Administare Netwrok and Peripheral Devices Information Sheet

Maichew Polytechnic Polytechnic College College Training, Teaching and Learning Materials Development

MAICHE MAICHEW W POLYTE POLYTECHN CHNIC IC COLLEG COLLEGE E under

Ethiopian TVET-System

INFORMATION TECHNOLOGY SUPPORT SERVICE Level II

Unit Unit of Compete Competence nce Module Title LG Code TTLM Code

Learning Guide 2st Revision

: Adminis Administra trate te Networ Network k and Hardw Hardware are perip periphera herals ls :Administrating Network and Hardware peripherals : ICT ITS2 L03 03 : ICT ITS2 TTLM 0313

Date: Dec 9,2013 Author: Haftamu Hailu MPC-ITD

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LO 1: Confirm Confirm Requi Requirem rements ents of Client Clientss INTRODUCTION

Learning Guide # 1

This learning guide is developed to provide you the necessary information regarding the following content coverage and topics – topics – •

Introductio Introduction n to Computer Computer and Connecting Connecting Peripherals Peripherals

•

Identify Client Requirements

This guide will also assist you to attain the learning outcome stated in the cover page. Specifically, upon completion of this Learning Guide, you will be able to – to – •

Identify Identify and confirm confirm client client peripherals peripherals standards

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Docume Document nt client client requir requiremen ements ts and periph periphera erals ls needed needed in line with with organi organizat zation ional al standar standards ds and report report findings to the appropriate appropriate person person

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Verify Verify client client requir requireme ements nts with with appropr appropriat iatee pers person on in line line with with organi organizat zation ional al standa standards rds and reporting procedures

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Take action action to ensure client support support expectations expectations are are covered by vendor vendor warranty warranty and support support services

•

Your teacher teacher will evaluate evaluate your your output either either satisfac satisfactory tory or unsatisf unsatisfactory actory.. If unsatisfact unsatisfactory, ory, your teacher shall advice you you on additional work. But if if satisfactory you can proceed to the next topic.


requirement requirementss in accordance accordance with organizationa organizationall


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Inf Informatio tion She Sheet 1

Intr Intro oduc duction to Comput puter and Conne nnectin ting Peripherals

Definitions of computer peripherals •

External or tangible devices which which are attached to the external part of the computer computer

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Any device connected internally or externally to a computer and used in the transfer of data. A personal computer or workstation processes information and, strictly speaking, that is all the computer does.

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Any input, output or storage device connected externally or internally to the computer's CPU, such as a monitor, keyboard, printer, disk, tape, graphics tablet, scanner, joy stick, pa ddle or mouse.

Device driver It is a small program that tells the computer how to communicate with input/output (peripheral) devices. Every peripheral device needs device driver to communicate with the computer system. •

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Computer peripherals were grouped into several categories: The Input Devices, The Output Devices, the Processors, The Storage Devices.

used as a mea The Input Input devic devicee - is a device that’s been used means ns of inpu input. t. It is is any any peri periph pher eral al used used to provide provide data data and and control control signals signals to an an information information processing processing system system such as a computer computer or other informatio information n appliance. appliance. The common common input devices devices are are keyboard, keyboard, mouse, scanner. scanner. The computer key board is used to input, or enter, letters, numbers, symbols, punctuations and commands into the computer. The standard keyboard layout is sometimes called QWERTY layout and it is the most common layout.

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Keybo Keyboar ard d-

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Mouse or a pointing device is any human interface device that allows a

user to input spatial data to a computer. In the case of mice and touch screens, this is usually achieved by detecting movement across a physic physical al surfa surface. ce. Analo Analog g device devices, s, such such as 3D mice mice,, joysti joysticks cks,, or pointing sticks, function function by reporting their angle of deflection. Movements of the pointing device are echoed on the screen by movements movements of the cursor, cursor, creating creating a simple, intuitive intuitive way to navigate navigate a computer's computer's GUI. Types of mouse Opt mechanical mouse - The optical-me optical-mechani chanical cal or Opto-mechan Opto-mechanical ical mouse consists of a ball that

rolls one of two wheels inside the mouse. Optica Opticall mouse mouse - Computer Computer mouse that utilizes utilizes light-emit light-emitting ting diodes diodes (LED) or laser as a method of

tracking movement. These mice are more proficient than other computer mice. These mice are Learning Guide 2st Revision


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easily identified by examining the bottom of the mouse. If the mouse has no ball or has a light emitting from from the bottom it's most likely an optical mouse.

Scan Scanne nerr : Is a device that can scan or digitize images on paper and

convert them to data that the computer can use. They can then be stored stored in a file, file, displayed displayed on the screen, screen, added to document documents, s, or manipulated. Imaging Imaging and Video input devices devices Video input devices are used to digitize images or video from the outside world into the computer. The information can be stored in a multitude multitude of formats depending on the user's requirement. requirement. digital camera Image scanner Barcode reader Laser rangefinder

   

Webcam Fingerprint scanner 3D scanner

Audio input devices

In the fashion of video devices, audio devices are used to either capture or create sound. In some cases, an audio output output device can be used as an input input device, device, in order to capture capture produced produced sound. Microphone Microphone MIDI keyboard or other digital digital musical instrument

Output Device An output device is any piece of computer computer hardwar hardwaree equipment equipment used used to to communicat communicatee the results results of data processing processing carried carried out by an informatio information n processing processing system system (such as a computer) computer) to the the outside outside world. world. In computing, input/output, or I/O, refers to the communication between between an information processing processing system system (such (such as a computer), computer), and the outside outside world. world. Inputs Inputs are the the signals signals or data sent sent to the system, and outputs are the signals or data sent by the system to the outside. Examples of output devices: •

Speakers Computer speakers range widely in quality and in price. The computer

speakers typically packaged with computer systems are small, plastic, and have mediocre sound quality. Some computer speakers have equalization features such as bass and treble controls.

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Headphones: Headphones: are a pair of small loudspeakers, or less commonly a single

speaker, speaker, held close close to a user's ears and connected connected to a signal source source such as an audio audio amplif amplifier ier,, radio, radio, CD playe playerr or portab portable le media media playe player. r. They They are also also known known as stereo stereo phones, phones, headse headsets ts or, coll colloqu oquial ially ly cans. cans. The The in-ear in-ear vers versions ions are are kno known wn as ear ear phon phones es or ear ear buds buds.. Learning Guide 2st Revision


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

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Screen (Monitor) A monitor or display (sometimes called a visual display unit) unit) is an electr electron onic ic visual visual displa display y for comput computers ers.. The follo followi wing ng are Type of Monitor

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Cathode Cathode ray tubes (CRTs), LCD monitor monitorss

Printer In computing, computing, a printer printer is a peripheral peripheral which produces produces a text and/or graphics graphics of documents stored stored in electronic form, usually usually on physical print media such as paper or or transparencies.

The Processor

The Processor Processor or the central central processing processing unit (CPU) (CPU) is the the portion portion of a computer computer system system that carries carries out the instruction instructionss of a computer computer program, program, to perform perform the basic arithmet arithmetical, ical, logical, logical, and input/output operations of the system. The CPU plays a role somewhat analogous to the the brain brain in the the compute computer. r. Two typical components of a CPU are the arithmetic logic unit (ALU), which performs arithmetic and logical operations, and the control unit (CU), which extracts instructions from memory and decodes and executes them, calling on the ALU when necessary. Example of Processors are: Pentium 4, Core Duo, Dual Core, Core i3, Core i5, Corei7

The Storage devices Computer data storage storage,, often called storage or memory, memory, refe refers rs to to comp comput uter er comp compon onen ents ts and and reco record rdin ing g

media that retain digital data. Data storage is one of the core functions and fundamental components of computers. There are 3 types of storage devices: 1. Primary Storage – is also known as the main memory or a temporary storage storage device. It is fast fast in nature but can accommodate only few data. Data that has been stored in memory memory flushes off when you restart your computer, thus called temporary storage de vice. It is the the only one one directly directly access accessible ible to to the CPU. CPU. The CPU continuously reads instructions stored there and executes them as required. Any data actively operated on is also stored there in uniform manner. 2. Secondary Storage – Secondary storage (also known as external memory or auxiliary storage), differs from primary storage in that it is not directly directly accessible accessible by the the CPU. Secondary Secondary storage storage does does not lose the data when the device is powered down — it it is non-volatile. Examples Examples of a secondary storage storage device are Internal Internal Hard Hard drive, external Hard Drive, Flash Disk, CD/DVD, Floppy disk, Memory card. Learning Guide 2st Revision


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Maichew Polytechnic College Training, Teaching and Learning Materials Development

3. Tertiary Storage - Tertiary storage or tertiary memory, provides a third level of storage. Typically it

involves a robotic mechanism which will mount (insert) and dismount removable mass storage media into a storage device according to the system's demands; this data is often copied to secondary storage before use. Connectivity devices : The majority of external peripheral devices connect to the back of the computer’s

system unit with cables. The computer’s system unit has a variety of ports available for use by different peripheral device cables. A port is a socket that is used to connect the cables from peripheral devices to the computer. Computer connectivity devices were grouped into several categories: Ports

Ports at the back of a computer

Power supply

There exist several types of ports like serial port, parallel port, USB port, AGP port , power supply port. Serial Port: As the name suggests, the serial port transfers data serially a bit at a time. As a result, the serial port needs only wire to transmit 8 bits. The disadvantage is that it takes 8 times longer to transmit a byte. Serial ports come in the form of 9-pin or 25-pin male connector. Serial ports are often known as communication ports or RS232C ports. They are typically used to connect devices like old mouse and modem. Parallel ports can send or receive a byte (8-bit) at a time. Unlike the serial port, these 8-bits are transmitted parallel to each other. Parallel ports come in the form of 25-pin female connector. Parallel ports are popularly used to connect printer, scanner, CD writer, zip drive, external hard disk drive, tape backup drive, etc.

