computer system for a receptionist and network specification

roles of a receptionist

  • answering the telephone and passing on calls
  • greeting and looking after the visitors
  • filing this maybe manual and electronic
  • setting up meetings and taking minutes you might need to email the minutes to necessary people
  • sending and receiving emails
  • typing and sending letters
  • printing
  • photocopying
  • imputing data into the computer

Hardware components

  • Intel® Pentium® Processor G3240 (3M Cache, 3.1GHz) - low powered and good for a receptionist job
  • 4GB1 Single Channel DDR3 SDRAM at 1600MHz - don't need more than 4GB
  • 1TB 7200 rpm SATA 6Gb/s Hard Drive - good storing amount for a receptionist
  • Intel® HD Integrated Graphics - built into the cpu and only does office jobs
  • power supply- 400 watt - offers enough power to run the system and its hardware
  • monitor 22" - big enough screen to view tasks.
  • keyboard and mouse- this it for the receptionist to input data into the computer
  • headset- used to answer calls and video conferences

network components

the network components that people are most familiar with are hosts and shared peripherals. hosts are devices that send and receive messages directly across the network.

shared peripherals  are not directly connected to the network, but instead are connected to the hosts.

shared peripherals include scanners, locally printers and fax machines.

a network host

I would recommend the shared peripherals because these include scanners, locally printers and fax machines and the recruitment agency can use all of these peripherals in an all day situation.  

how the recruitment agency can use the network to manage its resources by:

  • communicating with their clients and employees
  • they can use the network to send and receive messages  directly across the network.

software

Windows 8.1 Pro (64Bit) English - it is the most common and  there for no training required for the receptionist  the rest of the software is supported by windows.

Microsoft office- the software that the receptionist will use to create letters and spreadsheets etc.

anti- virus software- to stop viruses infecting the computer system and its files.

firewall - stops unwanted connections to the work station.  

LAN and WAN

what is LAN? LAN is a local area network

where  would we use   a LAN?  we would use a LAN either in a small business or at home.

what components are needed for the LAN?

  • network card
  • network cables
  • network hubs
  • routers/ modem

what is WAN? WAN is a wide area network

where would we use a WAN?  we would use a WAN in a larger area such as a city or university.

ISP - internet service provider is also a WAN  as it helps you to access the internet without this you will not be able to connect to the internet.

what components are needed for the WAN?

  • Ethernet cables
  • server - software installed
  • client pcs
  • router
  • switch

I chose to use the LAN as the company is only a small business.

but I also realised I also need to use WAN due to the fact that the internet will be needed to send out emails and ordering stationary.

client server and peer- to peer

what is a client server?

A client server  is a computer system and a central server provides data to more than one computer.

what is peer to peer? equal network of equals. All computers have the same access rights.

I chose the client server because it is connected to more than one computer and you can use passwords so no one can mess up your work.and when you login to the computer which is connected to a client server your work is there but if you use a peer to peer your work is saved on just one computer so you will need to use the same computer all the time but a client server lets you use any computer on the network. all the data is stored and backed up on the central server this keeps data loss to a minimum.

client server
peer to peer

topology

star network

there are several topology to choose from when making a network and these are

  • star network
  • bus network
  • ring network

what is a star network?

in a star network each device on the network has its own cable that connects to a switch or hub.

what is a bus network?

in a bus network all the workstations, servers and printers are joint to one cable (the bus). at each end of the cable a terminator is fitted to stop signals reflecting back down the bus.  

what is a ring  network?

in a ring network each device( work station, server and printers) is connected to two other devices, this forms a ring for the signals to travel around.

I chose the star because it has a central server and if the business expends you can add more to the star network.

bus network
ring network

possible network issues

the issue - viruses

how the issue could affect the company- this could affect the company by not saving their work and deleting saved work or files

what the company can do to stop or prevent the issue- the company can install an anti-virus software or wire shark whose job is to search for viruses

the issue- email not working

how the issue could affect the company- this could affect the company by not  communicating with other members of staff or customers because if the signal isn't strong enough.

what the company can do to stop or prevent the issue- the company could either back up client information or have contact details for staff and customers.

the issue- network wont reach certain areas

how the issue could affect the company- this could affect the company because if you are in a certain area in the building you cant communicate with each other.

what the company can do to stop or prevent the issue- the company can make sure they are in a good location such as an open space.

the issue- computers cant reach the internet

how the issue could affect the company- this could affect the company because it stops them communicating with their customers

what the company can do to stop or prevent the issue- the company just need to simply check the key network components.

the issue - network is too slow

how the issue could affect the company- this could affect  the company as they wont be able to work as quickly as they need.

what the company can do to stop or prevent the issue- the company needs to know what to watch for to avoid this issue.


services provided by WAN and LAN

communication, file transfer, security, account management, internet

WAN and LAN  lets you communicate with other people.

