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RHD Operational Procedure Management Services Wing
MIS and Estates
OP/ME/1.3 - Procurement, Storage and Installation
Purpose and Scope :

This procedure covers the procurement and installation of hardware, software and services, and the storage of hardware and software in RHD.

The purpose of this procedure to ensure that goods services procured are specified, received, tested, stored and installed in a controlled manner to secure good performance and required functionality.
Definitions :

Responsibility :

The Superintending Engineer - has overall responsibility for ensuring adequate, trained personnel and logistic resources are available for effective procurement, storage and installation of MIS in RHD. This should be implemented in accordance with ICT guidelines (OP/ME/1.1) and the MIS annual plan and budget (OP/ME/1.2).

The System Analyst - shall stay up-to-date on market rates and software system developments. He shall specify software and/or services to be purchased, issue tender notices and evaluate suppliers as per RHD regulations. He shall ensure that his team conduct proper checks/tests of delivered software and/or services and proper and timely action is taken to complete warranty claims.

The Executive Computer Maintenance Engineer - shall stay up-to-date on market rates and hardware and network system developments. He shall specify goods and/or services to be purchased, issue tender notices and evaluate suppliers as per RHD regulations. He shall ensure that his team conduct proper checks/tests of delivered goods and/or services and proper and timely action is taken to complete warranty claims.

All personnel - have a responsibility to carry out work in accordance with the requirements defined in this procedure, to ensure MIS in RHD is utilised effectively.
Method :

All equipments, goods and services procured by the MIS team, whether hardware, software, network/communications equipment or systems, or services follow this same methodology as follows:

Specifications for MIS procurement should be in accordance with the ICT guidelines (see OP/ME/1.1) and within the annual MIS plan and budget (see OP/ME/1.2). The specification should clearly define and specify all requirements for the goods and/or services to be procured.
The tender notice and specifications are then issued and resulting bids evaluated. Different supplies should be evaluated considering their previous performance (if any). Prices should be checked against market rates for similar products and services. The evaluation should select based on value for money criteria.

All hardware, systems and software should be purchased and delivery taken to ensure:
Items are checked (and test run wherever possible) to ensure delivery is against both required procurement specifications, and any additional specifications supplied by the supplier (e.g. in the bid). If an item does not meet these specifications then replacement should be demanded.
Equipment should be installed at site of use. If this is not immediately possible it should be stored in a cool, dry and secure storage room and then installed as soon as possible.
Installation should ensure the user receives the equipments as per the specifications. The user should sign for this in the Tools & Plants account. The equipment should be test run and its usage demonstrated to the user. It is vital that all software and equipment installed is incorporated as intended and checked to ensure there is no conflict with other (existing) software and systems.
The Equipment Database (see OP/ME/1.4) should be updated for all changes in software, hardware systems and other MIS equipment procured, relocated or disposed (often when equipment replaced with new) within RHD.

Procurement of MIS services should follow a clear definition of what is required. This should include the services to be delivered, what time is available, what personnel input is expected and the required quality of work. Once a work order has been issued and response received a service agreement should be prepared. This will form the basis for the service to be undertaken.

Procurement and installation of hardware, software and equipment is of no use unless this equipment is subsequently used effectively, in accordance with its specification. Requirement for computer training (particularly for new users) should be identified by MIS and provided by MIS and Training & HRD Circle at the appropriate time. This would normally be immediately before or following installation of new equipment/software. All training completed should be recorded in the training database.

Some newly or recently installed equipment may fail or not be delivered in accordance with specifications. Also, repair, replacement or corrected services may be required later. This may be identified through user support services provided by the MIS circle or through the help desk facility (see OP/ME/1.4). All repair/replacement/corrective service or goods under the warranty period should be provided by the supplier without cost to the RHD.
References :

Procedure Flowchart :





For duties associated with each grade of personnel see


Updated on : 1/1/2004