SOP of Electronic Data Processing Dept.

Overview of EDP Department:

The electronic data processing is a sophisticated and independent part of an organization which uses the computers in recording, classifying, manipulating, and summarizing data collected from various sources and branches of the organization. It is also called Automatic data processing, data processing, or information processing. In the modern age, no matter the size of the organization, immense amount of information is generated every day that requires Electronic Data Processing. This data ranges from the obvious (documents and invoices) to the less obvious. Our organization collects and manages every bit of information generated during the day or just a selected set of data, it could benefit from a robust Electronic Data Processing strategy. Electronic Data Processing (EDP) is the digital management of databases, typically stored on a shared server and allow simultaneous access to all parties

Team Structure:

  1. A) EDP Administrator –

EDP Administrator plan and direct the operation of the electronic data processing, train, supervise and evaluate the work of the computer operations staff. In planning the work of the department, EDP Managers evaluate the relative importance of various projects and determine job priorities. They review the requirements of each project, assign machine time and personnel to complete it, and coordinate all projects to produce a continuous work flow and meet deadlines established by the management of user departments. Since idle machines are expensive to the organization, one of the prime responsibilities of the EDP Managers is the effective utilization of all data processing equipment through scheduling.

  1. B) Software Coordinator:

Plans and coordinates the day-to-day fiscal, administrative, and operational activities of a narrowly defined funded program/project or set of funded activities. The program/project is usually focused on a single purpose, may be scientific, research, educational, or service oriented, and may exist as a discreetly funded subset of an integrated, grant-funded program activity. Duties typically include grant planning and administration, budget management and control, program implementation and administration, internal and external operational/administrative liaison, program marketing, and reporting.

  1. C) Programmers:

Designs and participates in the development, testing, and implementation of computer application systems; consults with current and proposed systems users on the feasibility of proposed systems and changes; analyzes ongoing computerization needs; identifies design alternatives; estimated cost and timing of systems modifications and new systems development; proposes computer based solutions.

Task Procedures and Responsibilities:

1)  EDP Administrator:

  1. Looking after E.D.P. Department
  2. Approval for New Systems in the Company.
  3. Approval and Sanction for New Server requirements.
  4. Managing duties of EDP Staff.
  5. Planning for Networking in newly built departments.
  6. Future requirements and contact between CEO and other department heads.
  7. Co-ordination between all departments.
  8. Rate procurement with the suppliers of IT materials.
  9. Responsible for implementing new projects like SAP etc.

2) Software Coordinator:

  1. Provides administrative support in the development, implementation, and marketing of program/project function.
  2. Serves as a principal liaison between students, faculty, and staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative issues; facilitates seminars, meetings, special projects, and problem resolution.
  3. Monitors and administers program/project revenues and expenses; may develop or participate in the development of funding proposals for the program.
  4. Collects and analyzes data; prepares scheduled and special reports; maintains program/project records and statistical information.
  5. Performs or delegates clerical and administrative support tasks, including creation, typing, and editing of program correspondence, purchasing documents, reports, program handbooks, and other publications.
  6. May perform specialized activities of a programmatic nature in direct support of the accomplishment of program objectives and protocol.
  7. May supervise and train lower level staff, student employees, volunteers, and/or interns, as appropriate.
  8. Performs miscellaneous job-related duties as assigned.

3) Programmer:

  1. Analyzes and tests computer programs or system to identify errors and ensure conformance to the standard.

    2. Consults with staff and users to identify operating procedure problems.

    3. Formulates and reviews plan outlining steps required to develop programs to meet staff and user requirements.

    4. Devises flow charts and diagrams to illustrate steps and to describe logical operational steps of the program.

    5. Writes documentation to describe and develop installation and operating procedures of programs.

    6. Coordinates installation of computer programs and operating systems, and tests maintains and monitors computer system.

    7. Reads manuals, periodicals, and technical reports to learn how to develop programs to meet staff and user requirements.

    8. Writes and revises program and system design procedures, test procedures, and quality standards.

    9. Reviews and analyzes computer printouts and performance indications to locate code problems.

    10. Modify the program to correct errors by correcting computer codes.

    11. Assists staff and users to solve computer related problems, such as malfunctions and program problems.





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