INSTALLING AND MAINTAINING

COMPUTER HARDWARE AND

SOFTWARE
Joshua Kear
TASK 1 – THE BENEFITS OF THE INSTALLING
AND MAINTAINING THE TWO DIFFERENT
SYSTEMS AS DESCRIBED ABOVE
 SUMMARY OF CEO OFFICE SYSTEM

• The CEO computer is using Windows 10, and its hardware runs an Intel Processor
which runs at 3.5GHz.
• The computer has 2x 2GB(4GB) DDR2 sticks of RAM and uses SATA cable
connectivity.
• The system has 250GB of SSD storage.
• It also has a DVDR/W optical drive and has 4 USB 2.0 ports.

The General office system uses the same specifications as CEO

office systems,however they've got 18 computers with 1 printer which is standalone,
and they have Network ports available.
 WHAT DOES THAT MEAN?

• 250GB is not enough for a big business as much more storage is required, let's
say 10TB would be enough because they'd have loads of space for their data.
• USB 2.0 is old and it offers transfer rates of 480Mbps unlike USB 3.0
which offers transfer rates of 4.8 Gbps, that’s 10 times faster.
• They could upgrade the RAM from DDR2 to DDR5. DDR5 is very new and
it'll be much faster than DDR2 because it'll have increased data rates. From
533-800MT/s to 3200-6400MT/s is a big upgrade.
• Upgrade the printer to a scanner/printer so employees can scan documents.
This would be beneficial because that way documents can be scanned and be
sent to your computer or email, especially signed contracts and letters.
 THE BENEFITS OF MAINTAINING
HARDWARE

• Computer hardware is the physical components that makes the computer start up.

• A key component to ensure your computer system runs at peak performance is the maintenance of systems.
• Cleaning internal components, retiring old components for new ones and rebuilding hard drives reduces the risk of your system from having
faults.

• Installing a network interface card into both computers would be beneficial to your work as it’ll allow you to access the internet and offer
more options for collaboration within your system, as well as communication. It would also provide a wired internet connection, also known
as Ethernet, which would beneficially make it faster than wireless.

• Maintaining hardware can increase productivity for employees, because they can get more work done since their computers will not fail
unexpectedly.
• The machine could have an external component added in both systems which is a scanner in which it will scan handwritten documents
on paper to the database, because that is part of their requirements. This external component would beneficially be easier and faster for
employees.
• The company could install new hardware and software on one system at a time, which will reduce the downtime of the systems - the effect
of this will be more productivity since the system will not shut down unexpectedly and since because there will be new software installed it
would also make it easier for employees to access programs. Additionally, they can also try out new hardware and up-to-date software on
one system a time to make sure if it works before they install it on another system, which would make it trusted that the softwa re and
hardware works if they find out if there's any compatibility issues and software bugs that would affect the employees' time and productivity.
 IMPLIC ATIONS OF INSTALLATION AND
MAINTENANCE OF HARDWARE

• It's likely the general Office system will be maintained the most.
• It's best to leave maintenance to a technician who's been trained to carry
out these tasks as untrained users can damage components from a computer.
• The employee would need to know about problems they'll deal with if
someone was to repair the systems.
• It's important to understand if the component's compatible with the
motherboard. If you put in RAM that's not compatible, the pins won't align
when the RAM's slotted in and it'll cause hardware damage, meaning
you'll have to replace that and it'll cost much more.
 WHY DO COMPANIES UPGRADE THEIR
SOFTWARE?

• Companies upgrade software because there are security breaches in outdated

software. If a company use outdated software, there'll be a chance of them getting
data breached or viruses. For example, the NHS got ransomed via ransomware
because they still use Windows XP. It is important to update all software especially
the OS so that the chances of getting a virus is lower.
• They might upgrade their software to a more open source program because
people work together to fix bugs and security breaches, and they're typically faster
at fixing issues than developers at closed-source programs. Open source means you
can make changes to the source code, and it is completely free.
• It's faster to run because sometimes updates have optimisation fixes, which improve
performance and efficiency.
• You'd be using latest features, which means more features will be added.
 INSTALLING AND MAINTAINING
SOFTWARE

