INFORMATION TECHNOLOGY

SUPPORT SERVICE
Level II
Unit of Administer Network Hardware
Competence:- and Peripheral

LO2: Obtain required peripheral

Instruction sheet LO2 – Obtain required peripheral

This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:-
 Obtaining a peripheral
 Hardware inventories
 Checking contents
 Storing peripherals
 Storing consumables
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to:-
 Peripherals are obtained under instruction from appropriate person.
 Peripherals are entered into equipment inventory according to organizational standards.
 Contents of delivered components and physical contents that match the packing list are
validated and resolved discrepancies if necessary.
  Peripherals are stored according to vendor/manual guidelines.

*Your teacher will evaluate your output either satisfactory or unsatisfactory. If unsatisfactory, your
teacher shall advice you on additional work. But if satisfactory you can proceed to the next topic.

Information Sheet – 1 Obtaining a peripheral

2.1. Obtaining peripherals under instruction

The first step in obtaining a peripheral device is to locate suppliers of that device. Then, there are
factors you need to consider about the supplier and the devices on offer, such as support provided
and purchase price. This will help you to compare and choose the most appropriate supplier and the
exact model of the device according to client requirements. Finally, you are ready to place an order
for your organisation or client to purchase the device.

Locating a supplier:- There are many ways to find a supplier of peripheral equipment. Some ways
include:

Searching the Internet

The Internet provides different methods for searching for suppliers. Using search engines such as
Google or Yahoo can help you find a hardware supplier anywhere in the world. Suppliers will often
have their own websites that can provide you with catalogues of available equipment. Other ways to
investigate suppliers are to follow links from a website such as a manufacturer’s website, or to browse
website directories that may be linked to search engine home pages.
PC magazines

Computing magazines often contain a large section devoted to advertising current hardware
suppliers.

Newspapers

Major newspapers have computer/IT sections or classified advertisements which can be a source for
finding suppliers.
Brochures/advertising material

Many larger hardware suppliers use television, radio or leaflet deliveries to inform potential customers
of their latest hardware.

Telephone directory: - A telephone directory is useful if you need to find a hardware supplier located
within your local area.

Contacting the manufacturer directly

Manufacturers generally have their own websites. These may list major suppliers in your area.
Emailing or telephoning the manufacturer may also be a way to find out names of local suppliers.

Choosing a supplier

With so many choices of suppliers available, how do you find the right one? There are a few factors to
consider:
 How long has the supplier been operating? It is a good idea to find a supplier who will still be
around for the lifetime of the hardware.
 Does the supplier offer suitable support and training? If the client will be requiring a lot of
additional assistance, training could be a major contributing factor for choosing a particular
supplier.
 Does the supplier offer competitive pricing? Considering the support and stability, it is also
important to weigh up these factors in relation to price. For a client with a strict budget, price
may be a big issue when determining where to purchase hardware.
 Is the supplier a preferred supplier for your organisation? Some organisations have
arrangements that equipment must be purchased from suppliers who are considered to be the
preferred provider for the organisation. Organisations create these agreements because
customer loyalty offers substantial discounts, extended warranties and additional support.
Selecting a peripheral
Once you have selected suitable suppliers you need to contact each supplier. Information you should
find out from the supplier includes:
  model and manufacturer names of peripherals that will satisfy the majority of your clients
requirements (including system specifications, physical dimensions, support)
 price of each model
 Availability of each model.

You may find it helpful to keep a record of any details that you collect so you refer to this information
quickly and easily.

Placing an order

Depending on the type of organisation you work for, placing an order for a hardware peripheral device
could be done in a variety of ways. In a small organisation you may be responsible for ordering the
device yourself. However, in a larger organisation there may be employees who are responsible for
purchasing new equipment. You may need to fill out an order form that can be given to the
purchasing department.

Before an order is submitted, it could also be necessary to obtain final approval from senior staff.
Often an order form might require signatures from the manager or supervisor before it can be
processed. A purchasing department might require written quotes from three suppliers, a
recommendation and justification for the chosen supplier.

Make sure that you find out from your supervisor or manager what procedures you need to follow
when placing an order within your organisation.

