COMPUTER SYSTEMS

Quality Management System

COMPUTER SYSTEMS

CONTENTS

1.0 PURPOSE & SCOPE

2.0 DEFINITIONS

3.0 FLOWCHART

4.0 PROCEDURAL TEXT

5.0 REFERENCES

6.0 ATTACHMENTS

 Copyright. This document is the property of PT Thiess Contractors Indonesia and all rights are
reserved in respect of it. This document may not be reproduced or disclosed in any manner
whatsoever, in whole or in part, without the prior written consent of PT Thiess Contractors
Indonesia. PT Thiess Contractors Indonesia expressly disclaims any responsibility for or liability
arising from the use of this document by any third party. Copies printed from the Thiess Management
Systems are UNCONTROLLED

Revision Status

Issued Date Revision Description By Checked Checked Approved

/Rev.

Modification from RO
A0 October 99 RL BAM
Corporate Procedure ES

A1 May 00 TMS Intranet Version HA ES RL BAM

A2 Nov 00 TMS Review HA ES RO BAM

1.0 PURPOSE & SCOPE

The purpose of this procedure is to set out Company requirements relating to the
procurement and use of Business Unit and Project based computers, including
maintenance and protection of software and hardware.
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 COMPUTER SYSTEMS
Quality Management System

This procedure shall apply to all Business Units and Project Sites.

2.0 DEFINITIONS
IT Information Technology
IT&T Information Technology & Telecommunications
LAN Local Area Networks
WAN Wide Area Networks
CPU Central Processing Unit
RAM Random Access Memory
Gb Gigabyte – 1,000 million bytes
Mb Megabyte – 1 million bytes
Kb Kilobyte – 1,000 bytes

FLOWCHART

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 COMPUTER SYSTEMS
Quality Management System

3.0 FLOWCHART
TCI-OPS-SP010-FC3.1/A1-
Computer Systems

TCI-OPS-SP010
COMPUTER
PURCHASE SYSTEMS
REQUIREMENT
ABORTED
RECEIVE REQUIREMENT /
REQUEST TO PURCHASE
HARDWARE OR
NO SOFTWARE

DOES
REQUIREMENT
YES EVALUATE USER NEEDS
STILL
EXIST?

DOES
DISCUSS WITH RESOURCE EXIST
NEED
PERSON REQUESTING NO YES INTERNALLY
VERIFIED?
HARDWARE / SOFTWARE ALREADY? YES

NO
OBTAIN
SELECT REPUTABLE SUPPLIERS (IT & T
INTERNALLY
DEPARTMENT SHOULD BE CONTACTED
IF
UNSURE OF SUPPLIER PERFORMANCE
HISTORY) AND GET 3 QUOTES
TCI-PRO-SP001
PROCUREMENT OF
PRODUCTS &
EXECUTE PURCHASE IN ACCORDANCE WITH SERVICES
PROCEDURES

TCI-ACC-SP005
AUTHORITY LEVELS
RECEIVE AND INSTALL COMPUTER OR IF IN
SUPPLY AGREEMENT HAVE SUPPLIER
INSTALL

CONSIDER AND TAKE APPROPRIATE STEPS

TO CONTROL SECURITY AND EVALUATE
THE NEED FOR CONDITIONING THE POWER
SUPPLY

INSTALL SOFTWARE AND ENSURE

APPROPRIATE VIRUS SCANNING PACKAGE
IS INSTALLED ON THE COMPUTER

ENTER HARDWARE ON ASSET REGISTER

AND ATTACH IT ASSET STICKER IF
APPLICABLE

LEGEND

REQUEST USER FEEDBACK ON POSSIBLE

IMPROVEMENTS TO COMPUTER SYSTEMS PROCEDURE REFERENCE

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4.0 PROCEDURAL TEXT

4.1 Corporate Policy
Business Units, Projects and Overhead departments are responsible for creating a stable,
effective and efficient PC and network environment for their employees.
All software, which is intended for use as a network server application must be cleared
with IT&T Department to ensure compatibility issues are addressed.
4.2 Procurement of Hardware and Software
4.2.1 Authority and Responsibility
i) Business Unit Level, the Business Unit IT Manager is responsible for
control and allocation of computer hardware/software and ensuring this
document is followed
ii) Project Level, the Project Manager is responsible for ensuring that
appropriate evaluation of needs is performed prior to purchase
commitments or support/maintenance agreements
The purchase of such equipment shall be authorised by the Business Unit Manager.
4.2.2 Accountability
The Project Manager is accountable for the Hardware and Software allocated to
the Project.
On completion of a project, the Business Unit IT Manager will be responsible for
re-allocation of computers/software and advising the Financial Controller of
changes in location for updating the Asset Register. This is done by means of
completion of the Furniture and Fixed Assets Movement Form.
4.2.3 Evaluation of Needs
The following sets out a procedure to prompt the evaluation process:
i) Find out what the user needs are
ii) What are the benefits/repercussions of the users needs on corporate policy
and other associated environments and processes, (i.e. compatibility,
serviceability, useability, etc.)
iii) Check availability of standard hardware/software
iv) Explore alternatives and options
v) Determine the acquisition life cycle, hidden costs and maintenance
requirements
vi) Confirm choice with user

