This document provides information for an upcoming presentation on nonprofit technology support and roles. It includes an agenda with topics such as the basics of tech support, maintenance, tips and tricks, and upgrades. It also lists the presenters, Mark Shaw and Adam King, and provides a link to download slides. Nonprofit staffing models for IT are discussed, including using in-house staff, contractors, volunteers, or a combination. The document outlines best practices for maintenance including creating an inventory, using a standardized computer setup, and scheduling routine tasks like backups and updates. It offers tips for issues like printers, browsers and passwords. Options for upgrades to hardware, servers and networking are presented.
5. How Many IT Staff Per 100 Employees?
HMO
Government
For profit
Nonprofit
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Source: U.S. Bureau of Labor Statistics, Mass. Department of Education, 1998.
6. For NPO’s .. How is the work getting done?
29% Contract on an as-needed basis
25% In-house MIS staff
22% Tech support w/1 or more
providers
13% No formal approach to IT support
9% Volunteers to our agency
2% Friends and family of staff
Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330
nonprofit organizations. 6
7. Training
8%
Application
Development
8%
Knowledge Desktop
Management Support
10% 41%
Management
13%
Infrastructure
20%
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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
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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
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15. The Basics
Data Ownership
Very Important that your organization owns it’s data
Including
Email
Financials
Documentation
Databases
Websites
Other
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16. Hint: Keep it "in the bag"
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http://www.flickr.com/photos/srharris/3643864625/
17. One binder to ring them all.
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http://www.flickr.com/photos/span112/3503394977/
19. The Basics
Create an Inventory
Why?
• Insurance
• Audits
• Easy to identify upgrades
Inventory 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
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25. Maintenance
What’s your “Boilerplate”
A Computer Setup common to all systems
o XP, Win7 – Plus Updates
o To Date: Chipset,Video,Audio,Network,BIOS,Other (Support-OEM website)
o Office 2007 or 2010 – Plus Updates
o Antivirus (Security Essentials) – Plus Updates
o Java, Adobe Reader, Adobe Flash, PDF (PrimoPDF)
o Other Common Applications – Organization Wide Apps
o Tools for Maintenance: Ccleaner, Managed Care, Remote Access, etc.
o Tune it up! Run Ccleaner Run a Defrag Disk,
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26. Maintenance
“Boilerplate” to User
Building 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.)
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28. Maintenance
Updates and Service Patches
Check the Service Pack?
1. My Computer
2. Properties
3. General Tab
XP Service Pack 3
VISTA Service Pack 2
Win7 Service Pack 1
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29. Maintenance
Updates and Service Patches
Keep Doing THIS Until You see THIS
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30. Maintenance
Updates and Service Patches
Optional Updates?
Thanks… but no thanks
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32. Maintenance
Printers
Get rid of your Inkjets
Troubleshooting 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
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33. Maintenance
Backups
Good
• 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
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34. Maintenance
Antivirus
Inexpensive from Techsoup.org
Corporate Version (for server networks)
Symantec End Point
Client only Versions
Norton Antivirus 2011
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40. Maintenance
Browsers
Chrome
Internet Explorer 9 (Win7)
Mozilla
Internet Explorer 7or8 (XP)
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41. Maintenance
Browser Cleanup
Chrome
Mozilla
Internet Explorer 9
Internet Explorer 7 or 8
Tools, Internet Options
» Delete
» Delete All (check box)
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45. Maintenance
Disk Defrag
1. XP in System Tools
2. Run 4 or 5 passes
3. VISTA defrag tool is No Good!
4. SSD Drives DO NOT need Disk Defrag
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46. Maintenance
Email 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
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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!
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48. Maintenance
Safe Mode
Loads bare-bones Windows
Safe Mode
Safe Mode with Networking
48
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. 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
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57. Tips and Tricks
Migrate 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
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59. Tips and Tricks
Server Alternatives
Simplify local file sharing and backups
$150 to $700
Easy setup and maintenance
Reliable, secure
1. Microsoft Home Server
10 user limit
Excellent Backup and Restore
Reliable
Up to 4 Tb
2. Network Storage Device (NAS)
Unlimited Users
Good Backup & File Sharing
Reliable
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Size based on model & HD’s
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
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63. Tips and Tricks
Zolved Join.me
o Free remote access
o Two sides 1) Support Person 2) User in need
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64. Tips and Tricks
Pdf File Creation
1. 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
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73. Worthwhile Bumps
Processor Intel I3 I5 I7
Video Faster, More Video RAM (1gb)
Monitor/LCD Higher Resolutions are better
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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?
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76. Buy
Avoid Bloatware
Buy “Business Grade” NOT “Consumer Grade”
Home and Home Office
Small & Medium Business
Enterprise
Dell Examples
•Dell Vostro
•Dell Optiplex
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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” wireless
Internal LAN
WAP is secure
Public
192.168.0.###
WAP is open
192.168.1.###
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90. Tips and Tricks
Search by:
• Hardware make / model number
• Error number
• Program name / version number
• Error description
• Operating system version
• Key phrase 90