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ICT

ICT COMPUTER ROOM POLICY

ICT Computer Room Policy

v1.
6

Page
1

of
12
















Information & Communications Technologies




Computer Room

Policy Handbook: Scope, Processes
and Procedures






























ICT

ICT COMPUTER ROOM POLICY

ICT Computer Room Policy

v1.
6

Page
2

of
12

Doc. Ref.



: ICT
Computer Room

Policy

Handbook

Version


: 1.
5

Status



: Final

Created by



: Steven Lawlor
/Okan Kibaroglu

Date



:
17 September 2007

To be approved by

: John Shemilt
, Paul Allatt


ICT

ICT COMPUTER ROOM POLICY

ICT Computer Room Policy

v1.
6

Page
3

of
12

Version History


Version/Status

Release Date

Comments

1
.1/Draft

13
-
06
-
2006

Creation
Date

1
.2/Draft

13
-
12
-
2006

S Lawlor update to Security details

1.3/Final

27
-
09
-
2007

S Lawlor final modifications to maintenance
and support details

1.4

12
-
10
-
2007

Add note re rack
-
mount servers only

1.5

20
-
09
-
2009

Add emergency procedures

1.6

08
-
07
-
2010

Change to Computer Room






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Computer Room Policy Handbook: Scope, Processes and Procedures

................................
.........................

1

1

INTRODUCTION

................................
................................
................................
................................
.

5

1.1

Purpose

................................
................................
................................
................................
.........

5

1.2

Scope

................................
................................
................................
................................
.............

5

1.3

Definitions

................................
................................
................................
................................
....

5

2

SECURITY

................................
................................
................................
................................
...........

5

2.1

Background

................................
................................
................................
................................
.

5

2.2

Entry Systems and Access Policy

................................
................................
.........................

5

2.3

Shift engineer Contractor Access out of hours

................................
................................
.

6

2.4

Closed Circuit Television

................................
................................
................................
.........

6

3

SAFETY
................................
................................
................................
................................
................

6

3.1

Overview

................................
................................
................................
................................
.......

6

3.2

Signs and Information

................................
................................
................................
..............

6

3.3

Contact Information

................................
................................
................................
...................

6

3.4

Health and Safety Considerations

................................
................................
.........................

6

3.5

Emergency Exits and Fire Alarm Procedures

................................
................................
....

7

3.6

Fire detection and Fire extinguishers

................................
................................
...................

7

3.7

CO
2

Cooling System

................................
................................
................................
..................

7

3.8

Electrical Safety

................................
................................
................................
..........................

7

4

COMPUTER ROOM

USE

................................
................................
................................
..................

7

4.1

Hours of Operation

................................
................................
................................
....................

7

4.2

Av
ailable Facilities

................................
................................
................................
.....................

7

4.3

Equipment Delivery

................................
................................
................................
...................

8

4.4

Environmental Restrictions and Considerations

................................
..............................

8

4.5

Control of Equipment and Spares

................................
................................
.........................

8

4.6

Console equipment (monitor, keyboard and mouse)

................................
.......................

8

4.7

Prohibited Items

................................
................................
................................
.........................

8

5

SYSTEM HOSTING SERVICE

................................
................................
................................
.........

9

5.1

What the
Computer Room

Provides

................................
................................
.....................

9

5.2

Accessible Areas
................................
................................
................................
........................

9

5.3

Equipment Requirements

................................
................................
................................
........

9

5.4

Emergency Procedures

................................
................................
................................
............

9

6

EN
VIRONMENT

................................
................................
................................
................................

10

6.1

Air Conditioning

................................
................................
................................
.......................

10

6.2

CO
2

Cooling for HPC Equipment

................................
................................
.........................

10

6.3

Power Provision

................................
................................
................................
.......................

10

6.4

UPS Provision

................................
................................
................................
...........................

10

6.5

Environment Control

................................
................................
................................
...............

10

6.6

Environment monitoring

................................
................................
................................
........

10

6.
7

Dust prevention

................................
................................
................................
........................

11

6.8

Waste Disposal and Cleaning

................................
................................
...............................

11

6.9

Out
-
of
-
hours / Emergency Maintenance

................................
................................
............