To spare the user botheration of 8-pin, 25-pin, male, female connectors, the USB has been designed. It gives you a single, standardized, easy-to-use way to connect up to 127 devices to a computer. These devices include printers, scanners, mice, joystick, digital camera, web cameras, speakers, telephones, zip drives, network connections, scientific data acquisition devices, etc.



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AGP (Accelerated Graphics Port) port is used to connect to graphic card that provides high-speed video performance typically required in games and other multimedia applications.

Ethernet port, the LAN port is a port connection that allows a computer to connect to a network using a wired connection. In the picture to the right, is a close up example of what a LAN port looks like for a network cable using an RJ-45 connector. In the case of this example, the two led lights will blink when that port active and receiving activity.

is

PS/2 connector is a 6-pin Mini-DIN connector used for connecting some keyboards and mice to a PC compatible computer system. Its name comes from the IBM Personal System/2 series of personal computers. The PS/2 designs on keyboard and mouse interfaces are electrically similar and employ the same communication protocol. However, a given system's keyboard and mouse port may not be interchangeable since the two devices use a different set of commands. Today this connector has all but been replaced by USB is a device that supplies electrical energy to one or more electric loads. A regulated power supply is one that controls the output voltage or current to a specific value; the controlled value is held nearly constant despite variations in either load current or the voltage supplied by the power supply's energy source. Power Supply :

Video Graphics Array (VGA) connector is a three-row 15-pin DE-

15 connector. The 15-pin VGA connector is found on many video cards, computer monitors, and some television sets. On laptop computers or other small devices, a mini-VGA port is sometimes used in place of the full-sized VGA connector.



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Connectors •

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CAT5 NETWORK CABLE - This cable allows the computer to communicate to other computers over a network. It also provides networked computers access to the Internet

MONITOR CABLE - This cable is usually permanently connected to a monitor. Small screws hold the cable in place

USB CABLE - Most PC's now have these fast and versatile ports on the front and back. They can be used for portable storage devices, digital cameras, scanners, video cameras, printers, keyboards and mice - just about everything!

POWER CORD - This is a standard "kettle cord" that connects the computer to the AC outlet on the wall and the power supply of the computer. This MUST be unplugged if you are ever doing any maintenance work inside the computer.

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PRINTER CABLE - This is a 25-pin "D" shaped connector that connect printers to the parallel port on a computer. (Newer printers may connect with a USB plug.)

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PS2 CABLE - On most computers these days, this connection is used for both the Mouse and the keyboard. This plug has 6 pins-

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VGA CABLE – This is use to connect the monitor to the VGA port.

AUDIO CABLE – This is use to connect the speaker to the Audio port.



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Information Sheet 2

Confirm Client Requirements

System development life cycle

To determine appropriate hardware peripheral devices needed within an organization, it is important to clearly understand what your client needs. Often clients don’t have a clear idea of what they want until they have been presented with a series of options. Working out clients’ needs requires careful planning and organisation. The system development life cycle is a methodology that computer consultants often follow to help them properly investigate the client’s information technology needs. The first three stages of the system development life cycle are: 1.

Planning

2.

Analysing

3.

Designing.

Planning

This stage involves identifying the client’s current technology and taking into account any limitations. During the planning phase it is necessary to find out information including: •

system specifications

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connections available

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budget constraints

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available timeframe

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availability of physical space.

A feasibility study can be performed to provide a preliminary report to the client about benefits, costs and impact to the organisation. Additionally, a project request form allows a client to document their initial request. System specifications

It is important to find out the specifications of the computer system you are planning to connect the peripheral device to. Many newer types of peripheral devices require a specific amount of memory, CPU speed, hard disk space, and may only be compatible with certain operating systems. You also need to be aware of the peripheral’s system requirements. The manual for the peripheral device as well as the manufacturer’s website wi ll help you determine the minimum system specifications.



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Computer peripherals requirement considerations •

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Desktop hardware, such as a desktop computer itself, is the most common type of IT hardware purchased by a small business. The cost of hardware depends on its specification, which in turn is determined by some key components. When you buy desktop hardware, you will need to decide what the specification of these key components should be. The processor is the driver of the computer. Processors are usually differentiated by speed, measured in gigahertz (GHz). The higher the GHz, the faster the computer will run. You should buy the fastest processor you can afford, but a 3 GHz processor will normally be enough for most business functions, e.g. word processing and spreadsheets, together with some multimedia. Memory is used by the processor to run programs. Generally, the more random access memory (RAM) you have, the better your computer will run when using several programs at once. Your computer should have enough memory to make the most of the processor speed. For a 3 GHz processor, for example, you should have around 2-3 gigabytes (GB) of RAM. The hard disk is used to store the data you create in your business, as well as the programs you use. Its capacity is much greater than the RAM. An office computer with a 3 GHz processor should have at least 200 GB of hard disk space, but if you intend to use a single desktop PC as the main storage location for all your business data, you will need at least 500 GB. External plug-ins, such as rewritable DVD, DVD-Read Only Memory (ROM), or CD-RW (rewritable) drives can be used to supplement your computer's memory. The monitor is the computer's display screen. Liquid Crystal Display (LCD) or flat screen monitors offer reduced bulk and lower power consumption, relative to cathode ray tube (CRT) monitors. Monitors are normally measured diagonally in inches - typically 19, 22 or 24. Larger or wide-screen monitors allow you to compare two documents on-screen. Many monitors have an aspect ratio - the proportion of image width to height - of 16:10, although screens with a 16:9 ratio are becoming more widely available and offer higher resolution. Display adapter Software requiring a better than average computer graphics display, like graphics editors and high-end games, often define high-end display adapters in the system requirements.

Software requirements Software Requirements deal with defining software resource requirements and pre-requisites that need to be installed on a computer to provide optimal functioning of an application. These requirements or pre-requisites are generally not included in the software installation package and need to be installed separately before the software is installed. 1. Platform: In computing, a platform describes some sort of framework, either in hardware or software, which allows software to run. Typical platforms include a computer's architecture, operating system, or programming languages and their run time libraries.



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2. APIs and drivers: Software making extensive use of special hardware devices, like high-end display

adapters, needs special API or newer device drivers. A good example is DirectX, which is a collection of APIs for handling tasks related to multimedia, especially game programming, on Microsoft platforms. 3. Web browser: Most web applications and software depending heavily on Internet technologies make

use of the default browser installed on system. Microsoft Internet Explorer is a frequent choice of software running on Microsoft Windows, which makes use of ActiveX controls, despite their vulnerabilities. Other requirements Hardware Requirements for Windows 7 system If you want to run Windows 7 on your PC, here's what it takes:

1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor 1 gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-b it) 16 GB available hard disk space (32-bit) or 20 GB (64-bit) DirectX 9 graphics device with WDDM 1.0 or higher driver

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The minimum hardware requirements for Windows XP Home Edition are: Pentium 233-megahertz (MHz) processor or faster (300 M Hz is recommended) At least 64 megabytes (MB) of RAM (128 MB is recommended) At least 1.5 gigabytes (GB) of available space on the hard disk CD-ROM or DVD-ROM drive Keyboard and a Microsoft Mouse or some other compatible pointing device Video adapter and monitor with Super VGA (800 x 600)or higher resolution Sound card Speakers or headphones • • • • • • • •

After you have determine your organization needs, you can now start documenting your hardware needs, to help you decide on the specifications, canvassing would be a great idea. There were several sites in the net where you can browse and compare the price of the different medium range to high end computer peripherals. One by one you can list down the hardware specs for your client. The list below will help you in documenting your chosen hardware: Processor RAM or Memory Hard Disk size Video Card : LAN Card DVD drive : Sound Card : Mouse Keyboard Monitor


: : : :

: : :