WAN and LAN  lets you transfer your files from one computer to another.

WAN and LAN has security on it so you can protect your computer.

WAN and LAN lets you access the internet.

WAN and LAN  lets you manage your money online.

WAN and LAN

network connectivity issues

the issue- electrical interference

possible solution- move the router to a different place  and this might stop the electrical interference. You might find by moving the router 2ft away might also solve the issue but it cant be moved too far due to the router needs to connect to a phone socket and might affect the network.

the issue  - unplugged cables( faulty cables )

possible solution might be if a cable is or might be faulty the best solution is to change it with an identical cable and to retest the network connection.

the issue- improperly configured settings

possible solution or best solution is to check that all settings are correct if you are not so sure if they are contact the manufacturer and they will hopefully solve the issue

the issue- conflicting applications

possible solution is to do some research and find the best information to the network problem that you might be stressing about.   

specific network components for a receptionist

software

types of licence

  • open source
  • single user
  • multi-user

what is an open source licence?

The heart and soul of any open source project is its open source license. By definition all "open source" projects publish their underlying source code. The source code itself reveals how the application functions.

The open source license describes what you can legally do with the application and its source code. To put it another way, the open source license describes which rights the creator of the project gives to others.

what is an single user licence?

The authorization that grants one user the right to use a software package. It may grant the user the right to install the software on only one machine, or it may authorize installation on any number of machines as long as that same licensee is the only user.

what is an multi-user?

A software license that allows more than one person to use the software.

I think  the multi user software licence would be the best licence for the Humber recruitment agency should use because the licence allows more than one person to use the software.  

legal requirments

  • Piracy-  Your software cannot be designed to promote piracy of other software and/or websites on the Internet. You may face legal actions by various law enforcement agencies, for-profit companies and not-for-profit organisations if your software is found to promote piracy.
  • patent infringement and copyright laws- You software cannot infringe on existing patents and violate copyright laws without written consent of all involved parties. Patent and copyright laws are different in each country, and if your software will be sold/used globally, you will have to adhere to all local patent and copyright laws.
  • privacy laws-If your software at any time records private information about your users, you have to let the users know what you plan do with that information. Some software companies do not share that information with third parties and they let users know about this to build more trust. Basically, your software cannot sell or use your users' information without their permission.
  • safety instructions- You must let the users know of any known issues about your software that may be harmful for the users' computers or for users themselves. Failure to do so may result in lawsuits and complaints from users and other consumer protection agencies. You should also detail instructions to safely use your software.

copyrighting software

the law of copyrighting when buying software forbids you from

  • giving a copy to a friend or someone you know.
  • making a copy and then selling it on.
  • renting the software without the permission of the copyright holder.

examples of copyrighting

  • A copyright may be violated whenever someone other than the copyright holder makes an unofficial reproduction of the work---for instance, downloading a song online without paying for it.
  • It’s not fine, when the author of Forrest Gump (it was a book before it became a movie) is promised a percentage of nett profit, only for the movie studios to perform “hollywood accounting” and report a loss on the movie so as not to pay him his due–that same movie studio would later have the gumption to ask him to write a sequel. Other famous movies that have have been marked as losses include Harry Potter and the order of the Phoenix, which grossed nearly $1 Billion dollars, Coming to America (remember Eddie Murphy as an African Prince) and –are you ready for this?–Return of the Jedi (What!!!)
  • Farag then did a deal with the tourism board of Lake County,who bought 1,500 copies of the band's CD to sell in its gift shop, and used the song as hold music for callers. The tourism board also had the band (with Janky in it) perform at the opening of of the tourism board's new center. That all happened in 1999.

what will happen if you refuse to play by the law of copyrighting

  • While it is rare, there are provisions in US Copyright law to allow for criminal prosecution of copyright infringement with penalties of up to 10 years in prison.
  • In the United States, anyone found to have infringed a copyrighted work may be liable for statutory damages up to $30,000 for each work infringed and, if willful infringement is proven by the copyright owner, that amount may be increased up to $150,000 for each work infringed. In addition, an infringer of a work may also be liable for the attorney's fees incurred by the copyright owner to enforce his or her rights.