• It improves productivity because it keeps students updated. Software also use real-time information,
meaning they'd be able to cope gaining hours of admin and data-entry back, which means it'll be
easier that they can focus on tasks that make customers happier.
• It also improves performance when installing the latest version of the Ubuntu operating system on
older laptops, because they can be used more efficiently and effectively for taking notes and learning
how to program Python.
• Installing the same operating system on all the computers will make it more consistent for
students and make it easier for IT Schools Africa to maintain and manage systems.
• Regularly updating software ensures that there is more security of the systems and data stored on
them.This is very important especially for a charity like IT Schools Africa, as they'll handle sensitive
information such as student records on their servers.
• Updating software will also give them access to latest tools and technologies, allowing them to
provide a better experience for students and teachers.This would also make it more consistent for
everyone else in schools.
INSTALLING AND MAINTAINING
WINDOWS 10 VS UBUNTU
For each of the 2 different technology systems described, explain
the implications of installing and maintaining your choice of
operating systems and application software - think about whether
the software would be different for each systems and the reasons
why?
 INSTALLING AND MAINTAINING WINDOWS
1 0 VS UB UNTU

WINDOWS 10 UBUNTU
• Windows 10 is a widely used operating system, and most application software • Ubuntu is an open-source operating system, which means it's free to use and
is compatible with it, making it easier to install and use them for teaching. you do not have to pay to use their software. This can help keep IT Schools
Africa's expenses down.
• Many users nowadays are familiar with Windows 10, since the majority across
the world use the software, so it'll make it easier for IT Schools Africa • The software is also highly customizable, allowing the company to configure the
to provide training and support for teachers and students. system to meet their needs.

• The software is very easy to learn, making it much easier to teach students • Because Ubuntu is not a majorly used operating system unlike Windows 10, it has
how to use the software. a large community of developers who help create open-source software. For
example, there is a program called "Wine" which allows Ubuntu to run programs
• Windows 10 and Office 2007 would require you to buy their license before that'd normally only work on Windows. This can help IT Schools Africa find free
you'd be able to access them, so it'll make a significant expense for IT Schools or low-cost alternatives to commercial software.
Africa. There might also be additional costs associated with maintaining and
updating software, such as their own antivirus. • For instance, if they were to look for "Office 2007", which would be an
old software for them to use, then they could install "OpenOffice" instead, which
is open-source and it always updates, and you wouldn't be expected to pay for a
new Office program every 3 years or so.

• Alternatively, they could use web-based alternatives, such as Photopea, in which is

a free-to-use alternative to Photoshop. This is very beneficial for students and
teachers that are willing to both study and teach Art Design, Graphic Design and
much more art-related subjects.
 TASK 1

 A review of how the software in at least one technology system

available to IT Schools Africa could help improve productivity in their
charitable organisation.
 A discussion of the strengths and weaknesses of the suggested software
applications and Linux OS for the laptops
 HOW DOES THE SOFTWARE IMPROVE
PRODUCTIVITY?

• Updated software with advanced features can help IT Schools Africa do their tasks more efficiently
and with less errors, it improves overall work efficiency.
• Access to tools for data management, communication, and collaboration can help improve workflows
and simplify the process of working together, leading to staff productivity.
• By making sure there's access to the latest technologies and up-to-date educational tools, it can help
IT Schools Africa provide students with a more enhanced learning experience.
• Advanced software with features like data analysis, reporting, and visualisation can help IT Schools
Africa manage and analyse data more effectively, making it easier for them to make informed
decisions, like deciding which software programs to use for teaching and learning, based on student's
and teacher's feedback, and educational outcomes data.
• Improving productivity in the organisation can help IT Schools Africa achieve their goals more
effectively and efficiently, leading to an increase in their overall impact as a charitable organisation.
STRENGTHS AND WEAKNESSES OF
OFFICE 2007 AND UBUNTU FOR
LAPTOPS
A discussion of the strengths and weaknesses of the suggested
software applications and Linux OS for the laptops
 OFFICE 2007

STRENGTHS WEAKNESSES
• Office 2007 is still widely used, despite its age, and many users will • Office 2007 is no longer supported by Microsoft.
find it familiar to use.
• IT Schools Africa are not able to buy it from Microsoft.
• It offers a comprehensive suite of productivity programs such as
word processing, spreadsheets, and presentations which can be • By using this software, IT Schools Africa could expose
used for both students and teachers. themselves to serious and potentially harmful risks, because there
is no new security updates being made by Microsoft anymore, in
• It will be cheaper to buy, however be careful of where you buy it which would've patched unsafe scripts and macros.
from as there are scams out there.
• IT Schools Africa wouldn't be able to get support from Microsoft
• It has high compatibilitys with other Microsoft Office applications. about Office 2007 as it is a discontinued software program. Moving
to the latest Microsoft 365 would be more efficient, however it
will be costly.
• Office 2007 will not have all the features and functionality of
more up-to-date versions of Office, like Microsoft 365.
 UBUNTU

