BTEC Level 1 Certificate in Information and Creative Technology

Unit 15: Installing and Maintaining Computer Software

Due: put the date

Submitted by: Bianca Prisacariu Lecturer: George Wakeman

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You work as an Assistant to a Software Consultant specializing in maintaining technology systems.

You are currently working with a client, PFC Media, who need advice on software they are currently running.

System 1

This is a stand-alone computer used for media creation.

Make & Model: Dell OptiPlex 3020

Processor: Intel Core i5-4590

Memory: 4gb DDR3 RAM

Operating System: Windows 10

Office Package: OpenOffice 3.3

Internet Browser: Google Chrome

System 2

This is an administration computer used for admin tasks.

Make & Model: Dell OptiPlex 780

Processor: Intel core 2 duo E7500

Memory: 2gb DDR3 RAM

Operating System: Windows 10

Office Package: OpenOffice 3.3

Internet Browser: Google Chrome

The client is an advertisement production house, creating bespoke media advertisements, including
online video advertisements, newspaper ads and other types of advertisement media.

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 Part One

Introduction

PFC Media would like you to investigate and understand the computer software for both systems
explaining the benefits and implications of alternative/new software installations and the associated
maintenance.

What are the Benefits and Implications of updating and installing new software on
System 1 the Media Creation computer

Benefits

 Updating and installing new software on System 1, the Media Creation computer, can
have several benefits. First, it can improve the performance and stability of the system,
making it run more smoothly and efficiently. It can also provide access to new features
and functionality that were not previously available. Additionally, updating software can
improve security by fixing vulnerabilities and bugs that could be exploited by hackers.

Implications

 However, there are also some potential implications of updating software on System 1.
In some cases, updates can cause compatibility issues with other software or hardware,
which can lead to crashes or other problems. Additionally, updates can sometimes
introduce new bugs or issues that were not present in the previous version of the
software.

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What are the Benefits and Implications of updating and installing new software on
System 2 the Administration Computer

Benefits

 Updating and installing new software on System 2, the Administration

Computer, can have several benefits. It can provide access to new features
and functionality that can improve the performance and efficiency of the
system. Additionally, updates can fix bugs and vulnerabilities in the
software, which can improve security and reduce the risk of data breaches.

Implications

 However, there are also potential implications of updating software on

System 2. In some cases, updates can cause compatibility issues with other
software or hardware, which can lead to crashes or other problems.
Additionally, updates can sometimes introduce new bugs or issues that
were not present in the previous version of the software.

Overall, it is important to carefully consider the potential benefits and risks of updating
software on Systems 1 and 2 before doing so. It is also a good idea to back up important
data and files before installing any updates, in case anything goes wrong during the
process.

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 Part Two

Introduction

PFC media is looking to upgrade some of their software, they would like to upgrade their Office
Package, and Install a new Graphical Editing Package.

In addition, PFC Media would like all the new programs to be accessible via the task bar, and keyboard
shortcuts.

They would like you to explain the strengths and weaknesses of your chosen upgrades.

They would like an explanation of the costs of your solutions.

Identify what Office Package they could install and explain how it will improve they
system.

There are several Office packages that can be installed such as including Microsoft Office

Microsoft Office is a popular choice that includes a suite of productivity tools such as Word, Excel,
PowerPoint, and Outlook. Installing Microsoft Office can improve the system by providing users with a
range of powerful tools for creating, editing, and sharing documents, spreadsheets, and presentations.
Additionally, Microsoft Office offers a range of collaboration features that allow users to work together
on documents in real-time, which can help improve productivity and efficiency.

Microsoft Office 365 includes a suite of productivity tools such as Word, Excel, PowerPoint, and
Outlook. Installing Microsoft Office 365 can improve the system by providing users with a range of
powerful tools for creating, editing, and sharing documents, spreadsheets, and presentations.
Additionally, Microsoft Office 365 offers a range of collaboration features that allow users to work
together on documents in real-time, which can help improve productivity and efficiency. Plus,

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Microsoft Office 365 is always up to date, which means that you'll have access to the latest features
and security updates.

Identify what Graphical Editing Package they could install and explain how it will
improve their system.

There are several graphical editing packages that can be installed, including Adobe Photoshop, GIMP.

