LO1 _Infromation sheet.docx

Defence University
Maj. Gen. Mulugeta Buli Technical College
Training, teaching and learning material development
Learning Guide :13
1st Revision
Date Jan- 2016
Compiled by Daba Gudina
Page 1 of 18
Defence University
Under
Ethiopian TVET-System
INFORMATION TECHNOLOGY
SUPPORT SERVICE Level I
LEARNING GUIDE # 13
Unit of Competence: Maintain Equipment and
Software Inventory and
Documentation
Module Title : Maintaining Equipment and
Software Inventory and
Documentation
Module code : ICT ITS1 05 0710
LG Code : ICT ITS1 M05 L01 13
TTLM Code : ICT ITS1 TTLM05 0116
LO 1: Document and Update Inventory
/

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 2 of 18
Information Sheet 1 Introduction to Hardware & Software Inventory
1.0 Hardware & Software Inventory
Inventory is a comprehensive detail about the hardware and software of the
computer system.
The Hardware inventory details include information like, memory, operating
system, manufacturer, device types, peripherals, etc.
The Software inventory provides details of the software by software vendors.
It also provides the license compliance details of the software and software
metering.
1.1 Features of Inventory
 Complete Hardware and Software Inventory.
 Scan the systems periodically to collect the hardware and software details.
 Manage Software Licenses.
 Detect Prohibited Software in the network.
 Software usage statistics.
 Comprehensive reports on hardware, software inventory and license
agreement.
1.1.1 Viewing Computer Details
The Computers view is the details of the computers and their operating
systems.
The table below provides the following details of the computers:
1. Computer Name: The DNS name of the computer
2. Operating system: The operating system of the computer
3. Service Pack: The service pack version of the operating system
4. Version: The operating system version.
5. Virtual Memory: Total virtual memory in kilobytes.
6. Free Virtual Memory: Total virtual memory in kilobytes that is currently
unused and available.
7. Visible Virtual Memory: Total physical memory that is available to the
operating system.

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 3 of 18
8. Free Visible Memory: Total physical memory that is currently unused
and available.
1.1.2 Viewing Hardware Details
The Hardware view provides the details of the hardware detected in the
scanned systems. It provides the following details:
 Hardware Name: Name of the hardware device.
 Hardware Type: Type of the hardware like processor, keyboard, port, etc.
 Manufacturer: Name of the manufacturer of that hardware device.
1.1.3 Viewing Software Details
The Software Inventory provides the details of the software detected in the
systems.
You can filter the view by Software Type, Access Type, or License. It
provides the following details:
1. Software Name: Name of the software.
2. Version: The version of the software.
3. Software Type: Can be either commercial or non-commercial. Use the
Move To option to specify the software type.
4. Vendor: The software vendor.
5. Licensed To: Refers to the person or the company to whom the software is
licensed.
6. License Expiry Date: Date of license expiry.
7. Remarks: Remarks, if any.
1.2 Inventory Alerts
Inventory alert notify the following:
1. When a new hardware is detected in the network
2. When a new software is detected in the network
3. Non Compliance of software licensing policy, i.e., the license is inadequate
and have to purchase more licenses to be compliant
4. When prohibited software is detected in the network.
Inventory alert can be any of the following:

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 4 of 18
1. Hardware Added
2. Hardware Removed
3. Allowed Software Installed
4. Allowed Software Uninstalled
5. Prohibited Software Installed
6. Prohibited Software uninstalled
7. Software Under-Licensed
8. License Expired
9. Prohibited Software Identified
10. New Computer Identified
1.2.1 Hardware Inventory Reports
1. Computers by OS:
Is the detail of the computers by their operating system.
2. Computers by Manufacturer
Is the detail of the computers by their manufacturer.
3. Computers by Memory
Is the detail of the computers by their RAM size.
4. Computers by Age
Is the detail of the computers by their year of manufacturing.
5. Computers by Device Type
Is the detail of the computers based on their type like, Laptop, Portable,
Desktop etc.
6. Computer by Disk Usage
Is the detail of the computers along with their total and free hard disk space.
1.2.2 Software Inventory Reports
1. Software by Manufacturer

