PRINCIPAL’S HEALTH AND BUSINESS COLLEGE

INFORMATION TECHNOLOGY
SUPPORT SERVICE
Level - I

LEARNING GUIDE – 30

Unit of Competence: Install Software Application

Installing Software
Module Title:
Application
LG Code: ICT ITS1 L30 08
TTLM Code: ICT ITS1 TTLM 0919

LO1: Determine Software and Upgrade

Requirements

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Instruction Sheet Learning Guide – 30

This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics –
 Documenting and reporting Client Requirements for Installation of the Software
 Acting on instruction to meet clients requirement
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 –

 Document and report client requirements to appropriate person in accordance with the
workplace standard.
 Act on instructions to meet client requirements in line with organizational requirements.
Learning Instructions:
1. Read the specific objectives of this Learning Guide.
2. Follow the instructions described below in page _2_.
3. Read the information written in the information “Sheet 1 and Sheet 2,” in page -3-, and -13
respectively.
4. Accomplish the “Self-check 1 and Self-check 2,” in page -4- and -18- respectively
5. If you earned a satisfactory evaluation from the “Self-check 1” proceed to “Operation Sheet
2,” in page -13-.

Information Sheet 1 Documenting and reporting Client Requirements

1.1. Introduction to Computer Software

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Computer software is a collection of computer programs and related data that provide the
instructions for telling a computer what to do and how to do it.
In other words, software is a conceptual entity which is a set of computer programs, procedures,
and associated documentation concerned with the operation of a data processing system.
We can also say software refers to one or more computer programs and data held in the storage
of the computer for some purposes. In other words software is a set of programs, procedures,
algorithms and its documentation.
Computer software has facilitated the interaction between human beings and computers. What are
the different kinds of software?
Software refers to the computer programs, procedures and documentation that perform certain
tasks on a computer system. Following is an extensive list of examples of the different kinds of
software.
 Application Software: Application software is that, which is designed for the end-users
and hence known as end-user programs. It employs the capabilities of a computer to
execute the tasks that the user wishes to perform on a computer system. Look at the
various examples of application software.
 Educational Software: They are used to deliver tests and track progress. They are used
for educational purposes. Training management and classroom management software are
some examples of educational software. The software used for purposes of edutainment, a
form of entertainment that aims at educating the masses, is also a form of educational
software.
 Enterprise Software: It caters to the needs of organization processes and data flow.
Customer relationship management and supply chain management software are the well-
known examples of enterprise software. Enterprise infrastructure software supports the
enterprise software systems.
 Information Worker Software: It caters to the needs of an individual to manage
information pertaining to a project or a single department. Resource management software
and documentation tools are some of the popularly used information worker software.
 Media Development Software: They are used for the generation of print and electronic
media in the educational and commercial sector. Image organizers and image editing
software, animation software like Flash, audio and video editors as well as the web
development software are some well-known examples of media development software.
 Product Engineering Software: This software is used in the development of hardware and
software products. Application programming interfaces and integrated development
environments are the well-known examples of product engineering software. Program
testing tools, debuggers, compilers and CAD are some of the other instances of product
engineering software.
 Simulation Software: They are used for the simulation of physical and abstract systems.
Computer simulators that are used for simulating scientific concepts and social ideas,
battlefield, vehicle and flight simulators are some of the popular examples of simulation
software.

