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JOMO KENYATTA UNIVERSITY OF AGRICULTURE AND TECHNOLOGY ATTACHMENT REPORT BY CHRISTOPHER OLANDO ABOKA REG NO:DIT- 035-0258/2011  TABLE OF CONTENTS CHAPTER ONE 3 Background 3 1.1 Introduction 3 1.2 Vision 3 1.3 Mission 3 1.4 Core Values 3 1.5 Mandate: 4 1.6 Organizational Structure of the organization 4 1.7 departments 5 CHAPTER TWO 10 Introduction 10 2.1 Attachment description and responsibilities 10 2.1.1Hardware Maintenance 10 2.1.2 Software Maintenance 12 2.1.3 Network Trouble shooting and installation 13 2.1.4 Database administration and user support 13 CHAPTER THREE 15 Conclusion 15 3.1 Streangths of the attachment 15 3.2 Weaknesses of the attachment 15 3.3 Recommendations 15 I   Weekly progress week starting 15/9/2012 DAY DESCRIPTION OF WORK MON Creating and filling databases of sell of IT accessories e.g laptops,keyboards,batteries TUE selling and recording into the databases any sells made in the computer shop,fixing the parts of a computer for customers WED Internet search on the best computer accessories and the recent ones that is user friendly and suffient THUR Fixing computer parts for customers,purchases,recording and Comparing different computer keyboards FRI Selling computer parts,computer batteries,keyboards and recording the sells SAT Reviewing the sells made the whole week ,going through the records and data entry,recording sells updating the records 1 MON creationg database and files and programing for the small systems to creat mor More space for storage TUE filling in the spreadsheets and internet conectivity WED cheking for all the hardware if are in good shape and functioning properly and And all the networkigs THUR Installation of the softwares FRI Diagnosing and troubleshooting of computers setting up machines to Connect to the internet by configuring their proxy and port number SAT restoring of damaged operating systems to the previous restoration point for Customers 2 MON Deliver financial reports TUE Attend to customers WED configure internet to the computers which might have a connection Error THUR maintaing the the system and sales FRI going to the field to chek hw the other branches are in good conditions SAT attenditing to th emails and texts from customers and alerting them the goods That we offer 3 MON Reporting results of risk monitoring and reports to seniour management And the bourd TUE Monitoring positions against approved risk tolerance limits WED Identify the major problems and seek solutions online THUR Installing of antivirus of softwares mcfee and other application software FRI setting up machines to connect the internet by configuring their proxy port Machines SAT networking all computers creating intranet to all employees 4 MON configure accounts users accounts and administration TUE configure after reistalling the operating systems WED Maintain machines with software issues and also the ones with Loosely fix or damaged cables THUR customer attendancy and sales FRI prepair and deliver reports SAT Research done to find out the best windows 5 MON Creating and filling databases of sell of IT accessories e.g laptops,keyboards,batteries TUE selling and recording into the databases any sells made in the computer shop,fixing the parts of a computer for customers WED Internet search on the best computer accessories and the recent ones that is user friendly and suffient THUR Fixing computer parts for customers,purchases,recording and Comparing different computer keyboards FRI Selling computer parts,computer batteries,keyboards and recording the sells SAT Reviewing the sells made the whole week ,going through the records and data entry,recording sells updating the records 6 MON creationg database and files and programing for the small systems to creat mor More space for storage TUE filling in the spreadsheets and internet conectivity WED cheking for all the hardware if are in good shape and functioning properly and And all the networkigs THUR Installation of the softwares FRI Diagnosing and troubleshooting of computers setting up machines to Connect to the internet by configuring their proxy and port number SAT restoring of damaged operating systems to the previous restoration point for Customers 7 MON Deliver financial reports TUE Attend to customers WED configure internet to the computers which might have a connection Error THUR maintaing the the system and sales FRI going to the field to chek hw the other branches are in good conditions SAT attenditing to th emails and texts from customers and alerting them the goods That we offer 8 MON Reporting results of risk monitoring and reports to seniour management And the bourd TUE Monitoring positions against approved risk tolerance limits WED Identify the major problems and seek solutions online THUR Installing of antivirus of softwares mcfee and other application software FRI setting up machines to connect the internet by configuring their proxy port Machines SAT networking all computers creating intranet to all employees 9 MON configure accounts users accounts and administration TUE configure after reistalling the operating systems WED Maintain machines with software issues and also the ones with Loosely fix or damaged cables THUR customer attendancy and sales FRI prepair and deliver reports SAT Doing research on the best servers and windows 10 MON attending to databases filing in the respective data concerning Sold goods TUE Attending to customers that is seling to them computer accesories And testing for them if they are in good conditions WED Cheking and maintaining the system to accomodate the other small Branches allover nairobi THUR Creating files and folders for identity together with wat they bought And details FRI Creating wedsites for the small department in the organisation Together with wat they deal with SAT selling goods to customers 11 MON opening account and registration of the laptops imported TUE attending to the emails,messaging and kiping our customers updated with wat We have WED Maintaining small projects like opening small branches THUR Hardware fixing and maintaining them in good shape