Accidentaltechie5 17-2011

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Accidentaltechie5 17-2011

  1. 1. Mark ShawConsulting ManagerPresentermark@highwayt.org Reminder: Do not mute your phoneAdam KingTechnology Manageradam@highwayt.org 1
  2. 2. Slides Available from… http://www.slideshare.net/highwayt 2
  3. 3.  Tech Support & Roles The Basics Maintenance Tips & Tricks Upgrades and New Purchases Tech Resources & Training 3
  4. 4. Nonprofit Tech Support And Roles 4
  5. 5. How Many IT Staff Per 100 Employees?HMOGovernmentFor profitNonprofit 5Source: U.S. Bureau of Labor Statistics, Mass. Department of Education, 1998.
  6. 6. For NPO’s .. How is the work getting done?29% Contract on an as-needed basis25% In-house MIS staff22% Tech support w/1 or more providers13% No formal approach to IT support9% Volunteers to our agency2% Friends and family of staffSource: Bayer Center for Nonprofit Management Study, 2008. Survey of 330nonprofit organizations. 6
  7. 7. Training 8% Application Development 8%Knowledge DesktopManagement Support 10% 41%Management 13% Infrastructure 20% 7
  8. 8. Staff 8
  9. 9. Staff are best for: (Staff = You the AccidentalTechie)• Initial troubleshooting• Triaging issues before escalating externally• Projects that require immediate assistance• Maintaining critical documentation• Direction for others implementing long- term projects 9
  10. 10. Contractors 10
  11. 11. Contractors are best for:• Issues that require “expertise” – Value for “doing it right”• One-time projects Server configuration / upgrade / migration Database development Multi-site integration Phone system setup 11
  12. 12. Volunteers available Volunteers! 12
  13. 13. Volunteers are best for:• Short term projects• An easily definable end• Are not time sensitive• Are not critical 13
  14. 14. The Basics 14
  15. 15. The Basics Data OwnershipVery Important that your organization owns it’s data Including Email  Financials  Documentation  Databases  Websites  Other 15
  16. 16. Hint: Keep it "in the bag" ${#}http://www.flickr.com/photos/srharris/3643864625/
  17. 17. One binder to ring them all. ${#}http://www.flickr.com/photos/span112/3503394977/
  18. 18. http://hwyt.me/NPNotebook ${#}
  19. 19. The Basics Create an InventoryWhy? • Insurance • Audits • Easy to identify upgradesInventory Tools • Belarc Advisor – Download.com – Best for small Org’s fewer systems • Spiceworks – For Larger client/server – Have to purchase – Includes Helpdesk Trouble Ticket – Can be enabled/disabled to help server/network performance issue 19
  20. 20. 20
  21. 21. The BasicsUse a single Data Store  Easy to backup, find docs  Redirected My Documents (to server) 21  NAS or Server Drive Share
  22. 22. Label printers, routers ${#}http://www.flickr.com/photos/jenniewoo/27698222/
  23. 23. Flashdrives: programs, drivers & text files ${#}
  24. 24. Maintenance 24
  25. 25. Maintenance What’s your “Boilerplate”A Computer Setup common to all systemso XP, Win7 – Plus Updateso To Date: Chipset,Video,Audio,Network,BIOS,Other (Support-OEM website)o Office 2007 or 2010 – Plus Updateso Antivirus (Security Essentials) – Plus Updateso Java, Adobe Reader, Adobe Flash, PDF (PrimoPDF)o Other Common Applications – Organization Wide Appso Tools for Maintenance: Ccleaner, Managed Care, Remote Access, etc.o Tune it up! Run Ccleaner Run a Defrag Disk, 25
  26. 26. Maintenance “Boilerplate” to UserBuilding on the “Boiler[late” for a particular User.. Join the Domain (or the common Workgroup) “Username” profile  Data Files (My Doc’s from old system or restore)  Email Account  Desktop look and feel  My Computer settings  Printers (all or just some)  Applications special to that user  Additional setups or shortcuts (Mozilla, Chrome, Database shortcut, etc.) 26
  27. 27. MaintenanceSetup Clients for “Microsoft Update”• Combines Microsoft Product Updates• Can be Automated 27
  28. 28. Maintenance Updates and Service PatchesCheck the Service Pack?1. My Computer2. Properties3. General TabXP Service Pack 3VISTA Service Pack 2Win7 Service Pack 1 28
  29. 29. Maintenance Updates and Service PatchesKeep Doing THIS Until You see THIS 29
  30. 30. Maintenance Updates and Service PatchesOptional Updates?Thanks… but no thanks 30