STRENGTHS WEAKNESSES
• Ubuntu is an open-source software, meaning it's free and can • There will be a steep learning curve for users who's not familiar to
be customised by users. Ubuntu Linux, as many users are familiar with Windows,
so it'll require extra training on how to use the operating system.
• Lightweight and efficient, which makes it easier for older laptops
with limited resources to run. • Some applications and tools are less available than Windows or
macOS, however, IT Schools Africa can use "Wine" to achieve
• A wide range of applications and tools is available to use in Ubuntu, running Windows-only programs.
including programming and educational software thanks to a large
community of developers. • Potential compatibility issues will trigger with some older hardware
and software.
• It is also known for its security and stability, making it a good
choice for educational organisations like IT Schools Africa. • There's limited commercial and vendor support compared to
other operating systems because it is open source, so instead IT
Schools Africa would have to contact developers for solutions if
they ever want to fix their issues.
 TASK 2 – IMPLICATIONS OF
INSTALLATIONS AND MAINTENANCE
 I WILL BE CHOOSING THESE LATEST
SYSTEMS
This is the latest specs of the systems however the report provided by both companies was
missing some of the detailed descriptions such as RAM version or storage drive type.Therefore,
during the analysis of both systems, some assumptions have been made on the hardware they
currently have.
PREMIERE EMPLOYMENT IT SCHOOLS AFRICA
• CPU: Intel 3.5ghz • CPU: i5 Dual Cores
• RAM: 2x 2GB DDR2 • RAM: 4GB DDR3
• Video card: None, uses integrated graphics • Storage: 250GB HDD
from CPU instead.
• Operating system:Windows 10
• Storage: 250GB SSD
• Optical drive: DVDR/W
• USB: X4 2.0
• Operating system:Windows 10
 TRAINING REQUIREMENTS

PREMIERE EMPLOYMENT IT SCHOOLS AFRICA

• Because the system's already running on • Staff members will need training in how
Windows 10, many users who are to use the operating software, which is
familiar with Windows will require Ubuntu, as well as any new applications
minimal training. that are installed because they'll have to
use alternatives for better compatibility.
• If the organisation wants to use
specialised software, they'll need to • There might be need for training in use
provide additional training to their of new hardware, such as laptops with
employees. 100 GB SSD.
 COMPATIBILITY ISSUES

PREMIERE EMPLOYMENT IT SCHOOLS AFRICA

• Their specs should be able to handle • They would need to make sure that the
some of their standard software hardware and software are compatible
applications. with each other because they're running
Ubuntu Linux which might be
• However, they would need to ensure that
unsupported on older hardware.
the hardware can support it if they're
planning to use either something else • IT Schools Africa would also need to
because of their RAM or resource- make sure that the new software and
intensive software, like Blender for operating system are compatible with
instance. each other, such as Python 3.7 or Visual
Studio Code.
 DECOMMISSIONING OF HARDWARE
AND SOFTWARE

• If the organisation decide to upgrade or replace hardware and/or software, they

would need to transfer all the data to a new system and make sure the
decommissioned hardware and software is disposed of securely to avoid any data
loss or security risks.
• If hardware/software reach the end of their life cycle, it would be important to
decommission them and replace them with newer equipment. It will require careful
planning and execution so it'll lessen the disruption to the organisation's
operations.
• They would also need to consider the cost and logistics of disposing old hardware
and software, and how they'll acquire and install new components.
 SERVICE LEVEL AGREEMENTS (SLA)
AND RISKS

• Organisations will need to have an agreement in place with the supplier of the
hardware and software, which will outline the level of support that the
supplier will provide.
• They'll need to evaluate risks associated with the new hardware and software,
such as security risks and data loss, and put in place measures to lessen those
risks.
• They'll need to also consider the costs of acquiring and maintaining SLAs with
hardware and software vendors, as well as costs of repairs or upgrades.
• Installing and maintaining newer hardware/software can introduce new risks.
For example, data loss, corruption, system crashes or security breaches.
 POSSIBLE IMPACTS ON THE
ORGANISATION

• Installing hardware and software components can impact the organisation, its
employees and its clients. For example, if components fail, business operations
may be disrupted, which leads to decreased productivity, customer
dissatisfaction and income loss.
• It'll cause employees to have to work extra hours or re-training, which will
potentially cause stress and frustration.
• There could be downtime for clients, causing frustration and loss of confidence
in the organisation.
 TASK 3

Strengths and weaknesses of two systems

 PREMIERE EMPLOYMENT

• Strengths
• They're using an SSD which is faster than an HDD.
• They're using a good enough CPU, and they don't need a video card since the
CPU already has integrated graphics.
• Weaknesses
• They're using Windows 10 on 2GB of RAM when they should be using 4GB
because they'd have to use a browser and put that information into a database.
• They should upgrade their RAM from DDR2 to DDR3 as it is more reliable
and it is less pricier than upgrading to DDR4 or DDR5.
 IT SCHOOLS AFRIC A