11

7

CHANGE AND CONFIGURATION MANAGEMENT

................................
................................
.

11

All the Changes to the CI (Configuration Item)

................................
................................
...............

11

7.1

Overview

................................
................................
................................
................................
.....

11

7.2

Reporting Changes

................................
................................
................................
..................

12





ICT

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1

INTRODUCTION


1.1

Purpose


The purpose of this document is to define the policies and procedures relating to the operation of
ICT
Computer Room

areas.



1.2

Scope




Security



Safety
measures and procedures.



Emergency measures and procedures



Access procedures.



System hosting facilities.



Change and configuration management.



Environmental control, reporting and maintenance.



Monitoring facilities.


1.3

Definitions




2

SECURITY


2.1

Background


The vulnerability of business critical information systems and the data they contain within the
Computer
Room

make the site a high value asset which requires a high degree of protection. A range of security
measures are therefore in place to pr
otect employees, information and physical assets, along with the
reputation of the University

and interested third parties with equipment in the
Computer Room
.


2.
2


Entry Systems and Access Policy


Security policy applies to
full and part time

employees,
contractors, vendors, consultants
and externally
employed people

who require
Computer Room

access.
Access is controlled via RFID card readers

and
all doors are fitted with sensors to detect unauthorised or prolonged opening. Staff and visitors must not
adjust or otherwise tamper with door fittings. Any suspected faults with doors, lights or any security
equipment should be reported to a member o
f the
Computer Room
staff immediately.


All visitors must sign the visitors’ book located within the reception area upon arrival.


Acc
ess
via RFID card is
split as follows:


o

Hosted system access to ME401 (Hall 1 of the Mechanical Engineering
Computer Room
)

for designated hosted system owners and essential ICT personnel

o

Hosted system access to ME402 (Hall 2 of the Mechanical Engineering
Computer Room
)
for designated hosted system owners and essential ICT personnel

o

Computer Room

24*7*365 access. Providing access to the Mechanical Engineering
Computer Room
, Huxley (DoC) computer suite and SAF room G32 for Out
-
of
-
Hours and
other essential staff

o

Computer Room
business hours

access. Provid
es

access 7am
-
11pm Monday to
Sunday

to the Mechanical Engineering
Computer Room
, Huxley (DoC) computer suite and SAF
room G32


Anyone granted
room
access must have an RFID
-
enabled card

which should be worn outside clothing
and be clearly visible at all times
.

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A

request form
must be complete
d to arrange access
. This can be obtained via e
-
mail from
s.lawlor@imperial.ac.uk

or s.berry@imperial.ac.uk
.


Temporary cards are available for issue from
Computer Room

staff in the
o
perations room
in Mechanical
Engineering
for temporary visitors. ID is required and cards must be signed in and out.



V
isit
s

must be
agreed
24 hours
beforehand
. Unannounced/unescorted visitors will be denied access.

In
the case of business critical
systems
and
general e
mergencies

exceptions must be supported by a
member of staff
before cards can be issued
.


Tailgating into restricted areas is prohibited. Care must therefore be taken by all authorised staff to
prevent this. During deliveries authorised staff must supervis
e such work at all times.


2.
3

Shift engineer

Contractor Access out of hours


SPIE

are responsible for maintenance of the
Computer Room

outside normal working hours
. A response
wallet for maintenance contractors is held at Sherfield Security

containing a
n
access

card
,

plant rooms

keys, etc
.
SPIE

are authorised to obtain the response wallet to allow them to fully respond to
emergencies out of hours.


2.
4

Closed Circuit Television


Closed Circuit Television (CCTV) monitoring and recording is in operation at a
ll entry and exit points to
the
Computer Room

and is centrally monitored by College Security
.


3

SAFETY


3.1

Overview


ICT seeks to operate according to College Health and Safety Policy, a summary of which can be seen at
https://www.ic.ac.uk/spectrum/safety/internal/policies/guide.htm#6

(College login required). A printed
copy is also available from
Computer Room

staff on request.


3.
2

Signs and Information


Safety signs and information are posted at access points to the
Computer Room
.
General notices are
also posted around the
Computer Room

provid
ing

detailed information on first aid, emergency contacts
and general Health and Safety iss
ues.


