Relate to Clients on a business level

1. Relate to Clients on a business level Understanding Client Support Needs Understanding Client Support Needs

2. Researching the Needs of Clients • Conducting an IT needs analysis is a process of liaising closely with the client to undertake: • A detailed examination of a client's business and operational processes • An assessment of which IT systems and skills can improve the way that business is conducted Understanding Client Support Needs

3. Researching the Needs of Clients You can approach this process via the following general steps: • Foster a relationship with the client organisation and individual users • Analyse and document the client's business activities • Assess the client's current IT environment • Identify gaps in the client's information technology Understanding Client Support Needs

4. Researching the Needs of Clients steps cont.. • Develop options for how these IT gaps can be filled • Review the appropriateness of your various options • Suggest an option which may best fill the client's IT needs Understanding Client Support Needs

5. Understanding Client Support Needs

6. In class activity • Make a list of five questions which you would ask a client in order to understand their and identify their IT support needs.  Understanding Client Support Needs

7. Activity feedback • What computer systems do they need to perform their job? • What hardware? What applications? What are the inputs and outputs of this IT system? • How long can they continue doing business if their systems are not working? • Who is responsible for the IT system? • How much money will they lose if their systems are not working? • How many support requests does the client make now, per day and per month? • What times during the day do they make the calls?  e.g., do they make the majority of calls between 9am and 5pm? Understanding Client Support Needs

8. Activity feedback • What matters are raised in these calls?  e.g., hardware configuration, software configuration, training needs, network breakdowns, data losses or higher level needs like detailed technical advice and consulting services? • How urgent are these support requests?  How do the responses to these requests impact the client's business?  Helpful or not helpful?  • Are the support and other IT issues interrupting the client's normal business operations?  Is e-mail not working or is the network down.  Or do users have critical gaps in their training? • How much is the client organisation spending / willing to spend on support services per month? Understanding Client Support Needs

9. Determine level of support required The customer service iceberg Source: Diane Bailey Associates Understanding Client Support Needs

10. Why is support important? • The visible part of customer service (the ‘front line’ delivery) is only the tip of the iceberg. • It is supported by many things such as standards, systems, quality issues, management support, etc. • By supporting IT systems, you are, in fact, helping make the business more efficient and competitive. • Efficient support of those parts of the iceberg that nobody sees results in better front line service to customers. Understanding Client Support Needs

11. Level of support There are a number of ways to view levels or types of support. E.g. • Informal peer support • Workers help their co-workers with problems. The organisation can provide training to key workers so that they are able to be called upon for informal support. • User support combined with other responsibilities • A dual role of IT support and other responsibilities. Understanding Client Support Needs

12. Level of support Levels or types of support cont.. • User support as a separate position or group • Setting up a dedicated position such as ‘IT Systems support officer’ or a unit such as ‘Technology Services Group’. • Help desk support • An internal or external support function that provides a broad range of support for business IT systems. • Totally outsourced user support • An external provider provides all necessary support. Understanding Client Support Needs

13. Level of support Help Desk support levels • Level 1 help desk • Takes the calls, logs details, may solve simple problems or give general advice for common problems (e.g.. advising on network availability) • Level 2 help desk • Technicians fix the problem or provide advice on how to fix the problem • Level 3 help desk • Highly qualified people provide customisation or bug fixes or software or web-based systems. Understanding Client Support Needs

14. Level of support A tiered system of problem management, based on the urgency of a problem. e.g. • Gold– problem resolved within one hour, onsite • Silver– problem resolved within one working day • Bronze– problem resolved within three working days Understanding Client Support Needs

15. Level of support The exact support functions to be put in place. e.g. • Help desk • Technical troubleshooting • Training in the use of software • Preparation and maintenance of documentation Understanding Client Support Needs

16. Level of support The exact support functions to be put in place. e.g. • Installation and configuration of hardware and/or software • Maintenance of hardware, data, etc. (e.g. backups, recovery) • Customisation of software • Preparation of new web content • Others? ... Understanding Client Support Needs

17. Understanding Client Support Needs

18. In class activity • If you were implementing a website for a customer that consisted of a large number of static and dynamic web pages such as an electronic store with a database backend, what possible support functions could you implement? Understanding Client Support Needs

19. In class activity - feedback You could implement the following support functions: • Maintenance of content • Writing new content • Checking of links • Database administration – (e.g. Users, security, backup, recovery) Understanding Client Support Needs

20. In class activity - feedback You could implement the following support functions: • Version control • Uploading of new content • Troubleshooting site and server based problems • Customisation of site • Web programming • User and administrator training Understanding Client Support Needs