Xerox, Computers & Electronic Maintenance Committee

The objectives of the Computer Maintenance Cell are:

1 Maintenance of the Xerox servers, computer systems, internet connectivity, back up of data

2 Multimedia Projectors, printers, Wi-Fi, LAN, renewal of licenses and Xerox services.

3 To ensure optimal utilization of computing facilities and allied resources.

4)To upgrade the systems if and when required.

5) Find scrap and collect it .

1 Guidelines For Setting Up New Computing Laboratories And Installation.

1. The specifications and the requirements relating to Computer,Xerox hardware and software would be given by the respective Head of the departments.
2. A proposal highlighting the above would be submitted to the Management, through the Principal.
3. The procurement of the requirements mentioned in the proposal, would be initiated after securing budget approval from the Management.
4. After Budget approval, the institute would arrange for inviting quotations and prepare comparative costs / pricing statements with the information received from various (Vendors) enterprises.
5. The quality of the brand/product, service support, costs and pricing would be reviewed for placing Purchase orders.
6. The Chairman of Maintenance of Computer Committee and Principal would involve in the process of technical specifications and price negotiations. The finalized report after appropriate review and negotiations would be submitted to Principal. The Chairman and Principal would finalize the vendors after personal discussion with them. The orders would be placed only to the approved vendors by the management.
7. In the order, terms and conditions should be clearly mentioned in the purchase order. During the delivery of Computers / Hardware / Software / equipment the following procedures need to be followed. First Gate entry should be made in the invoice, Second, it should be entered in the main store stock register, Third, store keeper must transfer the items to the concerned department.

8. In the department, the conditions of the delivered 3 equipments should be checked by the concerned lab in-charge / instructor / faculty in charge and HOD. Then, the bills would be verified and the details relating to Computers / Hardware

/ Software / equipment delivered, must be entered in the Lab / Department stock register.

9. After verification of bills (Invoice) and the equipment the Department would forward to stores and accounts section.

10. Before forwarding, the department would ascertain the pending issues, if any, with the equipments already supplied by the company. After confirming that there is no pending issues the company the department would authenticate the payment of the bill.
11. The account section may pass the bills to the Management for payment approval, after checking the bills with purchase order and also verifies the advance amount paid, if any.
12. The payment information must be communicated to the HODs by the account section or
13. the HODs must enquire about the status of the bill payment in the office for their information and records. For the purchase of consumables such as printer cartridge, stationeries, if required, the lab in-charges and HODs must submit the price list along with the list of items to be purchased for approval.
14. The price list or quotation should be obtained from minimum of two or three shops / Before the installation of computers and commissioning of the computer laboratory, the necessary arrangement for networking would be carried out by an outsourced agency.

2 Guidelines For Servicing

1. Whenever problems occur with computer hardware or software the respective lab-in Charge / faculty member has to submit the computer service call form to the System administrator, through their respective HODs with authorization by Principal.
2. The System administrator would attend the problem and rectifies the same, if it could be set right with the regular / minimal service. If, there would be any failure of Hardware resulting in replacement of spares, the purchase request through the respective Hods would be submitted by system administrator.
3. Quotations would be collected from varied vendors / suppliers and should be submitted along with purchase / service request to the Principal for approval.
4. Once approved, the parts would be purchased and after ensuring normal functioning for the Hardware the accomplishment of service request would be confirmed and hence closed. After service column in the computer service call form would be closed, once the problem has been

1. A log book for recording the daily activities in respect of servicing / maintenance would be maintained. The items that cannot be serviced would be made obsolete. The usable parts / component/ module / board in the condemned systems would be re-used in other systems, if it requires specific replacement.

3 Guidelines For Up gradation

Requirements for up gradation such as RAM, motherboard, CMOS battery etc., would be· given by the lab in charge through their respective HoDs and authorized by Principal On approval of the management, the system administrator ensures the upgrading of· Computers, after purchasing the necessary components by following the appropriate purchase procedures.

4 Utilization Of Computers

For utilization of computers, the users have to make an entry in the log register, kept in

• each computer lab. The user should not plug in their external drives without prior
• The respective user would be held responsible for any damage or malfunction of the

• computer, if it happen during his / her course of usage. The user should not claim any loss of data saved in the desktop

.· The user should not install /uninstall/delete any data or software in the desktop assigned

,· during the lab Sessions (hours). For using the computers after the working hours, the students should get permission from· their respective HODs.

5 Maintenance Of Stock (Computers)

Stock registers have to be maintained for each computer laboratory separately

• . Each entry should be signed by the staff in charge of the laboratory and the HOD concerned. Whenever a new staff member takes in-charge of a laboratory, he/she should take it, from
• his/her predecessor after physical verification as per the entries in the stock register. If there is any discrepancy, the fact should be reported immediately, to

the Principal, through the HOD. If a staff member-in charge of a particular lab has availed long leave, HOD should make alternate arrangement immediately to entrust the stock to another staff member. The newly entrusted staff member should take possession of all the stocks immediately and the HOD has to report the fact to the Principal. Any breakage or damage of an item during its use should be immediately recorded, against the item mentioned in the stock register. This should include the reason for the damage and any breakage fees to be collected from the staff member / student whom so ever is responsible for the damage.

• In case of expensive items, the matter should be reported to the Principal immediately for its recovery through breakage fees (levied upon students). For inexpensive items, the breakage fee should be collected after the completion of all practical classes during the respective semester. Similarly, loss (theft) of any item should be recorded in the register and reported to the
• Damaged, the specified the item has to be removed from the stock register in concurrence with orders of the Principal. If any old item has failed beyond repair and could not be set right for use, the same can be condemned after obtaining approval from the Principal.
• This has to be entered in the stock register. No transfer of computer/equipment/accessories from one lab to another lab (even within the same Department) should take place without prior permission of the Principal.
• As and when such a transfer has been made, a note against the item mentioning the date of issue, date of receipt and other relevant particulars, should be made in the respective stock register of the laboratory.
• If any computers/equipment has been found to be not functioning within the guaranteed period, the respective company should be informed and called upon for initiating the process of rectification at the earliest.

• Periodic service and maintenance of computers/equipments would be The necessary action should be taken by the lab incharge/system administrator with the approval of HOD and Principal.

6 Stock Verifications

Unscheduled / Uninformed checks on stocks (Computers) would be carried out by the HOD in his/her Department at least once in a year Principal checks..

Summary point of view

1. Timely up-gradation, replenishment, repairing and replacement of the resources (computers) and services. Setting standardized maintenance and utilization procedures for Computers (resources)
2. Reducing the occurrence of accidents at workplace thereby ensuring safety
3. Ensuring effective utilization of computing resources for academics, training and administrative purposes.

• Xerox, Computers & Electronic Maintanance Committee 2022-23
• Xerox, Computers & Electronic Maintanance Committee 2020-21