The staff of the Tender Board should also follow all other procedures established for the management of computers and network systems, including those designed to control access to or use of data, files or other information on computers.
The employee's acceptance of the internal IT procedures and following the instructions contained therein will keep the information environment protected and safe for work practice.
3.Procedures for stationary and portable computers
1. All stationary and mobile computers will be programmed to be part of the domain / network (Domain) of the Tender Board.
2. All stationary and mobile computers must be connected to the domain of the Tender Board.
3. The IT department, through the technical support and networking section of the Tender Board, will support stationary and mobile computers owned by the Tender Board only.
4. Direct support will be provided for stationary and mobile computers within the premises of the Tender Board only.
5. Stationary computers (desktop) are the computer work platforms for the employees of the Tender Board, while laptops will be issued only to the board's management and specialists and with an official permit from the competent authority in the Tender Board.
6. The life span of stationary and portable computers is estimated by The Specialists of the IT department, and any device that requires replacement, the IT department will estimate the replacement budget, and the replacement will be carried out after the approval of the competent authority and the availability of the budget, but the purchase will be through the competent authority.
7. New stationary and mobile computers are delivered in a period usually ranging from (8 to 12) weeks.
8. The IT department retains ownership of all the IT assets of the Tender Board, and in the event that the employee leaves the board or transfers from one department to another, he must return all the IT assets to this department, and the concerned department must coordinate with the IT department in the event of the transfer or resignation of any of the council's employees.
9. The end user (employee) may under no circumstances modify the software or reconfigure the hardware, whether by himself, or using third parties.
10. The services department must make sure before handing over any stationary or laptop computer that the IT department has verified and checked the CPU.
11. Anyone who needs a laptop must fill out the form for this and obtain the administrative approvals indicated in the form, before executing the purchase order whenever the budget is available.
12. The Information Technology Department will automatically update the antivirus program for all devices connected to the Tender Board network.
13. All stationary and mobile computer applications should be installed by the IT department.
14. When ordering the purchase of any special application or program that departments need to carry out their usual tasks, it must be through the IT department after obtaining the approval of senior management.
15. All applications and programs installed in the Tenders Board's stationary and mobile computers must be licensed and the Information Technology Department must check the validity of licenses periodically.
16. Computers that are under maintenance with the supplier company are maintained by the supplier company, but computers that have expired their maintenance period are maintained and related to the replacement of hard parts (Hardware) in the IT workshop by a technical Support Engineer .
4.Internet procedures
1. The internet must be used for business purposes.
2. limited use of the internet for personal purposes is allowed, however, the consumption of IT resources for personal use should be kept to a minimum.
3. It is prohibited to use the internet for any illegal purposes or activities that violate the applicable laws in the Sultanate or could lead to the filing of a lawsuit/civil suit against the Tender Board or any of its employees.
5.E-mail procedures
1. all e-mail addresses and accounts associated with the Tender Board and intended for users are the property of the Tender Board.
2. The user is responsible for not revealing his email password to anyone.
3. The user should avoid inappropriate language when creating emails.
4. The Tender Board e-mail system will not be used for the following:
4.1 Engage in any illegal, unethical or indecent activities.
4.2 For any purpose not related to work.
The IT department has the right to examine the e-mail of any employee without his prior consent or informing him about this, if there is a belief that the employee is abusing the services of the official tender board.
5. Customize the email capacity for each user to no more than (1GB) and customize the size of attachments to no more than (36 MB)
6. The user is responsible for the results of misuse.
6.Printing procedures
1. all printers must be linked to the domain of the Tender Board.
2. all employees must use common network multi-tasking printers unless the allocation of a specific printer is approved by the competent body in the council.
3. Only users listed in the Active Directory are allowed to use printers. Therefore, all employees should be included in the Active Directory in order to be able to use printers .
4. Employees will be able to use all centralized printers distributed in all floors of the Tender Board building by (Follow Me system) for work flexibility.
5. User access to the printer is controlled and an effective security mechanism is provided to control the production of sensitive documents when required using:
oA card reader that is currently in place, or
oSecret number
6. Documents or hard copies should not be left exposed or unattended.
7. If the employee wishes to destroy any document, he must use the shredding machine distributed next to the central printers.