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One deciding factor to consider in buying computer peripherals is the warranty and after sales support service. A cheaper price would vary greatly on the performance, durability and warranty. Mostly, the cheaper it gets, the less durable and less warranty you could expect. Oftentimes, the good warranty and after sales service they provide, the better the quality of the products they have. Do not risk buying the cheaper one if you’re not sure of the quality. After you have finalized your hardware specifications, you can now forward it to the right person for budget considerations and finally for procurement. Budget constraints : While planning the connection of hardware peripheral devices, it is important to be

aware of the client’s available budget. A client needs to determine whether the benefits that will be gained from the peripheral device justify the financial outlay. Factors including the organization’s size, the necessity of the peripheral device to the organization, number of people requiring the device, will all contribute to the organization’s allocation of a budget. Costs will sometimes prohibit an organization from proceeding with the purchase of equipment. Another cost to consider is ongoing maintenance. A laser printer, for example, may initially be more expensive to purchase than an inkjet printer. However when you consider that some inkjet cartridges can cost nearly as much as an inkjet printer, it may be more practical to choose a laser printer, where toner costs are more reasonable. Available timeframe: The time available to complete a task also needs to be considered when identifying

client requirements. If, for example, a peripheral device is needed urgently, it will be necessary to quickly find out which suppliers can immediately provide the p eripheral equipment. Physical space restrictions: Before considering acquiring any peripheral device, planning needs to be

done to work out where and how the peripheral will reside. The following questions need to be considered: •

What physical space is available to accommodate the device?

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Are power points in a near proximity if the device needs them? If a peripheral does not have access to a suitable power source, problems may occur including the overloading of power boards and power leads causing dangerous obstructions to users of the e quipment .

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Will the installation of the device mean other equipment needs to be relocated?

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Could the device cause disruption or impact on the safety of users?

Feasibility study: A feasibility study can be carried out to show the client benefits, approximate costs of

the new equipment and the impact on the organisation. Several hardware devices can also be recommended to the client. The aim of the feasibility study is to recognise the best solution under the circumstances by identifying the effects of this solution on the organisation. After undertaking a feasibility study, it may be discovered that a simple solution is possible. Take the example of an organisation that would like to update their monitors so that they can have better screen Learning Guide 2st Revision


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resolution. Changing the monitors’ internal settings could be a very simple solution to obtain an improved resolution. A feasibility study can also reveal that a client’s peripheral requirements are not achievable. The requirements may exceed budget, or the requested peripheral devices may not be compatible with the current computer system. The results of a feasibility study can determine whether or not an organisation proceeds with the purchase and installation of the peripheral devices. Project request form An initial request for hardware peripheral devices can be documented using a project request form. This form documents information from both the client and the computer consultant in order to document preliminary requirements. Typical information requested on a project request form includes: •

project title

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objectives

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date received

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anticipated benefits

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completion date

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person requesting

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project number

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constraints.

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description of problem

Analyzing: In the analysis phase, the client’s requirements are investigated in more depth. It is important to try to gain as much information from the client as possible, in order to obtain an accurate understanding of the situation. Detailed client requirements, such as: •

specific features of the device required

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the number of people who will need to use device

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support expectations

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training requirements can all be obtained during this phase.

Interviews, questionnaires, checklists and observations are some methods that consultants use to gather information. If a device is to be used by a large group of users, a questionnaire or checklist could be constructed to find out what features are required by the majority of users. Interviewing users can provide a better way of finding out specific information. Interviews: A well-prepared interview can help provide you with valuable information about your client

requirements. Information that has been collected during the planning stage can also give you some useful background information when preparing questions. Questions asked of a client may be specific or open ended. Specific questions generally mean that the client will give either a yes/no response or a specific answer. Open-ended questions, however, generally commence with Learning Guide 2st Revision


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‘how’ or ‘why’. These types of questions help to discuss and clarify issues an d establish a firmer understanding of client requirements. For example, some questions you may want to ask during an interview to replace an existing printer could include: •

How will a new printer solve existing printer issues?

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Who will be using the new printer the majority of the time?

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What will be the new printer key purposes? Eg:

– letters

– information from the Internet.

– advertising brochures •

Why do you need colour printing?

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What is the approximate number of pages that would be printed each day?

Questionnaires

Questionnaires are helpful when you need to gather information from a number of clients. A number of questions incorporating short answers, multiple choice and true/false choices can help you quickly determine what kinds of features the majority of clients are requiring. Here is a sample questionnaire to help establish a suitable mouse: 1.

Trackball feature — Would a trackball device be helpful for you to manipulate images? Yes/No

2.

Would you prefer a wireless mouse? Yes/No

3.

List any other features you would like to be able to have available with your mouse: _____________________________________________________________ _____________________________________________________________

Checklists In a similar manner to questionnaires, checklists that ask clients to choose what features they would like from a specific peripheral device can also provide an efficient way to determine a set of popular requirements. Observations: Even informal observations of current business procedures can provide another way of

determining client needs. Observing users as they go about their day-to-day tasks, can confirm if current peripheral devices are not working properly or assessing the need for a new peripheral device. Designing: The design phase enables you to figure out an effective solution. All the information you

have gathered via questionnaires, interviews, observations and during planning can be assessed to determine the best way of satisfying client requirements. There will often be several peripheral devices that are capable of performing the job satisfactorily. An evaluation grid can be created to show the client each de vice’s functionality. Learning Guide 2st Revision


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The example below illustrates an evaluation grid that could be used for appraising scanners. Specifications Price Optical resolution (dpi)

Scanner 1

Scanner 2

Scanner 3

Dimensions Operating system Software included Comments

Once client requirements have been clarified, all requests for hardware peripherals need to be documented clearly in a concise form. An organisation will often have its own organizational standards (for example, report templates, guidelines) to which you will need to adhere. The documentation will also need to be checked and confirmed by the client before a request for purchase in sent to the preferred supplier.



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LO 2: Obtain Required Peripherals Information Sheet 1

Obtaining hardware peripherals

Obtaining a peripheral The first step in obtaining a peripheral device is to locate suppliers of that device. Then, there are factors you need to consider about the supplier and the devices on offer, such as support provided and purchase price. This will help you to compare and choose the most appropriate supplier and the exact model of the device according to client requirements. Finally, you are ready to place an order for your organisation or client to purchase the device. Locating a supplier There are many ways to find a supplier of peripheral equipment. Some ways include: •

Searching the Internet

The Internet provides different methods for searching for suppliers. Using search engines such a s Google or Yahoo can help you find a hardware supplier anywhere in the world. Suppliers will often have their own websites that can provide you with catalogues of available equipment. Other ways to investigate suppliers are to follow links from a website such as a manufacturer’s website, or to browse website directories that may be linked to search engine home pages. •

PC magazines

Computing magazines often contain a large section devoted to advertising current hardware suppliers. •

Newspapers

Major newspapers have computer/IT sections or classified advertisements which can be a source for finding suppliers. •

Brochures/advertising material

Many larger hardware suppliers use television, radio or leaflet deliveries to inform potential customers of their latest hardware. •

Telephone directory A telephone directory is useful if you need to find a hardware supplier located within your local area.



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Contacting the manufacturer directly Manufacturers generally have their own websites. These may list major suppliers in your area. Emailing or telephoning the manufacturer may also be a way to find out names of local suppliers. Choosing a supplier With so many choices of suppliers available, how do you find the right one? There ar e a few factors to consider: •

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•

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How long has the supplier been operating? It is a good idea to find a supplier who will still be around for the lifetime of the hardware. Does the supplier offer suitable support and training? If the client will be requiring a lot of additional assistance, training could be a major contributing factor for choosing a particular supplier. Does the supplier offer competitive pricing? Considering the support and stability, it is also important to weigh up these factors in relation to price. For a client with a strict budget, price may be a big issue when determining where to purchase hardware. Is the supplier a preferred supplier for your organization? Some organizations have arrangements that equipment must be purchased from suppliers who are considered to be the preferred provider for the organization. Organisations create these agreements because customer loyalty offers substantial discounts, extended warranties and additional support.

Selecting a peripheral Once you have selected suitable suppliers you need to contact each supplier. Information you should find out from the supplier includes: •

model and manufacturer names of peripherals that will satisfy the majority of your clients requirements (including system specifications, physical dimensions, support)

•

price of each model

•

availability of each model.

You may find it helpful to keep a record of any details that you collect so you refer to this information quickly and easily. Placing an order Depending on the type of organisation you work for, placing an order for a hardware peripheral device could be done in a variety of ways. In a small organisation you may be responsible for ordering the device yourself. However, in a larger organisation there may be employees who are responsible for purchasing new equipment. You may need to fill out an order form that can be given to the purchasing department.