Adobe Photoshop is a popular choice that includes a range of powerful tools for creating and editing
digital images. Installing Adobe Photoshop can improve the system by providing users with a range of
powerful tools for creating, editing, and enhancing digital images. Additionally, Adobe Photoshop
offers a range of customization options and supports a wide range of file formats, which can make it a
good choice for users who need to work with a variety of different image types.

GIMP (GNU Image Manipulation Program) is a free and open-source image editing program that
includes a range of powerful tools for creating and editing digital images. Installing GIMP can improve
the system by providing users with a range of powerful tools for creating, editing, and enhancing digital
images. Additionally, GIMP offers a range of customization options and supports a wide range of file
formats, which can make it a good choice for users who need to work with a variety of different image
types.

Both GIMP and Adobe Suite are powerful graphical editing packages. GIMP is a free and open-source
image editing program, while Adobe Suite is a proprietary software suite that includes a range of
powerful tools for creating and editing digital images, video, and audio.

However, Adobe Suite can be expensive, and it requires a subscription to use. Gimp on the other hand,
is free and open source, which means that it can be downloaded and use it at no cost.

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Create a Plan to complete the software upgrades to the systems.

Office Suite Upgrade Plan

Upgrade activities list PFC media currently use OpenOffice, they would
like to use office 365 to take advantage of new
features and to keep office documents consistent
for all users and customers.
Required software system software,
– utility software, e.g., antivirus, home protection,
security, data, and system
backup and restoration, defragmenter
- Microsoft Login-
- A Microsoft login will be required to access
the download page for Office365 so that it will be
associated with work.
- Office 365 installation files.
- Office 365 installation files are crucial as it
contains everything included in Microsoft 365. To
access the installation files
Required tools 1. Office Suite installation files: to obtain the
installation files for the new version of the Office
Suite.
2. Test environment.
3. Project management tools: project
management tools to plan and manage the
upgrade process.
4. Backup tools: backup tools to ensure that data
is backed up before and during the upgrade
process to prevent data loss.
5. Security tools: security tools to configure
security settings for the new version of Office

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 Suite
6. Help desk tools: help desk tools to provide
support to employees during and after the
upgrade process.
7. Monitoring tools: monitoring tools to monitor
the performance of the new version of the Office
Suite and identify any issues or bugs.

How Will You Test the System?

Test description Result Comments

1. Set up a test environment: We will set up a test
environment that closely
mirrors our production
environment. This will include
installing the new version of
the Office Suite, migrating data
from the old version, and
configuring settings and
preferences.
Test functionality: We will test the functionality of
the new version of the Office
Suite to ensure that it meets
our organization's needs. This
will include testing all the
applications and features that
we use on a regular basis.
Test compatibility We will test the compatibility of
the new version of the Office
Suite with our current
hardware and software

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 configurations. This will include
testing the Office Suite on
different devices and operating
systems.
Test performance We will test the performance of
the new version of the Office
Suite to ensure that it is fast
and responsive. This will
include testing the Office Suite
with different file sizes and
types
Test security . We will test the security of the
new version of the Office Suite
to ensure that it meets our
organization's security
requirements. This will include
testing the security features
and settings of the Office
Suite.
Document test results We will document the results of
our testing, including any
issues or bugs that we identify.
We will use this information to
make any necessary changes
or adjustments before
deploying the new version of
the Office Suite to the
production environment

Graphical Package Upgrade Plan

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Maintenance activities list Regular updates to be up to date.
To install and maintain GIMP, some
maintenance activities include:
- Regularly checking for updates to the
software and installing them as needed.
- Ensuring that computer meets the system
requirements for GIMP and updating your
hardware or software if necessary.
- Backing up the files and GIMP settings to
prevent data loss in case of a system failure or
other issue.
- Troubleshooting any issues that arise during
installation or use of GIMP, such as missing or
incompatible dependencies.
- Uninstalling GIMP if no longer need it, or if
need to free up disk space or resolve issues
with the software.
- Checking the license agreement and terms of
use for GIMP to ensure that you are using it
legally and ethically.

Required software software resources required, such as:

o software applications, web browsers
To install GIMP, download the installation
package for your operating system. A web
browser to download the GIMP installer and an
application to extract the files from the
downloaded archive, such as WinZip or 7-Zip.
Required tools installation disks
– operating instructions
– registration information
– software license/product keys, e.g., creative
commons, single or multi-user

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 License
Once you have downloaded the installer, you
can run it to install GIMP on your computer. No
additional tools are required to install GIMP.