3.
3

Contact Information


-

Emergency and out of hours contact details
. Information on emergency and out
-
of
-
hours
maintenance contacts is posted at all entrances to the
Computer Room
.

-

First Aid contact information
. A list of first aid contacts is posted

throughout the
Computer Room
.
Help can also be obtained by contacting any member of
Computer Room

staff.

-

Fire safety
. Any fire safety concerns should be raised with a member of
Computer Room

staff
who will deal with the matter with the involvement of Col
lege Fire Staff as necessary.



3.
4

Health and Safety Considerations


There are a number of Health and Safety considerations when working in the
Computer Room
, namely:


-

Heavy Lifting
. No one should attempt to lift heavy equipment without suitable help.
Computer
Room

staff are available to assist
when moving

heavy items, and suitable transport equipment is
provided to assist. Please request help via the Operations Bridge.

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-

Working at Height
. No one should attempt to lift equipment in and out of racks unaid
ed.
S
taff are
on hand to move equipment in and out of racks, particularly where height makes the task more
dangerous.

-

Noise
. Noise levels are checked at regular 6
-
monthly intervals to ensure a safe working
environment. Present noise levels are such that ea
r defenders should be worn if working in
ME401 for periods longer than 30 minutes. Ear defenders are available from staff located in the
Operations Bridge and should be returned after use.

-

Lone Working
. Anyone working in the
Computer Room

for prolonged per
iods should let staff
know of their presence. Users are advised to take regular breaks from working to avoid adverse
effects from temperature and noise levels in particular.

-

Lasers
. Equipment that includes lasers, such as fibre channel switches, should be
clearly
identified using appropriate labels. Labels can be obtained from
Computer Room

staff if required.
To reduce any risk caps should be placed on laser
-
emitting devices not in use; otherwise such
equipment should be removed all together.

-

Floor Tile rem
oval
. When taking up raised floor tiles, areas must be cordoned off using the
flexible safety barriers provided. If work is expected to take a significant period of time then
Computer Room

staff must also be made aware to allow them to inform others.



3.
5

Emergency Exits and Fire Alarm Procedures


Emergency exits are the main entry and exit points at the front and rear of the
Computer Room
. Further
doors within the Operations Bridge and Core networks area in ME402 also provide access to the plant
area on t
he roof but this does not provide a means of escape from the building to ground level.


3.
6

Fire detection and Fire extinguishers


The
Computer Room

in Mechanical Engineering is fitted with a fire detection system linked to audible
and visual alarms (coloured red) placed throughout the
Computer Room
. If an alarm is activated leave
the room immediately at the designated exit points and exit the buildin
g at ground level via the stairs.
Never use the lifts. Users should then go the designated meeting point at the Queens Tower next to the
lawn outside the Sherfield Building.

For small incidents fire extinguishers are placed throughout the
Computer Room

alo
ngside instruction signs.


3.
7

C
O
2

Cooling System


CO
2

cooling is in operation in ME401. For safety purposes sensors and audible and visual alarms
(coloured orange and labelled) are in place to warn of any rise in CO
2

levels above safe working levels. If
an alarm event occurs leave the
room

immediately and inform staff. No one should return to
ME401

after
an alarm until staff advise it is safe to do so.


3.
8

Electrical Safety


PAT testing is carried out on all computer

equipment and cables used in the
Computer Room

by trained
staff. Please
ask for equipment to be PAT tested before it is deployed.


4

COMPUTER ROOM

USE


4.1

Hours of Operation


The
Computer Room

operates on a continuous basis, with staff in attendance between 8:30am and
6:00pm on weekdays.


4.2

Available Facilities


-

Staging room. A Staging Room is available to ICT staff to unpack, build and configure systems
prior to
use
.

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-

Storage. Storage space
is at a premium. Storage shelves and racks are provided to hold spares
and consumables such as patch leads and power strips. Those with hosted systems should
generally consider other locations to keep spares and equipment outside of racks wherever
possible
.



