System Administration Report Essay Sample

System Administration Report Pages
Pages: Word count: Rewriting Possibility: % ()

The system administration report that I am doing will be based on a four star hotel called the Moat House. There are numerous reasons for the choice of this hotel, as it will give me a chance to find out how a hotel is managed with the aid of ICT. The Moat House operates in the commerce industry where it aims to provide a service to the community. The Moat House is suited in an ideal location close to M25; with scenic surroundings it is a matter of convenience for the customers.

As the hotel industry is becoming highly competitive, the hotel aims to offer low rates and high quality service at the same time and build a respectable reputation. It operates in small area and aims to dominate the market in the area they operate. The hotel is busy through out the week, especially on Friday’s and the weekends where it is fully booked. The hotel is an ideal place for weddings, parties and conferences with numerous halls and conference rooms. The hotel has also started advance bookings for Christmas and New Year parties. The hotel generates its main revenue from booking and reservations for weddings, conferences, and parties. The Moat house is attractive to a variety of businesses, ranging from small to big companies such as JCB, Argos and GEC for their conference rooms.

My investigation will include a schedule of the system administrator daily tasks in the hotel. The Moat house is split into different departments where different aspects of the administration are used. Those departments are Reception, Management, Finance and Administration. The hotel has 12-networked computers spread about in different department. It uses a client server network, which will be further discussed in the report.

The Moat House uses one main application and that is IGS hotel booking system. The application is on the server and each department has access to application in their own computer. The application is useful and effective to the hotel. The application has numerous options such as:

– What rooms are available and when;

– Reservations for customers can be made;

– Customer details, E.g. way of payment;

– Length of stay;

– How many occupants in a room;

– What rooms they have booked.

The application is split into four main sections that have many function listed in them:

Registration

– Check in with reservation

– Change guest

– Display/ Change

– Room change

– Re-check in

– Guest name search

Status

– Show arrivals

– Room availability

– Show departures

– Show rack

– Room status scan

– Set room conditions

– Show house status

Cashier functions

– Post to folio

– Batch Posting

– Check out

– Print statement

– Shift report

– Posting Scan

Other functions

– Reservations

– Housekeeping

– Building maintenance

– History & marketing

– Conference diary

– Other

– Log of system

Invoice: This is taking and adding up the whole bill and printing it out using a Hewlett Packard DeskJet 890c. The invoice is then recorded and sent to the finance department.

Main source information

The main source of information came from two people, Mr. Mark Lewis, manager of the hotel and Mrs. Inge Rutten, system administrator of the hotel. I will hold close contact with these people, asking them questions related to the administration of the business. As both of them are heads of their departments, vital information can be obtained to extend on the investigation. Mr Lewis is responsible for the day to day running of the business, and Mrs Rutten is responsible for the network, and the people that need to be trained to use the software package available to them and help them combat any technical faults they can come across.

Investigation topics

The following is a list of what will be covered in the report:

Management procedures

– How often are meetings held in the It department at the hotel?

– How does the hotel do about when purchasing new equipment, hardware or software?

– How many times does the IT department have to write reports for management?

Monitoring Processes

– What day-to-day checks are made to the IT department?

– How is hardware and software kept to date?

– What actions are taken, if the main server is found not be functioning?

– When and how are audits carried out?

Training Processes

– How is training carried out in the hotel?

– How is the necessity of training assessed?

– How are the benefits of training assessed?

– What are the costs of carrying out the training scheme?

– What type training is used in the hotel?

Security Issues

– What different levels of security are there in the hotel?

– What threats are there to the system?

– What physical forms of security are there for IT systems?

Administrative Procedures

– What does the system administrator carry out the general procedures?

– How are side line items such as printer ink and paper purchased?

– Are records kept for software and hardware?

Backup Procedures

– How do you know which data should be backed up and which shouldn’t?

– How is data backed up?

– What processes are performed?

Social and Moral Issues

– How are user desks laid out to reduce eyestrain and RSI?