Before an order is submitted, it could also be necessary to obtain final approval from senior staff. Often an order form might require signatures from the manager or supervisor before it can be processed. A purchasing



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department might require written quotes from three suppliers, a recommendation and justification for the chosen supplier. Make sure that you find out from your supervisor or manager what procedures you need to follow when placing an order within your organisation. Sample order form From:____________________________ Date: ____________________________

Code

Quantity

Description

Price

Supplier Name

COST GST TOTAL

Delivery point: _________________________________________________

Budget holder’s signature : _______________________________________

Please return to the Purchasing Department



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Information Sheet 2

Hardware inventories

Hardware inventories The purpose of a hardware inventory (or registry) is to keep detailed information about all the hardware equipment within an organization. Every piece of hardware, including each computer and peripheral device, should be recorded on the inventory. As well as providing an excellent quick reference guide to the org anization’s hardware, an inventory can be very useful for insurance, warranty and service purposes. In order for an inventory to be a valuable source of information, it is vital that the information be maintained regularly. New devices need to be entered into the inventory as soon as they have been obtained. You must also adjust the inventory frequently, to delete hardware that is no longer functional or has been removed. Some organizations do random checks or yearly audits of their hardware inventories to ensure that all information is current. There are a number of tools available to create hardware inventories. Databases and spreadsheets are often used to store the information. There are also software programs that you can purchase, designed specifically for recording hardware and software details. Although these programs are good for keeping a ‘soft copy’ of the information, it is also essential that you keep a current ‘hard copy’ (printed version) of the inventory. In this way, if the computer system ever fails you will still have the information. Details that should be included within a hardware inventory include: •

description of hardware device

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manufacturer

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supplier

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model number

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serial number

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warranty or maintenance conditions

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components

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location

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number and identity of authorised users

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purchase price

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date of purchase.



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Documenting peripherals used with each computer If the peripheral is an essential part of the computer system (for example mouse, keyboard or monitor) it is logical to record information about the device within the documentation for the computer to which it is connected. Individual computer inventories will often contain detailed information about the computer’s related hardware and software. It may also be more practical to record information about the peripheral inside the computer’s record, if the device is also permanently connected to a computer (for example a printer or scanner). Hardware inventory (Example 1) Details for Administration Computer Manufacturer: Model:

Dell OptiPlex GX280MT Minitower — Power

Operating System: Serial number:

Windows XP 12345

RAM: Hard disk space:

128 Mb 160 Gb Dell UltraSharp™ 1905FP flat panel,

Monitor: Printer: Keyboard: Pointing device:

HP LaserJet IID Dell USB keyboard Dell USB 2-button optical mouse with scroll

Individually documenting each peripheral device If the device is shared between several computers, it makes more sense to keep information about the peripheral as an individual entry in an inventory. Devices such as digital cameras, data projectors and USB drives would more likely to be used by many computers, thus it would make more sense to record their details separate to the computer details. Hardware inventory (Example 2)



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Checking contents When unpacking any peripheral device, an organized and methodical approach needs to be taken. Randomly ripping open boxes and packaging without carefully identifying each component can potentially cause many problems later on. Prepare a suitable work area before you begin unpacking. This should include a large sturdy flat area with no carpet so that small components will not be lost. Before commencing to open any packaging, find the manual for the device. Check instructions for any precautions or specific unpacking procedures. Most manuals will also contain a section that tells you a list of included components. It is useful to create a checklist based on the component list. You will then be able to use the checklist to mark off the components when they have been identified. Below is a sample checklist for a typical inkjet printer. 

printer



cartridge



power cable



USB cable



sample paper



feeding device



CD driver

Be attentive when unpacking a peripheral device — handle the packaging and contents with care, as you do not want to damage your new device. Remove any packing material surrounding and also within the device. Some printers, for example, have soft foam and plastic pieces inside the device to ensure that parts are locked into the correct position. Make sure that you remove these pieces and foam before installation. Inspect the equipment for damage that may have occurred during transport. If the equipment has been damaged, report the damage to the supplier immediately. If possible, try to keep all the original packing material that came with your computer and its peripherals. Often this packaging gets thrown out because it is so bulky. It can be very useful, however, if you need to return the item within the warranty period as some manufacturers will request original packaging. It can also be good protection when transporting sensitive peripheral devices. For example, equipment such as digital cameras, video cameras and data projectors have delicate lenses which can break very easily. Storing peripherals Peripheral devices need to be located in a suitable environment — otherwise there may be potential problems. It is a good idea to refer to the manufacturer’s manual to determine what guidelines should be followed. When storing peripherals it is important to: •

make sure equipment is kept in ideal working conditions

•

adhere to current Occupational Health and Safety guidelines

•

ensure the electrical safety of the device

•

consider security of the device



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Keeping equipment in ideal working conditions Each manufacturer will have their own recommendations on how to store their peripheral equipment. In order to guarantee that a peripheral will function correctly throughout its life it is important to follow guidelines that have been recommended by the manufacturer. Some common recommendations may include: •

•

•

•

•

Keep equipment in the correct position — After unpacking, most devices will usually have a proper resting position. If a device is not kept in its natural position, there could be problems when trying to operate the device later on. For example, when a printer is stored in a vertical position, components such as the ink cartridges could leak or be dislodged. Keep equipment away from weather, dust and other harmful material — When finding a storage location, consider what kind of elements the device may be subjected to. If, for example, you store a USB drive in a cabinet next to chalk, dust from the chalk could potentially damage the storage device’s USB connection. Do not expose equipment to extreme temperatures and high humidity — Sudden changes in temperature can cause condensation in many peripheral devices. For instance, if a video camera is taken from a cold place to a warm place, condensation may form on the lens and internal parts. Avoid storing the device in direct sunlight — Exposure to direct sunlight could damage many of the external components of a device as well as subject the device to high temperatures. Do not expose equipment to water or moisture — If water gets inside many peripheral devices there is a risk of electric shock.

Adhering to OH&S guidelines When positioning peripherals in their permanent locations it is important to take into account many OH&S considerations as follows. Positioning of the monitor It is essential to position a monitor correctly to ensure it will suit the needs of the user. Tips include: •

Try to make sure that monitor is in a position away from the glare of sunlight.

•

Check that the brightness and contrast controls of the screen have been adjusted to suit lighting conditions in the room.

•

The top of the screen should be the same level as the user’s eye level.

Positioning of the keyboard A keyboard also needs to be positioned carefully to be of adequate comfort and safety for the user. Some tips include: •

Position the keyboard directly in front of the monitor and at the same height as the mouse.

•

The keyboard should allow the user’s forearms to be parallel to the floor.

•

Allow space for the computer user to rest their wrists.



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Positioning of other equipment Some general Occupational Health and safety guidelines to consider when positioning other peripheral equipment are: •

Make sure that you can reach the peripheral device and its components without having to strain your back.

•

Place equipment such as scanners and printers at a suitable height so a user is easily able to reach paper trays, open scanner lids, etc.

•

Make sure that equipment such as speakers is easily accessible if settings such as volume control need to be changed.

Ensuring electrical safety Some tips to ensure electrical safety a re: •

Do not be tempted to add too many extension cables or double socket adapters to your existing electrical sockets.

•

Never use damaged plugs or leads.

•

If possible, ask an electrician to check the safety of your system.

•

Position electrical leads where they will not cause tripping hazards to people.

Physical security of devices In many situations it is important to consider the physical security of the peripheral devices. Some devices, such as digital cameras, data projectors and USB drives, may not be permanently connected to a computer so it will be necessary to find a secure location to store the device. Make sure that these kinds of devices are secured in a lockable storage cupboard, cabinet or safe when not required. Some organisations install security devices onto desks to guarantee that computers are secure and will not be able to be taken from their position unless unlocked. Storing consumables

The term ‘consumables’ refers to a product that is used once and then re placed. Examples of consumables include printer cartridges, CDs and paper. As well as for computer equipment, consideration also needs to be given to the way consumables for peripheral devices are stored. Paper Paper needs to be stored in an area which is cool and dry, to prevent moisture from fusing pages together. Ink cartridges and toner Make sure to store cartridges/toner in a cool dry place, away from sparks and open flames, with adequate ventilation and do not expose the device to high temperatures. Also ensure that the cartridges are not taken out of their packaging until they will be used within the printer, as the ink will dry out before use. Learning Guide 2st Revision


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CDs When possible, make sure that CDs are kept in their protective case, to minimise the chances of being scratched. Also keep them out of direct sunlight and extreme temperatures . Summary There are several steps that you must go through when you obtain a peripheral device. The first step involves working out where to obtain the device, whether it is from a supplier who r egularly provides equipment to the organization, or a supplier found from searching the Internet, magazines or telephone directory. Depending on the organization, placing an order for a device may be done in different ways. Some smaller organizations may not have strict guidelines, while larger organizations may have strict procedures that need to be followed. Once the device has arrived it is always a good idea to keep a record of the device in a hardware inventory. Recording details such as manufacturer, supplier, model, date of purchase and purchase price, can be very useful — especially if you need to send a device back within the warranty period. It is also a good idea to unpack the contents in an organized manner. Find a clear space to unpack contents and create a checklist of equipment that should be supplied. Once the device has been unpacked, storage is another consideration. Make sure to look at the manufacturer’s guidelines, consider the security of the device and any occupational health and safety issues.



