Industrial Attachment Report

INDUSTRIAL ATTACHMENT REPORT

AT

INTEGRATED NETWORKS AND COMMUNICATIONS LIMITED

REPORTING PERIOD:

07/03/2013 - 19/04/2013

SUBMITTED BY:

MARY NYOKABI MUNGE

COLLEGE NO. 0551/10

BUSINESS FACULTY

ST PAUL’S UNIVERSITY

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS OF THE [BACHELORS

OF BUSINESS AND INFORMATION TECHNOLOGY] DEGREE AT ST PAUL’S

UNIVERSITY.

1

YEAR 2013

2

TABLE OF CONTENTS

TABLE OF CONTENTS............................................2

EXECUTIVE SUMMARY............................................3

ACKNOWLEDGEMENTS.............................................4

1.0 INTRODUCTION.............................................5

1.1 BACKGROUND TO INDUSTRIAL ATTACHMENT....................5

1.2 OBJECTIVES.............................................5

1.2.1 PROJECT OBJECTIVES...................................5

1.2.2 ACADEMIC OBJECTIVES..................................6

2.0 INTRODUCTION TO THE ORGANIZATION.........................6

2.1 HISTORICAL BACKGROUND..................................7

2.2 OBJECTIVES AND ESTABLISHMENT...........................7

2.3 ORGANIZATIONAL STRUCTURE...............................7

2.4 DEPARTMENTS, UNITS AND FUNCTIONS.......................8

2.5 BENEFICIARIES OF MY ATTACHMENT IN THE ORGANIZATION....10

2.6 SPECIAL REGULATIONS / MEASURES CONCERNING INTERNS.....11

3.0 DESCRIPTION OF ATTACHMENT.............................11

3.1 DESCRIPTION OF ATTACHMENT.............................11

3.2 REPORTING STRUCTURE AND HOW ASSIGNMENTS WERE CARRIED OUT

12

3.3 TOOLS AND EQUIPMENT USED DURING THE ATTACHMENT........12

3.4 DAILY/ WEEKLY REPORTS.................................13

4.0 IMPACT OF THE INTERNSHIP................................13

4.1 FINDINGS..............................................13

6. 0 APPENDICES.............................................16

3

7.0 REFERENCES..............................................19

EXECUTIVE SUMMARY

Intergrated Networks & Communications Ltd provides a broad

range of ICT supports, including design, management, and

deployment of relevant to your business needs to reduce your

costs, and increase your competitiveness in today's global

economy. Our strategic partnerships with leading ICT providers

allow us to leverage your business through high quality

services and solutions.

Intergrated Networks & Communication Ltd policy is to re –

invest in the business by empowering our support departments

with an array of tools that make the service delivery to every

to customers reliable and efficient.

The rapid development of information and telecommunications

technologies has an increasingly significant influence on the

strategies of companies as well as on the processes within an

organization. The subsequent complex adaptations affect

business models and corporate structures, not only

technological applications.

Our services for ICT management encompass a customer focused

strategy and organization consulting as well as the planning

and implementation of highly complex, network infrastructure

applications and services.

4

One of the major reasons why I choose my attachment at INCL is

because I am an employee in the organization.

My work description involves:

Ensuring that there is sustainable business revenue by

working on set targets.

Preparing weekly reports on sales and follow-up progress

in the sales department/customer relations.

Consistence communication with the customer to develop

good business relationship.

Sending weekly technical reports to customers.

Organizing and foreseeing sales meeting.

Prospecting in Government Organizations, NGOs and Private

Companies.

Evaluating, selecting, and working on promising tenders.

Attending sales meeting and service delivery evaluation

meetings with clients that are on contract with us.

ACKNOWLEDGEMENTS

This attachment was possible thanks to the cooperation and

support of a number of people, who have enabled me to gain

much more than what industrial aspects of the program could

have given. I am grateful to them all, and would like to

express his appreciation to the following people:

Mr. Octavian Sumba for sharing enthusiastically his experience

and knowledge in the Network security solutions and harness my5

marketing skills. I am sincerely indebted to him for His

support and assistance which has contributed to the success of

the project.

