He/she must
also have the knowledge and expertise necessary to enable him/her to control his/her teams of
specialists in the various computing fields.
It is important that his/her status be clearly defined especially with regard to his/her right of access
to the board of directors or managing director etc.

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Ideally one would like someone who has previous experience of installing successful systems and
the appointment should be made very early on in the planning cycle to enable the company to get
the benefit of his/her specialist knowledge and experience.
(b) Chief systems analyst responsible for activities of systems analysts.
(c) Chief programmer responsible for activities of programmers.
(d) Operations manager responsible for activities of chief computer operator and all
operators, and data control supervisor.
(e) Database administrator responsible for supervising both the database and the use of
the database management system (DBMS), that is, the program or software that
provides an interface between the operating system and the user in order to make access
to the data as simple as possible and provides the added functions of data storage,
retrieval and update; creation and maintenance of the data dictionary; managing the
facilities for sharing the database; backup and recovery, in the event of system failure;
and security (handling password allocation and checking, and the ‘view’ of the database
that a given user is allowed.
1. PRINCIPAL DUTIES OF DATA PROCESSING MANAGER

The duties of a data processing manager may be summarized in the following manner:

(a) Interpretation and execution of data processing policy as defined by the data processing
steering committee or board of directors;
(b) Controlling immediate subordinates in the attainment of project objectives;
(c) Participation in policy formulation;
(d) Liaison with user departments to ensure their interests are fully provided for;
(e) Ensuring that company policy is adhered to;
(f) Ensuring that computer operating instructions are updated when the need arises;
(g) Assessing the effectiveness of the file maintenance procedures;
(h) Assessing the suitability of file security procedures;
(i) Ensuring that program modifications are applied effectively;
(j) Monitoring test runs;
(k) Post-implementation evaluation;
(l) Ensuring that staff attend suitable training courses for their development;
(m) Assessing performance of staff for salary awards and promotion;
(n) Coordinating the whole of the data processing operations and ensuring that work flows
smoothly;
(o) Resolving conflicts between subordinates;

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(p) Providing guidance on data processing problems;
(q) Development and implementation of data processing standards.

2. PRINCIPAL DUTIES OF CHIEF SYSTEMS ANALYST

Principal duties may be summarized as follows:

(a) Liaison with user departments to ensure their requirements and problems are fully
discussed before systems design and implementation;
(b) Interpreting terms of reference before embarking upon systems investigations in order
to establish the problem, areas of investigation and limits to the assignment;
(c) Comparing the cost and performance of alternative processing methods and techniques;
(d) Organizing and coordinating the activities of systems analysts;
(e) Reviewing performance of systems analysts;
(f) Organizing and reviewing systems documentation to ensure it complies with data
processing standards;
(g) Reviewing the progress of projects and reporting status to the data processing manager;
(h) Presenting recommendations to data processing and user department management with
regard to possible courses of action or design philosophy to achieve defined objectives;
(i) Coordinating the implementation of new or modified systems;
(j) Reviewing performance of implemented systems and assessing the need for
amendments or additional training of staff;
(k) Discussion of proposals with chief programmer.

3. PRINCIPAL DUTIES OF CHIEF PROGRAMMER

(a) Liaison with chief systems analyst to determine philosophy of proposed systems and
establish the type of programming language to use – high level or assembly code (low
level);
(b) Review of systems specification to establish the details of systems requirements before
discussing these with assigned programmers;
(c) Defining test data requirements and monitoring test runs;
(d) Reviewing programmers’ performance;
(e) Reporting status of program development to data processing manager.

4. PRINCIPAL DUTIES OF OPERATIONS MANAGER

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 These are summarized as follows:
(a) Control of all sections for which he is responsible, that is computer operations, data
preparation and data control;
(b) Development of operating schedules for all jobs to be run on the computer;
(c) Ensuring that data is received on time from user departments;
(d) Maintaining records on equipment utilization;
(e) Implementing standard procedures when appropriate to improve efficiency; (f)
Controlling stocks of data processing supplies, tapes, stationery, etc.
(g) Maintaining a log of computer operations;
(h) Report to data processing manager situations such as hardware malfunctions, staffing
problems and other operational matters.

5. THE DATABASE ADMINISTRATOR (DBA)

The concept of a database is to rationalize business systems by the integration of such systems.
Therefore, the data needs of an organization must be coordinated at a very high level. This is
basically the responsibility of a database administrator. The DBA must first of all be
conversant with business policy and strategy, particularly for the long term. He should play an
active part in the planning of information systems particularly with regard to feasibility studies.

