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.

YEAR 2013

1
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
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
2
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.

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
3
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 my 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

4
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.
 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
5
  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 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.
6
2.3 ORGANIZATIONAL STRUCTURE
Below is the organizational structure

2.4 DEPARTMENTS, UNITS AND FUNCTIONS

Integrated Networks has 5 major departments namely Finance, Marketing, Technical, Human
resource and Administration.

7
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.
 Consistence communication with the customer to develop good business relationship.
 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

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
8
  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.
 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
9
  Recruitment and Selection
 Performance Appraisal
 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 years

 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.
10
  The intern is entitled for medical cover

3.0 DESCRIPTION OF ATTACHMENT

3.1 DESCRIPTION OF ATTACHMENT

 Prepare 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
 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.

3.2 REPORTING STRUCTURE AND HOW ASSIGNMENTS WERE CARRIED OUT

Structure of reporting in marketing department from bottom to top

Managing Director

11 Business development/ Sales

Manager
 Advertising Unit Sales Unit

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.

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

12
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 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

13
The responsibilities undertaken during the Attachment period are;
 Prepare weekly reports on sales and follow-up progress in 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
 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
 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.

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
 Prepare weekly reports on sales and follow-up progress in the sale department /customer
relations
 Consistence communication with the customer to develop good business relationship.

14
 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
 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

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.

6. 0 APPENDICES
Sample of Daily Task
Department attached to: Business Development Department

Day Time Task / Assignment

Dd/03/2013 Early Morning
 Planning for the day activities through us of the
diary

15
  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 meeting in the
course of the day
 Sending the reports of the weekly report
 Updating clients about delivery of their orders
Late Morning  Monitoring helpdesk and responding to queries
from clients
 Prompt response quotation and proposals on
request by clients
 Sales prospecting and sending out company
profile to prospect
 Prospecting to new clients and sending our
company profile
 Collecting payment from clients that I manage
their account
 Working on tenders if I have any
Afternoon  Monitoring helpdesk and responding to queries
from clients
 Prompt response quotation and proposals on
request by clients
 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 6/02/2013 7/02/2013 The IT Manager told me to call
firewall proposal him in one weeks’ time so that
and computer they can discuss with the
upgrade quotations finance department

16
 14/02/2013 They requested me to review
the pricing which I did and
they gave me the order.

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.

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

17