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 5 of 18
Is the detail of the software installed in the scanned systems based on their
vendors along with the total number of copies installed.
2. Recently Installed Software
Is the list of software installed recently.
3. Prohibited Software
Is the list of prohibited software detected in the network.
4. Software Usage by Computer
Is the list of software and their usage statistics in individual computers.
5. Software Product Keys
Is the list of Product Keys that were used for installing the software.
1.3 Software License Compliance Reports
1.3.1 Software Licenses to be renewed
Is the list of software whose licenses have to be renewed? Shortly, based on
the Software the usage statistics, you can decide whether to renew the
licenses or not.
1.4 The many uses of IT documentation
An IT organization or department will accumulate many technical papers,
records and books. Some documents and manuals may be easy to find, while
others can be misplaced, lost or damaged. To avoid the latter, methods similar to
the inventory of hardware and software can be applied to documentation.
In an IT support role, you may be called upon to provide a friendly
information resource for clients. You should be able to easily find and use the
information they need.
You may otherwise need to advise clients on:
1. what information is available and where it might be
2. how it can be found and retrieved (different media and formats)
3. how the information can be searched, stored or printed

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 6 of 18
4. how it can be sent to them.
Think about the types of IT documentation and when it may be needed or
requested. You will need to answer requests quickly and effectively.
A customer may ask for:
1. a software manual, so to install a program
2. a manual to check compatibility with other hardware or software
3. Instructions to perform a specific task.
A colleague may ask for work instructions such as how to:
1. reset a mainframe password
2. check a local are network (LAN) printer queue
3. Set a computer for remote access.
A manager or auditor may ask for computer inventory records or software
licensing records.
1.4.1 Types and attributes of documentation
A document is information and the supporting medium that carries the
information. The medium can be paper (hard copy), a magnetic, electronic, or
optical computer disc, a photograph or master sample, or a combination thereof. A
set of documents, such as specifications, records, manuals or plans is frequently
called ‘documentation’.
1.4.2Reference collections
If your organization or department has a reference collection (and it should
have) it could include books, CDs, DVDs, technical manuals and online resources
that staff and clients use to find particular information.
Reference items that may be kept on open shelving (but must still be
accounted for), include:
1. procedural and technical manuals
2. technical reference books and textbooks
3. catalogues
4. directories
5. manufacturer’s specifications

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 7 of 18
6. technical magazines, journals
7. case histories
8. training guides.
Software manuals on paper or CD ROM for a particular software program
may be kept at the workstation running the application.
Self-Check 1 Written Test
Name:____________________ Date:_________________
Instruction: Answer all the questions listed below, if you have some clarifications- feel free to
ask your teacher.
Please ask your trainer for the questionnaire for this Self-Check.
Information Sheet 2 Managing stock and inventory
2. Stock and inventory

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 8 of 18
Stock describes the goods that an organization currently holds. For example,
if an organization makes computers, they need to keep a stock of hard disks,
system boards, network cards, monitors, cabling and so on.
A person checking stock
Inventory is a list of what you actually have, and a description of it. For
example, when you insure the contents of your house you are usually asked to
perform an inventory of the contents, in order to calculate how much to insure it
for. Organizations need to keep track of how much stock they have — so that they
don’t run out of stock, as well as for insurance reasons. In addition, once a year
all items may be counted manually to make sure that the computerised stock-
control records correspond with what is actually on the shelves, a process known as
stock taking.
2.1 Why do we need stock control?
Stock control is an important part of running a business efficiently. If your
stock runs out, customers may not receive their goods when they want them or
when you had promised. If this happens, you may well lose customers. If they tell
others about their experience, your organisation might even gain a bad reputation.
2.1.1 The need for procedures for inventory control
To make sure you never run out of stock, you need a good way of managing
it. In order to do this, you need an inventory-control system (sometimes called a

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 9 of 18
stock-control system) that tells people how to obtain items from stores. These
procedures are needed:
1. to make sure that theft of stock doesn’t occur
2. so that information about the stock taken from stores is entered correctly into
the inventory system.
2.2 Computerized inventory-control systems
Computerized inventory-control systems, like any computer system, rely on
the correct information being entered into them. They are only as useful as the
data that is fed into them. Therefore, it is important that when stock is reordered or
used, it is always entered into the system.
2.2.1 Stock levels
Inventory-control systems are used to maintain an optimum level of stock.
Some companies use a system called just-in-time. This means that they keep
minimal stock and then they order more just before, or as, it is needed. This only
works if you have reliable suppliers who deliver on time and at short notice.
An alternative to a just-in-time system is to keep large quantities of
everything. This isn’t practical, because you don’t want to tie up a lot of money on
goods that are sitting on a shelf waiting to be used or sold. In the IT business, it is
even more important not to keep excess stock, because a disk drive or PC or
network card you buy today could become obsolete or superseded in a short
time. What most organizations do is try and keep stock levels as low as possible, so
that they have enough stock for the usual demand and a little extra to cover
extraordinary needs.
One of the benefits of having a computerised system is that you can set
different reorder levels for different stock items, and the system will automatically
order new stock when the reorder levels are reached.
2.2.2 Accessing stock and inventory control
Entry of data into an inventory system may be done by either a stores
person, an operator or a clerk who receives the information in a stock request or