  31. 31. Maintenance Dupa Dupa 31
  32. 32. Maintenance PrintersGet rid of your InkjetsTroubleshooting Printer Problems• Look for the obvious – Ck Cabling – Network switches for Workgroup units – Correct Printer Selected? Driver? Port?• For jams remove toner(s) and trays and carefully remove paper pieces• Frequent Jamming? – Printer Maintenance Kit – Give new Life to Printers – Easy to install (pickup roller, transfer roller, takeup pad, etc.) – Google “HP Printer Maintenance Kit” etc.• Label Jams / Black Streaks / Marks – Replace toner cartridge – Clean with ONLY Alcohol and Qtip swabs – Small Shop Vac to clean up toner deposits 32
  33. 33. Maintenance BackupsGood • Flash Drives • Fullsize/Mini USB Hard Drives • Server o Full Size Server o Home Server o NAS • Remote o Carbonite, MozyPro,Not so Good • Zip drives • CD/DVD burning • Chips (SD, Compaq..) • Tape 33
  34. 34. Maintenance AntivirusInexpensive from Techsoup.orgCorporate Version (for server networks) Symantec End PointClient only Versions Norton Antivirus 2011 34
  35. 35. Maintenancehttp://Microsoft.com/Security 35
  36. 36. MaintenanceOnline Scanning 36
  37. 37. Maintenance Spyware / MalwareAntivirus takes care of “some” SpywareRemoval Applications Malwarebytes.com 37
  38. 38. Maintenance Vulnerability Scanhttp://secunia.com/vulnerability_scanning/online/ 38
  39. 39. SecurityPasswords: Alpha/Numeric/Case Mix Good: ap07CKT98 Bad: 123456 Largest Security Problem? ${#}
  40. 40. Maintenance BrowsersChromeInternet Explorer 9 (Win7)MozillaInternet Explorer 7or8 (XP) 40
  41. 41. Maintenance Browser CleanupChromeMozillaInternet Explorer 9Internet Explorer 7 or 8 Tools, Internet Options » Delete » Delete All (check box) 41
  42. 42. www.ccleaner.com ${#}
  43. 43. MaintenanceCCleaner.comDownload & Install System CleanupONECleaner Tab1) Analyze2) Run Cleaner 43
  44. 44. MaintenanceTWORegistry Tab1) Scan for Issues2) Fix Selected issues 44
  45. 45. Maintenance Disk Defrag1. XP in System Tools2. Run 4 or 5 passes3. VISTA defrag tool is No Good!4. SSD Drives DO NOT need Disk Defrag 45
  46. 46. MaintenanceEmail Maintenance • Review and delete items in “Junk Email” folder • Empty deleted mail • Archive email you need to keep to a .pst file • Once or Twice a year 46
  47. 47. Maintenance Troubleshooting Tips Check the obvious FIRST Cables, power cords, network devices, are other systems OK?, etc.. Wait !! Don’t Change the settings If it worked before it’s not probable it was changed “magically” Know your “Technical limits” Make the Call.. Tech Support is standing by! Tech Support calls  Be specific and clear  Be prepared  Serial Numbers, Make and Model, Account Info, Service Tag, Express Service Code, … all before you pick up the phone! 47
  48. 48. Maintenance Safe ModeLoads bare-bones Windows Safe Mode Safe Mode with Networking 48
  49. 49. Maintenance Cleaning a system• Uninstall unwanted • Turn on system firewall programs & toolbars • Run Ccleaner• Run Microsoft updates • Review Start-up Stuff• Update anti-virus & run a o Ck Startup Group full sys scan in Safe o Review Startup in Ccleaner Mode (remove OR disable)• Run Malwarebytes • Defrag the drive o Boot to Safe Mode with networking • Minor optimizations: Turn o Update and scan sounds off, Make desktop single color, keep desktop clean 49
  50. 50. Maintenance Destructive Rebuild• Should be worth the rebuild• Great time to add more RAM, blowout dust, etc• Takes 3 to 4 hrs to rebuild, updates and data migration.• 1st! Backup Data, Email files, Favorites o Remove HD » Access as 2ndary on another system » Vantec NexStar Hard Drive Dock• Reload XP, Win7, etc o Save the Diagnostic Partition o Delete (L) the Data Partition and reformat/install• Reload drivers from Mfg website and build to Boilerplate 50
  51. 51. Free Disk Imaginghttp://tinyurl.com/25gnnx 51
  52. 52. Computer Lab?SteadyState Deep Freeze 52
  53. 53. Maintenance Schedule Maintenance Tasks What can Users do? You do?Weekly Monthly Yearly• Check backup • Manual check for • Clean keyboard & mouse• Check anti-virus Microsoft updates • Check all software• Check anti-spyware • Manual update security updates and versions software software: • Optional: image your• Ccleaner “Cleaner – Anti-virus system Tab” – Anti-spyware • Optional: reformat and • Run a full system scan: clean reinstall – Anti-virus • Archive email every 6 to – Spyware Malware 12 months • Defragment disk 53