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LO 3: Connect hardware peripherals INTRODUCTION

Learning Guide # 3

This learning guide is developed to provide you the necessary information regarding the following content coverage and topics – •

Avoiding disruption to the client

•

Connecting and configuring hardware peripherals

•

Testing devices and creating a test plan

This guide will also assist you to attain the learning outcome stated in the cover page. Specifically, upon completion of this Learning Guide, you will be able to – •

Verify timeframe for installation schedule with the client in accordance with the organization requirements

•

Remove and/or replace old peripherals with minimum disruption to clients taking into account environmental considerations and OHS standards

•

Connect new peripherals with minimum disruption to clients and taking into account the operating system procedures

•

Configure the computer to accept the new peripherals

•

Test hardware peripherals and confirm client satisfaction, particular attention must be paid to possible impact on other systems and adjustments are made as required



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Information Sheet 1

Avoid disruption to the client

Minimal disruption to the client One of the most important considerations when installing a new hardware peripheral is to try and install the device with the least amount of disruption to the client. A client may not be very happy if you install a piece of hardware equipment while they are creating an urgent report. It is important to schedule installation times that are: 1.

also suitable to the client’s or computer user’s schedules

2.

sufficient length to install and thoroughly test the hardware device.

To achieve this, make sure that you are aware of: •

common organizational procedures that regularly need to be performed on the computer (for example, end of month processing or weekly backups) and plan installations outside these periods

•

current projects, deadlines and schedules of the client/user.

Installations should be scheduled for times such as: •

quiet periods (for example, during holiday periods)

•

before or after normal office hours

•

while the client/user is out of the office

•

when the client will not be needing their computer.

It can be difficult to work out how long it will take to install a peripheral device. It will vary according to the type of device, current operating system, problems requiring troubleshooting and the experience of the installer. If you will be regularly performing installations, keeping a log of installations — noting the time required and problems experienced — could help to estimate the time spent on future installations. Once you have arranged a suitable time, make sure you adhere to it or give advanced notice if you will be delayed. Remember that clients may have scheduled their daily workload around the installation. Also consider the timeframe expected by client when installing new hardware. If you work for a busy organization it may be necessary to work out a daily to-do list. Order tasks with priority given to installations that perform critical functions or have been waiting to be done for the longest amount of time.



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Information Sheet 2

Testing devices and creating a test plan

Testing In addition to ensuring a device is able to perform a basic task (such as printing a test page or scanning an image) it is also necessary that all functionality required by the client is tested. When new peripheral equipment is not tested for critical functions before being used, it can lead to malfunction, causing large disruptions to clients and potentially damage other parts of a computer system. If, for example, a new external zip drive has not been tested to check it will be capable of making backups of specific files, it could mean that vital information of the client’s could be destroyed if those backups were not successful. Ensure that all new installations are thoroughly tested after initial setup and prior to use by the client. Depending on the device, different functions will need to be tested. Devices that have components that are known to degrade with time, especially printers, should also be tested periodically. Printers need to be routinely tested, as components such as the ink cartridges and toner can cause deterioration of print quality and may require maintenance and/or cleaning. All tests should be completed according to a documented test plan. Some suggestions of functions that may be tested for a printer, scanner and digital camera devices are included below. Printer Printer functions that may be tested are: •

Can the printer handle different paper types (for example A4, A5, foolscap, thick, thin, overhead transparencies)?

•

Will the printer work successfully on different computers?

•

Will the printer work successfully with different software packages (for example, word processing, spreadsheets and desktop publishing)?

•

Is black and white print quality acceptable to clients?

•

Is colour print quality acceptable to clients?

Scanner Scanner functions that may be tested are: •

Is the resolution of a scanned image an acceptable quality?

•

Does the scanner work correctly with different software packages (e .g. a word processor or desktop publishing package)?

•

Can the scanner handle items of unusual size and thickness (e.g. a large book or cardboard poster)?

•

Does the OCR software scan a document successfully?

•

Will the scanner work successfully on other computers?



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What is a test plan? A test plan is used to work out a structured process to ensure that a new device will work under all expected circumstances. It logically describes: 1.

Functions that need to be tested

2.

An example test case scenario

3.

Expected results for each scenario

4.

What actually happened once the test has been performed.

Example test case scenarios should simulate realistic work patterns — ie the scenario should realistically demonstrate if a function will be satisfactory after implementation. Because testing is so critical to the successful implementation of the new device, it is important that a test plan is comprehensive and considers every way a device will need to function after implementation. It is useful to refer back to the client requirements so that you will remember functions that will regularly be expected by the client. On the next page is a test plan, with selected scenarios, to ensure that a printer is working to acceptable client requirements.



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Operation Sheet 1

Connecting Computer Peripherals

Connecting and configuring hardware peripherals With the large variety of computer systems, operating systems, peripheral types and features, and manufacturers, each peripheral device will have its own individual installation procedure. It is important to refer to manufacturer guidelines and manuals when installing any hardware device to ensure that all procedures are correctly followed. Procedures which are generally followed when installing any new peripheral device include: 1.

plugging in the cables between the device and the computer

2.

installing any drivers

3.

troubleshooting installation when necessary

4.

customising the device

5.

testing the device for satisfying required conditions.

What are drivers? Whenever you install a hardware peripheral device, you will also have to install a driver. A driver is a software program that allows the hardware device to talk to the operating system. Generally, driver software will be included within the packaging of a new device. Sometimes operating systems, such as Windows XP, automatically provide their own dri vers if you don’t provide one. At times it may be necessary to find a newer version of a driver than the one that has been provided by the manufacturer. It is a good idea to regularly check the manufacturer’s website to see if any new drivers have been dev eloped. What is plug and play? Plug and play is a hardware technology that enables many operating systems to automatically recognise new hardware devices and configure them automatically. Most USB devices support plug and play.

Computer Peripheral Ports

Power Supply

Plugging in the cables between the device and the computer Learning Guide 2st Revision


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To make your computer work, you need to connect all the hardware peripherals to the ports at the back of the CPU case, as shown above. Before connecting all the peripherals to its c orresponding ports, see to it that the power cord was unplug into the power source to prevent electrical related injury. You should be able to connect the Mouse, Keyboard, Monitor, Printer, Scanner, Speaker and power up your computer by connecting the power cord to the power supply. After doing so, you can now start using your computer. To do it, you connect the Monitor by using the VGA cord connector to the port

Comparison of VGA and DVI Monitors will either have a VGA or a newer DVI plug (see picture, as they are a lot less apparent than PS/2 / USB by comparison). Most monitors use VGA connectors, and so most graphics cards have VGA output. If you have one type of plug and the graphics card has another, you can easily buy an adapter. Some cards even come with one. •

Connecting the Mouse and the Keyboard There are two standard connectors for mice and keyboards; PS/2 connectors and the more modern USB connectors. Plug the mouse and keyboard in the appropriate slot.

PS2 Cable



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•

To connect the scanner to the PC, you will use also use the USB cable.

USB Cable

•

For audio devices such as speaker or headset, you can connect it o and mic

Speaker/headset mic

•

Before powering up your PC, make sure that the power cable was connected to the power supply

•

To connect the Printer to the PC, you will use the cable below via printer port. A USB able is now also being use to connect the new printer to the computer especially the colored and laser printer.

Installing a printer Printer cable



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1. Obtain the correct printer cable

In many cases a printer won’t automatically have a cable included with the original purchase. Check the printer specifications — you will probably need to buy either a parallel or USB cable. 2. Plug in the cable 1. Turn off the power to both the printer and the computer. 2. Plug the printer cable into the correct port of the PC — depending on the type of printer the port will most likely to be either a USB or a parallel port located on the back of the computer. If you are plugging the cable into a parallel port connection you will need to secure the cable by either tightening small screws or snapping in wire connectors. 3. Install ink Depending on the printer you have you may need to install an ink cartridge (for inkjet printers) or toner cartridge (for laser printers). Turn the computer’s power on and follow the manufacturer’s guidelines to install a new cartridge. 4. Install the printer driver At some point the computer will either recognise that new hardware has been installed (for example if the operating system is plug and play compatible) or you will need to tell the computer that a new device has been added. In either case, you will at some stage be asked for the printer model and a printer driver. Make sure you install the printer driver at this stage. Sometimes the installation CD will automatically run, installing the printer driver at the same time. 5. Print a test page Often at the end of the driver installation you will be asked if you would like to print a test page. This is a good idea because you can quickly determine if the printer is working correctly. If not you can troubleshoot the installation. 6. Troubleshoot printer installation (when necessary) If a page is not able to print it is necessary to go back and determine why the printer is not working. There are a number of factors that can contribute to printer problems including: •

cables between printer and computer are not properly connected

•

printer driver is not suitable for the current operating system

•

paper is loaded incorrectly

•

ink cartridge or toner is not correctly installed

•

printer power switch is off.