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 Programming Software: Programming Languages are used to write programs that control
the functioning of a computer system. They are the building blocks of computer
applications. Go through the complete list of the different programming languages.
 System Software: It is computer software that manages and controls hardware in order to
enable application software to perform its tasks. System software performs the functions
like transferring data from memory to the disk or delivering text onto a display device.
 Device Drivers: They are computer programs, which facilitate the interaction of high-level
computer programs with the hardware devices. Drivers also provide interrupt-handling
mechanisms.
 Network Managers: They check computer networks, data transfers and log events.
 Virus Scanners: They scan for viruses on a computer system. They are widely known as
antivirus software.
 Content-Control Software: It refers to the software designed for controlling the content
that is permitted for the user to access. It can determine what content will be available on a
particular machine or network. Content-control software is commonly used at homes and in
schools to restrict the content that can be accessed over the net by the students.
 Data Recovery Software: Apart from the facilities of copying of data files, data recovery
software supports the user needs of backing up important computer data. It allows the user
to specify what is to be backed up and when.
1.1.1. Types of Computer Software
The two major types the computer software
 System Software: It helps in running the computer hardware and the computer
system. System software is a collection of operating systems; device drivers,
servers, windowing systems and utilities. System software helps an application
programmer in abstracting away from hardware, memory and other internal
complexities of a computer.
 Application Software: It enables the end users to accomplish certain specific tasks.
Business software, databases and educational software are some forms of
application software. Different word processors, which are dedicated for specialized
tasks to be performed by the user, are other examples of application software.
1.1.2. Types of Application Software
What is application software? What are the different types of application software? Know it
all along with some interesting examples of application software.
Application software utilizes the capacities of a computer directly to a dedicated task.
Application software is able to manipulate text, numbers and graphics. It can be in the form
of software focused on a certain single task like word processing, spreadsheet or playing of
audio and video files.
Different Types of Application Software are:
 Word Processing Software:

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This software enables the users to create and edit documents. The most popular
examples of this type of software are MS-Word, WordPad, Notepad and some other text
editors.
 Database Software:
Database is a structured collection of data. A computer database relies on database
software to organize the data and enable the database users to achieve database
operations. Database software allows the users to store and retrieve data from
databases. Examples are Oracle, MS Access, etc.
 Spreadsheet Software:
Spreadsheet software allows users to perform calculations. They simulate paper
worksheets by displaying multiple cells that make up a grid. Excel, Lotus 1-2-3 and
Apple Numbers are some examples of spreadsheet software.
 Multimedia Software:
They allow the users to create and play audio and video media. They are capable of
playing media files. Audio converters, players, burners, video encoders and decoders
are some forms of multimedia software. Examples of this type of software include Real
Player and Media Player.
 Presentation Software:
The software that is used to display information in the form of a slide show is known as
presentation software. This type of software includes three functions, namely, editing
that allows insertion and formatting of text, methods to include graphics in the text and a
functionality of executing the slide shows. Microsoft PowerPoint is the best example of
presentation software.
1.2. System Requirements for Software Installation
To be used efficiently, all computer software needs certain hardware components or other
software resources to be present on a computer. These pre-requisites are known as system
requirements and are often used as a guideline as opposed to an absolute rule. Most software
defines two sets of system requirements: minimum and recommended.
 Minimum specifications are the absolute minimum requirements for hardware you should
have in your system in order to install and run the OS you have chosen.
 Recommended hardware specifications are what you should have in your system to
realize usable performance.
 Always try to have the recommended hardware (or better) in your system. If you don’t, you
may have to upgrade your hardware before you upgrade your OS.
 Make sure you have a good margin between your system’s performance and the minimum
requirements.
 Always run Windows on more hardware, rather than less!
 Recommended requirements are almost always of a significantly higher level than the
minimum requirements, and represent the ideal situation in which to run the software.
Generally speaking this is a better guideline than minimum system requirements in order to
have a fully usable and enjoyable experience with software.
1.2.1. Hardware Requirements
The most common set of requirements defined by any operating system or software
application is the physical computer resources, also known as hardware. A hardware
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requirements list is often accompanied by a Hardware Compatibility List (HCL), especially in

