Regional ICT Champions ICT Audit Tool Kit

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1 Regional ICT Champions ICT Audit Tool Kit User Guide

2 Regional ICT Champions ICT Audit Tool Kit The tool kit has been designed to allow an organization to take stock in terms of ICT. ICT plays an increasingly important role in the day to day operations of nearly all organization so to have a clear idea of what is on hand is a key factor in efficient and effective service delivery. Split in to three distinct sections which can be used individually or collectively, the tool kit has been developed to be easy to complete but at the same time able to capture meaningful data that highlights areas that need to be addressed. The Tool Kits 1. Organization Audit Tool Kit 2. ICT Health Check and Equipment Audit Tool Kit 3. Training Needs Analysis Tool Kit 1. Organization Audit Tool Kit This collects some basic information about the organization Who You Are Where You Are How Many You Are Your Vision, Mission And Goals What ICT Support You Have What Your Backup Process Is What ICT Policies And Plans You Have Your Current ICT Strategic Usage Plan (as a template if there is not one) Based in Microsoft Word this has been saved in two formats *.doc (Windows 2003 and older) and *.docx (Windows 2007 & Windows 2010) The *.docx version uses forms to make its completion as easy as possible. The *.doc is laid out in the same way but doesn t use forms but is still straight forward to use. This is also designed to become the framework of the overall audit report. When printed out there are sections at the back which are where the PC audit summaries and the skills audit summary can be filed. PRINTING INSTRUCTIONS Print whole document when completed

3 2. ICT Health Check and Equipment Audit Toolkit This tool kit captures data about your ICT infrastructure and produces a report that highlights which PCs may need replacing or upgrading. The sections on PC specifications and Server Specification will score each PC out of 5 and Server out of 10. The higher the score the less remedial work needs to be done and to further highlight areas of concern the back ground of the results cell will change colour. Green All Good nothing needs doing Yellow OK - may need a little bit of work but nothing serious Red Problems need to be addressed, these may be some simple housekeeping and upgrading OR needs to be replaced! The same system of highlighting is used for Hard Drive Free Space (below 20% and the performance of the machine will be compromised) Anti-Virus Software to mark those that don t have any AV software! Also providing sheets to capture what printers you have on site, make, model, type, location Details about broadband provider, web and hosting, router settings and if present wireless network details. PRINTING INSTRUCTIONS: Print the following worksheet when you have completed entering the data; PCs Server Printers Broadband Web You can also print out these sheets blank so you can record the information manually either to collect the information before entering it on to the relevant spreadsheets, or to keep as paper based record.

4 3. ICT Training Needs Analysis Audit Toolkit An organizations most valuable asset is its staff and staff with the correct skills to perform their jobs as efficiently as possible are an even more valuable asset. This tool kit captures the skill levels of individuals and produces a score and training need indicator based on the relevance of that application to that person s role. The tool kit comes with 10 preconfigured Training Needs Analysis (TNA) Worksheets if more are required use a second copy of this tool kit, and again if more needed etc. The individual worksheet has been configured to be printed out as an individual record once completed. There is a self-populating summary which will form the skills register. The training needs analysis assesses five key competences; 1. General PC Skills 2. Word Processing 3. Using Spreadsheets 4. Using 5. Using the Internet PLUS 6. A separate Skills Audit Document on social media skills and awareness has been included as this is an area that is gaining in interest and can prove to be a very useful tool if used in the correct way. Each of the Five Key Areas has ten skills to assess ability on a level from 1 to 5 (5 being the highest level of ability) To counteract low scores in Key Areas which have little or no relevance to an individual is asked to indicate how important each of these Areas is to performing their job on a score from 0 to 3 (3 being the highest level of relevance and 0 no relevance at all). This relevance is used an index against which the need for training is calculated as a percentage score. The lower the score the less the need for training. If a Key Area is marked as 3 (highly relevant) then the Index is calculated as Relevance x Highest Skill Rating in this case 3 x 5 = 15 The scores for each Key Area are totaled and averaged and this multiplied by the Relevance Average Score x Relevance e.g. 3 x 3 = 9 The Training Requirement is calculated by finding the difference between the Index and the score Index (15) Score (12) = 3 then dividing this by the Index to give 0.4 or 40%

5 3. ICT Training Needs Analysis Audit Toolkit However where the relevance score is 2 and the index is 10 and individual that score an average of 3 for a section would have a training requirement of 10%. So although the average score was lower than that of the person with a relevance score of 3 whose training requirement was 40%, as that topic is less relevant the level of skill is more than adequate for what they need. Training Requirement Scores Explained 0% to 25% - There is no or little need for training in that Key Area 26% to 65% - Some training is required and the individual elements that make up the average score need to be analyzed to see what specific areas need to be addressed. Over 65% - Serious need of training! To aid with identifying problem areas a similar colour scheme is used to highlight the Training Requirement Cell; Green No Action Required Yellow May Need Some Attention (the higher the score the more the need for training) Red Training Needed! PRINTING INSTRUCTIONS: Print out any of the completed worksheets from TNA1 to TNA10 and these can be kept as skill records for the individual (and after that training run the same analysis again using a fresh worksheet and see how much improvement the training has made). Print out the TNA Analysis Sheet as this is the skills register which goes with the Organizational Audit. The Skills Records Sheets can be printed out blank and used to gather the information manually.

6 PUTTING IT ALL TOGETHER ICT Usage Policy Volunteer Agreement Social Media Usage Policy Etc. 3. Appendix One 1. Title Page PC Audit Summary Server Audit 4. Appendix Two Broadband etc. Printers Detail Sheet 2. Organization Audit 5. Appendix Three Skills Summary

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