Suggested solutions for common printer problems Learning Guide 2st Revision


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A blank page is coming out of the printer •

You may have run out of ink or toner. Replace ink cartridge or toner.

•

Make sure that your printer has been set to the default setting.

The document is printing on the w rong part of the page •

Check that you have aligned printer to the correct orientation (portrait or landscape).

•

Make sure the margins have been set correctly in the software program you are using (eg the word processor or desktop publishing package).

•

Make sure that the paper has been loaded correctly.

The quality of the printout is poor •

If the printer is an inkjet the heads of the ink cartridge may need to be cleaned.

•

Some printers have software that allows you to change the quality of the printout from draft to best quality.

Customizing the printer De pending on your client’s needs, there may be a need to alter the default printer settings. Some settings that may be customised include: •

•

•

•

Changing the Page Layout — a page may need to be printed in either landscape or portrait orientation. Changing the Paper Source — depending on the complexity of the printer there may be a variety of trays the printer has available to use. Changing the Print Quality — depending on the printer use, a client may require best, normal or draft quality of print. Setting the Default Printer — if there is more than one printer attached to a computer, you may need to change the settings so that the newer model is considered the default model.

Installing a scanner Scanners can attach to a computer generally via a USB or a parallel port connection. 1. Turn off the computer and position the scanner Before commencing installation, turn of power to the computer a nd place the scanner on a level surface, close enough to the computer so that the cable will be able to attach to both devices. 2. Unlock the scanner Many scanners have a lock on the bottom to make sure that components are not dislodged when transporting. Make sure that you unlock the scanner before commencing installation. 3. Plug in the cable Plug the cable into either the USB or parallel port connection, depending on the type of scanner. Learning Guide 2st Revision


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4. Turn on the scanner: Some scanners will have a power cord that will need to be plugged into a power outlet. Other scanners are dependent on power from the computer. Some scanners will also have an on/off switch, which will also need to be turned on. 5. Turn on the PC: When you turn on your computer, most operating systems will recognise that new

hardware has been added (eg it is plug and play compatible). If it hasn’t recognised the new scanner you may need to tell your computer that a new device has been added. 6. Insert the scanner driver : At some point you will be asked if you have a disk for your scanner. This generally means the computer is requesting you provide it with the disk containing the driver software. 7. Scan a test image: Ensure that the scanner is working by performing a scan of a book or magazine page. 8. Troubleshoot scanner installation (if necessary) Suggested solutions for common scanner p roblems Scanner making a clicking sound Check that the scanner lock is in the unlock position. Unable to scan anything: Make sure that the scanner is plugged in and all cables are connected properly. Customize the scanner Many scanners will also have extra software you can use for scanning. Check the scanner manual to see whether your scanner has additional software. Install the additional software — it will probably be useful for scanning text and performing basic image editing functions. The software may also allow you ability to adjust settings such as dpi (dots per inch), colour, black and white or greyscale. Make sure you modify settings for normal scanning requirements.



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LO 4: Install peripherals to a network INTRODUCTION

Learning Guide # 3

This learning guide is developed to provide you the necessary information regarding the following content coverage and topics – •

Planning the placement of printers

•

Connecting to the network

•

Adding upgrades

This guide will also assist you to attain the learning outcome stated in the cover page. Specifically, upon completion of this Learning Guide, you will be able to –

•

Location of peripherals are planned to provide appropriate services to users and to take into consideration OHS standards.

•

Peripherals are connected to network, using vendor-approved method and technology.

•

Peripherals are connected to computers in the network using parallel, serial or other direct connection methods appropriate for the job order.

•

Peripherals are tested for correct operation based on client’s specifications.



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Information Sheet 1 Planning the placement of printers What should you consider when locating a peripheral? This reading looks at the occupational, health and safety requirements you should follow, from opening the box to placing the device, and the repercussions on users in the workplace. The first computers needed a special environment and power supply to function. Today, most components function in a normal office environment. They don’t need special air conditioning or clean power supplies, although these will always allow them to work at their best. In the 1970s, mainframe computers were often placed behind locked doors and only a privileged few allowed access. Even today, because of security concerns, you may find some network devices are stored in a restricted area.

Instruction and installation manuals When purchasing a new peripheral, you need to read the instruction manual before unpacking it; the manual will usually display a diagram and describe how you should unpack it without damaging components. Any components that might shift during transit are often protected by a polystyrene shield or cardboard and are taped down. Sometimes this cover protection can be hidden underneath or be quite small and not easily seen. For some peripherals it may be necessary to wear protective clothing, such as gloves when opening monitor boxes so if fingers accidentally touch the screen, no finger marks are left. Pressure by fingertips on LDC monitors, for instance, can damage the scre en. The instruction manual will detail how to unpack the peripheral and check all components first. If there is any damage to any component or any are missing, then this is the time to contact the vendor for a replacement.

General requirements for peripherals There are many different types of peripherals and each has its own operational requirements. These will normally be fully documented in an installation manual, which should be carefully read before you plan the location. The following points then need to be considered: •

the space available and minimum area required for the device

•

power supply requirements

•

ease of access for users (including, for instance, the space around a printer)

•

ease of access for installation and maintenance

•

access to the closest LAN point

•

physical security of the device (such as number k ey on the door or a locked door)

•

sturdy, level surface

•

well-ventilated room

•

no exposure to direct sunlight or chemicals, including ammonia-based cleaning solutions



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stable environment with no abrupt temperature or h umidity changes. Other occupational health and safety issues to be considered when deciding on where to place peripherals can include: •

•

the noise level of the peripheral and if it affects users

•

floor loading, for extremely heavy devices

•

cables kept away from walking areas.

Placing printers in a particular location Various peripherals, according to the equipment and the consumables they use, can require specific conditions. For example, printers often jam if they are over-used and become too hot, or the paper is too dry. Some specific requirements to consider when placing printers include: •

a relative humidity level from 20% – 80%

•

a steady room temperature of 10° – 32.5° C.

Reflection activity Look around in an environment to which you have access to computers and peripheral equipment. This could be in your own home, at a learning place, such as TAFE, or in a workplace where you are employed or have access. Consider answers to the following questions.


•

Are the peripherals located in the best place to address user needs?

•

Are occupational, health and safety issues addressed for the user?

•

Is the peripheral placed where it can be easily maintained and kept in peak condition?


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Information Sheet 2 Connecting to the network Now we’ll look at connecting peripherals either to a host computer or directly on the network, and via wireless connection. We’ll also consider the performance levels of the different connection types. Some peripherals can only connect by a network cable and protocols. Others may only connect to a computer or other host device such as a print server. Yet others will allow you a choice of connection methods. For example, network attached storage (NAS) devices will connect to the network cable. Scanners will normally require connection to a computer, and printers will usually give you a choice. In most cases, peripherals attached to a host computer on a network slow the performance of the computer when the peripheral is being activated over the network. In a stand-alone environment, there may be no other choice. But in a network environment, the host computer that connects the peripheral to the network should not be operated heavil y as a workstation. Peripherals such as speakers are only connected to the local host computer and cannot be used over the network. Speakers use little resources but peripherals that heavily use resources should be turned off if other peripherals such as a printer are being used over the network. Web cams used for individual staff attending interstate meetings require a good amount of bandwidth. They also use a lot of the computer’s processing power and should only be fixed to computers that are not used as a network resource for other peripherals.

Physical network connections The most common network standard in use today is Ethernet. The IEEE (Institute of Electrical and Electronic Engineers) sets Ethernet standards for the physical devices and the protocols. It is a medium that consists of coaxial copper cable, twisted pair or fibre optic cable, on which electronic signals travel and to which computer devices are attached. The Ethernet protocol sets the rules for constructing frames that are transferred around the network. Frames are short messages that hold information, and include the destination and source address of each computer. Most organisational networks are now running at a speed of 100 Mbps using CAT5 UTP (unshielded twisted pair) cables. However, a CAT6 cable can transfer data at 1000Mbps, and is used in some larger organisations. A new standard IEEE 802.3ak™-2004 will transfer data at 10 Gbs. A peripheral will normally connect directly to a hub or switch, or into a wall connection that is wired as part of the network. Learning Guide 2st Revision


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Figure 1: Connecting with RJ-45 connection

Physical connections to a host computer A peripheral can be connected to a host device such as a computer or print server. As mentioned above, if the peripheral is heavily used over the network, then the workstation’s performance is reduced. For example, if it is a printer, the user will find the computer runs more slowly as others print documents over the network. In cases where the peripheral is used constantly, it is best not to use the computer as a workstation. As with connections directly to the network, Universal Serial Bus (USB) is becoming very popular. USB uses plug and play technology and reduces the configuration time, as it is usually not necessary to adjust configurations. There is no need to reboot t he computer each time a new device is added.

