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INFORMATION TECHNOLOGY
SUPPORT SERVICE
Level I

LEARNING GUIDE # 2
Unit of Competence: Connect Hardware Peripherals
Module Title : Connecting Hardware
Peripherals
LG Code : ICT ITS1 L02 02
TTLM Code : ICT ITS1 TTLM 0511

LO 2: Obtain Required Peripherals

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Introduction Learning Guide 2

This learning guide is developed to provide you the necessary information regarding
the following content coverage and topics –

 Obtaining hardware peripherals

 Hardware inventories

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 –

 Obtain peripherals under instruction from appropriate person

 Enter peripherals into equipment inventory according to organizational
standards
 Validate that contents of delivered components and physical contents match
the packing list and resolve discrepancies, if necessary
 Store peripherals according to vendor/manual guidelines

Learning Activities
1. Read the specific objectives of this Learning Guide.
2. Read the information written in the “Information Sheets 1” in pages 3-5.
3. Accomplish the “Self-check” in page 6.
4. If you earned a satisfactory evaluation proceed to “Information Sheet 2”.
However, if your rating is unsatisfactory, see your teacher for further instructions
or go back to Learning Activity # 1.
5. Submit your accomplished Self-check. This will form part of your training
portfolio.
6. Read the information written in the “Information Sheet 2” in pages 7-13.
7. Accomplish the “Self-check” in page 14.
8. Do the “LAP test” in pages 15-16 (if you are ready) and show your output to your
teacher. 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 Learning Guide 3.

 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.

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Obtaining Hardware
Information Sheet 1
Peripherals
Obtaining a peripheral

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.

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 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 organization? Some
organizations have arrangements that equipment must be purchased from
suppliers who are considered to be the preferred provider for the organization.
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.

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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

COST

GST

TOTAL

Delivery point: _________________________________________________

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Budget holder’s signature : _______________________________________

Please return to the Purchasing Department

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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.

1. Give the five (5) ways of locating a supplier. (5 points)

2. What are the four (4) factors in choosing a right supplier? (4 points)

3. After choosing the suitable supplier, what three (3) information you should find
out from the supplier? (3 points)

Note: Satisfactory rating – 10 points above / Unsatisfactory - below 10

points. You can ask you teacher for the copy of the correct answers

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Information Sheet 2 Hardware Inventories

Hardware inventories

The purpose of a hardware inventory (or registry) is to keep detailed

information about all the hardware equipment within an organization. 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
organization’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. You must also adjust the inventory
frequently, to delete hardware that is no longer functional or has been removed.
Some organizations do random checks or yearly audits of their hardware inventories
to ensure that all information is current.
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. Although these programs are good for keeping a ‘soft
copy’ of the information, it is also essential that you keep a current ‘hard copy’
(printed version) of the inventory. In this way, if the computer system ever fails you
will still have the information.
Details that should be included within a hardware inventory include:
 description of hardware device
 manufacturer
 supplier
 model number
 serial number
 warranty or maintenance conditions
 components
 location
 number and identity of authorised users
 purchase price
 date of purchase.

Documenting peripherals used with each computer

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

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)

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Checking contents

When unpacking any peripheral device, an organized 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 — handle 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

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into the correct position. Make sure that you remove these pieces and foam before
installation.
Inspect the equipment for damage that may have occurred during transport. If
the equipment has been damaged, report the damage to the supplier immediately.
If possible, try to keep all the original packing material that came with your
computer and its peripherals. Often this packaging gets thrown out because it is so
bulky. It can be very useful, however, if you need to return the item within the
warranty period as some manufacturers will request original packaging. It can also
be good protection when transporting sensitive peripheral devices. For example,
equipment such as digital cameras, video cameras and data projectors have delicate
lenses which can break very easily.

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.

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 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:

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 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
organisations install security devices onto desks to guarantee that computers are
secure and will not be able to be taken from their position unless unlocked.

Storing consumables

The term ‘consumables’ refers to a product that is used once and then
replaced. Examples of consumables include printer cartridges, CDs and paper. As
well as for computer equipment, consideration also needs to be given to the way
consumables for peripheral devices are stored.

Paper

Paper needs to be stored in an area which is cool and dry, to prevent moisture
from fusing pages together.

Ink cartridges and toner

Make sure to store cartridges/toner in a cool dry place, away from sparks and
open flames, with adequate ventilation and do not expose the device to high
temperatures. Also ensure that the cartridges are not taken out of their packaging
until they will be used within the printer, as the ink will dry out before use.

CDs

When possible, make sure that CDs are kept in their protective case, to
minimise the chances of being scratched. Also keep them out of direct sunlight and
extreme temperatures.

Summary

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There are several steps that you must go through when you obtain a peripheral
device. The first step involves working out where to obtain the device, whether it
is from a supplier who regularly provides equipment to the organization, or a
supplier found from searching the Internet, magazines or telephone directory.
Depending on the organization, placing an order for a device may be done in
different ways. Some smaller organizations may not have strict guidelines, while
larger organizations may have strict procedures that need to be followed.
Once the device has arrived it is always a good idea to keep a record of the
device in a hardware inventory. Recording details such as manufacturer, supplier,
model, date of purchase and purchase price, can be very useful — especially if you
need to send a device back within the warranty period.
It is also a good idea to unpack the contents in an organized manner. Find
a clear space to unpack contents and create a checklist of equipment that should be
supplied.
Once the device has been unpacked, storage is another consideration. Make
sure to look at the manufacturer’s guidelines, consider the security of the device and
any occupational health and safety issues.

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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.

1. What do you need to have to have a detailed information about all the
hardware equipment within an organization? (1 point)
2. What are the two(2) common tools to create a hardware inventories? (2
points)
3. Give at least six(6) details that should be included in hardware inventory. (6
points)
4. Give at least 2 considerations when unpacking delivered items. (2 points)
5. What are the four(4) important considerations when storing the
hardware? (4 points)
6. What are the five(5) steps in obtaining a peripheral devices? (5 points)

Note: Satisfactory rating – 17 points above / Unsatisfactory - below 17

points. You can ask you teacher for the copy of the correct answers

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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.
Scenario: You have already selected a supplier of computer peripherals. You are
going to
place an order of the peripherals per piece. It will be assembled later by
the
company technician. You can decide on the specs of it.
 Fill up an order form below
From:____________________________
Date: ____________________________

Code Quantity Description Price Supplier

Name

COST

GST

TOTAL

Delivery point: _________________________________________________

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Budget holder’s signature : _______________________________________

Make an inventory of all the delivered items. (Just choose one item for the purpose
of this activity)

Details for an Office Computer

Manufacturer:
Model:
Operating
System:
Serial number:
RAM:
Hard disk space:
Monitor:
Printer:
Keyboard:
Pointing device:

 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.

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