4.3

Equipment Delivery


A goods lift is accessible via the Stores Department on level 1 at the rear of Mechanical Engineering
to deliver racks and other
large items to

level 4.
D
oor frame
height restrictions on level 4 currently
prevent racks
larger than
42u from being wheeled
unimpeded along the corridor
.
A standard rack
height of 42U should be used.


When transporting equipment through corridor areas where offices are located
care should be taken
to keep disturbance to other building users to

a minimum.


4.4

Environmental Restrictions and Considerations


-

Racks. A maximum height of 42u is in place for racks in the
Computer Room
, to ensure adequate
clearance between racks and overhead network cable tray work. It also recommended that racks
be 80
0mm wide and 1000mm deep where possible, as this makes internal cabling easier to
install and manage.

-

Heat load.
For hosted systems t
he cooling capacity of the room is sized for 4Kw of cooling per
rack space.


4.5

Control of Equipment and Spares


Equipment

left outside racks must be clearly labelled with the name of the owner, a contact telephone
number and a date indicating how long it is required. Unlabelled items, or any which exceed their
removal date will be removed.


4.6

Console equipment (monitor, ke
yboard and mouse)


Mobile consoles marked
Computer Room

are provided for connection to systems for local working. Any
other similar equipment, such as that belonging to and marked
HPC

must not be moved or used by
others. Anyone having difficulty locating s
uch equipment should contact staff for assistance.


To avoid blocking aisles after using a mobile console please unplug and return to
a storage location next
to the wall, between air conditioning units, ready for use by others.


4.7

Prohibited Items


The f
ollowing items are prohibited from the
Computer Room
:


-

Combustible materials such as paper and cardboard (except reference manuals as needed)

-

Food and drink

-

Tobacco products

-

Explosives and weapons

-

Hazardous materials

-

Alcohol, illegal drugs and other
intoxicants

-

Electro
-
magnetic devices that could cause interference with computer and telecom equipment

-

Radioactive materials

-

Photographic or recording equipment (other than backup media)






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5

SYSTEM HOSTING SERVICE


5.1

What the
Computer Room

Provides


T
he
Computer Room

aims to provide a secure, controlled environment suitable for locating
rack
-
mountable
computer systems. Power
, cooling

and networking connectivity are provided, and in some
cases UPS is available to protect systems from power fluctuations
and short outages.
Where UPS is not
available rack
-
mount UPS units should be fitted instead.


5.2

Accessible Areas


Administrators and owners of hosted systems can access
either ME401 or
ME40
2
, containing hosted
equipment, via the front or rear doors to th
e
Computer Room
. Operations staff located in the Operations
Bridge are also on hand to provide any assistance required.


5.3

Equipment Requirements


-

Under floor p
ower sockets are
single phase
32 Amp

commando (blue)
. Where sockets are
expected to be
heavily

loaded sequential start power strips should be used, to avoid power
surges
causing
mains breakers to trip.

-

Power strips must limit power delivered to individual items connected to within required
equipment
limits. A power strip fed from 32 Amp mains power

must therefore include appropriate
individual fuse prot
ection for connected items.

-

32 amp to 16 amp power splitters with suitable C
-
Type 16 amp breakers fitted may be used.
The
following item is generally recommended from

Olson Electronics (http://www.olson.co.uk)
:

part
number
888/16A/2CB/1m 32A
.

-

42u high racks, 1000mm deep and 800mm wide are generally recommended. These avoid height
clearance issues, make equipment of equipment easier and allow power and other cabling to
fit
comfortably within racks.
ICT also proposes to install cold aisle containment to improve cooling
efficiency, based upon a standard 42u rack height.

-

All equipment hosted in the
Computer Room

must be rack
-
mountable, to make effective use of
available room space.

-

ICT must be notified in advance of any plans to add or remove equipment in the hosted room
area. All new equipment installs must be agreed in advance with ICT prior to their introducti
on.
Please ensure you have the full agreement of ICT to host your equipment before you purchase,
otherwise your equipment may be refused.


Advice on power, racking, etc can be obtained at any time from staff.


5.4

Emergency Procedures


ICT seeks to mainta
in an appropriately controlled environment for IT equipment to function on a 24*7
basis. However in the event of an emergency power or cooling outage a number of provisions are in
place to help protect equipment and ensure safety.