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4.2.4 Selecting a Reputable Supplier

With the vast number of computer suppliers and problems associated with
suppliers of second generation clones, it is important to have a clear understanding
of the suppliers capacity and capability to service warranty claims or support
requirements.
The following sets out some questions that should be clarified:
i) Is the sought product range able to be supported given geographic
boundaries, particularly remote sites
ii) What are supply and delivery frames and is the warranty service by the
supplier or a third party
iii) Is after hours support available and what is the response time?
4.2.5 Purchasing
Purchase of all computer hardware is to be authorised by Head office
Departmental Manager, the Project Manager or authorised representative.
Purchase of hardware is to be arranged through the Business Unit IT Manager
who will arrange for the hardware to be entered on the Asset Register for each
project. All hardware purchased will comply with Business Unit IT standards.
4.2.6 Training
It is important to ensure that users are trained. Where the supply does not include
provision or capability to train users, external training should be sourced.
Technical Services Indonesia provide training for software supplied by their
department. Refer TCI-OPS-SP007 “Cost Control” for TCI-OPS-SF163 “Thiess
Software Order & Registration” form.
Training provided by Technical Services include:

 Siteman 3.15/16 – Project Cost Control (to be discontinued by December 2001)

 Siteman 2000 – Forecast Module

 Suretrak ver 3.0

 Primavera ver 3.0

 Drawing & Document Register

 Sitecom Register

 Correspondence Register

 NCR Register

 Variation Register
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 Materials Register

 Procon

 Procurement

 Minetrac
Refer TCI-OPS-SP007 “Cost Control” for TCI-OPS-SF163 “Thiess Software
Order & Registration” form.
4.3 Control of Computer Software
Thiess has an agreement with Microsoft regarding pricing. All Microsoft products are
available from IT&T Department who license each copy ordered.
4.3.1 Software Policy
Under no circumstances will the pirating of any software be tolerated. No pirate
software is to be loaded on to any Company owned computer. No foreign software
is to be loaded onto any company owned computer unless specifically instructed by
IT&T Department Jakarta. The Project Manager is to make all his staff aware of
this mandatory Company policy.
Thiess are liable to a software audit at any time and the consequences of a
copyright breach have the implications of heavy financial fines and even jail
sentences.
4.3.2 Backup
An essential practice in management of computing systems is to regularly backup
high risk files (e.g. SITEMAN, Spreadsheets, Primavera, etc). Complete hard
drive backups are to be carried out using Norton Backup/Windows 95 backup or
similar software.
Where sites have a file and print server installed, these files should be saved onto
the servers hard drives (G: or H). The server should be backed up nightly and at
least one tape per week should be stored off site.
Due to the added risk of file losses due to power failures, etc. the frequency of
backup procedures on projects should be at least weekly.
It is recommended a backup log is kept outlining date, media, data backed-up,
person conducting back up, back-up confirmation and storage location.Often a
facility exists in packages for automatic backups to occur at preset intervals.
Software manuals should be consulted for directions on how to invoke these
facilities.
4.4 Modem Operation
Under no circumstances should modems be connected to Thiess network by anyone other
than IT&T Department staff.

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4.5 Security
Security of the software stored on a machine including working files should be facilitated
by the use of password systems, where possible.
Menus and Software packages currently used by Thiess have provision to restrict
unauthorised manipulation by means of password protection.
4.6 Power Conditioning
Project sites are notorious for poor quality power supplies primarily in the form of power
spikes and power failures.
Consideration should be given to obtaining a small uninterruptable power supply (UPS)
unit to protect the computer system. This relatively inexpensive unit will not only
condition the power supply to prevent spikes but will also provide sufficient power to the
system to quickly save the current work file in the event of a power failure.
4.7 Virus Scanning
To protect the huge Thiess investment in software and working files it is imperative that
all PC users scan all new diskettes, email or files transmitted from external source arriving
on the project using the approved package available from IT&T Department.
It is important that the system and hard drive be scanned on a regular basis.
Other packages may be used however it is advisable to contact IT&T Department to
ensure compatibility issues are addressed.
4.8 Computing Support
The first point of contact should be the site Computer Systems Officer should they be
unable to respond in a timely manner then the second point of contact should be the
Jakarta IT&T department.

4.9 Networking of Good Ideas for Improvement to Computer Systems

To enable good ideas to be adopted by the Company the following steps should be
followed:

 Contact Technical Services Indonesia

4.10 Hardware Configurations

Thiess Contractors Indonesia has Corporate Standards for hardware suppliers and
specifications. Information is available from IT&T Department if required

5.0 REFERENCES
TCI-PRO-SP001 - Procurement of Products and Services

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TCI-OPS-SP007 - Cost Control

TCI-OPS-SF163 - Thiess Software Order and Registration Form

6.0 ATTACHMENTS
Not applicable to this procedure

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