Figure 3: Serial cable Figure 2: Parallel cable

Figure 5: Firewire Figure 4: USB

Figure 6: SCSI



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Wireless connections Wireless connection is becoming very popular in home and office technology. It eliminates the ‘spaghetti trap’, where cables entwine and it creates an uncluttered environment. However, wireless network communication can be slower, and insec ure, leaving data more easily open to hackers. Cordless peripherals are now available at affordable prices for most users. They include keyboards, mice, game pads, joysticks and pointing devices to interact with host devices. Host devices are not only computers but can be home appliances, game machines and televisions. The peripheral requires battery power to operate, and are more easily accessible to potential thieves. Cordless peripherals are usually controlled by a short-range communication method such as the infrared standard IrDA (Infra-red Data Association) that sets the standards for both the physical devices and the protocols they use to communicate. IrDA requires line-of-sight access between devices for data transfer. New developments in other short distance communication such as Bluetooth technology, which use radio frequency to communicate, have proved to be more efficient and faster than IrDA. IrDA and Bluetooth are not network technologies, but simply different methods of co nnecting. LAN wireless communication requires a wireless router and a transmitter connected to each device that is connected to the network. These are becoming more economical. The main problem is their lack of security. Wireless LANs use the standard 802.11. One type of wireless LAN can transfer data at 11Mbps and another at 54 Mbps. But if interference is detected or the radio signal is weak, the transfer rate is reduced.

Configuring a wireless network here are two methods of configuring a wireless network: 1 Infrastructure 2 Ad Hoc. In the Infrastructure mode, the wireless LAN connects to an access point that covers a fixed area using an antenna. The wireless access point converts the data into wired Ethernet data, acting as a bridge between the wired LAN and wireless clients. Access points connect to a wired Ethernet backbone and extend the wireless network coverage. For example, as a mobile user moves out of range of one access point, they move into the range of another. Ad Hoc wireless networks are similar to a peer-to-peer workgroup where computers communicate with other computers, and there is no structure or fixed point. The computer devices need to be within range of each other and it is cheaper and easier to set up than the Infrastructure mode.



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Reflection activity Look around in an environment to which you have access to computers and peripheral equipment. This could be in your own home, at a learning place such as TAFE, or in a workplace where you are employed or have access. Consider answers to the following questions.


•

What peripherals are connected to computers, and is the computer a standalone device or part of a network?

•

What cables are used for connecting the device, or is wireless technology being used?

•

Are there other options to use another type of connection to improve efficiency?


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Information Sheet 3 Adding upgrades Peripherals range from basic inexpensive models to more expensive models with extra options, high speeds and high quality output. Some peripherals can help lift organisational efficiency by simply incorporating an extra device on the peripheral — a much cheaper option to buying a new peripheral. Not all peripherals can be upgraded, but many can be expanded. For example, network attached storage devices can usually take additional disk drives to increase capacity. Scanners may be able to take a film or transparency holder so photographs can be scanned. Printers can have more memory or extra sheet handling features added. Some upgrades may be incorporated at the time of purchase while others are added on after the user has had the device for some time. Typical upgrades for the some larger printers include: •

duplex units for two-sided printing

•

envelope feeders

•

more memory

•

extra input trays and output stackers

•

cabinets and stands.

Reflection activity Look around in an environment to which you have access to computers and peripheral equipment. This could be in your own home, at a learning place such as TAFE, or in a workplace where you are employed or have access. Consider answers to the following questions.


•

List any components of the peripherals that have been upgraded or enhanced. How has this improved the workflow or efficiency of the environment?

•

What peripherals can be upgraded or enhanced? If you did upgrade or enhance the peripheral, will this improve the workflow and efficiency?


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LO 5: Configure services to manage peripherals INTRODUCTION

Learning Guide # 3

This learning guide is developed to provide you the necessary information regarding the following content coverage and topics – • • •

Naming conventions Printer drivers Access and security


•

Required software is installed to manage local and network-connected peripherals according to business requirement software peripherals according to business requirement.

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Meaningful names are used for peripherals and control queues

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Security and access are configured to allow appropriate users to make use of peripherals. o

Workstation for peripherals is configured to allow applications to work with peripherals.



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Information sheet 1 Installing Printer, Scanner Drivers To work with a network operating system and be fully functional, hardware requires drivers, which are software that works with the operating system. Drivers are supplied with the peripheral hardware on floppy disk or CD-ROM. Operating systems can also have drivers for commonly used devices, but these quickly date. If you have mislaid the drivers, or have upgraded to a new operating system that was not supported by the original drivers, it is usually possible to get a new set of drivers from the vendor’s website . Installation is normally straightforward and, especially with plug-and-play operating systems, fully automatic. Network settings may be a little more complicated, but are still easy to follow. For example, when printing from a workstation over the network to a printer, the user’s workstation will need the printer drivers installed on their computer even though the printer is located elsewhere on the network. Either the printer is directly connected to the network, or is connected to another computer acting as the printer’s host. The computer host shares the printer and also requires the printer drivers to be installed. For some operating systems such as Windows 2000 and Windows XP, the drivers can be loaded onto the host computer. When the user prints a document for the first time, they find the shared printer and, as they connect to it, the print drivers will be automatically downloaded and installed on the user’s work station. The network printer will be added to its list of installed printers. Once the client drivers for the peripheral have been installed on the workstation, the user may need to access the peripheral through an application. For example, the user may want to print a document created in a word processing application. In most cases, the printer will be automatically available from the word processing application. Some non-standard applications may have difficulty in accessing the peripheral and drivers, and in this case the driver should be obtained from the vendor. For applications that have been internally written inside an organisation, special programming requirements may be needed to use peripherals such as printers.

Reflection activity Look around in an environment in which you have access to computers and peripheral equipment. This could be in your own home, at a learning place such as TAFE, or in a workplace where you are employed or have access. Consider answers to the following questions. •

What peripherals are connected to computers?

•

What drivers have been installed for these peripherals where they are connected?

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Are these peripherals available to others on the network, and what drivers do they use?

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Are the drivers easy to access if you want access to the peripheral from your workstation?



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Information sheet 2 Naming conventions All computers, hosts, devices and peripherals need to be easily recognised in a network system. By using a naming system for all hardware, software and services, users will easily find what they are looking for. This reading outlines what needs to b e taken into consideration when naming peripherals. As you install and configure a printer you should keep to the network standards of the organisation, which should include naming conventions for peripherals and other devices. Each organisation will have its own standards, but it is important that users can identify peripherals easily. There have been cases of users waiting by one printer for their report while it is being printed three floors away. Naming conventions usually reflect the function of a peripheral, and in the case of a large office or global enterprise, the location. For example, the following may be used for a peripheral name of 15 characters: Table 1: Peripheral naming convention using 15 characters Characters 1 – 4 5 – 7 8 – 10 11 – 15 City or town Type of Workplace Uniqueness of device, Attributes peripheral location usually number sequence reflected

Reflection activity Look around in an environment to which you have access to computers and peripheral equipment. This could be in your own home, at a learning place such as TAFE, or in a workplace where you are employed or have access. Consider answers to the following questions. •

What are the names of the shared peripherals?

•

What are the names of the workstations?

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Is there consistency in naming computer hardware? If there is, what is it?

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In viewing the name of the shared peripheral, is it easy to understand what it is and where it is located?



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Information sheet 2 Access and security Making a peripheral available on the network does not necessarily mean that every single user should have access. Drives may be shared and then permissions allocated to users or groups. All other peripherals will normally provide some means of restricting access. Setting security access and permissions can help keep peripherals in peak condition. For example, a high-speed laser printer of minimal quality may always print large label runs, or invoices for thousands of clients. A laser printer running at a slower speed but with high print quality may do letters and documents. This uses the advantages of both without placing undue stress on the slower machine. Setting security access and permissions can also ensure protection for confidential documents or activities. For printers and other peripherals, once a resource has been shared and configured on the network, the user will need to load the appropriate drivers for their operating system. When drivers are loaded, it is a relatively simple task to access the printer across the network. If the user is running an operating system that is different to the server controlling or managing the device, different drivers may be required. If the peripheral is a disk drive, the most common way of accessing this is to map the shared drive or folder. The share will substitute a drive letter for the shared area, and the user then accesses this as if it were a local disk. In most cases, the administrator will also have set designated permissions for the drive or folder. Users are unlikely to have total access to the folder or drive. Just how a peripheral is secured will depend upon the operating system used. Windows-based operating systems use the concept of sharing. Sharing a printer works in a similar way to sharing drives. The administrator can select a printer and designate the users that may access it, or set a level of access such as read only, read and execute, modify or full access. In most cases, network administrators enable user access by the following method: 1 Connect the peripheral and install the drivers. 2 Share the peripheral. 3 Allow access to certain users or groups of users. 4 Set the security level for each user or group of users. For example, this may be read only, or read and execute, or modify or full access. 5 On the client’s computer, allow access to the peripheral. 6 Install the drivers for the peripheral on the client’s computer.