and condition so that To work without fault FRI Attendining to customers SAT Filing in the databases doing accounts and writting riports and also present Them to top management WEEK ENDING 15/12/2013 12 CHAPTER ONE Daazar solutions limited BACKGROUND 1.1 Introduction Dazaar solutions limited is an organization that was started in the year 2000 with the idea of purchasing and selling ICT accessories ie computer batteries,monitors,keyboards,system units, mouce,cables etc The organization also provides services concerning ICT i.e installation of softwares,programs and its intense market of purchasing and selling of ICT accessories has created an avenue for the employment of many youth. The organization actively involved me in various tasks where I worked and learnt various skills in IT as an intern during the period of my stay. It is with great Joy I report that the Industrial Attachment has been an eye opener that triggered my senses to expand my knowledge from the class work to more diverse real world experience that gives a chance to learn more and offer the theoretical knowledge acquired in a practical manner. Through its great responsibilities it has enabled me get various experience in all fields in IT and also managerial tasks. ORGANISATIONS CONTACTS AND PHYSICAL LOCATION Dazaar solutions limited Address dazaar building 1st floor p.o box 4456 Nairobi Kenya 0712159824 Email Dazaarsolut@gmail.com Transit alight at koja bus station around jamia shoping mall 1.5.1 Dazaar solutions Vision To be the leading provider of integrated solutions for the acquisition, purchase and improvement of ICT in Kenya, 13 1.5.2 Mission The mission of dazaar is that it will be the leading integrated solutions enabler for the ICT industry.2nd it will offer innovative products and services, delivered less than one roof by exceptionally people to enhance shareholder value and 3rdly it will operate across the property value-chain as suppliers and financiers that offer unique solutions to all while being environmentally responsible and generation change 1.5.3 Objectives Dazaar has several objectives which are: i. Provides integrated ICT solutions ii. Focuses on both commercial and residential IT services iii. Focuses on both supply and demand of ICT accesories iv. Aims to be the clear leader in this arena for the benefit of our stakeholders DEPARTMENTS 2.1.1 Managing Directors (Mds) Office, It’s the top job in this company, the person in charge of all division of the business and he reports to the board regarding the general performance of the business. The director is also supported by the division’s heads that are in charge of the different departments. General management and administration of the ministry Coordination for the preparation of cabinet memoranda and policy papers. Coordination of parliamentary business,speeches and briefs. General office accommodation. Coordination of staff appraisal reports, appointments, promotions, transfers and discipline 14 2.1.2 Finance and administration, This single position class is distinguished from other management classifications within the Division by its responsibility for directing Division-wide finance and related administrative support services. Areas of program responsibility include, but are not limited to, accounting, budgeting, financial planning and reporting, debt management, cash management, purchasing, information systems, liability insurance and customer service. This class is distinguished from other department management classes by its supervision of those classes and its overall responsibility for directing financial and administrative services. 2.1.3 Risk Department, in this department it mainly deals with the risk management function that is responsible for ensuring that effective processes are in place for: i. Identifying current and emerging risks; ii. Developing risk assessment and measurement systems; iii. Establishing policies, practices and other control mechanisms to manage risks; iv. Developing risk tolerance limits for Senior Management and board approval; v. Monitoring positions against approved risk tolerance limits; and vi. Reporting results of risk monitoring to Senior Management and the board. 2.1.4 Product Development and Marketing, The Marketing teams at Housing Finance support the development and launch of innovative products. This team plays a significant role in meeting the needs of our diverse customers and bringing ideas from concept to implementation. Teams work with each business unit creating products, communications and campaigns that reach customers and advisors. A key component to the success of this is providing our employees with opportunities to move across business units and geographies, enabling them to gain a deeper understanding of the products offered and the global needs of the financial services industry 15 2.1.5 Audit, The general definition of an audit is an evaluation of a person, organization, system, process, enterprise, project or product. The term most commonly refers to audits in accounting, but similar concepts also exist in project management, quality management, water management, and energy conservation Auditing is a vital part of accounting. Traditionally, audits were mainly associated with gaining information about financial systems and the financial records of a company or a business. Financial audits are performed to ascertain the validity and reliability of information; also to provide an assessment of a system's internal control. The goal of an audit is to express an opinion of the person / organization / system (etc.) in question, under evaluation based on work done on a test basisSafety, security, information systems performance, and environmental concerns are increasingly the subject of audits. There are now audit professionals who specialize in security audits and information systems audits. With nonprofit organizations and government agencies, there has been an increasing need for performance audits, examining their success in satisfying mission objectives 2.1.6 Change and strategy, The human resource department is divided into three departments and each department is headed by a manager. That is the human resource that deals with salaries of the employees’, medicals and leaves and medicals. There is also the organization development that is concern with recruitment, performance management and staff development and finally in human resource department there is also the training and development section that deals basically with the training of the employment so as to ensure that there is continuous growth and development in the organization. 