– What is the hotel misuse act?

– What guidelines are set out for the use of VDU’s?

Proposed headings for the report

Management procedures: The usage of ICT for budgeting and structure of the organisation.

Monitoring processes: The regular checks that are carried out by the system administrator as well making sure the network is working smoothly.

System Analysis: The hardware and software that the hotels uses and that employees work on.

Training procedures: The different types of training provided by the hotel along with a feedback session to show how effective the training programme was.

Security issues: The security features of the hotel, is it well organised and well secure from potential threats.

Administrative procedures: How consumables and other equipments is purchased or organised and how they are kept, and the general work of the system administrator.

Backup procedures: What data is backed up, and how and when, is at regular intervals or the end of every working day.

Social & moral issues: The health & safety act at the hotel, and the legal stance of the hotel misuse act.

History of gathering information

Date

Action

18.10.02

Send a letter to the hotel, outlining the tasks involved within the coursework. I explained what my intentions in regard to the coursework and what my aims are.

23.10.02

Received a letter from Mrs. Rutten, agreeing to let me carry out my coursework with the Moat House. Send a questionnaire through e-mail, received the reply’s on the exact same day.

27.10.02

I rang Mr. Lewis to arrange a date and time with to conduct a questionnaire as well as observing the system administrator tasks.

29.10.02

Interview with Mr. Lewis regarding the role of management within the organisation and related to the use of ICT.

01.11.02

Observing the daily tasks of the system administrator for a given time. Interview with Mrs. Rutten about all the investigation topics which, includes security issues, training procedures, backup procedures etc.

See appendices for – interview and observation notes.

Report

The system administration report that I am doing will be based on a four star hotel called the Moat House. There are numerous reasons for the choice of this hotel, as it will give me a chance to find out how a hotel is managed with the aid of ICT. The Moat House operates in the commerce industry where it aims to provide a service to the community. The Moat House is suited in an ideal location close to M25; with scenic surroundings it is a matter of convenience for the customers. As the hotel industry is becoming highly competitive, the hotel aims to offer low rates and high quality service at the same time and build a respectable reputation. It operates in small area and aims to dominate the market in the area they operate. The hotel is busy through out the week, especially on Friday’s and the weekends where it is fully booked. The hotel is an ideal place for weddings, parties and conferences with numerous halls and conference rooms. The hotel has also started advance bookings for Christmas and New Year parties. The hotel generates its main revenue from booking and reservations for weddings, conferences, and parties. The Moat house is attractive to a variety of businesses, ranging from small to big companies such as JCB, Argos and GEC for their conference rooms.

My investigation will include a schedule of the system administrator daily tasks in the hotel. The Moat house is split into different departments where different aspects of the administration are used. Those departments are Reception, Management, Finance and Administration. The hotel has 12-networked computers spread about in different department. It uses a client server network, which will be further discussed in the report.

The Moat House uses one main application and that is IGS hotel booking system. The application is on the server and each department has access to application in their own computer. The application is useful and effective to the hotel. The application has numerous options such as:

– What rooms are available and when;

– Reservations for customers can be made;

– Customer details, E.g. way of payment;

– Length of stay;

– How many occupants in a room;

– What rooms they have booked;

– Print the bill for a customer.

This IGS booking system is bespoke software that means it is specially written for the firm. Therefore the users get to input ideas into design but once the software has been written with only small changes can be made.

The application is split into four main sections that have many function listed in them:

Registration

– Check in with reservation – to confirm if a reservation has been made.

– Change guest – entering a new guest when he previous occupant has left.

– Display/ Change – shows the new guest.

– Room change – data input for any room change.

– Re-check in – verification of data.

– Guest name search – query formed to find a specific person.

Status

– Show arrivals – Number of arrivals in the hotel on a weekly basis.

– Room availability – Shows how many rooms are available.

– Show departures – Number of departures in the hotel on a weekly basis.