I express my appreciation to my lecturer Mrs. Lilian Mutai

for her guidedance throughout my Industrial attachment period.

To all of you who assisted me in way or the other during my

Industrial attachment period, God bless you.

1.0 INTRODUCTION

1.1 BACKGROUND TO INDUSTRIAL ATTACHMENT

6

In order to complete my degree in Bachelor of Business

Information Technology at St Paul’s University, an Industrial

Attachment is a compulsory unit that involves the application

of learned skills in an organization related to what we are

learning.

The benefits of Industrial Attachment include:

1) Exploring career interests,

2) Learning new skills,

3) Gaining work experience,

4) Developing a professional network and

5) Understanding workplace expectations.

1.2 OBJECTIVES

The objective of Industrial Attachment is challenge me as a

student to examine the values of the organization involved in

the experience, and to assess my education as it relates to

the Industrial Attachment.

1.2.1 PROJECT OBJECTIVES

The objectives of Industrial Attachments are:

Appreciate the importance of human relationships and work

attitudes.

Understand the constraints of working life and functional

relationships within and between organizations.

Be orientated towards work processes.7

Apply theoretical concepts and school based skills to

practice.

Develop work attitudes like curiousness, self-confidence,

maturity and self-reliance.

Obtain knowledge of potential careers and develop new

areas of interest

1.2.2 ACADEMIC OBJECTIVES

The industrial attachment academic objectives offer an

excellent way to;

learn more about a career

find out what it's like to work in your potential career

gain valuable experience to build your resume

get to know employers and make a solid network

receive credit for real world experience

Apply theoretical knowledge in industrial application.

Acquire skills in communication, management and team-

work.

Practice ethical and professional work culture.

2.0 INTRODUCTION TO THE ORGANIZATION

Intergrated Networks & Communications Ltd provides a broad

range of ICT supports, including design, management, and

8

deployment of relevant to your business needs to reduce your

costs, and increase your competitiveness in today's global

economy. Our strategic partnerships with leading ICT providers

allow us to leverage your business through high quality

services and solutions.

We strive to keep up with latest technology innovation in

providing solutions that meet client’s expectations.

Intergrated Networks & Communications Ltd is built on

traditions of trust, supported by our customer’s goodwill, it

is with this confidence that has helped us steer the ICT

revolutions without losing focus on the customer.

2.1 HISTORICAL BACKGROUND

Intergrated Networks & Communications Ltd was established in

the year 2008 to address to a unique market segment of

personalized, efficient and quality ICT service.

2.2 OBJECTIVES AND ESTABLISHMENT

The objectives of Intergrated Networks & Communications Ltd

are to meet our clients’ needs and expectations through

quality, analyzed solution provisions hence creating effective

communications channel.

2.3 ORGANIZATIONAL STRUCTURE

Below is the organizational structure

9

2.4 DEPARTMENTS, UNITS AND FUNCTIONS

Integrated Networks has 5 major departments namely Finance,

Marketing, Technical, Human resource and Administration.

10

Duties and functions of Finance Department

Preparation and compilation of Budget estimates in the

organization

Control of expenditure in the organization

Audit and Accounts.

All matters related to Banks and banking institutions.

Giving Loans and advances to employees

Policy matters/rules relating to pension.

Pay Sales Commission.

Billing and collecting money from our clients

Preparing the payroll and ensuring salaries are paid on

time

Financial analysis in the company to determine if the

company is making loss or profit.

Making clients orders as requested by the sales /

marketing department

Duties and functions of Marketing Department

Telemarketing of company products solutions and services.

Proper and consistence follow-ups of prospective customers.

Prepare weekly reports on sales and follow-up progress in

the sales department/customer relations.

Ensure customer satisfaction on continued service provision

and raise the alarm in case of churn alert.

11

Consistence communication with the customer to develop good

business relationship.


Companies.



meetings with clients that are on contract with us

Duties and functions of Technical Department

Network diagnosis and support

Alerting the sales department when the clients licenses

are due for renewal

Offering remote and telephone support to clients on SLA

Internet installation.

Ensuring Network securities and appropriate backups.

Troubleshooting Hardware and software problems.

Conducting Basic user training.

Perform On-site and Remote technical support.