Sample order form

From ____________________
Date ____________________
 Code Quantity Description Price Supplier: name and
telephone

COST
GST
TOTAL

Delivery point ___________________________________________

Budget holder’s signature __________________

Please return to the Purchasing Department

Self Check 1 Written Test

Name:____________________ Date:_________________

Direction: Choose the best answer for the following question, if you have some clarifications – feel
free to ask your teacher.
 1. The first step in obtaining a peripheral device is?
A. Locate suppliers
B. Placing an ordered
C. Selecting
D. All
2. Which of the following is locating of supplier?
A. Searching in internet
B. News paper
C. Contacting the manufacturing directly
D. All
3. Factor of considering choosing a supplier?
A. Telephone directory
B. Does the supplier offer suitable support and training
C. Contacting the manufacturing directly
D. Placing an ordered
4. Information you should find out from the supplier is
A. Selecting a peripheral
B. Written quotes from three suppliers
C. Model and manufacturer names of peripherals that will satisfy the majority of your clients
requirements
D. All

Note: Satisfactory rating - 3 points Unsatisfactory - below 3 points.

Information Sheet – 2 Entering peripherals into equipment inventory

2.2 Entering peripherals into equipment inventory

Hardware inventories

The purpose of a hardware inventory (or registry) is to keep detailed information about all the
hardware equipment within an organisation. Every piece of hardware, including each computer and
peripheral device, should be recorded on the inventory. As well as providing an excellent quick
reference guide to the organisation’s hardware, an inventory can be very useful for insurance,
warranty and service purposes.

In order for an inventory to be a valuable source of information, it is vital that the information be
maintained regularly. New devices need to be entered into the inventory as soon as they have been
obtained.

There are a number of tools available to create hardware inventories. Databases and spreadsheets
are often used to store the information. There are also software programs that you can purchase,
designed specifically for recording hardware and software details.

Details that should be included within a hardware inventory include:

 description of hardware device  serial number

 manufacturer  warranty or maintenance conditions
 supplier  components
 model number  location
 number and identity of authorised users  purchase price
 date of purchase

Documenting peripherals used with each computer

If the peripheral is an essential part of the computer system (for example mouse, keyboard or
monitor) it is logical to record information about the device within the documentation for the computer
to which it is connected. Individual computer inventories will often contain detailed information about
the computer’s related hardware and software. It may also be more practical to record information
about the peripheral inside the computer’s record, if the device is also permanently connected to a
computer (for example a printer or scanner).

Hardware inventory (Example 1)

Details for Administration Computer

Manufacturer: Dell
Model: OptiPlex GX280MT Monitor: Dell UltraSharp™
Minitower—Power 1905FP flat panel,
Operating System: Windows XP Printer: HP LaserJet IID 
 Serial number: 12345 Keyboard: Dell USB keyboard
RAM: 128 Mb  Pointing device: Dell USB 2-button
optical mouse with
scroll
Hard disk space: 160 Gb

Individually documenting each peripheral device

If the device is shared between several computers, it makes more sense to keep information about
the peripheral as an individual entry in an inventory. Devices such as digital cameras, data projectors
and USB drives would more likely to be used by many computers, thus it would make more sense to
record their details separate to the computer details.

Hardware inventory (Example 2)

2.2.1 Workstations: - is a special computer designed for technical or scientific applications,

workstations offered higher performance than mainstream personal computers, especially
with respect to CPU and graphics, memory capacity, and multitasking capability.
2.2.2 Server
A server is a computer, a device or a program that is dedicated to managing network resources.
There are a number of categories of servers, including print servers, file servers, network servers
and database servers. In theory, whenever computers share resources with client machines they are
considered servers.

2.2.3 Modems or other connectivity devices

Broadband Modems Cellular modems are a type of digital modem that establishes internet
connectivity between a mobile device and a cell phone network. The word modem is a mash up of
the term modulation/demodulation, which is the technical term for the conversion between digital and
analog signals.

2.2.4 Printers, hard drives, monitors

A peripheral is a “device that is used to put information into or get information out of the computer.”
Output, which provides output to the user from the computer (monitors, printers, etc.) Storage,
which stores data processed by the computer (hard drives, flash drives, etc.)