– Show rack –

– Room status scan – How maintained is the room and is it ready to be re used.

– Set room conditions – Control the conditions of the room.

– Show house status – What status is the hotel in.

Cashier functions

– Post to folio

– Batch Posting

– Check out

– Print statement – print out a statement of the customer bill.

– Shift report

– Posting Scan

Other functions

– Reservations – Making reservations.

– Housekeeping – Schedule for Housekeeping.

– Building maintenance- what is the value of the building: fixed asset.

– History & marketing – a brief description of particular topics related to marketing of the hotel.

– Conference diary- a schedule of all the conferences being hold for the past month.

– Other

– Log of system

Invoice: This is taking and adding up the whole bill and printing it out using a Hewlett Packard DeskJet 890c. The invoice is then recorded and sent to the finance department.

This screenshot shows the main menu of the IGS booking system. All the employees in the hotel, particularly in reception, accounts/finance and sales, use it. There are a variety of options to choose from and is not only limited to the reservation of rooms and customer checking in and out but also keeps up with conferences with its very own conference diary. The system is operated using a PC peripheral such as the keyboard.

This screenshot is useful to the hotel employees as it gives the account of the room availability. It shows what type of room is available, who are the occupants and how long is their period of stay. This data is particularly useful to Reception as they can arrange what rooms and available and when. Again the keyboard operates the system.

Management Procedures

All the members of staff fall in one of these departments:

– Management

– Accounts/Finance

– ICT Systems

– Sales

– Human Resource Management

– Administration

Organisational Chart

Mrs. Inge Rutten is the system administrator of the business where her role involves:

– Trouble shooting

– Training people how to use ICT

– Backing up information

– Allocating passwords and user names to each member of staff

– Monitoring use of internet and e-mail

– Checking for any viruses

– Installing new hardware and software

All these tasks are the basic set ups of the infrastructure of the system, making sure there is a smooth and effective network in operation within the hotel. Mrs. Rutten as with all heads of their departments directly feeds information to the manager of the hotel – Mr. Mark Lewis.

The manager is in charge of all the departments and delegates’ responsibility and authority to its head of departments. This delegation of responsibility can be a benefit to the hotel as it can to a motivational factor for each employee. There is zero budgeting in placed so that whatever each department spends a pound on, it will need permission from the manager. Hence, if Mrs. Rutten wants to purchase a new software and hardware, she will need to produce a report on why she needs this new software and hardware, what are the pros and cons and if possible set up a test environment on running the software and hardware.

All departments have to follow a set of procedures in order to stabilize an effective working environment by the management. No matter if it’s a departmental head or an employee all of them have to follow the rules. In each department there are specific rules and regulations to follow and so each departmental head will have to ensure that these strict rules are being followed.

Every department have set up their own short term and long-term objectives in order to provide a clean and concise direction for each employee. The account/finance department has a short-term objective of reaching a minimum level of break even, where as a long-term objective would be the survival of the business. A budget is balance sheet and cash flow forecast is set up on a monthly basis in order to show the business assets (what the business owns) and liabilities (costs of the business) and also how much money is coming and going out. Also a profit and loss account is produced every three months in order to show how much profit or loss is being made.

There are regular meetings held with departmental heads. Any issues or problems will be discussed in these meetings. In order to solve the problem all the members of staff will discuss ideas together in order to bring about a solution. As Mrs. Rutten is very experienced in her field most member of staff will directly speak to her on a professional matter such as career progression or official complaints as well as dealing with personal matters. If there is something that is out of her scope, then she has the power to take managerial responsibility. They will also be discussions on the future of the business such as discussing new ways of increasing profit and upgrading each department to enhance performance of the business such as the ICT additional needs of hardware and software. After thorough discussions of the different proposals between the departmental heads, the proposal will be sent to the manager who will review and then make a decision. Mrs. Inge Rutten is the System Administrator and so represents the ICT department and her aim would to further improve her department and set up a proposal for additional software and hardware.