2.1.7 Shared Services Refers to the provision of a service by one part of an organization or group where that service had previously been found in more than one part of the organization or group. Thus the funding and resourcing of the service is shared and the providing department effectively becomes an internal service provider. The key is the idea of 'sharing' within the organization 16 2.1.7.1 in Shared Services It has different Departments namely: 2.1.7.2 Service Delivery Its main function is to offer second live support for customer service secondly it is involved with query resolution for customer, analysis of data and looks into business optimization 2.1.7.3Customer service They deal with first live resolution of issues for clients this is usually done when customer avail themselves in person, sending of E-Mails, Making calls, and using twitter. 2.1.7.4Central Operation All processing happens here all documents get posted in the system they also do clearing of cheques and current account 2.1.7.5The department of Information Technology, It majors in Computing and Informatics, the department mainly deal with support of the business operation and it is dived into three categories :-, banking support whereby it involves installation of equinox software , processing of transaction ,interacting with the data bases making sure that data has been posted into the correct accounts and the closing of daily balances other supports include mobile support for the M-Banking , User support making sure that users are able to work with minimal inconvenience and interference. 2.2 Duties Undertaken 2.2.1Installation I did formatting and installing operating software’s to machines of customers using Windows 7 professional where by some might have crashed and others we were just doing some upgrading from Windows XP to Windows 7. Apart from the OS installation, I installed application software’s like Office 2010, Java, anti-virus, and Adobe reader. I also installed utility software’s i.e. drivers because of the formatting the computer and installation of OS. 17 • Did some maintenance to machines with software’s issues and also the ones with loosely fix or damaged cables for the customers • Setting up computers to its fully functional state and repairing systems once those breakdowns. • Able to configure internet to the computers which presented with a connection error 2.2.2 System Support • Diagnosing and troubleshooting of computers and its accessories as requested by the users and lectures. • Setting up computers to its fully functional state and repairing systems once they broke downs. • Able to configure internet to the computers which presented a connection error and b e sold • Able to install software needed for classes held in the respective labs 2.2.3 Configuration and maintenance • Setting up machines to connect to the internet by configuring their proxy and port number • Configured accounts users accounts and administrations configuration after reinstalling the Operating Systems. • Did some maintenance to machines with software’s issues and also the ones with loosely fix or damaged cables. • Learnt how to configure roles in windows server 2008 in order to install specific applications. • Restoring of damaged Operating Systems to the previous restoration point for customers 2.2.3 Information system in the attached in the Department 2.2.3.1 Hardware • Sony and Toshiba projectors • Cisco Switches for interconnection of the Local Area Network 18 • APC Battery back-up with surge protecting system • Network Cable Rack with air conditioned cabinet • Email Exchange server • Computer battery • The personal computers are HP and with 3.4GHz processes, 1 GB RAM , and at least 120 GB Hard-disk 2.2.3.2 Software • Human Resource Management System • E-mail: Microsoft outlook exchange Operating Systems: Windows Server 2003, Windows Server 2008, Windows XP Professional and Windows 2007 professional. • Application software –Microsoft Office 2010 professional, visual studio 6 and .NET, Java Sun, Oracle SQL. • Antivirus software –Mcfee. 19 2.2.4.4 INTER BRANCHES CONNECTIONS 2.2.4 Network 2.2.4.1 Internet and Email Currently the Dazaar uses a 10/100 Mbps fast Ethernet connection to connect the Internet. The computer workgroup in the offices are connected by LAN (Local Area Network). The company’s network operates under five (5) server’s namely Print server, Exchange Server, Banking System Server, Intranet Server, Mobile Banking Server it’s service provider include safaricom, Access Kenya, Kenya telecom, Kenya data networks, jamii telecom whom they provide both the inter Banks connections and internet access within the head office and the branches. 20 The staff and faculty use the Microsoft exchange server through office outlook to receive mails locally whenever connected to the internet. 2.2.4.2 Network Cabling • Fiber optic used to provide interconnectivity between branches • UTP Cat6 cables for the structured cabling network 3.1 Observations During my internship I did realize that, no matter how big / small an organization is, it takes many steps to achieve the vision. This was ascertained by the following observations.  I did observe that team work played quite a very important role in attaining most of the Dazaar’s mandates. It was equally important as the ability to work independently but the goal must find a way to combine it in the right way.  Most ofDazaar’s employees especially the ones I worked with are committed to their work as most of them would come very early in the morning, leave very late in the evenings and at times go to work over the weekends in order to make sure that the systems are up and running to allow users to receive good and better sevices, something I felt that very few employees in a given organization would do.  