2.2.5 Switches
A network switch is networking hardware that connects devices on a computer network by using
packet switching to receive, and forward data to the destination device. A network switch is a
multiport network bridge that uses media access control addresses to forward data at the data link
layer of the OSI model.

2.2.6 Hubs
A hub, also called a network hub, is a common connection point for devices in a network. Hubs are
devices commonly used to connect segments of a LAN. The hub contains multiple ports. When a
packet arrives at one port, it is copied to the other ports so that all segments of the LAN can see all
packets.

2.2.7 Bridge
A network bridge is a computer networking device that creates a single aggregate network from
multiple communication networks or network segments. This function is called network bridging.
Bridging is distinct from routing.

2.2.8 Router
A router is a device that forwards data packets along networks. A router is connected to at least two
networks, commonly two LANs or WANs or a LAN and its ISP's network. Routers are located at
gateways, the places where two or more networks connect.

2.2.9 Firewall
A firewall is a system designed to prevent unauthorized access to or from a private network. You
can implement a firewall in either hardware or software form, or a combination of both. Firewalls
prevent unauthorized internet users from accessing private networks connected to the internet,
especially intranets.

Self Check 2 Written Test

Direction: filling the appropriate answer for the following question in the specie provided, if you have
some clarifications- feel free to ask your teacher.

1. _____________ is a device that forwards data packets along networks.

2. _____________ is a computer networking device that creates a single aggregate network from
multiple communication networks or network segments.
3. _____________ is a common connection point for devices in a network.
4. _____________ is a system designed to prevent unauthorized access to or from a private
network.
5. _____________ is a multiport network bridge that uses media access control addresses to
forward data at the data link layer of the OSI model.
6. _____________ is a device that is used to put information into or get information out of the
computer.
7. _____________ is a computer, a device or a program that is dedicated to managing network
resources.
8. _____________ is a special computer designed for technical or scientific applications.
Note: Satisfactory rating - 3 points Unsatisfactory - below 3 points.

Validating delivered component and physical

Information Sheet – 3
content
2.3 Validating delivered component and physical content

Checking contents

When unpacking any peripheral device, an organised and methodical approach needs to be taken.
Randomly ripping open boxes and packaging without carefully identifying each component can
potentially cause many problems later on.

Prepare a suitable work area before you begin unpacking. This should include a large sturdy flat
area with no carpet so that small components will not be lost.

Before commencing to open any packaging, find the manual for the device. Check instructions for
any precautions or specific unpacking procedures. Most manuals will also contain a section that tells
you a list of included components. It is useful to create a checklist based on the component list. You
will then be able to use the checklist to mark off the components when they have been identified.

Below is a sample checklist for a typical inkjet printer.

 printer
 cartridge
 power cable
 USB cable
 sample paper
  feeding device
 CD driver

Be attentive when unpacking a peripheral device — handles the packaging and contents with care, as
you do not want to damage your new device. Remove any packing material surrounding and also
within the device. Some printers, for example, have soft foam and plastic pieces inside the device to
ensure that parts are locked into the correct position. Make sure that you remove these pieces and
foam before installation.

Self Check 3 Written Test

Name:____________________ Date:_________________

Direction: Write TRUE If the Statement Is Correct, FALSE If It Is Incorrect, if you have some
clarifications – feel free to ask your teacher.

1. __________ Packaging without carefully identifying each component can potentially cause
many problems later on.
2. __________ Prepare a suitable work area before you begin unpacking.
3. __________ to open a new packing device doesn’t need any manuals.
4. __________ a power cable is one sample cheek of a printer device.
Note: Satisfactory rating - 3 points Unsatisfactory - below 3 points.

Information Sheet – 4 Storing peripherals

2.3 Storing peripherals

Storing peripherals

Peripheral devices need to be located in a suitable environment — otherwise there may be potential
problems. It is a good idea to refer to the manufacturer’s manual to determine what guidelines should
be followed. When storing peripherals it is important to:

 make sure equipment is kept in ideal working conditions

 adhere to current Occupational Health and Safety guidelines
 ensure the electrical safety of the device
 Consider security of the device.

