Quality Objectives of the ICT Directorate

Operations and Maintenance

This was the section where most activities were manual and mechanical. In this section we dealt with computer hardware: both repairing, troubleshooting as well as preventive maintenance on the existing ICT infrastructure in the university.

Preventive maintenance

Some of the activities performed entailed blowing away dust using a blower, checking the antivirus, disk defragmentation, checking the operating system polices, software loads, browser settings, hardware settings, network settings among others. This was done to all the computer resources within the organization. Other activities done were as follows:

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  Troubleshooting printers. This included solving paper jams, checking printer's settings and replacing cartridge when they run out and also re-installing the printer drivers where necessary.
  
• 
  Deleting temporary files to create space.
  
• 
  Running antivirus and anti-malware software to clean computers off viruses and malware.
  
• 
  Activating Microsoft office and office using KMS activators.
  
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  Partitioning the hard disk and slaving the hard disk to obtain data.
  

Blowing computers and printers

This is an important task done to remove dust from the machines which makes them to malfunction. Dust may make the mechanically moving parts sticky and bring about failure or slow running. Dust may also hinder faster running of the CPU. The static charges which are contained in dust makes the data transfer rate in the mother board’s integrated circuits slow hence affecting running of the system. To solve this problem, we used an electrical blower to blow out the dust. With the system’s metallic covers opened we had a clear space to point the blower at different parts of the system – CPU or Printer – and successfully blow out all the dust. With this done, the machines could function smoothly. The external parts were cleaned using a clean dry cloth and a cleaning agent which was in form of a spray.
Formatting disk drives

It’s done to prepare the drive for data storage. It is also done to eliminate corrupted files which cannot be deleted by the anti-virus program. To perform this, you need to create a backup for the files you require. Right click on it and select format from the resulting dropdown menu. Formatting just clears everything stored in the drive thus cleaning the corrupted files. After that you can paste back the data you had already created a backup for. Apart from saving new files from virus corruption, formatting disk drives makes the system run more efficiently.

Another form of formatting can be done when there is a malicious virus that cannot be removed manually or by an anti-virus or in cases where a system crash. This involves use of boot disks such as Compact disks or floppy disks. One can either boot the system using an operating system CD. This method formats the entire drive and will require installation of lost system drivers. The other method involves use of restore CDs which are bought together with the computer especially with the current HP make. Using the restore disk ensures that the system drivers are not formatted.
Updating drivers and software

Software update is done to ensure the software is updated more powerful and efficient version which has lesser bugs and in the case of antivirus and anti-malware make them able to deal with new viruses and malware. Upgrading the system also involves installation of a higher version of service pack that the current one. Driver updates are done to ensure that computers have all the latest drivers for maximum performance. We did this by downloading the drivers from the manufacturers support website and also by making use of software for the same purpose that is driver pack solution.

This was mainly done to do away with viruses, worms, Trojan horses and malware which can lead to complete system failure. We used the Avast Anti-virus to clean the system of the above threats.

2.6.2. Networking

Other activities I did were as follows: -

Network Cabling

1. 
   Unshielded Twisted Pair (UTP) Cable (in offices)
   
2. 
   Coaxial Cable (connecting from microwave)
   
3. 
   Fiber Optic Cable (linking buildings)
   
4. 
   Wireless LANs (enabling students/users with laptops to connect)
   

2.6.3 Server Management and Monitoring

During the attachment period, I and my colleagues managed to install the ERP (Enterprise resource planning) software and the SSMS (SQL server management studio.) The server had been formatted and needed a new set up. The Enterprise resource planning (ERP) is a system of integrated software applications that standardizes, streamlines and integrates business processes across finance, human resources, procurement, distribution, and other departments. Typically, ERP systems operate on an integrated software platform using common data definitions operating on a single database.

The SQL Server Management Studio (SSMS) on the other hand is an integrated environment for managing any SQL infrastructure, from SQL Server to Azure SQL Database. SSMS provides tools to configure, monitor, and administer instances of SQL Server and databases. SSMS is used to deploy, monitor, and upgrade the data-tier components used by your applications, and build queries and scripts. In LBDA the SSMS is used to query, design, and manage the databases and data warehouses, on the local computer, and in the cloud. The SSMS version installed was SSMS 2016. We then restored the backed-up data, and installed MS office 2016.