Interns are given the much needed supervisory support that goes beyond work related issues. This was evidently portrayed given that my immediate supervisor would once in a while spend at least part of his private time to talk to me over issues that touches one’s life and this was very encouraging. 3.2.1 Importance of ITprogram towards attachment  Networking units give one the ability to understand and repair problems of this nature  The course also give one the ability to see, understand and work under and organization structure  Hardware and software knowledge help in diagnosing and repair of arising problems related 20 3.2.2 Importance of the student learning  I gained practical experience in the fields of hardware and software configuration and software configuration which was covered in my course.  Helped to apply academic knowledge to a real life work environment  Helped to understanding the organizational culture which is comprised of different cultures. Challenges  Hardware configuration  Repairing of systems damaged by viiruses  Troubleshooting hardware problems  Slaving a hard disk  System failure due to the user having all administrative rights  Loss of data due to insufficient partitioning of the hard disk  Reapiring an operarating system 2.1.2 Software Maintenance Responsibilities • Installation of drivers such as printer drivers • Data back up • Upgrade of softaware • Reinstallation of software example operating systems and other application software such as officeAttending to problems raised by users in the Ministry • Cleaning of viruses and updating the antivirus • Software configuration 21 Lessons Learnt • To clean various viruses from a computer • To fix the memory boot record of a computer • Troubleshooting techniques of software related problems • To check software compatibility Challenges  Toubleshooting of software problems  Viruses, due to lack of proper management of software update tools, computers run on very old antiviruses and even at times trial versions which are not effective  Complete loss of data even after performing data recovery  Understanding the problems from the user’s perspective. The user may have a problem in describing the real problem he/ she wants resolved  Recovering of lost data sometimes is difficult  Using the minimum time in solving a software problem 2.1.3 Network Trouble shooting and installation Responsibilities • Adding new users to the LAN network • Configuration of machines in order to join the workgroup • Responding to users complains when there is a problem in the network • Cable termination e.g terminating cross over cables for the network • Setting default websites to computers 22 • Setting the LAN connections • Configuring IP protocaols Lessons learnt  Troubleshooting networking problems  Expanding of the network, inorder to handle more machines in the network  Use of network configuration tools Challenges • Ip address conflicting • Use of networking installation tools 2.1.4 Database administration and user support Responsibilities Database management and supporting staff on the use of computer applications The applications and facilities used involved:- • Ms Word 2007 • Ms word 2003 • Mysql • PHP • Visual Basic • Ms Access 23 Lessons learnt  Database management skills by use of PHP and Mysql  Server applications  Handling new users of the computer  Communication skills  Running queries to manage the data base Challenges • Some users make mistakes in using the computers which leads to mulfunctioning of the system • Human errors caused during computer operations • Conveying the right message to the users • Introduction of computers to new users • Some users inability to express their problem thus making it even more difficult to tackle the problem CHAPTER THREE Conclusion The attachment was very successful as provided me with the opportunity to put to practice the knowledge gained in class and even enabled me interract and network with several people in IT field. 24 Streangths of the attachment • The attachment enabled the practical application of the theoretical skills leant in class • It acts as a stepping stone into the market as it prepares one for the jobs, this is through the ability to allow one to gain the skills that are required by the market • It enabled the exposure to new technologies that are emerging into the market. This ensures that one is up to date with the current technology that is in use • Enhances a more understanding of the skills gained in class through the learning period 3.2 Weaknesses of the attachment 1. Period of attachment The scheduled time of the attachment is short thus one is not able to gain much in the process 2. The learning process for the course should focus more on the practical aspects than theory this is a case that one is not capable of performing certaion tasks not because of lack of skills but inability to apply them in real life application 3.3 Recommendations In order to make the training programme better, the mentioned suggested improvements could be put in place to ensure proper preparation into the work enviroment 1. The course or curriculumn should be tailored to include more of practical sessions in order to prevent incompetencies in the field and ensure that the students becomes more productive in the industry The university should ensure that they get connection with industry and there fore should be able to get places for attachment for the students instead of strudents struggling to get a place by themselves which sometimes prove to be difficult. prove my skills, knowledge of various components and how to troubleshoot them. 25 3.3 Critiques of the Organization and program • Department does not have enough mandate to carry out hardware repairs in terms of hardware component replacement. • The university order and supply process was slow hence hinder fast and rapid development of the department. Name of Intern: Signature: Date: Name of Supervisor: Signature: Date: 26   