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Reflection activity Look around in an environment in which you have access to computers and peripheral equipment. This could be in your own home, at a learning place such as TAFE, or in a workplace where you are employed or have access. Consider answers to the following questions. •

Are all peripherals accessible by everyone?

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If there are limitations on access, list them.

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If everyone has access to all peripherals, might there be any advantage to workflow or organisational expenditure and security if permissions were applied to them?



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LO 6: Administer and support peripheral services INTRODUCTION

Learning Guide # 3

This learning guide is developed to provide you the necessary information regarding the following content coverage and topics – • • • • • •

Assigning priorities Managing peripherals with software Monitoring usage Maintenance schedules Conducting maintenance Creating templates and forms


•

Priority is assigned to control queues based on organizational requirement.

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Settings on the network is configured to create maintenance schedules, usage logs, and cost center usage statistics

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Methods are demonstrated to the user for using peripheral services from their application or workstation



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Information sheet 1 Assigning priorities Physical versus logical printers The priority of printers is normally controlled by the operating system. To understand priorities, you first need to know the terms that operating systems use to distinguish between physical and logical printers (the latter refers to the software name). Some operating systems also use the concept of a queue. Software such as Windows uses the term print device when referring to the physical printer. The term printer is then used as the logical name that will be used to connect to a physical printer. Very often, the same name may be used to describe a printer and a print device, since it is a one-to-one chain. However, it is possible to have multiple printer names refer to the same print device. This facility allows you to allocate priorities. You set up a single print device, but allocate two or more printers to it. Each printer then has a different priority. You then use the security and sharing features of each printer to only allow appropriate users or groups to access each one. For example, if you have three printers called: •

Laser_High

•

Laser_Normal

Laser_Low. You set appropriate priorities to each printer that uses the same print device. For example, you can allow: •

•

executives to access Laser_High

•

managers to access Laser_Normal, and

everyone can access Laser_Low. If an executive sends a print job to their printer it will take priority over any lower priority jobs in the queue. •

Research activity Consider a place where you have access to computers and peripheral equipment. It may be a learning place such as TAFE, or a workplace where you are employed or have access. Answer the following questions. 1 Find out what priorities are set for different levels of staff for access to different peripherals. 2 Do you think these improve the efficiency of those using the peripheral? 3 What do you think are the benefits for the organisation in setting these priorities?



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Managing peripherals with software The means to manage a peripheral are provided with the operating system, or with driver software, or as a specific application from the vendor. Software may also be available from third parties. There are many firms that specialise in print management software, for instance, particularly for large businesses. Possible functions depend on the type and model of the peripheral. Some management functions for printers include being able to: •

start, stop or reset the printer device and/or printer queues

•

set a form for the printer

perform testing operations or cleaning of an inkjet printer. The management software may also configure a network printer automatically, or automatically download updated printer drivers. It may also monitor consumables and alert administrators to perform status checks on paper and toner levels, thereby minimising the printer downtime (and improving client relationships). In many cases, the means to set access and priorities is normally provided with the operating system. Other configurations may be set up by an administrator, but may also be changed by users if they have access to those tools. •

Research activity 1 2 3

Select a peripheral that you commonly use over the network at a workplace. List capabilities you would expect of a management software application for that peripheral. Check out the management software application actually used and compare it with your list of capabilities. Did you expect too much or too little? Check the vendor’s website to see if there are any updates to the software. If so, what additional functions do they provide?

Monitoring usage Some organisations are keen to track the usage of peripherals, especially printers. For example, it can be done as part of an accounting procedure, to ensure sufficient capacity, or to keep track of consumable items. Most printers allow a report to be produced, or the printer may have a counter. With many, the configuration report displays the number of pages printed. It also lists the number of pages printed at a higher fuser temperature (at which the toner is melted onto paper) if this mode has been selected.

Research activity Consider a place where you have access to computers and peripheral equipment. It may be a learning place such as TAFE, or a workplace where you are employed or have access. Answer the following questions. 1 What software monitors usage of a peripheral you have access to? 2 What reports does that software produce and how are they used? Learning Guide 2st Revision


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Maintenance schedules Printers, in particular, have many moving parts subject to wear as well as consumables that run out. They require more maintenance than purely electronic or solid state components. Device manuals normally specify maintenance schedules. Some maintenance is time-based and other forms are usage-based, such as with printer toner, the need to replace which is shown by a warning light on the printer, or in the case of a large network printer with management software, an automatic email may be sent to the administrator. Paper can be considered a time-based consumable because if packets of it are left open for more than a few weeks it can dry or be subject to moisture, humidity or dust. These changes alter the friction between each sheet and contribute to misfeeds and paper jams. It is important estimate replacement times for things such as toner and paper so to ensure stock and minimise user disruption. You do not want to overstock, as some consumables are expensive and subject to falling quality over time. Laser printer developers, for instance, usually have a limited working life.

Reflection activity 1 2 3

List what you would expect to find in the maintenance schedule that services peripherals in your workplace, or in another workplace to which you have access. Compare the actual workplace maintenance schedule with your own list. Might you improve the workplace maintenance schedule?

Conducting maintenance Once you have a maintenance schedule organised you then follow the instructions as the need for maintenance that arises. Most peripherals have detailed instruction books, including diagrams that show you how to perform routine maintenance tasks. Proper care of peripherals will improve their long-term functioning and reliability. It is important to follow the instructions in the manuals, especially any health and safety warnings. You should also dispose of any spent consumables in accordance with the manufacturer’s recommendations. For example, you should wear gloves when changing any printer toner. When disposing of the empty cartridge, place it in the container it arrived in and either put it in the bin or organise a recycling company to collect it. The care of computer equipment usually falls under three categories: 1 external components 2 internal components 3 software.

External components External components should usually be wiped down with the proper cleaning fluid and technique. For example, do not use soap and water to clean a keyboard. This can short-circuit the keyboard or cause the keys to stick when in use. A mouse with a roller ball can stop tracking correctly because of dirt. Use a proper cleaning solution or alcohol on a lint-free cloth to clean the exterior. Remove the mouse ball from its cover. Clean the ball Learning Guide 2st Revision


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with the cleaning solution or warm water and dry it off. Remove any lint or dust from the rollers inside the mouse ball housing. You may need to use a cotton bud.

Internal components Dust and dirt tend to build up inside computer equipment. In a PC, too much dust can cause the system to overheat or crash. Unplug the computer equipment before you open it up. Use compressed air or a vacuum cleaner to remove as much dust as possible. All computers and many peripherals have a power supply that is cooled by a fan, which pulls air in through vents. You can normally remove the dust by blowing compressed air into the vent holes of the power supply, which will force the dust out of the fan and the vents.

Cleaning monitors Monitors should be cleaned with an anti-static cleaner made for electronic equipment. Always spray the cleaning product on a lint-free cloth then wipe the monitor. This technique prevents excess liquid being applied to surfaces, and leaking into the edges of the monitor.

Qualified technicians only The cathode ray tube (CRT) in a colour monitor is powered by 25,000 volts of electricity. This makes it dangerous to work with — leave all internal maintenance to a qualified technician. Special care needs to be taken, such as not wearing metal jewellery when working with high-voltage equipment. Even when not in use, the CRT acts like a capacitor and can retain a charge. Never touch the high-voltage anode near the front of the CRT, because it can give you a fatal electric shock.

Cleaning printers Most printers come with instructions for maintenance and you should always follow th em. Laser printers can become very hot. The toner that provides the image on the paper is fused to the paper. The fuser assembly can reach temperatures of 600 degrees and can cause severe burns. The laser radiation can cause serious eye damage. Most of them will have safety switches that disable the laser radiation when opened. However, you should always turn off the printer before you open it.

Laser printer cleaning The instructions below for cleaning a laser printer are only for general information. Always check your manual. •

Wear protective gloves and non-conductive rubbe r-soled shoes to avoid any electrical shocks.

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Spray the cleaning product on a lint-free cloth, and then wipe the printer. You may have to do this after cleaning the following components, as dirt, dust and toner are moved around by this activity.

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Blow compressed air into the power supply vents to remove dust, or use a vacuum cleaner.

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If possible, remove the toner, developer and separator pad.

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Wipe the separator pad, removing excess toner.

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Wipe the outside of the toner and developer v ery gently.

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Vacuum out any excess toner inside the printer.

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Clean the connectors and contacts inside the printer using a contact cleaner.

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Put the toner, developer and separator pad back inside the printer.

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Remove the cables and use the contact cleaner to clean the cable connections.



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Administare Netwrok and Peripheral Devices Information Sheet

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