2.6.4. User support

Help Desk

User support is very crucial to any organization since many users are not professionals in computers and they need assistance in case of any problem so that they carry their work effectively and efficiently. This meant giving advice over the phone and if it did not work, moving to their work station and sorting the problem at the site.

The following are the activities that I undertook to support users:

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  Helping users share files by configuring their personal computers.
  
• 
  Assisting users in use of user application packages e.g., word, excel, power point.
  
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  Assisting users to use both offline and network printers
  
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  Assisting users access the network.
  
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  Providing proactive technical support.
  

Software installation and activation

Installing Operating systems

During the attachment, I managed to install various operation systems on different PCs. These included windows 2010, windows 8, and Linux operating system among others. Installation is normally done using various devices like compact disks, flash drives, portable hard disks among others. In my case I used a flash drive. The process involved making the flash drive bootable using power ISO. This is after downloading the windows software and creating a file image.

After making the flash drive bootable, The PC’s settings are changed to boot from the flash drive. The installation can either be an upgrade, where users’ files are placed in the computer as old windows, or a custom where all the user files are deleted. After the installation, the user files could be restored depending on the type of installation, and essential software be installed such as the Microsoft office, antivirus and a browser among others.

Other software I managed to install included Microsoft office 2013, MS 2016, and MS 2019. I also activated them using KMS activator.


Software activation

Certain software like the MS office, may need activation from time to time. During the attachment, I managed to activate the MS Office using KMS activators and providing a product key for the ones that come with them.

2.6.5. Troubleshooting and Repair

This involved checking for an error in a PC and correcting it. Some of the PC’s failed to work due to certain reasons such as falling down or setting improper settings. I managed to troubleshoot these PC’s and corrected the error. This involved activities such as replacing laptop screen, fixing a loose RAM, crimping a new RJ45 among others.

Troubleshooting printers- This included solving paper jams, checking printer's settings and replacing cartridge when they run out and also re-installing the printer drivers where necessary.

2.6.6. Videoconferencing

Videoconferencing (or video conference) means to conduct a conference between two or more participants at different sites by using a computer network to transmit audio and video data. For example, a point-to-point (two-person) video conferencing system works much like a video telephone. Each participant has a video camera, microphone, and speakers mounted on his or her computer. As the two participants speak to one another, their voices are carried over the network and delivered to the other's speakers, and whatever images appear in front of the video camera appear in a window on the other participant's monitor.

During my attachment period, I managed to connect online participants to a board meeting in the board room. The online attendants joined in via zoom and they were able to interact and make their contributions during the meeting.

2.6.7. Web Design

Web design encompasses many different skills and disciplines in the production and maintenance of websites. The different areas of web design include web graphic design; interface design; authoring, including standardized code and proprietary software; user experience design; and search engine optimization. The term web design is normally used to describe the design process relating to the front-end (client side) design of a website including writing mark up. Web designers are expected to have an awareness of usability and if their role involves creating markup then they are also expected to be up to date with web accessibility guidelines.

During my attachment period, I was able to learn how to design a website using word press. I later on built the website aiucu.wordpress.com using WordPress.

2.6.8. Google Forms

During the attachment period, I managed to develop an online service form to help the ICT officers offer services to their clients even when they are at home. This will enable the ICT department schedule training on how to handle recurring problems. This is also in line with the ICT department core values, people centered and will help the ICT achieve its mission i.e. to enhance staff awareness on the range of services offered by the department of ICT and express our commitment to serving the LBDA staff with total dedication. The link to the form is as shown below:

https://docs.google.com/forms/d/1guRpOvGTQSc1vaYHx545R88vuAmPfbAjp2BR2UIwsmg

2.7.1. Objectives achieved

The following are the objectives met during the attachment period;

1. 
   To gain exposure to real work experience
   
2. 
   To develop skills and techniques that are applicable to my career.
   
3. 
   To develop a sense of responsibility and good work habits.
   
4. 
   To improve my moral values such as responsibility, commitment and trust.
   
5. 
   To be able to practically apply skills learnt in class.
   
6. 
   To build a good communication skill with group of workers and learn proper behavior of corporate life in industrial sector
   

2.7.1. Value of the attachment to your course

During the attachment, I gained a practical work experience, work ethics and work-based skills. I also gained exposure to the demands and challenges of the work place. Some of the skills gained include;