• Strengths
• They're using a good enough CPU, and they don't need a video card
since the CPU already has integrated graphics.
• They're using Windows 10 which is still reliable to use
• Weaknesses
• They're using an HDD which is slower than SSDs.
• They should upgrade from 4GB to 8GB DDR3 as it'll be faster.
 TASK 4

Recent issues
• The CEO’s machine had developed a hardware fault and at this stage the fault is undiagnosed.
• Prior to this the optical drive had developed a fault and it was impossible to read any data
from it.
• The CEO is unhappy with the time it takes for the machine to boot-up, open applications and
complete tasks when require. Therefore, he would like to improve the performance of the
machine for better functionality and productivity.
Upgrades
• Scanner to be able to scan hand-written documents into our computer database.
• Expand geographically and therefore need to upgrade our ability to communicate to allow use
of the internet for communications via e-mail and the establishment of a website. The CEO has
commissioned a third-party company to install Ethernet cabling throughout the offices and to
connect the cabling to a switch and a router.
• Be able to copy data from one optical disc to another to allow data to be transferred to clients
without excess paperwork.
 TASK 5

Action & Test Plan

 PREMIERE EMPLOYMENT
ACTION PLAN
Action to be Tools/Software Techniques Expected How to install Considerations
taken Required outcome and test
To be able to Scanner Face hand- The scanner will Set up a scanner It will only work
scan hand- written scan any hand- and connect it to with networks,
written documents to the written the network or however if you
documents scanner documents if to your have your own
activated. computer. personal scanner
then you can plug
it into your
computer via
USB.
Install ethernet Switches and Use ethernet The switches will Plug in If the router
cabling router cables to plug then receive and switches to turns off, all the
throughout the switches and send data from the router other switches
offices routers in and to the router, via ethernet, then will turn off.
connecting it to turn on one of
the internet. the switches and
plug
another ethernet
cable from the
switch to your
computer.
Copy data from 1-2 DVD R/RW Install the first The disc is now You would need to Careful not to
one optical disc drives with disc in your copied onto install the optical smear or scratch
to another writing options drive, copy and another disc. drive into the the disc as
paste all the files motherboard using damage can be
to your hard SATA cables. done to a disc if
There should be
drive. not cared
SATA ports
Once done, eject available on the properly. Hold
 IT SCHOOLS AFRIC A
ACTION PLAN
Action to be Tools/Software Techniques Expected How to install Considerations
taken Required outcome and test
Install Ubuntu Ubuntu Linux Plug USB drive Ubuntu Linux to Basically get a You will need to
Linux to laptops USB/disc with Linux ISO be fully installed USB drive or keep that USB
into the laptop to and usable DVD, put in the drive handy in
be booted from. Ubuntu software case the software
in it and then gets corrupted.
plug it into a
laptop – then Some people
you'd use the won't have a clue
BIOS and make it how to use Linux,
boot up from so you would
USB, it will then have to show
start up a Ubuntu students how it
Installer which works.
allows you to test
how it works If there's an
(because there is operating system,
a "Test" feature you'd need to
on the Ubuntu back up the files
Installer, which that's already
allows you to test saved into the
how it works cloud so the new
with no hassle) installation does
and install it not overwrite.
easily. This will be
in minutes, but
once it is
installed to your
hard drive you
 DESCRIPTION OF TOOLS
• Scanners
• A scanner is a digitizer which is a type of input device, it captures images from physical items and convert them into digital formats, which for example it could be .JPG or .PDF.
• Scanners are great for businesses and personal use because say you need to print something important, for example proof of address or a receipt, you could scan it and send it over to your computer or
email. Businesses would scan a lot of papers because they need to scan their invoices, tax documents, or any other confidential documents. That way it is more economically and environmentally friendly
than if you were to photocopy or send it to a fax machine, since you could then email it to multiple people effortlessly.
• Network Switches
• A network switch is a multiport network bridge which plugs in to your router. It uses MAC addresses to send data at the data link layer of the OSI model. It connects devices on the network by enabling
packet switching to receive and send data to the target device.
• There are many different types of network switches, which is very important because each ones are ideal for different uses.
• The most common type of network switches is Fixed switches, it can be managed or unmanaged. It can be used in any kind of network, examples being for a home network or for a large enterprise
network. They may offer different ports in terms of speed and connectivity, for example you could buy one which can only do 1 00MB/s, or those that do 1GB/s - however you can get ones with
higher speed: 10GB/s or 40GB/s. The connectivity options are usually RJ45 which are electrical wired ports, which is an ethernet cable, or you could get those with optical fiber ports.
• Speaking of optical fiber ports, those switches with them on are often used if there are several other switches with over long distances. The fiber optic ports would be used to connect to
those distant switches, which could either be in the same building on different floors or in remote buildings which is over several kilometers apart. The advantage of fiber cables compared to a regular
ethernet cable (CAT6/7) is that fiber can work distantly unlike the 100-meter limit the regular CAT6/7 cables have.
• Managed switches are a flexible type of network switches which can be used to configure trunk ports, VLANs, quality of service, VTP protocols and much more additional features. You would need to
have some sort of networking knowledge to configure it, therefore it is mostly used in larger networks like an enterprise network, or from power uses who know how to configure it. This type of
network switch is essential if you are installing a switch which would be part of a large LAN network with hundreds of users going to it, because it'll provide all necessary flexibility and scalability to
provide a robust and reliable network, since there'll be loads of traffic sending and receiving data from and to each other.
• Additionally, you can get a smart managed switch. It is a middle-ground type of network which is between unmanaged and managed. It offers limited management capabilities where it'll give you
the ability to setup important and basic features like speed control and VLAN, however it does not have all the possible conf iguration options found on managed servers, which is why it can be
used for small businesses, like a small office, but they can be used at the edge of larger networks which could be at a remote branch office.
• Unmanaged switches are usually low-end switches which is ideal for small home offices, and they are often plug-and-play which means you just power them up and you do not have to configure
anything, since there is no GUI management interface, nor a command line interface. They are only used for connecting devices in the same VLAN, and additionally they provide pure Layer2
connection to hosts. The best use case of this is in a home network or in a small office, that don't require fancy network features, or you only need it to connect a few networking devices like a
desktop computer, a wired printer, Wi-Fi network, a smart TV (with ethernet capabilities) or a gaming console like an Xbox or PlayStation.
• Wi-Fi Routers
• A Wi-Fi router is
 DESCRIPTION OF TOOLS