In the event of a coolin
g

or power

failure:


-

Equipment should be colour coded to allow onsite staff to turn less essential items off to help
reduce overall heat load, using the following coding.

Green

-

Low priority. Safe to power off in emergencies

Yellow



Medium priority. Keep running if circumstances permit

Red



High priority. Essential
; keep

running unless a total shutdown is required.


-

Hosted racks and equipment should be labelled with emergency contact details to allow onsite
staff to contact system

owners in emergencies.

All equipment should have identifying labels, e.g.
server name or IP address.


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-

Auto shutdown. Should cooling fail all systems should be configured to shut down automatically if
temperatures reach unacceptably high levels.

If systems

do not have emergency shutdown
capability it is strongly advised that remote shutdown PDUs be used to allow system owners to
perform shutdowns remotely, or auto
-
shutdown power feeds based on temperature readings.


-

PDU/breaker labelling. All in rack PDUs s
hould be clearly labelled with details of the under
-
floor
commando socket used. Corresponding power breakers on the main room PDUs should also be
labelled with corresponding PDU/rack information. This allows mains shutdown via the breakers
in emergencies,
where insufficient time is available to close down individual items of equipment.


-

Alerting tools. Equipment such as servers and UPS units often have
the capability
to send
emergency alert messages. Owners of hosted equipment are strongly advised to configure
equipment to send
such
alert messages where possible. For UPS email alerts
should
also be
sent to
ic
t
-
dc
-
installation
-
dl@imperial.ac.uk

to make
ICT
staff aware of
any
power issues

that
may be affecting hosted equipment.



6

ENVIRONMENT


6.1

Air Conditioning


Under floor air conditioning is provided throughout the
room
. This delivers up to 4Kw of cooling
per rack
in accordance with the design specification.


6.2

CO
2

Cooling for HPC Equipment


A CO
2

cooling system is in operation in ME401 for High Performance Computing (HPC) systems. Safety
guidelines in section 3.6 of this document should be followed by al
l
Computer Room

users in relation to
this system. Signs on emergency procedures are also posted within the
Computer Room
.


6.3

Power Provision


Two
single phase
32 Amp Commando sockets are available in each rack location
,

each fed from mains
power. For HPC equipment five 32 Amp commando sockets are available per rack location. For central
service systems located in ME402 one 32 amp socket per rack location is fed from a
central

UPS
providing 10 minutes run time at maximum
load.


6.4

UPS Provision


In ME401 no central UPS is provided
.
Lo
cal UPS is provided for
key
systems

by system owners
.
Anyone wishing to place systems
in the
Computer Room

should
consider UPS provision

requirements
.

Please consult with
Computer Room

staff
before purchasing small UPS units to ensure they can be
housed appropriately. All UPS units should be rack mountable with suitable racking kits supplied
.


6.5

Environment Control


Cooling, power and UPS provision is controlled centrally via the Building Ma
nagement System. Only
members of Estates maintenance staff are allowed to alter settings on any such equipment.


6.6

Environment monitoring


A number of monitors are in place to report on issues affecting the environment. These include:

-

Hard wired
temperature alarm to Sherfield Security Control desk, manned 24*7.

-

Secondary t
emperature monitors reporting to ICT staff
, maintenance
and out of hours helpdesk
.

-

Leak detection
system

-

Smoke detection system

-

Plant
monitoring

via the building management system report
s on any
issues to maintenance.


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6.
7

Dust prevention


ICT aims to ensure the
Computer Room

remains dust free at all times, therefore packing or unpacking of
equipment should take place
outside the room
. Items can
be unpacked in the staging room prior to
introduction into the computer room with the help of staff.


6.
8

Waste Disposal and Cleaning


Cardboard and other items that can generate dust and are easily combustible should
remain outside
computer rooms
.
Waste b
ins are available throughout the
Computer Room

for all other items of waste
.



The
Computer Room

is cleaned on a weekly basis every Thursday morning as instructed.


