Page 30 - VYSNOVA PROGRAM MANAGEMENT GUIDE V1.1

Information Technology (IT)

1. Identify by computer name and usual user(s), all Computers on your LAN. Document this with an
Excel spreadsheet, and if possible, a physical network diagram based on your floor plan(s)
2. Carry out all Microsoft Operating System Updates
3. Carry out all Microsoft Office Updates
4. Carry out all Anti-Virus definition updates and run a full system scan
5. Do a full hard drive defragmentation of the computers
6. Ensure cybersecurity standards are met
7. Support current installed software
8. Installation of new software

Inventory
Software

The Vysnova IT Liaison will conduct quarterly license inventory checks in coordination with the PM. The
PM should check the records sent by the IT Liaison to ensure that all active licenses are being used by
current staff. This includes all Outlook email licenses as well as software licenses such as Microsoft 365,
Adobe Acrobat Pro, Smartsheet, and any other project-specific software. By the last day of each quarter
(i.e., March 31, June 30, September 30, December 31), the PM or their designee should send a list of
their deactivation requests or a notification that all active licenses are in use to the IT Help Desk, copying
the IT Liaison.

Hardware
The IT Liaison keeps record of all IT equipment for Vysnova. The PM will conduct a biannual physical
inventory of all equipment to verify the accuracy of the IT Liaison’s records and update the condition of
each piece of equipment. This process will help reveal inconsistencies in the records and updates to the
condition and location of the items, among other necessary information.

Project Closeout
The IT Department will advise Project staff on appropriate methods of archiving data and properly
erasing sensitive information from IT equipment before it is removed from the office at project close-out
and whenever staff is terminated.
Three months before the end of a project, as part of the Project Closeout Kickoff, the PM will discuss
with the IT Department and Vysnova IT Liaison to determine how to handle the project IT equipment,
whether they will be returned to the Home Office to be reused, refurbished, or donated. IT will advise
on proper procedures for each of these options at the Project Closeout Kickoff and any subsequent
closeout meetings with IT.
Depending on the type of equipment, it may be shipped back to the IT Department by DHL or Federal
Express. If the cost of shipment back to U.S. is high compare to the value of the equipment, it can be
donated to a non-profit entity. Before the disposal of the equipment, a backup will be coordinated with
the IT Department. This backup will be made of the documents folders including and even the Shared
Drive of all the information of the user and will be retained at least for five years. After the backup, the
IT Department personnel will proceed to erase the HD of the computer. All software medias and licenses
Copyright 2020 Vysnova Partners Inc. All rights reserved.

26