Keeping equipment in ideal working conditions

Each manufacturer will have their own recommendations on how to store their peripheral equipment.
In order to guarantee that a peripheral will function correctly throughout its life it is important to follow
guidelines that have been recommended by the manufacturer. Some common recommendations may
include:

 Keep equipment in the correct position: - after unpacking, most devices will usually have a
proper resting position. If a device is not kept in its natural position, there could be problems
when trying to operate the device later on. For example, when a printer is stored in a vertical
position, components such as the ink cartridges could leak or be dislodged.
  Keep equipment away from weather, dust and other harmful material: - When finding a
storage location, consider what kind of elements the device may be subjected to. If, for example,
you store a USB drive in a cabinet next to chalk, dust from the chalk could potentially damage
the storage device’s USB connection.

 Do not expose equipment to extreme temperatures and high humidity: - Sudden changes
in temperature can cause condensation in many peripheral devices. For instance, if a video
camera is taken from a cold place to a warm place, condensation may form on the lens and
internal parts.

 Avoid storing the device in direct sunlight: - Exposure to direct sunlight could damage many
of the external components of a device as well as subject the device to high temperatures.
 Do not expose equipment to water or moisture: - If water gets inside many peripheral
devices there is a risk of electric shock.

Adhering to OH&S guidelines

When positioning peripherals in their permanent locations it is important to take into account many
OH&S considerations as follows.

Positioning of the monitor

It is essential to position a monitor correctly to ensure it will suit the needs of the user. Tips include:
 Try to make sure that monitor is in a position away from the glare of sunlight.
 Check that the brightness and contrast controls of the screen have been adjusted to suit lighting
conditions in the room.
 The top of the screen should be the same level as the user’s eye level.

Positioning of the keyboard

A keyboard also needs to be positioned carefully to be of adequate comfort and safety for the user.
Some tips include:
 Position the keyboard directly in front of the monitor and at the same height as the mouse.
  The keyboard should allow the user’s forearms to be parallel to the floor.
 Allow space for the computer user to rest their wrists.

Positioning of other equipment

Some general Occupational Health and safety guidelines to consider when positioning other
peripheral equipment are:
 Make sure that you can reach the peripheral device and its components without having to strain
your back.
 Place equipment such as scanners and printers at a suitable height so a user is easily able to
reach paper trays, open scanner lids, etc.
 Make sure that equipment such as speakers is easily accessible if settings such as volume
control need to be changed.

Ensuring electrical safety

Some tips to ensure electrical safety are:

 Do not be tempted to add too many extension cables or double socket adapters to your existing
electrical sockets.
 Never use damaged plugs or leads.
 If possible, ask an electrician to check the safety of your system.
 Position electrical leads where they will not cause tripping hazards to people.

Physical security of devices

In many situations it is important to consider the physical security of the peripheral devices. Some
devices, such as digital cameras, data projectors and USB drives, may not be permanently connected
to a computer so it will be necessary to find a secure location to store the device. Make sure that
these kinds of devices are secured in a lockable storage cupboard, cabinet or safe when not required.
Some organizations install security devices onto desks to guarantee that computers are secure and
will not be able to be taken from their position unless unlocked.
 Self Check 4 Written Test

Name:____________________ Date:_________________

Directions: Match column A with the correct answer on column B, write only the letter of answer on
the blank provided at the right side of the test paper.

Column “A” Column “B”

1. ______ Peripheral devices A. Away from the glare of sunlight

2. ______ Ideal working conditions B. Adequate the comfort and safety
3. ______ Positioning of the monitor C. Digital cameras & USB derives
4. ______ Positioning of the keyboard D. Locate in a suitable environment
5. ______ Physical security of devices E. Dust and other harmful material
Note: Satisfactory rating - 3 points Unsatisfactory - below 3 points.

List of reference material

1. Book
 beginners-intro-email-part1
 Computer Hardware_ Hardware Components and Internal PC Connection
 Computer Networking & Hardware Concepts

2. Web adders links

 www.wikipidia.com
 www.google.com
 web1.keira-h.school.nsw.edu.au/faculties/IT/
Note: Satisfactory rating – points above / Unsatisfactory – below points. You can ask you teacher
for the copy of the correct answers