Design And implementation of new IT inventories and

infrastructure

Managing and maintaining clients Networks by

administering security policies.

Conducting ICT equipment’s preventive maintenance.

Managing helpdesk.

Implementing of projects and ensuring proper

documentation is handed over to the clients.12

Sending of weekly /bi-weekly reports to clients on SLA

Duties and functions of Administration department

Ensure smooth running of the office by ensuring there is

enough stationaries, cleanliness, and ensuring bills eg

electricity and internet are settled on time.

Issuing of petty cash in the office

Raising of suppliers LPO

Ensuring the driver delivers clients orders on time

Issuing of job cards and network installation tools

Providing comprehensive administrative planning,

leadership and organizational development on all

departments

Evaluating performance of all department heads and their

operations

Administering all laws and policies established by the

City Council

Duties and functions of Human Resource department

HR Department is also involved in designing the Job

analysis and Job description for the prospective

vacancies.

Determining wages and salaries

Recruitment and Selection

Performance Appraisal13

Training and Development

Employee welfare and motivation

Addressing employees grievances

Labor management relations

Implementing organizational policies

Dismissal and redundancy

Managing of staff leave days

2.5 BENEFICIARIES OF MY ATTACHMENT IN THE ORGANIZATION

Customers

I was able to propose the latest advanced network security

firewalls to our customers by sensitizing the customers the

need to upgrade their security systems.

Manufacturers

I was rated number 4 best sales person country wide by Elite

Core Industry India who is the manufacturer of Cyberoam

firewall. I was also awarded with a shopping voucher worth Ksh

70,000 as appreciation in the month of March.

Employees

The employees at INCL benefited from my team work and also my

sales in put to the company.

2.6 SPECIAL REGULATIONS / MEASURES CONCERNING INTERNS

The interns must be above 21 years14

The interns should work for only 8 hours a day

The interns will earn a taxable income of Ksh 20,000.

The duration for internship is 3 months

The intern is entitled for leave days as any other

employees.

The intern is entitled for medical cover

3.0 DESCRIPTION OF ATTACHMENT

3.1 DESCRIPTION OF ATTACHMENT


the sales department/customer relations



Sending weekly technical reports to customers.

Organizing and foreseeing sales meeting.


Companies.




Managing the sales account by ensuring expired licenses are

renewed and collecting payment.

Managing the helpdesk by ensuring all reported issues are

solved by the technical department.15

3.2 REPORTING STRUCTURE AND HOW ASSIGNMENTS WERE CARRIED OUT

Structure of reporting in marketing department from bottom to

top

The Advertising unit and sales unit send reports the sales

manager who communicates direct with the managing director.

The managing director responds to the business director who

communicates to advertising and sales unit.

16

Managing Director

Business

development/ Sales

Advertising Unit Sales Unit

3.3 TOOLS AND EQUIPMENT USED DURING THE ATTACHMENT

Telephones for communication to staff, suppliers and

clients and telemarketing

Laptop for working and sending of proposals and responding

to mails

Internet for sending mails and research

Printer for printing proposals and other work related

documents

Business cards for marketing

Email address to facilitate communication with clients and

staff

Diary for planning activities e.g. meeting and planning for

other works to be done.

Company stamp and seal for tenders

3.4 DAILY/ WEEKLY REPORTS

Below is a list of daily and weekly reports sent to the

business development director

Weekly Sales report

Debt collection weekly report from all the clients that I

manage the account

Daily reports to customer on progress of their orders

17

4.0 IMPACT OF THE INTERNSHIP

Below is the impact of my internship:

It develops the practical and communication

skills/competencies of trainees.

It strengthens industrial/institution partnership.

It provides a nation-wide mechanism to address key skill

demand.

It provides employers the opportunity to give back to

society.

It enhances training.

It provides a mechanism for training institutions to

respond to identified areas of national key skill needs.

It develops the manual skills of trainees associated

with scientific and technological operations.

It develops the trainees’ personality and understanding

of individuals and groups in work situations.

It provides to the trainee background information and

experience in career choice.