  54. 54. Maintenance 54
  55. 55. Lets Break!Questions? 55
  56. 56. Tips and Tricks 56
  57. 57. Tips and TricksMigrate Server Apps to the “Cloud”  Exchange, Database, Financials,  Cost effective over Internal Server & App  Advantages of Cloud Apps Work from ANY computer anywhere No backups, no server, no maintenance No client installations Secure  More about Cloud Apps Still needs your “management” but..easy 57
  58. 58. Tips and TricksTest your bandwidth Speedtest.net 58
  59. 59. Tips and Tricks Server Alternatives Simplify local file sharing and backups$150 to $700Easy setup and maintenanceReliable, secure1. Microsoft Home Server  10 user limit  Excellent Backup and Restore  Reliable  Up to 4 Tb2. Network Storage Device (NAS)  Unlimited Users  Good Backup & File Sharing  Reliable 59  Size based on model & HD’s
  60. 60. Tips and Tricks New Home Server (Vail)!•Better but Old rev is still great•In Microsoft Production now•HP is out•Acer, Asus others? Are in•Build Option 60
  61. 61. Tips and TricksOnline Offsite Backups ${#}
  62. 62. www.LogMeIn.com Remote Access ${#}
  63. 63. Tips and TricksZolved Join.me o Free remote access o Two sides 1) Support Person 2) User in need 63
  64. 64. Tips and Tricks Pdf File Creation1. Generate from a “pdf printer”2. Generate from a “Save as”  PrimoPDF - http://www.primopdf.com/index.aspx  PDF Creator - http://sourceforge.net/projects/pdfcreator/  PDF 995 – http://www.pdf995.com  SaveAsPDF for Office 2007 -- http://tinyurl.com/6lpoyd  All Free! Adobe Acrobat X - $299 retail 64
  65. 65. Tips and TricksTurn PDF’s into Word Doc’s! 65
  66. 66. Upgrades and New Purchases 66
  67. 67. Buy or Upgrade Hardware Reality CheckComputer Lifecycle3 to 5 years Old ?Older than 5 years ? 67
  68. 68. Upgrade MemoryBest/Only Hardware upgrade worth doingMost Bang for Buck • USE www.crucial.com memory config tool 68
  69. 69. www.crucial.com ${#}
  70. 70. 1 - 2 Gb 32bit 2 - 4 Gb 64bit 4 and up ${#}
  71. 71. $400+ $800+ $1,300+1-year 1-year 3-yearwarranty warranty warranty3-year life 5-year life 3-year life www.toshibadirect.com: NB305 (left); www.dell.com: Vostro (middle), Dell Latitude E6410 (right) ${#}
  72. 72. Standardize on Corporate Make, Models ${#}
  73. 73. Worthwhile BumpsProcessor Intel I3 I5 I7Video Faster, More Video RAM (1gb)Monitor/LCD Higher Resolutions are better ${#}
  74. 74. Buy Processor Components• Performance variables between Series Models – Number of Cores (Single, Duo, Quad..) – Cache (2Mb, 6Mb, 12Mb) – Speed (2.3Ghz) – FSB (1333 mhz, 1066 mhz)• Today Intel is king – Good Core2 or Centrino – Better Quad Core – Best Core i3, i5, i7 Which is a better? 74
  75. 75. Buy ?Intel Integrated X4500Hd Nvidia Gforce 9800 512mb 75
  76. 76. BuyAvoid BloatwareBuy “Business Grade” NOT “Consumer Grade” Home and Home Office Small & Medium Business Enterprise Dell Examples •Dell Vostro •Dell Optiplex 76
  77. 77. www.pcdecrapifier.com ${#}
  78. 78. Network Upgrades Upgrade to Gb Switches Upgrade to Gb Wireless Router Dual band wireless Cabling Cat5 Up to 100bt (250ft) Cat5e Up to 1000bt (200ft) Cat6 Better for Gb Use a “Double NAT” to secure open “pubic” wirelessInternal LANWAP is secure Public192.168.0.### WAP is open 192.168.1.### 78
  79. 79. Network UpgradesUp your bandwidth  Cable  AT&T Uverse  Bonded T1  T1  Premium DSL  Std DSL  DSL  Dialup 79
  80. 80. Content Filtering 80
  81. 81. Tech Resources Training 81
  82. 82. http://hwyt.me/optimizewindows ${#}
  83. 83. www.microsoft.com/atwork/ ${#}
  84. 84. By SueBennett 84
  85. 85. techguide.highwayt.org ${#}
  86. 86. Office.Microsoft.comFree training and demos for Office and More! 86
  87. 87. http://hp.com/go/learningcenter ${#}
  88. 88. www.nten.org 88
  89. 89. www.idealware.org 89
  90. 90. Tips and TricksSearch by:• Hardware make / model number• Error number• Program name / version number• Error description• Operating system version• Key phrase 90
  91. 91. Tech Resources 91
  92. 92. ${#}
  93. 93. ${#}
  94. 94. Tech Resources 94
  95. 95. ${#}

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