8. All decentralized printers will be withdrawn to reduce consumption, except for circuits where the system requires a backup printer.
7.Procedures for disposal of stationary and portable computers and printers
1. he director of the Information Technology Department is authorized to prepare lists for the write-off or disposal of old or damaged computers and IT assets.
2. The Director General of information and statistics is authorized to review the list of write-offs or disposal of old or damaged computers and IT assets prepared by the IT director before submitting it for approval.
3. The Director General of administrative and financial affairs is authorized to review the list of write-off or disposal of old or damaged computers and IT assets, and is authorized to recommend appropriate action.
4. The Director General of administrative and financial affairs is authorized to authorize the write-off or disposal of old or damaged computers and IT assets.
5. The director of the Information Technology Department is responsible for ensuring the cancellation of cancelled assets from the records when the Director General of administrative and financial affairs authorizes to proceed with the cancellation or disposal of old or damaged computers and IT assets, and he must send a copy of the cancellation form to the Department of Finance.
6. Decommissioned assets such as stationary and laptop computers and printers are sold to employees or others through a public auction after removing the hard disk from the devices, and the financial and Administrative Departments of the Tender Board must follow up the process.
7. Hard disks or any other electronic storage media must be reformatted to erase the data and information in them and then physically destroy them through the usual means and in safe ways.
8.The procedure for using the wireless network for guests
1. the granting of the use of the wireless network ( Wi-Fi) is limited to the guests of the council from government agencies or private sector companies for work-related purposes only. There is a form for the guest to fill out, it is signed by the general director of the host Department, and the relevant employee for the period indicated does it with the form.
2. The IT staff will prepare a weekly audit report to verify any guest who has been connected to the wireless network for more than five days and they should prepare a report to be handed over to the general manager concerned with the guest for clarification and action if necessary.
3. The employees of the Tender Board will not use the wireless network service (Wi-Fi), but some employees from the IT department ( authorized by them) will test it and make sure that it is ready to work all the time.
9.Password actions
1. the password must consist of ( 6 - 8 ) symbols, and it is recommended that it contain numbers and letters, some of which are uppercase (Latin letter).
2. The employee should not write down his password on the desktop or anywhere to ensure that it does not fall into other hands .
3. The IT department must ensure that the end user (employee of the Tender Board) changes the password via the internal network after every (45) days.
10.Backup procedures
1. the IT department shall perform routine backup of all systems connected to the network.
2. Users should make sure that their important data is stored in a password-protected shared disk.
3. The IT department should ensure that the backup storage media is kept in a secure off-site location.
4. The IT department must ensure that the backup files are restored periodically to verify that they remain usable.
11.The procedure for using smart devices
1. if the connection to the Tenders Board network is made through a smart device such as phones or any other device, it is necessary that any wireless connection for the performance of the business be used appropriately, reasonably and ethically.
2. Limit the use of smart devices and cell phones in the Office of the president of the council or the Office of the secretary-general .
12.Employee responsibility
1. employees shall take appropriate precautions to prevent damage or loss of tenders board stationary and mobile computers at their disposal, and the employee will be held responsible for the cost of repair or replacement of assets that were damaged or damaged as a result of negligence.
2. The Tender Board provides authorized employees with laptops for official use. These devices may not be lent or allowed to be used by others such as family members or friends.
3. The end user (employee) is responsible for saving his important documents in shared disks to ensure their backup preservation. It is the user's responsibility to ensure that his documents are password protected to keep the documents confidential.
4. Users must follow the screen saver procedure, meaning securing computer screens when moving away from them using a screen saver with a password, before the employee leaves his device.
5. It is strictly forbidden for employees to download and install applications and programs from the internet.
6. Each employee must not disclose any password that he uses to any extent whatsoever.
7. The IT department must be notified when any fixed IT assets are transferred from one place to another and this must be done under the supervision of the IT department.
8. It is strictly forbidden to use mobile phones to photograph documents and send them via social media or the World Wide Web .
9. In the event that an employee violates the conditions set out in this document or intentionally fails or neglects to maintain the devices and data, those concerned with the council have the right to take legal action and administrative accountability against him.