• An ESD band is small but it plays an essential role because it protects the user from ESD, which also protects
devices and components from being damaged. The ESD band is made with several components that have
specific functions to prevent static build-up and discharge. It is good to wear nhythem because it safely
provides a way to stop static electricity without causing ESD.The less the ESD, the better.
• ESD mats are designed to drain static discharge from items that are placed on its surface, the workbench
matting protects the surface of ESD sensitive devices from wear and tear
• Screwdriver is a tool that allows you to insert and remove a screw into and from the hole.They are used to
take off the side panel and replace parts for general maintenance. This is essential if you want to upgrade
your PC or fixing parts because one of them broken down, like a power supply unit, or something on the
motherboard, for instance, you'll need to unscrew it with the screwdriver to do this.
• Pliers are used for holding, bending and cutting cables, wires and other materials.
• Compressed air is used to clean dust and dirt from sensitive electronics. In the computing world, this is the
preferred method for this use, since it is also part of the general maintenance since it removes dust and dirt
which maintains parts of the computer and also makes the PC live longer.
 PREMIERE EMPLOYMENT
TEST PLAN
Test no. What to test How to test Expected Actual Outcome
Outcome
1 Scan hand-written Insert document into Once scanned, the TBD
documents the scanner, facing it scanner should then
upside down, where it make a digital copy of
would scan. the document into
your computer. If
there is a file on your
computer, then it
works.
2 See if the Plug in the ethernet Once plugged in, the TBD
switches works cable from the switch ethernet light should
to your computer flick on. In a few
seconds or so, you
should see the
ethernet icon which
means it's connected

Then, go on a website
of your choice. If
you're able to access
it without errors,
then it works.
3 Copy data from one Plug in either 2 disc If you plug in two TBD
EMAIL TO CLIENT
REPORT TO MANAGER
 REPORT/CONCLUSION

• I have summarised two systems, considering hardware and software, as well as peripheral devices and connectivity.

• I have given benefits of upgrading the two systems, including at least one internal and external component, that can be added to systems.
• I have explained the benefits of installing and maintaining software requested to meet the client's requirements.
• I have given 4 reasons to upgrade software
• I have explained maintaining and installing softwares in 2 different systems
• I have given strengths and weaknesses
• I have considered concerns about training requirements, compatibility issues, decommissioning of software and hardware, and the costs and
risks to the company.

• I have done strengths and weaknesses of 2 systems.

• I have done task 4

• I have made action plan and test plan.

• I have done an email and report.