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 10 of 18
requisition form (generated by people needing more stock), or via delivery notes
(from stores when new stock arrives). In the case of large supermarkets, when a
purchased item is scanned at the checkout, the inventory system reduces the
number of items in stock automatically by one.
If you need to enter a stock movement into a computerized inventory, you
will probably just need to enter the item number or name, the amount of stock
used or returned, and where it was used or taken from. All the other details, such
as your name and the date, will be filled in for you. If you have a paper-based
system, you will have to fill out all these details. Usually, this will be in duplicate or
triplicate, with one copy going to the stock-control section, one kept by you, and
one possibly being left in the book. The procedures for doing this will vary from one
organization to another.
2.2.3 Level of inventory
Factors that can influence the level of inventory, or the number of any item
held in store, include:
1. Operational needs: The company may be expanding or reducing in
numbers of people, or the amount of business it does.
2. Shelf life: Some items including software have a use-by or expiry date.
3. Delivery: How long it takes to get an item from the supplier; the longer it
takes to deliver, the more items that have to be kept in store to protect the
organisation from delays.
4. Installation: How fast a product can be installed; if quickly, there needs to
be an adequate supply to keep up with the number of installations.
5. Costs: How much money is available to invest in stock not actually being
used? How much money is available to rent storage space?
6. Storage capacity: How much room is available?
2.2.3.1 Store room design, layout, location and security
The size and use of storeroomsfor IT will differ between organizations. Factors
that can influence decisions about IT storerooms include:
1. the size and complexity of the IT system or network
2. money and space available for building space and fittings
3. policies on delivery from suppliers and distribution to clients

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 11 of 18
4. location of the IT functions in relation to the rest of the organisation
5. future plans for expansion.
2.2.3.2 Design considerations
In addition to the need of a clean, dry and well lit environment, safety must
also be considered in the design of IT storerooms. Heavy equipment such as
printers should be stacked in racks so that they cannot damage items underneath,
and from which they can be lifted or moved without risk of injury. Lighting should
be good. Ladders should be available, if required. Trolleys should be available to
move heavy equipment.
2.2.3.3 Locating stores
The location of storeroom facilities will be influenced by factors, including the:
1. Expense: the rental cost of office space or a warehouse filled with boxes and
shelves can be a burdensome.
2. Volume: the organisation may have a policy of buying large quantities of
technology in order to be ready for any eventuality. However, the bigger the
company, the more space is needed for that spare stock. A large company
may have so much spare IT inventory that they need a warehouse or a
distribution centre for it.
3. Access: storage location is closely related to the supply of equipment to
users and the need to get to parts and replacements quickly.
4. Size: small- and medium-sized business may only need one storeroom from
where they can easily dispatch replacements or parts to client workstations.
Larger groups with branches may need storerooms to be located close to
users.
2.2.3.4 Security
You should always store computer hardware and software in a secure place,
in order to prevent theft. Access to a storeroom must be restricted to authorised
personnel. Security also means protection against fire, flood, mould and insect
pests. You must also make sure that there are real connections between the stored
stock and the inventory records.
2.2.3.5 Stock rotation
Consumables are used in many different situations in organizations. How
many examples can you think of? Some examples include:

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 12 of 18
1. paper for the printers and photocopiers
2. wipes and cleaning fluid to clean equipment
3. new toner cartridges for laser printers
4. CDs.
Even if you work for an organization with a small number of computers,
workers may still use a reasonable quantity of consumables. You will need to
ensure that the oldest stock is used first; a technique or principle called stock
rotation. Stock rotation ensures that you don’t use up most of your stock of a
particular item only to find that you can’t use the last one because it is too old.
Photocopier paper can be used as an easy-to-hand example of the need for
stock rotation. Photocopier paper needs to be kept away from damp and humidity
and to be stored flat. Because it is quite difficult to create this kind of perfect
environment, photocopier paper may not remain in good condition and may cause
paper jams as a result. To prevent this, you need to have a system for storing the
stock so that you can easily tell which is the oldest. This could involve arranging the
items in sequence on a shelf, or printing the acquisition date on the item or its
container.
2.3 Skills for handling IT equipment
2.3.1 Occupational health and safety
It is a legal requirement to follow OH&S guidelines in workplaces. States and
territories each have their own workers’ compensation laws. In NSW Work Cover
administers workers compensation claims and the NSW Occupational Health and
Safety Act 2000.
By law, organizations must have an OH&S committee or an OH&S
representative in the workplace. Most large organisations employ a staff member
who is fully responsible for OH&S and also convenes a committee. Smaller
organisations may have a member of staff who is trained in OH&S and is
responsible for it as part of their job. Employers must make OH&S guidelines and
procedures available in the workplace. Generally, all employees contribute to the
maintenance of OH&S by following those procedures and reporting situations where
accidents and injuries occur.
Occupational health and safety guidelines must always be practiced when
handling computers, peripherals and components.

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 13 of 18
2.3.2 Fragile components
Fragile components such as memory and expansion cards need to be held on
the outer edges. These components are made up of chips, transistors and wires
that hold memory and transport information. You should not grasp them in the
middle of the component. Your body can hold a large amount of static electricity
and this can damage the circuitry, making the component unworkable.
2.3.3 Heavy equipment
Heavy equipment, such as system units and monitors, should be placed
correctly onto a trolley with wheels, so they can be moved with ease. If you need to
bend down to pick up a heavy object, you should never bend over at the waist or
shoulders. You should always keep a straight back and bend at the knees so that
objects are lifted with the legs and not the spine, and serious back problems are
avoided. Heavy objects must also be carried in the correct position to avoid
dropping them.
2.4 How to make a quick inventory of the Hardware Specifications in a
working PC?
Inventory would be necessary to take account of all the It resources of one
company. Having an inventory doesn’t just count one working PC as a whole but
the need to take account all the peripherals in it. Aside for the peripherals that are
not currently in use, spare, so to speak. There were several ways of obtaining the
specification every parts of the PC;
1. you can check it one by one by looking at its part. For the working PC, you
would need to unplug it then remove one by one its parts to see the
specifications written on every part of it. Of course you would need to apply
safety procedures in disassembling hardware peripherals. For a big company
having a lot of working PC, it is not advisable.
2. another way to obtain its specifications is through the use of a computer
hardware specification monitoring software. You would need to have the said
software installed in every computer then you can quickly check all
specifications of your hardware. That would be faster than the first but
would require you the software and installation of it to all the PC.
3. one best way to do it is to check the Device Manager in the Control Panel of
the working PC. It would give you the list of all peripherals attached to the
computer with its specifications. (See Operation Sheet for procedures..)

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 14 of 18
Self-Check 2 Written Test
Name:____________________ Date:_________________
Instruction: Answer all the questions listed below, if you have some clarifications- feel free to
ask your teacher.
Please ask your trainer for the questionnaire for this Self-Check.
Operation Sheet 1
Quick Inventory of Computer Peripherals of a
Working Computer
Quick steps to determine the hardware specifications of a working
computer

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 15 of 18
1. Click the Start button and then click ControlPanel as shown below.
2. On the computer settings, click on the Hardware and Sound
3. After that, click on the Device Manager

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 16 of 18
4. It will then pop-up the list of all the peripherals attach to it
5. To see its specifications, expand all the peripherals by clicking on the triangle
bullet before every peripherals

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 17 of 18
You can now copy it and store it in your hardware inventory or better yet,
print it.
To print the device manager list, you would need to press Prt Scr key (Print
Screen) on your keyboard while the Device Manager was open then paste it in a
blank MS Word document. You can then print the word document file containing
the image copy of the device manager.

Defence University
Learning Guide :13
1st Revision
Date Jan- 2016
Page 18 of 18
Lap Test Practical Demonstration
Name: _________________________Date: ________________
Time started: ______________________Time finished: ________________
Instructions: You are required to perform the following individually with the
presence of your teacher.
 Please ask your trainer for the instructions for this lap test.
 Your teacher will evaluate your output either satisfactory or unsatisfactory. If
unsatisfactory, your trainer shall advice you on additional work. But if
satisfactory, you can proceed to the next topic.

LO1 _Infromation sheet.docx

More Related Content

Similar to LO1 _Infromation sheet.docx (20)

More from kndnewguade (20)

Recently uploaded (20)

LO1 _Infromation sheet.docx