case of operating systems. A hardware compatibility list is a database of hardware models
and their compatibility with a certain operating system. An HCL lists tested, compatible, and
sometimes incompatible hardware devices for a particular operating system or application.
The following sub-sections discuss the various aspects of hardware requirements.
 Architecture
All computer operating systems are designed for particular computer architecture. Most
software applications are limited to particular operating systems running on particular
architectures. Although architecture-independent operating systems and applications
exist, most need to be recompiled to run on a new architecture.
 Processing Power
The power of the Central Processing Unit (CPU) is a fundamental system requirement
for any software. Most software running on x86 architecture define processing power as
the model and the clock speed of the CPU. Many other features of a CPU that influence
its speed and power, like bus speed, cache, and MIPS are often ignored. This definition
of power is often erroneous, as AMD Athlon and Intel Pentium CPUs at similar clock
speed often have different throughput speeds.
 Memory
All software, when run, resides in the Random Access Memory (RAM) of a computer.
Memory requirements are defined after considering demands of the application,
operating system, supporting software and files, and other running processes. Optimal
performance of other unrelated software running on a multi-tasking computer system is
also considered when defining this requirement.
 Secondary Storage
Hard-disk requirements vary, depending on the size of software installation, temporary
files created and maintained while installing or running the software, and possible use of
swap space (if RAM is insufficient).
 Display Adapter
Software requiring a better than average computer graphics display, like graphics
editors and high-end games, often define high-end display adapters in the system
requirements.
 Peripherals
Some software applications need to make extensive and/or special use of some
peripherals, demanding the higher performance or functionality of such peripherals.
Such peripherals include CD-ROM drives, keyboards, pointing devices, network
devices, etc.

1.2.2. Software Requirements

Software requirements deal with defining software resource requirements and pre-requisites
that need to be installed on a computer to provide optimal functioning of an application.

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These requirements or pre-requisites are generally not included in the software installation
package and need to be installed separately before the software is installed.
 Platform
In computing, a platform describes some sort of framework, either in hardware or
software, which allows software to run. Typical platforms include a computer's
architecture, operating system, or programming languages and their runtime libraries.
Operating system is one of the first requirements mentioned when defining system
requirements (software). Software may not be compatible with different versions of
same line of operating systems, although some measure of backward compatibility is
often maintained. For example, most software designed for Microsoft Windows XP does
not run on Microsoft Windows 98, although the converse is not always true.
 APIs and Drivers
Software making extensive use of special hardware devices, like high-end display
adapters, needs special API or newer device drivers. A good example is DirectX, which
is a collection of APIs for handling tasks related to multimedia, especially game
programming, on Microsoft platforms.
 Web Browser
Most web applications and software depending heavily on Internet technologies make
use of the default browser installed on system. Microsoft Internet Explorer is a frequent
choice of software running on Microsoft Windows, which makes use of ActiveX controls,
despite their vulnerabilities.
1.2.3. Other Requirements
Some software also has other requirements for proper performance. Internet connection
(type and speed) and resolution of the display screen are notable examples.
1.3. System Requirement to Install Operating System
These are the minimum requirements for basic functionality. Actual requirements vary, depending
on the system configuration and the programs and features that you choose to install. In installing
new software, it is necessary to know its hardware requirements before installing. You can check
from the manufacturer, the accompanied read me file or on the web. Here are some hardware
requirements for some common operating system software:
The System Requirements for Windows XP
 Pentium 233-megahertz (MHz) processor or faster (300 MHz is recommended)
 At least 64 Megabytes (MB) of RAM (128 MB is recommended)
 At least 1.5 Gigabytes (GB) of available space on the hard disk
 CD-ROM or DVD-ROM drive
 Keyboard and a Microsoft Mouse or some other compatible pointing device
 Video adapter and monitor with Super VGA (800 x 600) or higher resolution
 Sound card
 Speakers or headphones

The System Requirements for Windows 7

 1 Gigahertz (GHz) or faster 32-bit or 64-bit processor.
 1 Gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit).

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 16 GB available hard disk space (32-bit) or 20 GB (64-bit).

