Introduction to computers - Essay Example

June Introduction to computers Computers play an important role in a success of a business. With computerization there is increased productivity of the employees and the company as a whole. Computers allow employees to do very huge tasks that could have taken days, months or even years to accomplish in just few hours. Additionally, synchronizing all business operations together on different computers greatly improves the business performance. Computers allow implementation of management information systems and this facilitates all information from all the departments to be monitored centrally thus allowing easy collection and reporting of information. Furthermore, the uses of computers in a business will create a large market niche from around the world and as a result, the business is able to have higher sales and eventually higher income generation. To get all this positive uses of computers there are a number of things to done during the setup of the business. With proper setup the computers can optimized to ensure efficiency in a company. Steps will be employed in choosing the most appropriate ways to utilize computers. Choosing the type of computer to acquire CAL being a small business, having fifty employees and sales its products abroad, it requires a computer system and network that will facilitate local use as well as international use by both its workers and its clients. To choose the best network system for this company which is cheap and affordable, the following factors are considered: Organization size The level of security that is required The kind of business being run The level of administrative support that is available Network budget The requirements of the network users The amount of traffic that the network will convey. Considering the above factors, the best way to satisfy the needs of this company is to create a hybrid network system. A hybrid network1 system incorporates both peer-to-peer needs as well as client server needs while at the same time reducing the cost of setup. In this network system, a server will be setup as well as personal computers (mini computer) setup as client computer to facilitate access to the server. The integration of the two types of networks ensures security flexibility and prepares the company for expansion incase it grows into a bigger corporation. With this type of network, access to the server and the company’s information requires an account and permissions from the network administrator. Software package to be acquired To facilitate proper running of this network system both system software and application software are required. The system software – which essentially will be windows 7 since it’s the most recent and stable version – controls all the hardware and the application software present. To guard the computer system against unauthorized access, malicious attacks and spyware, firewall applications (specifically antivirus) has to be installed. This antivirus should be able to detect and block unauthorized access to the computer system information. The best player in the market to fully protect CAL’s information is Karspersky internet security. This is the best since it protects the system in real time. Word processing software is essential in creating, editing and formatting the company’s documents and hence it must as well be installed in the computers to facilitate these operations. As at the moment, the best word processor software is from Microsoft (MS word) which has all this functionalities plus many more. Furthermore accounting software and accounting system needs to be installed on the server to mange the inventory of the company. The based system being the web –based inventory management system Additional hardware to be attached to the CPU To enable printing of documents, printers must be attached to the CPU2. Sharing of this printer should be enabled to facilitate access by every member user of a client computer. Also, visual display units must be attached to all CPU’s to enable users view the interface of software packages being used. Also, for fax service, a fax machine needs to install on the computer. Other input devices to be attached to the computer include keyboards, mice, scanners, webcam and microphone Also, to facilitate internet connection; a modem is attached to the CPU. For networking purposes, the following list of hardware will be used to facilitate the process. Cables (CAT 5) Connectors Terminators Hub Networking card Patch panel Additional personnel To ensure efficient functioning of the computer system, regular maintenance is essential. The maintenance service is provided by qualified personnel. In this regard, an IT specialized should be employed to carry out regular maintenance of the system, diagnose and resolve shortcomings resulting from system failure and advice the company on which components to purchase incase of an upgrade. Also, computer literate clerks will have to be employed to manage the inventory management system using the client computers. With the new installed system, some the existing workers’ skills are rendered obsolete and therefore there services will not be required anymore. Since these personnel can not be retrenched, the company will have to take a step further to upgrade the skills of these personnel to make them useful in the company. This will be by facilitating them to learn the basics of IT3. Computerization of a company’s operation has unlimited benefits. These benefits can be divided into time, money, information management and improved work conditions. The automation of routine tasks allows employees focus on other more important issues to make sure the success of the company and also to take up additional responsibilities hence reducing time wastage. With a computerized inventory system speed is defined. Computerization makes inputting information and taking inventory easier and this reduces the time and number of employees to do this work as a result, the operation cost of a company is tremendously reduced. Furthermore, computerized inventory makes it easier for the workers to generate all kinds of documents including Checks, invoices, and account statement purchase orders and as a result the company will be able to track all the losses and profits generated by the company. Also, with computerization, there is real time update of the data system. This can be evidenced by the management being able pull a report and see the most recent activities of the company. Despite the fact that computerization has many benefits, some times it can become a disaster if not well managed. Furthermore, installation of this system will eat a great share of the company’s budget hence to enjoy these services, the company has to dig deeper into its pockets. Works cited "Advantages & Disadvantages of a Computerized Inventory Management System." Small Business. N.p., n.d. Web. 11 Dec. 2012. "Lesson 1: Network Cabling." Lesson 1: Network Cabling. N.p., n.d. Web. 11 Dec. 2012. "Networking Hardware." Wikipedia. Wikimedia Foundation, 12 Apr. 2012. Web. 11 Dec. 2012. Read More