4.1 FINDINGS.

Intergrated Networks & Communications Ltd thrives on the

challenge of high technology innovation and in order to meet

this challenge, their team has developed a strong proficiency

of technical skills to see them through this vision.

This is enhanced through often trainings that are conducted by

the manufacturers to understand and support their products 18

e.g. The manufacturers Cyberoam firewalls offer training to

their local distributors after every 3 months.

The skills and qualifications gained from the attachment are

as below

Marketing and prospecting skills

Network security and product knowledge

Writing of network security proposals

Working on tenders

Analyzing client’s needs and making recommendations

The responsibilities undertaken during the Attachment period

are;


the sale department /customer relations

Consistence communication with the customer to develop

good business relationship.

Sending weekly technical reports to customers

Organizing and foreseeing sales meeting


Companies

Evaluating, selecting, and working on promising tenders



19

Managing the sales account by ensuring expired licenses

are renewed and collecting payment.


solved by the technical department.

How the Attachment will influence my future career plans

Once am done with my BBIT studies at St Pauls University, I

will further by enrolling project management course to gain

project management skills which will help me manage the IT

project in future.

Relationship between the Attachment activities carried out and

the classroom

The relationship between class room and activities carried out

in the attachment is that in classroom we learn a lot theory

but in attachment you put the theory into practice.

5.0 SUMMARY

5.1 SUMMARIES OF ATTACHMENT ACTIVITIES


the sale department /customer relations



Sending weekly technical reports to customers

Organizing and foreseeing sales meeting

20


Companies

Evaluating, selecting, and working on promising tenders



Managing the sales account by ensuring expired licenses are

renewed and collecting payment.


solved by the technical department

5.2 PROBLEMS ENCOUNTERED DURING THE PROGRAM

Lack of technical expertise on firewalls and therefore I

was accompanied by a technical person all the clients

meeting

Transport management challenges since technical and sales

department are allocated one company vehicle.

5.3 SUGGESTIONS FOR IMPROVEMENT

The management should invest on buying another vehicle

which should strictly be used by the sales department.

Technical department should accompany sales department to

clients meeting since they have the technical know-how of

the product.

21

6. 0 APPENDICES

Sample of Daily Task

Department attached to: Business Development Department

Day Time Task / AssignmentDd/03/2013

Early Morning Planning for the day activities

through us of the diary Monitoring helpdesk and

responding to queries from clients.

Prompt response quotation and proposals on request by clients

Organizing for transport arrangement with the logistic department if I have a meetingin the course of the day

Sending the reports of the weekly report

Updating clients about deliveryof their orders

Late Morning Monitoring helpdesk and responding to queries from clients


Sales prospecting and sending out company profile to prospect

Prospecting to new clients and sending our company profile

Collecting payment from clientsthat I manage their account

Working on tenders if I have any

Afternoon Monitoring helpdesk and responding to queries from clients

22


Follow up on existing clients Scheduling for business

development meetings

Sample of Weekly Report Week Number:

5

Client’s details: Tenwek

Hospital

Type of

proposal

Dates

sent

Follow-up

Dates

Comments

Network

security

firewall

proposal and

computer

upgrade

quotations

6/02/201

3

7/02/2013 The IT Manager told

me to call him in one

weeks’ time so that

they can discuss with

the finance

department

14/02/2013 They requested me to

review the pricing

which I did and they

gave me the order.

23

Achievements/Completed

Activities

The client sent an LPO

Planned Activities Delayed

Deployment of the firewall delayed since it was the

period we were conducting the election and therefore the

activity was postponed till after election.

Planned Activities for Next

Period

Supplied the computers after 4th March which was the election date.

Deployed their firewall The next planned activity will be to improve their

hotspot since majority of their employees use laptops.

Topics for Management Attention

Most of the firewall that we sell have silence’s that expire

annually, I would request if we can also have a firewall

with no annual renewals which will be a cost saving to

customer.

24

7.0 REFERENCES

http://www.nta.gm/PDF%20files/5-Industrial%20Training/5.2-

Attachment/5.2.5c-INDUSTRIAL%20ATTACHMENT%20BROCHURE-1.pdf

www.inclnetworks.com

25

Industrial Attachment Report

Documents

Transcript of Industrial Attachment Report