 DirectX 9 graphics device with WDDM (Windows Display Driver Model) 1.0 or higher driver.
 CD-ROM or DVD-ROM drive
 Keyboard and a Microsoft Mouse or some other compatible pointing device
 Video adapter and monitor with Super VGA (800 x 600) or higher resolution
 Sound card
 Speakers or headphones

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1.4 Determining Client Requirements

The installation of new software or a software upgrade involves a number of carefully planned
activities and people who specialize in the installation of computer applications. These activities
begin with the initial request from the client for new software or a software upgrade. Once the
client's request has been evaluated, the computer supports person first analyses:
 The system components including the capabilities of the client's computer
 The processes that manipulate the data
 The current system deficiencies
 The system constraints
 The specific objectives and the performance requirements of the new system
 The corporate desktop software used by the organization.
The next step is to determine and recommend hardware and software components that will satisfy
the client's information needs and comply with the stated constraints. There are two questions that
you must answer before any recommendations can be made.
 Is it possible to solve the problem?
 Can the organization afford to solve the problem?
Other things that need to be considered include timeframe, cost, technical, legal, environmental,
hardware, software, human, organizational and operational implications.
Every client has different needs and therefore there will be considerable variation in the factors
which go towards installing new software or software upgrade. Among these variations are
software, licensing and organizational considerations.
 Software
Variables for new software and upgrade requirements includes software versions, commercial
software applications, organization-specific software, operating systems, network operating
systems, stand-alone PC systems, word processing, spreadsheets, database, graphics,
communication packages, software installation instructions and manuals and the range of
suppliers. The relationship between you and the client, and ease of access to them, will vary;
often it will be easier to work with another department within an organization than with a client.
 Licensing
A supplier of software does not sell you the software; you receive a license to use the software
only. Therefore you must determine if the client has a current valid license to use the software.
In some cases the organization may have a site license, where any computer belonging to the
organization may use the software. In other cases there may be a limited number of licenses
for specific computers.
 Organizational Requirements
Variables include contracting arrangements relating to information technology, purchasing
procedures, licensing requirements and supplier options, storage and retrieval of product
licenses, storage of information technology equipment and documentation and retrieval of
product licenses. In addition:
 Development methods and tools will vary from very simple procedures to very advanced
computer-assisted software engineering (CASE) tools
 Hardware variables common to personal computers and networks include disk space,
RAM, CPU and the operating system
 Occupational health and safety standards will vary according to company, government and
vendor requirements. Ergonomic and environmental factors must be considered.
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 Organizational standards may be based upon formal, well-documented methodologies

 Budget constraints will limit the options available for new software.
Before you can determine new software or software upgrade requirements for a client, you need to
examine their current software and hardware environment.

Self-Check – 1 Test

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Directions: Answer all the questions listed below. Use the Answer sheet provided in the next
page:
_____ 1.What is the recommended requirement of Processor (CPU) for installing Windows 7?
A. 233 GHz B. 1 GHz C. 233 MHz D. 1 MHz
_____ 2.What is the minimum requirement of Memory (RAM) for installing Windows 7 (32-bit)?
A. 64 MB B. 128 MB C. 1 GB D. 2 GB
_____ 3. Which one of the following is an example of computer software?
A. Educational Software B. Enterprise Software C. Simulation Software D. All
_____ 4. Which one of the following is NOT an example of application software?
A. Word Processor B. Spreadsheet C. Database D. Operating System
_____ 5. Which one of the following is an example of system software?
A. MS Excel B. MS Word C. Operating System D. Media Player
_____ 6. Windows 7 is an example of ___________ software?
A. Device Driver B. Operating System C. Application Software D. Server

Note: Satisfactory rating -___points Unsatisfactory – below__ points

You can ask your teacher for the copy of the correct answers.
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Answer Sheet
Score = ___________
Rating: ___________

Name: ______________________________ Date: _______________

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 Information Sheet 2 Act on instructions to meet client requirements

