Technology System For A Receptionist

Intel Core i3-4330 (Ebuyer.com) - A 64-bit processor would be the right required processor to run programs and applications that a receptionist needs.

Corsair 2GB DDR3 1333MHz Memory - (Ebuyer.com) - Would be the right amount of memory for a receptionist.

MSI B85M-P33 S1150 Intel B85 DDR3 mATX - (Dabs.com) - Six gigabyte of hard drive is more than enough so the receptionist has spare memory for a lot more documents.

HP L1906 - Flat panel display - TFT - 19" - 1280 x 1024 - (Amazon.co.uk) - A cheap and basic LED monitor.

WD 1TB Green Desktop Drive - (Ebuyer.com) - A terabyte of external storage enabling portability if required.

MicrosoftOffice 2014 - (Amazon.co.uk) - This applications software is needed for the receptionist to create letters, documents and spreadsheets.

EVGA 430W Fully Wired 80+ Silver Power Supply - (Ebuyer.com) - A strong power supply is not needed for a receptionist desktop.

CiT USB Keyboard & Mouse Combo - Black - (Ebuyer.com) - Basic peripherals are needed for the receptionist to take control of the system (input data, save documents).

Windows 7 Professional 32 & 64Bit Refurbished (Service Pack 1) English - (Amazon.co.uk) - Windows 7 operating system because most receptionists are trained on this and has a simple Graphical User Interface (GUI).

There would be no graphics card needed, the integrated graphics card would be enough for the receptionist to carry out work on.

Xenta Computer case Black - (Ebuyer.com) - Simple computer case in order to contain all of the systems components.

Trust Multi Function Headset - (Ebuyer.com) - A simple headset to make and receive calls and obtain information at the same time.

Kaspersky Anti-Virus 2012 (3 PC, 1 Year subscriptions) (PC) - (Amazon.co.uk) - A fast, efficient and user-friendly anti-virus protection. Also has phishing protection for advanced identity theft and proactive detection when Malware emerges.

Network System for a Receptionist

A computer network is a series of devices that are all connected. They communicate and share resources, the connections don't have to be physically connected, they can be wireless. In this day we mostly use wireless because its more modern and efficient, wireless connections use radio waves or infrared signals.

We use networks to share many resources like files, pictures, music etc, we also use them to link up to printers. In networking there is a file server and a web server. A file server is a computer that manages and stores files for multiple users on a network, a web server is a computer committed to responding to requests for web pages.

There are different types of networks, such as LAN (Local-Area Network) which is a network that connects a small number of computers in a small area such as an office. There are various network layouts called topologies, to administrate LANs, These are:

1. Ring Topology - This is a LAN that connects all computers in a closed loop in which messages travel in one direction.

2. Star Topology - This LAN centers around one computer to which all others are connected and through which all messages etc are sent.

3. Bus Topology - This is when all computers are connected to a single communication line that carries messages in both directions.

The other type of network is WAN (Wide-Area Network), it is a network that connects two or more LAN networks over a predictably large distance. Usually one particular machine is used to serve as a gateway on a LAN server to handle all communication flowing between that LAN and other networks. Local-area networks are connected across a distance to create wide-area networks. There has to be a gateway for this to be possible, a gateway is a router or a proxy server to connect between networks.

This receptionist would need to be connected to both local and wide-area networks, for this I would recommend a bus network topology, because this networks best with a limited number of machines in a small business area. The receptionist would need access to the internet so that they can send as well as receive emails. The components needed for having a network system are:

A router - This is a piece of hardware that splits a network connection into multiple computers. When a computer requests information from a network or another computer it sends the request to the hub through a cable, the hub will then receive this request and transmit it through the entire network, each computer within the network will then work out if the broadcasted data is for them or not.

Network Interface Card (NIC) - A network interface card (NIC) is also know as a network adapter, it is a device that enables a computer to interact with other computers or networks. There are two types of network cards; wired and wireless. The wired card uses cables and connectors as a transporter to transfer data, whereas the wireless card, the connection is made using antenna that involves radio wave technology.

Cables and connectors - Using a cable is one way of transmitting communication signals, the wired network typology uses special types of cables to connect computers on a network. A coaxial cable provides high data transmission speed for the computer, but is pretty expensive. The other is a fiber-optic cable, it is a high-speed transmission cable comparing to other cable types, but has also has a rather expensive cost to it. An Ethernet cable is a cable that has two identical ends to it so one end goes into the computer and the other end is inserted into the router to connect to allow you to connect to the internet.

Client server - Clients are computers that access and use the provided network and shared resources, client computers are basically the users of the network. The receptionists computer would be a client so they can get resources and files off the server. A client server would be best for the receptionist as the business will have many confidential files, this is what I would recommend.

Hub/Switch - A hub is a piece of hardware that splits a network connection into multiple computers, like a distribution center. A switch is similar to a hub but can 'switch' and send information to a single computer directly.

Internet Service Provider - You will need an internet service provider (ISP) this is an organisation that provides servers for accessing and using the internet, to name a couple of internet service providers are: Virgin, BT, Sky and TalkTalk.