The DBA should be an expert in all file management techniques and be able to advise
management and system planners of the capabilities and shortcomings of various file
management systems with regard to the application under review. It is essential that he liaise
and consult with project teams with regard to the development of design specifications,
program specifications, systems documentation and programs, etc. The DBA should also
monitor the implementation of a database ensuring that time and cost constraints are adhered
to. He should ensure that system objectives are achieved. The DBA is also responsible for the
initial preparation and maintenance of a data dictionary. A data dictionary is essential for the
success of a database system.

Thus, the DBA’s tasks will include the following:

a) The design of the database. After the initial design, the DBA must monitor the
performance of the database, and if problems surface (such as a particular report taking
an unacceptably long time to produce), appropriate changes must be made to the
database structure.
b) Keeping users informed of changes in the database structure that will affect them; for
example, if the size or format of a particular field is altered or additional fields added.

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 c) Maintenance of the data dictionary for the database, and responsibility for establishing
conventions for naming tables, columns, indexes and so on.
d) Implementing access privileges for all users of the database; that is, specifying which
items can be accessed and/or changed by each user.
e) Allocating passwords to each user.
f) Providing training to users in how to access and use the database.

DATA CONTROL STAFF IN A Data Processing (DP) DEPARTMENT

These members of staff are responsible for the coordination of all machine processing
operations and for ensuring a smooth flow of work through the operations department. In order
to understand their work let us trace a particular job through from beginning to end.

1. Source documents accompanied by control totals are received from the clerical
function (outside the department) and vetted visually.
2. Control totals are agreed and documents passed under this control to the Data
Preparation Section.
3. The data preparation section prepares floppy disks or other media for source
documents.
4. Source documents are returned to the clerical function and the floppy disks now
represent the input for a particular run (job) e.g. “invoice run”.
5. The job assembly section ‘make up’ the run and prepare a run Authorization
document. This will detail the various tapes/disks required and how the output is to be
disposed of. This is then passed to the computer room supervisor.
6. Tape/disk library. The librarian will provide all the tape reels and disk packs required
for the particular job and will pass them to the computer room itself for the computer
to process.
7. On completion of the computer run/s the tapes/disks etc. go back to the library and all
the documentation to the Data Control section.

The control section now scrutinizes the control log to ensure all action has been taken correctly
and to initiate any possible corrective action indicated. Control totals will be reconciled. These
will now include totals of items rejected on the run/s but all totals will need to be reconciled
back to those compiled at the beginning of the job.

The output is dealt with; invoices for example will be dispatched to customers and warehouses
etc. All necessary information will be fed back to the user department e.g. copies of all output
dispatched, error lists, control totals.

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 DATA PREPARATION STAFF
These members of staff are responsible for:
1. Preparing floppy disks from source documents or preparation by other means e.g.
online entry.
2. Operation of ancillary machines such as floppy disk units.

TAPE/DISK LIBRARIAN
All tape reels and disk packs used in the installation are stored in a library adjacent to the
computer room. The librarian issues tapes/disks to the computer room as per a Run
Authorization document from Data Control. The librarian will maintain a register of all tapes
and disks noting the particular generations required for current use. Maximum security is
observed and access is strictly limited.
COMPUTER SUPERVISOR
The computer room is under the day-to-day control of a supervisor. Only authorized personnel are
allowed entry. It is essential that anyone who has participated in the writing of the programs is
forbidden for security and audit reasons to interfere with the operational running of those
programs.

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ORGANISATION OF A DATA PROCESSING DEPARTMENT BY FUNCTION OR ACTIVITY

ORGANISATION OF A DATA PROCESSING DEPARTMENT BY PURPOSE

It is sometimes found that a computer department is organized by ‘purpose’ rather than by

‘function’ or ‘activity’. In this type of structure, the various activities are grouped together to
achieve a defined purpose. In the case of a computer department the ‘purpose’ may be multifold,
that is, to develop several systems for computerization concurrently, in which case programmers
and analysts would be combined into a project team for each project undertaken reporting to team
leaders.

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ADMINISTRATION OF THE INFORMATION SYSTEMS FUNCTION

The administration of the information systems function within any organization requires
coordination at the following levels:
(a) Policy;
(b) Applications; and
(c) Technical levels

A triad, comprising general, departmental and information systems managements is involved.

Communication between the three management areas is essential if an effective environment is to
be established and maintained.

THE INFORMATION SYSTEMS ADMINISTRATION TRIAD