How Will You Test the System?

Test description Result Comments

Test functionality: Will the The systems work fine
system
work fine?
Test usability Is it the system’s usability is good
usable?

Configuration Plan

Maintenance activities list identify software and purpose, (operating

system software, software applications,
bespoke software applications, utility software)
● download or gather software resources
● carry out pre-installation and post-installation
checks
● back up data and system settings
● set restore points
● system test
● dispose of/recycle packaging
● other tasks, e.g., restore data and system

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 settings.
Required software system software,
– utility software, e.g., antivirus, home
protection, security, data, and system
backup and restoration, defragmenter
Required tools installation disks
– operating instructions
– registration information
– software license/product keys, e.g., creative
commons, single or multi-user
license

How Will You Test the System?

Test description Result Comments

Compatibility A positive Making sure whether the
result is in device is compatible or not
doubt as
PFC
Media’s PCs
may be too
old and
incompatible
due to
inadequate
amount of
RAM etc
Functionality The Making sure the functionality
systems will is good
need to

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 work fine
Usability Is the the system’s usability needs
usability to be good
fine?

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 Part Three

Introduction

PFC media would like you to upgrade their software, they would like to upgrade their Office Package to
Office 365 and Install G.I.M.P.

In addition, PFC Media would like all the new programs to be accessible via the task bar, and keyboard
shortcuts.

Upgrading Open Office to Office 365

Evidence Comments
If you are not already signed in, click sign in.
If you do not have an account, click Sign Up
and fill in all the required details before you
create the account. Step 3. Sign in the
Microsoft account that has MS Office 365.
Step 4. After signing in, go to the Microsoft
365 office, then click Install Office
Select Install, then wait for the download to
finish.

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 Step 6. Once the download has finished, to
complete the installation of MS Office 365,
click Setup(chrome)

Once the installation is finished, you will see

the “You’re all set! Office 365 is installed
now”. Sentence, an animation plays on how
to activate Office 365 then you can click
‘close’

Microsoft office 365 is installed

Installing G.I.M.P
Evidence Comments

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 Click the download GIMP (version number)
directly button to download it via the browser
you are using.

Click the GIMP installer file from your web

browser or the downloads folder of the
computer’s file.

When a user account control prompt appears,

click yes to continue installation. Select the
language you desire by clicking the drop-
down menu and selecting the language, after
the language is selected, click OK.

Wait for GIMP to install

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 Click Install to start the installation of Gimp.
To do a custom installation, click customize
on the bottom left corner.

Read the GNU license and click next,

unselect any components you do not want to
install, select any checkboxes if you wish to
add a shortcut, then click install to complete
the custom installation.

Testing the System

Evidence Comments
The GIMP is working fine

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 Evidence that Office 365 is installed

Photo showing evidence that Word app is

open

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 Photo showing evidence of the shortcut key
for Publisher

Evidence of Microsoft Word

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 Part Four

Introduction

PFC media asked you to upgrade their software, they wanted you to upgrade their Office Package to
Office 365 and Install G.I.M.P.

In addition, PFC Media wanted all the new programs to be accessible via the task bar, and keyboard
shortcuts.

How did you meet the requirements of PFC Media?

Upgrade Open Office to Office 365

Install G.I.M.P.

In addition, PFC Media wanted all the new programs to be accessible via the task bar, and keyboard
shortcuts.

To meet the requirements of PFC Media, I followed these steps:

- For upgrading Open Office to Office 365, I downloaded and installed Office 365 on the computer, and
then uninstalled Open Office. I then pinned the Office 365 apps to the taskbar and created keyboard
shortcuts for frequently used apps.
- For installing GIMP, I downloaded the GIMP installer for the computer's operating system and
installed GIMP. I then pinned GIMP to the taskbar and created keyboard shortcuts for frequently used
tools. I will use GIMP to install for the vector-based image editing software because it is free to
download and is easy to use. Even though Adobe Illustrator is a lot easier to use, Adobe is very
expensive and requires a powerful computer to run. Hence GIMP is the ideal software.
- To make the new programs accessible via the taskbar and keyboard shortcuts, I pinned the Office 365
apps and GIMP to the taskbar and created custom keyboard shortcuts for frequently used apps and
tools.

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