How networks can be used to manage resources

By the Humber Recruitment Agency can use the network suggested above to manage its resources. This can be done by:

User logins - By using user logins it keeps the company's resources safe and secure by only allowing certain people or only company members being granted access to the resources.

Shared hardware resources - A client server network allows you to obtain a print server which queues jobs sent to print meaning all people who are connected to this network can share and printer. this will save a company money.

Shared storage - A storage area network connects systems and storage for the purpose of transmitting data, this makes it easier for all employees of the agency to access data and information when they require.

Shared security - By being on a network you can share a security license which will cover all your computers for a lower price, rather than buying a software license for each individual computer, which will cost more and you won't get a better security cover.

Data back-up - Because I have recommended a client server, this will also provide a data server or storage server which will enable all clients to back the files up if they lose anything on their computer. Losing data would have a negative impact on the company losing time and money.

Potential network issues

When companies set up networks it is common for certain issues to arise. Some of these possible issues include:

  • A wireless network adapter switch that's not enabled - Without network adapters, a computer cannot connect to the internet. While it is not the most common of problems, network cards have been known to fail from time to time. Here's how it can be resolved: Make sure the network adapter is enabled, then reset the network adapter and update the adapter driver. If all fails, replace the adapter.
  • WEP, WPA, or WPA2 security key or passphrase issues - These occur when you try to connect to a secured network for the first time and require a passphrase of some sort, if you can gain access to your router you can find the security key.
  • Cables that aren't connected properly -Be sure that everything is connected correctly, make sure that you check to see if your router is fully connected and functioning properly. If it is not restart your router, remove the power cable and wait until all lights have gone out, wait at least 10 seconds, and then plug the router back in and press the reset button.
  • Corrupted or incompatible drivers - There are many reasons why hardware or software driver problems occur. An update could've stopped your driver from working, new hardware that is installed can cause this too if the driver required isn't installed, or the driver might be incompatible or corrupted. If this happens disconnect the device, after that restart Windows, if Windows starts successfully there is an issue with the new hardware.
  • Missing updates - If there are missing updates on your machine then it is best to run a scan online to find potential updates. You will be notified if you have any available updates that you missed.
  • Network connection settings - If network connection issues are occurring, open 'Network Diagnostics' by right clicking the icon and then click 'diagnose and repair' check that all cables are connected properly also, if you are trying to connect another computer make sure that it is on and you have enabled printer and file sharing on your network.
  • Hardware or software problems - To find out if you have hardware/software problems open the action center by clicking the start button, click Control Panel, and then System and Security, then click review your computer's status. After that click maintenance, then check for solutions. Windows will notify you if there are any solutions to problems available for your computer.

Conclusion

Overall I am recommending the above system and network, because it allows features and services such as - Reliable hardware and software, solutions to potential network issues, a highly recommended network topology and trusted components to keep the computer running smoothly and sufficiently. The services included mean the company can communicate quickly and efficiently, file share,backup data and share high levels of security.

Software Registration

A software license is an instrument that allows an individual or group to use that piece of software, almost all software applications are licensed rather than sold. A software license is a legal tool permitting the use or redistribution of software. All software is 'copyright protected' this means that if you illegally download software you are breaking the law. If you break this law you can face up to a £20,000 fine or even a prison sentence. A typical software license grants an end-user permission to use one or more copies of software. In addition to granting rights and setting restrictions on the use of software, software licenses obviously contain donations which allocate liability and responsibility between users entering into the license agreement.

Software License

A software license is a piece of intellectual property, this means that brisk people have spent a lot of time creating this piece of software as a commercial benefit and the investment needs to be protected. In the world of software this protection is undertaken by the software license agreement that holds the owner or user of the software to a set of rules and regulations on what can and cannot be done with the software. A simple example of what cannot be done is make multiple copies and sell them from your house or to strangers, that is illegal. By containing the software license you avoid any legal problems that you would come across if you were illegally downloading it or selling copies of the software that does not belong to you. When you install software for the first time you will often see a screen instructing you to read the software licence displayed and then click a button to say “I accept” or “I decline”.

If you accept the licence then the software is installed, if you decline then the software will not be installed. If you buy the license over the counter in a store that sells the software license you will receive a paper license also, this will often contain silver security strips or holograms on it to prove it is a legitimate document. The software license will be protected by a DVD/CD holder and some manufacturers will also have a note on saying once you break the seal you accept the agreement for the software.

Types of licenses

Software licenses can generally be fit into the following categories:

  • open source                                                                                                            An open-source license is a type of license for computer software and other products that allow the source code, blueprint or design to be used, modified and/or shared under defined terms.This allows end users to review and modify the source code, blueprint or design conditions for their own customization, curiosity or troubleshooting needs
  • single license                                                                                                        The authorization that grants one user the right to use a software package. It grants a user the right to install software onto a single computer or authorize installation on any number of machines as long as that license is the only user.
  • multi-user license                                                                                               Multi-user is a term that defines an operating system or application software that allows access by multiple users of a computer. Time-sharing systems are multi-user systems. Most batch processing systems for mainframe computers may also be considered "multi-user", to avoid leaving the CPU idle whilst it waits for I/O operations to complete. However, the term "multitasking" is more common in this context.