FAST

who are FAST?

  • was the world’s first organisation to promote the legal use of software and to defend the intellectual property rights of software publishers.
  • formed in 1984
  • Originally known colloquially as ‘the software police’ because of its anti-piracy work, the Federation’s remit expanded into educating end-users about the laws relating to the use of software and the penalties for disregarding them.

what do they do?

The Federation works with its members, trading standards officers and local police forces to detect and combat the sale of infringing software and it also helps organisations regularise their software estates when reports of possible misuse or under-licensing have been received about them.

benefits of software registration

The advantages of software registration are :

  • Operating system functionality
  • Software updates
  • Technical support
  • Product replacement

operating system functionality

your computer won't work without an operating system, such as windows or Mac OSX for apple computers. Registering  this software is usually a licence condition and you'll be prompted to validate and register the operating system when you first set up the computer or update to a new version of the operating system. As part of this process , you must   enter the product key or licence number in the onscreen prompt. Some software companies give you a time limit in which to register the system and offer limited access to the computer's  functions and features during this period.  After validation and registration, you will be able to access and use all  the computer's features.

software updates

many of the third-party programs that you pay for as a retail  product or purchase online also require registration before they will work correctly. some new computers come with premium third-party software already installed, and you maybe asked to register the product when you first launch the program. registering also gives you peace of mind, because most software developers offers free automatic updates after you register the program. the software updates may fix bugs, enhance existing features and offer new functions and features that extend the program's capabilities . some  companies  also offer discounted software updates to registered users when they launch new version of the product.

technical support

even the best software sometimes crashes or causes system problems. many developers offer free online technical support whether you register the program or not, but others only offer this option for registered software. the level of help available depends on the developer and ranges from basic documentation on the company's website help pages to online troubleshooting tools or the option to talk in real-time with a software engineer or help desk via instant messaging. other software  developers will even connect to your computer remotely to detect and repair problems.

product replacement

if the worst happens and your computer dies, you may not be able to recover third-party  programs that you brought online and installed with the download option. if you registered the program after the original installation, many software companies will allow you to download the program without having to pay for it again. Although you may still have lost any documents or files created with the program, the ability to acquire the software again without having to pay twice can save you a significant amount of money  

the disadvantages of software regisistration are :

  • lots of spam from third-party companies
  • giving personal information to a company
  • you cant always opt out of emails from the company



software installation flow chart

how to install Windows 7 ( on a computer that does not yet have an OS aka clean install)

Step 1- Enter the computer's BIOS. This can usually be done by following an on screen prompt.

step 2- Find your BIOS's boot options menu.

step 3- Select the CD-ROM drive as the first boot device of your computer.

step 4- Save the changes of the settings.

step 5- Shut down your computer.

step 6- Insert the Windows 7 disc into your disc drive.

Step 7- Start your computer from the disc.(If you are not asked to boot from the disc, you may have done something wrong. Retry the previous steps to solve the problem).

step 8- Choose your Windows setup options.

step 9- Click the install now button.

step 10- Accept the Licence Terms.

Step 11- Select the Custom installation.

Step 12- Decide on which hard drive and partition you want to install Windows on.

Step 13- Install Windows on your preferred hard drive and partition.

possible benefits of network registration.

this is when you register your device or computer onto a network so you can use its resources this also means you can connect to the network at home so you can do your work at home.

potential benefits and implication of installing software

potential benefits of installing software

  • you will be able to do new things when working.
  • you will be able to do a wider range of procedures or even the procedures will work better with the intended task.
  • you might have less things installed on your computer because instead of having a each task you may combine them into one program.
  • that new programs are being created all the time so you would want the better version. Foe example when Vista came out it was the best, but now Windows 7 is here that can cope with more and new tasks.

implications of installing software.

some things that are not wanted when installing software are

  • potential loss of service
  • incompatibility issues
  • appropriate low-risk time for installation.

an example is choosing an appropriate time for installation. if it is in a big continuous business you will loose a lot of time because the computers will not be working at this time. this could cost into the thousands.

another implication that can happen when you install software is that you could loose anything that is on your computer.

how to prevent this is to make sure you do a whole backup before you install anything.

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