1. 
   Professionalism.
   
2. 
   Soft Skills.
   
3. 
   Cross cultural communication skills.
   
4. 
   Inter-departmental Communication.
   
5. 
   Insights into Internal Functioning of an Organization.
   

2.7.2. Learning opportunities offered/experience gained and skills acquired

During the attachment period, I was able to learn and gain a lot of skills. Some of these skills include:

1. 
   Good communication skills,
   
2. 
   Problem-solving skills
   
3. 
   Teamwork and ability to build positive relationships;
   
4. 
   Ability to influence others and to negotiate,
   
5. 
   Ability to manage change
   
6. 
   Self and time management skills, among others
   

2.7.3. Contributions the attachment has made to the department

I managed to provide an extra set of hands required to accomplish certain tasks and activities. These were done diligently with the minimal supervision. Being afforded with the opportunity to mentor young students, the organization also benefited since the mentors hip practice would shape the organizations culture. The organization was also able to build strong morale and multiply effective leadership by offering training to the students. I managed to develop an online service form to help the ICT officers offer services to their clients even when they are at home.
2.7.4. Influence of the attachment on your future career choices and expectations

During the attachment, I developed interest in certain IT fields that I would wish to venture in. I was also able to acquire skills from all the major fields, i.e., maintenance and support, programing, database administration, networking and web design among others. This will enable me to be more flexible.

2.7.4. Areas of improvements

If I were to do another attachment, I would be more innovative and creative.

CHAPTER THREE: SUMMARY, CONCLUSION AND RECOMMENDATIONS

CHALLENGES FACING ICT SECTOR

• 
  Changes in technology; technological advancement in ICT is rapid, computers bought ten years ago are becoming obsolete now in terms of processing speed, storage capacity, ability to work with current Information systems (people, hardware software and processes) which require high capacity of both processing and outputs.
  
• 
  Procurement policies; procurement process takes time from the time the proposal is made to the time the goods are purchased and delivered take a long time, this affects the speed at which projects are implemented.
  
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  Frequent power blackouts affect the provision of services by the ICT center because most of the equipment and services depend on electricity. Lack of enough UPS is also a challenge and a generator for the entire organization.
  
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  Inadequate ICT offices. There is need of a larger office for the ICT officers and a separate office for the principle and manager ICT. The principal ICT officer sits in the server room and may easily fall sick due to the electric reactions taking place in the server room.
  

RECOMMENDATIONS

I therefore recommend the following;

1. 
   Cable Management: All data cabling should be under the floor; both ends of the cable should be labeled and tagged for proper identification.
   
2. 
   Training program should be started for the staff
   
3. 
   I strongly recommend that the organization should use licensed antivirus
   
4. 
   Most of the computers used have lower space in terms of memory (RAM) and hard disk space hence cannot support heavy applications. The machines should be upgraded if not replaced with new machines.
   
5. 
   Hardware identification should be with the appropriate, fully qualified server names, and all equipment’s within the cabinets. If implement in this way the hardware is easily identifiable.
   
6. 
   The organization should put in place standby generators to allow continuity of the University Operations in case of power shortages. The generators can also be supplemented with uninterruptable power supply (UPS)
   
7. 
   Most of the employees have no backup system for their computer work which is essential, in case a machine is faulty and need formatting or it’s beyond repair, all the data is lost. The organization should instill the importance of backup to its employees.
   

CONCLUSION

After going through the whole period of attachment, I’ve observed so many professional activities and learnt as well. This attachment was very fruitful to me because I had to cover many different fields. I also learnt new concepts and new ways of working. During this attachment period I acquired practical experience to complement the theoretical content of my study in information technology tasks, wireless local area network (wlan) and network security of main campus data center. In conclusion, doing my attachment at LBDA has been very productive and useful to my career life and to the organization as well since I creatively contributed to solving some of the challenges E.g creating google forms to help the ICT department help their clients working from home. This has also helped not just the ICT but LBDA as a whole.

APPENDIXES

APPENDIX 1: ATTACHMENT LOGBOOK

APPENDIX 11: WORK SCHEDULE

Work Schedule

	Week 1 and 2	Week 3 and 4	Week5 and 6	Week 7 and 8	Week 9 and 10
Cover page
Preliminary
introduction
Attachment experience
Challenge and recommendation

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