The Federation Against Software Theft (Fast)

Fast was founded in 1984 by the software industry and is now supported by over 1,200 companies world wide. It is an organisation completely not for profit that helps to prevent software piracy and will prosecute anyone who breaches the copyright law. Fast also work hard to educate people worldwide on good software practice and the legal requirements within a software and its license.

For the Humber Recruitment Agency I would recommend a multi-user software license because as well a receptionist you would need to have software on multiple computers not just one, as well as getting a software license to cover multiple machines it also saves the company money rather than them buying multiple software licenses costing the company more.

Benefits Of Registration

When you register software you gain access to benefits unregistered users can't gain access too. Software producers give users a free trial version of the software for a limited amount of time and once it runs out you have to purchase the software to be able to continue using the features and actions that came with the trial.

Although the software produces give you a free trial for a limited time they don't allow you to access all features, in some cases you will have to purchase the software to unlock all of the programs features. Most useful features will be disabled and require you to buy the software to obtain them.

When you purchase the software you will be entitled to software upgrades as the producers are constantly trying to upgrade the software for the users who have purchased it, by upgrading you also increase the functionality of your programs.

Another feature of registering software is that you will get notifications automatically when you can upgrade your software or when add-ons are available for you, although the notifications are informing you of upgrades or add-ons, notifications can get irritating so there is always the option to disable them or be notified less often.

Benefits and implications of software installation

By installing software it allows your employees to do work more efficiently, it allows you to collaborate with suppliers and other partners, and will also cut costs by automating routine tasks.

Some things that are not wanted when installing software are: incompatibility issues, potential loss of service and appropriate low-risk time for installation.

Alternative System Setup

Intel Core i3-4330 (Ebuyer.com) - A 64-bit processor would be the right required processor to run programs and applications that a receptionist needs.

Corsair 2GB DDR3 1333MHz Memory - (Ebuyer.com) - Would be the right amount of memory for a receptionist.

MSI B85M-P33 S1150 Intel B85 DDR3 mATX - (Dabs.com) - Six gigabyte of hard drive is more than enough so the receptionist has spare memory for a lot more documents.

Fellowes Smart Suites TFT Monitor Riser Capacity - (Ukofficedirect.co.uk) - A basic LED monitor to reduce eye strain, I have recommended this monitor as spending hours on a computer daily can cause serious eye injuries.

WD 1TB Green Desktop Drive - (Ebuyer.com) - A terabyte of external storage enabling portability if required.

MicrosoftOffice 2014 - (Amazon.co.uk) - This applications software is needed for the receptionist to create letters, documents and spreadsheets.

EVGA 430W Fully Wired 80+ Silver Power Supply - (Ebuyer.com) - A strong power supply is not needed for a receptionist desktop.

CiT USB Keyboard & Mouse Combo - Black - (Ebuyer.com) - Basic peripherals are needed for the receptionist to take control of the system (input data, save documents).

Windows 7 Professional 32 & 64Bit Refurbished (Service Pack 1) English - (Amazon.co.uk) - Windows 7 operating system because most receptionists are trained on this and has a simple Graphical User Interface (GUI).

There would be no graphics card needed, the integrated graphics card would be enough for the receptionist to carry out work on.

Xenta Computer case Black - (Ebuyer.com) - Simple computer case in order to contain all of the systems components.

Trust Multi Function Headset - (Ebuyer.com) - A simple headset to make and receive calls and obtain information at the same time.

Kaspersky Anti-Virus 2012 (3 PC, 1 Year subscriptions) (PC) - (Amazon.co.uk) - A fast, efficient and user-friendly anti-virus protection. Also has phishing protection for advanced identity theft and proactive detection when Malware emerges.

Dragon Naturally-speaking 13 Home - (shop.nuance.co.uk) - I recommend this voice control application as spending 30-60 minutes daily typing can lead to carpel tunnel syndrome in the future.

Sandisk 64GB Pulse SSD -  (Ebuyer.com) - I am including this component in the alternative system to increase boot time to make the receptionists setup more efficient for the Humber Recruitment Agency.

Comment Stream

2 years ago
0

A very good specification Kieran. You have covered all the relevant points recommending a system and network for a specific user. You have also recommended an alternative system based on user feedback, well done.

You have shown a very good understanding of software licences, the benefits of registering software and also some of the benefits and implications to installing software. Your diagram demonstrating the process of installing a specific piece of software has been very well designed.

2 years ago
0

You have discussed how a company may use the network to manage resources and any potential issues that may arise with computer networks with possible solutions to these.

2 years ago
0

Throughout your sections on networks you have shown very good knowledge of the features and services of local and wider area networks.

2 years ago
0

Very good work throughout, well done Kieran.