accidental techie 11 16-2010

Download Accidental Techie 11 16-2010

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Tips For The Accidental Techie


  • 1. Mark Shaw Consulting Manager Presenter Adam King Technology Manager 1 Reminder to Mute Mute *6 on your phone

2. Slides Available from These Slides are Numbered in case you need to follow that way 2 3. Tech Support & Roles The Basics Maintenance Tips & Tricks Upgrades and New Purchases Tech Resources & Training 3 4. NonprofitTech Support And Roles 4 5. How Many IT Staff Per 100 Employees? HMO Government For profit Nonprofit Source: U.S. Bureau of Labor Statistics, Mass. Department of Education, 1998. 5 6. 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 For NPOs .. How is the work getting done? 7. Time Spent on IT Functions Desktop Support 41% Infrastructure 20% Management 13% Knowledge Management 10% Application Development 8% Training 8% Source: NTEN 2006 Nonprofit IT Staffing Survey Report. 7 8. Staff 8 9. Staff are best for: Initial troubleshooting Triaging issues before escalating externally Projects that require immediate assistance Maintaining critical documentation Direction for others implementing long- term projects 9 10. Contractors 10 11. Contractors are best for: Issues that require significant, rarely needed expertise One-time projects Server configuration / upgrade / migration Database development Multi-site integration Phone system setup 11 12. Volunteers available Volunteers!12 13. Volunteers are best for: Short term projects Projects that have an easily definable end Projects that arent time sensitive Projects that arent critical 13 14. The Basics 14 15. Data Ownership Issues Tell staff that the organization owns the data Including Email Financials Documentation Databases Websites Other The Basics 15 16. ${#} Keep documentation "in the bag" 17. ${#} One binder to ring them all. 18. ${#} 19. Create an Inventory Why? Insurance Audits Easy to identify upgrades Inventory Tools Belarc Advisor Best for small Orgs 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 The Basics 20. 20 21. One Data Area Easy to backup, recover, find, etc Redirected My Documents (to server) NAS or Server Drive Share 21 The Basics 22. ${#} Label printers, routers 23. ${#} Flashdrives: programs, drivers & text files 24. Maintenance 24 25. New or Rebuilt System Setup Define your Boilerplate Uninstall unwanted Apps XP or Win7 Patched and updated Latest hardware drivers etc. Office 2007 Patched and Updated Antivirus Updated Setup Microsoft Update Install/update Java, Adobe Reader, Adobe Flash, pdf creator Org specific Apps (Database shortcut etc) Setup the Users profile, email account Heres your chance to standardize the desktop! Install Printers and other peripherals Add your tools: Ccleaner, Managed Care, Remote Access, etc. Defrag Disk, Run Ccleaner 25 Maintenance 26. Setup Clients for Microsoft Update Combines Microsoft Product Updates Can be Automated 26 Maintenance 27. Updates and Service Patches Check Your Service Pack 1. Rgt clk My Computer 2. Properties 3. General Tab 4. System XP Service Pack 3 + Updates VISTA Service Pack 2 + Updates Win7 Updates, No Service Pack yet Keep running Check for Updates until there are no more! 27 Maintenance 28. Dont be Duped 28 Maintenance 29. 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 Maintenance 29 30. Backups Good USB Flash Drives Full or Mini USB Hard Drives NAS Network Drive Server Share Not so Good Zip drives CD/DVD burning Chips (SD, Compaq..) Tape 30 Maintenance 31. Antivirus Inexpensive from Corporate Versions (for server networks) Symantec Corporate Symantec End Point Client only Versions Norton Antivirus 2011 31 Maintenance 32. Maintenance 32 33. Maintenance 33 Online Scanning 34. Spyware / Malware New Antivirus handles Spyware Removal Applications Spybot 34 Maintenance 35. Vulnerability Scan Maintenance 35 36. ${#} Passwords: Alpha/Numeric/Case Mix Largest Security Problem? Security 37. Browser Cleanup Internet Explorer 6 Tools, Internet Options Delete files (check box) Delete Cookies Clear History Internet Explorer 7 or 8 Tools, Internet Options Delete Delete All (check box) 37 Maintenance 38. ${#} 39. System Cleanup Download & Install ONE Cleaner Tab 1) Analyze 2) Run Cleaner 39 Maintenance 40. TWO Registry Tab 1) Scan for Issues 2) Fix Selected issues 40 Maintenance 41. 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 41 Maintenance 42. Review and delete items in Junk Email folder Empty deleted mail Use the File -> Archive function to move old information to an archive file Once or Twice a year Email Maintenance Maintenance 42 43. Troubleshooting Tips Check the obvious FIRST Cables, power cords, network devices, are other systems OK?, etc.. Wait !! Dont Change the settings If it worked before its 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! 43 Maintenance 44. Safe Mode Loads bare-bones Windows Safe Mode Safe Mode with Networking Maintenance 44 45. Cleaning a system Uninstall unused programs Uninstall toolbars Install all Microsoft updates Update anti-virus & run a full sys scan in Safe Mode Run a scan using Update Spyware Malware and scan in Safe Mode Turn on system firewall Install CCleaner (cleaner and Registry tabs) Remove undesired start- up group items Ck Startup Group Review Startup in CCleaner Defrag the drive Minor optimizations: Turn sounds off, Modify boot time, Optimize visuals for best performance, Make desktop single color Maintenance 45 46. Destructive Rebuild Should be worth the rebuild Great time to add more RAM, blowout dust, etc About 3 to 4 hrs for rebuild, updates and data migration. 1st! Backup Data, Email files, Favorites Remove HD Access as 2ndary on another system Vantec NexStar Hard Drive Dock Reload OS Save the Diagnostic Partition Delete (L) the Data Partition and reformat/install Reload drivers from Mfg website and build to Boilerplate 46 Maintenance 47. Maintenance Free Disk Imaging 47 48. Computer Lab? Maintenance 48 SteadyState Deep Freeze 49. Maintenance Weekly Check backup Check anti-virus Check anti-spyware software Ccleaner Cleaner Tab Monthly Manual check for Microsoft updates Manual update security software: Anti-virus Anti-spyware Run a full system scan: Anti-virus Spyware Malware Defragment disk Yearly Clean keyboard & mouse Check all software updates and versions Optional: image your system Optional: reformat and clean reinstall Archive email every 6 to 12 months Schedule Maintenance Tasks Define what you expect Users to do 49 50. Maintenance 50 51. Lets Break! Questions? 51 52. Tips andTricks 52 53. Office 2003 Compatibility Pack Tips andTricks 53 .doc .ppt .xls .docx .pptx .xlsx 54. 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 to be managed Might want to bump your bandwidth up 54 Tips andTricks 55. Server Alternatives Simplify local file sharing and backups 55 $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 Size based on model & HDs Tips andTricks 56. ${#} Tips andTricks Online Offsite Backups 57. ${#} Remote Access 58. Zolved Free remote access Two sides 1) Support Person 2) User in need Tips and Tricks 58 59. Adobe Acrobat 9 - $299 retail Pdf File Creation 1. Generate from a pdf printer 2. Generate from a Save as PDF Creator - PDF 995 SaveAsPDF for Office 2007 -- All Free! Tips andTricks 59 60. 60 61. ${#} 62. ${#} 63. Upgrades and New Purchases 63 64. Hardware