6.
9

Out
-
of
-
hours / Emergency Maintenance


Maintenance is provided
during normal working hou
rs
by
the College maintenance BLUE team

and its
contractors.
Outside normal working hours
SPIE

shift engineers are available to respond to issues.
All
environmental faults both inside and outside normal working hours should be reported via the Estates
Helpdesk (estates
-
help@imperial.ac.uk) to ensure they are properly recorded and handled. However in
the event of a serious problem affecting the
Comput
er Room

environment in Mechanical Engineering,
particularly out of hours, the following can be contacted directly:



Estates Helpdesk: 48000 E
-
Mail: fm.helpdesk@imperial.ac.uk


SPIE Matthew Hall shift engineers 0207 594 9040 or mobile 0781 396 8866


For
the CO
2

system issued are handled by Estates FM/SPIE. In emergencies Star Refrigeration may be
contacted direct:


01474 568221 (Gravesend)

8:00am


4:30pm Mon to Thurs and 8:00am


3:30pm Friday


01274 727328 (Bradford)

All other times


Call Escalation num
bers for Star Refrigeration:

1. Star Shift Engineer mobile



07775
-
826947

2. Peter Seaman, Shift Team Leader


07789
-
935514

3. George Gorecki, Shift Team Leader

07775
-
826949


Initial contact in emergencies should always be made with
Estates
M
aintenance
Blue Team via the
Estates H
elpdesk
.
Outside of Estates maintenance hours (Mon
-
Fri 8.30am~4.30pm)
SPIE

shift
engineers can be contacted onsite to similarly address issues.
Trox / Star may also be contacted direct;
however this is normally handled by
Estates

maintenance and/or
SPIE
.


ICT staff and
Computer Room

users should
NEVER

interfere with any of the plant serving the
Computer
Room
, especially transformers and other related HV equipment.


7

CHANGE AND CONFIGURATION MANAGEMENT


All the Changes to the CI (
Configuration Item)


7.1

Overview


The Change Management Process cover
s

all
c
hanges on
C
onfiguration
I
tems
(CIs)

included in
ICTs

Configuration Management Database (CMDB).

The functional areas
within the scope
include, but are not necessarily limited to
~

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All
Computer Room

equipment and software including MIS and hosted equipment



All
Computer Room

facilities equipment and software running on them including electricity, air
conditioning, etc. equipment



All Network equipment (including all cabling and communications infrastructure) and
related
software



All voice system equipment and software



All desktop equipment and software



All licensed production software (Software under development is outside the scop
e.)



Operational processes and documentation



Release to production and decommissioning of all equipment, IT environment and services
managed by a project


The

CIs and their attributes covered by the CMDB, and therefore subject to Change Control, are
defined

in detail in the
document “ICT Configuration Management Data Base Handbook”.



Non
-
production equipment (test and development servers, etc) will also be subject to change
control as per
the
above. However, change activities carried out on this equipment
in line with
their purpose of use are exempt from change control.


In other words,
changes made on
program
code in a development
system

with the purpose

of
development will
not be subject to
change control.

On the other hand, the

addition or
replacement o
f a computer board,

or
upgrade
/patching

of operating system of a development
server will b
e in the scope of change control because they effectively alter the configuration of the
system
.


The m
emory and operating system of a development server will
appear
as

CIs in the
CMDB (therefore subject to change control), whereas the program code will not be
until after

it

has been

approved for release and installed on a production server.


In short:




All changes carried out on “
p
roduction
” CIs (as defined in the “IC
T CMDB Handbook”) will
be subject to change control.



For CIs that were categorised as “
test

and/or
development
” CIs will not be subject to
change control for changes carried out for test and/or development purposes.



All changes carried out on experimental
(“
sandbox
”) CIs will be exempt from change
control, with the exception of their own commissioning and decommissioning.


For completeness, we should also mention that “day
-
to
-
day changes” can be defined as changes
that are carried out as part of staff’s day
-
to
-
day responsibilities, e.g. an administrator making
additions, updates and deletions of records on an application system. These do not fall within the
scope of Change Management described by this document.




7.2

Reporting Changes


For all N
ormal and
U
rgent changes, a Request for Change (RFC) is required.


Please, use the


RFC Form

; If you experience any problem, please contact the change management using the
following contact:

Change Manag
ement Contact Numbers


Sam
Masih

Change Specialist

ext
41911

Darren Alleyne

Change Manager

ext
4
7287