Monitoring Processes

At 7.00 am, every morning there are various routines that are carried out to ensure that all the PC peripherals such as printer and server are working properly and efficiently. It is vital for the server to work efficiently without any technical fault. The table below shows a summary of what Mrs. Rutten has do every morning:

Time

Action

7.00 am

Disconnect server from network. Check back up log file to see if backup runs okay. If okay, proceed, if not then investigate and re-run back up if required.

7.20 am

Label and back up tape with date and time and insert new backup tape.

7.30 am

Change backup scheduler dates to run backup tonight.

7.40 am

Check all services are running on server and allow user access.

As it is one of the objectives of the ICT department, it is essential for the network server to be in operation and working effectively. Mrs. Rutten checks every employee’s workstation for any technical faults in regards to the software and hardware. It is also her duty to make sure that the data is kept up to date and is not redundant (repeated twice). If there is a fault that is out of her capability then a maintenance company is called to solve the problem.

In the morning, the hotel is at its busiest, with various things going on such as customer checking in and out. Therefore the IGS booking system is at its busiest and needs to be operational. The IGS booking system is an important application because of its different range of options that makes it usable for different purposes. It is essential though, if the network does not seem to be working, there is a backup server with IGS installed on for the hotel to use without any problems.

One of the tasks for the system administrator and her department is the responsibility of the equipment such as hardware in a good condition. Therefore all workstations have an audit. In fact, all software and hardware on each workstation have an audit so to keep a check on what on the machine. Mrs. Rutten and her associates would go around each workstation in the hotel to analyse the condition and the machine is in full operation. If any sort of hardware or software is missing that Mrs. Rutten would contacted and she would pass it on to higher management to proceed to appropriate action.

There are other general tasks that are normally carried out by the system administrator such as checking for paper jams or if the printer has run out of ink. Each morning a test page is printed out to see if the printer is working and that there is no leak with the connection between the computer and the printer. Another job is checking for viruses for the whole system using the Norton Antivirus program as a matter of procedure. It is also the system administrator job to check the content on the Internet that the employee’s has used and check the use of e-mail.

System Analysis

Work Environment

The working environment in the hotel is at a good condition. High standards are enforced in order to make sure a comfortable condition is being in placed to maximise productivity for each employee. This is important as 80% of employees of the hotel use the computers. Therefore it is essential that the conditions is of comfort for the employee and must be improved upon. As there is a risk of diseases such as Repetitive Strain Injury (RSI), eyestrain, back trouble, stress & fatigue and tripping over wires that can cause a safety hazard. RSI is particularly common to those who use the keyboard constantly, this leads to rheural arthritis and employee can sue a hefty amount to the hotel for compensation. As a result the management is seeking new ergonomics keyboards that are especially built to reduce RSI, padded chairs to reduce back trouble and improve seating posture, and special VDU screens to reduce eyestrain.

Hardware Specification

The entire network uses Pentium III 500 MHz processing chips, along with the use 128-mega byte of RAM. The storage capacity of the computers is 15 gigabytes. The hard disk is has an equal partition, but one side runs the necessary software such as the operating system and main application IGS booking software. The other side is used for other applications. All computers use Windows 98 as their main operating system.

Software Specification

Each department of the hotel have their own different applications that are relevant to that department only. The main application that all departments have access to is the IGS booking software. The system administrator has access to all applications to check their purpose and has specified software to various departments such as the Accounting/ Finance department will use Sharp – hotel bills and not the Human Resource department. There is mail server software that collects all the e-mails and checks the content of the e-mails being done by each employee. In appropriate use of e-mails can result into punishment.

Search For The related topics

  • administration
  • Olivia from Bla Bla Writing

    Hi there, would you like to get such a paper? How about receiving a customized one? Check it out https://goo.gl/3EfTOL

    sample
    Haven't found the Essay You Want?
    GET YOUR CUSTOM ESSAY SAMPLE
    For Only $13.90/page