2.1 The Main Participants in the Installation of Software

There are a number of different people involved in the installation of software,
whether it is a new license or upgrades to existing licenses. The degree of their
involvement will depend on the complexity and extent of software applications being
installed.
The main participants in the installation of new software include:
 Clients or End-Users - the people or group of people for whom the software
is being installed. You interview them in order to find out what software they
currently have, and their information needs.
 Supervisor- the person concerned with the overall management and
allocation of support resources, and of all the technical staff working on the
project. They communicate with the clients and make sure that they are happy
with the service being provided. They are kept informed of the client's
requirements.
 Computer Support Officer - the person who receives a technology-free
statement of user requirements from the client and transforms it into a working
computer system that will fulfill the client's computer and business needs.
Their role is to install and thoroughly test the software and hardware before
handing it over to the client.
 Staff Trainer - responsible for training all the staff in the use of the new
software and for providing documentation for users to support them with the
ongoing use of the software
 Help Desk Staff - their main task is to provide timely advice (usually over the
telephone) to users in the operation of the hardware and software in use
 Network Specialist - the person involved with implementing and maintaining
the network.
Client Involvement
It is a common belief amongst experienced systems analysts that the biggest single
factor which determines the success or failure of a system is the amount of client
involvement that occurred when determining the users' requirements. Input by the
users does not stop at the initial investigative phase. Users need to be involved in all
stages of installation and they serve as a reliable information source. Successful
projects have strong and well communicated commitment on the part of the users.
User involvement should ensure that:
 All the user's requirements are met in the initial investigative phases. These
requirements include the information to be produced by an information system
for their everyday work. For example, the system must be easy to use and
produce the required information within acceptable timeframes.
 Users, including the organization’s management, review the software
documents and other relevant reports during installation. Management

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 requires progress reports, business goals and estimates of resource usage,
costs and completion times. Management must be convinced that their funds
and resources are utilized in the best possible way. This will ensure that the
users will accept the software once it is operational.
 The users are adequately trained with the new software before it is installed.
This means that they must be familiar with the software to a level which allows
them to independently use it in their everyday work in order to fulfill their
information needs.
Management Levels
Clients from different levels of management have different interests in software
applications. Strong client support and involvement and wise user decisions are
essential to successful installation and use of software applications. Users should be
involved to different degrees and in different ways depending on the managerial
hierarchy.
Top-level management is involved with:
 Providing initiative and support for the installation of new software
 The appointment of a supervisor
 Ensuring compatibility of the new systems functions and objectives with the
business objectives for the organization
 The allocation of resources and approval of budgets
 The monitoring of progress by review at major checkpoints
 Making decisions from alternatives, making trade-offs and considering relative
costs and benefits
 Satisfaction with the system on the part of all other types of users
 Ensuring that organizational guidelines on purchasing hardware and software
are followed.
Middle-level management is involved with:
 Receipt of regular progress reports so that they can monitor progress and
make decision: to abort or continue
 Appointing a contact person to deal with the needs of the vendor
 Ensuring that software purchased is of appropriate scope for correct and
detailed support of operations and meets the organization’s guidelines
 Advising on managerial requirements that will ultimately assist in effective
decision making
 Approving the purchase of software licenses and indicating the account from
which the money will come
 Ensuring the smooth integration of manual and automated procedures
 Ensuring adequate training and documentation for hands-on users.
Lower-level management is involved with:
 Providing relevant information during the data-gathering phases concerned
with the functions that the software application will perform

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  Reviewing various user interface designs such as screen forms and reports
 Assisting system testing and conducting acceptance testing when requested
to do so
 Receiving training when required and reading all appropriate user manuals
 Ensuring that the supplied documentation is available and kept up-to-date
 Reporting all problems once the system is operational
 Making valid suggestions for enhancements and modifications to the new
system.
2.2 Documenting and Reporting
There are many documents that need to be produced and exchanged between
clients and suppliers of software applications. Two important documents that are
exchanged at the initial stages are the Project Request form and the Feasibility
Report. The Project Request form outlines the general requirements of the client.
The Feasibility Report determines if the client's needs can be met. Included in the
Feasibility Report are possible software applications, their costs, benefits and impact
on the organization.
Although the initial request for change may be verbal, it is formalized using a Project
Request form. This is the first official item of documentation that the user must
submit to the organization installing the software. Below is a description and an
example of the Project Request Form.
2.2.1 Project Request Form
 Problem Definition
The user defines the nature of the problems and briefly describes aspects
of the current system, for example, that the existing system is not coping
with the daily volume of work. The user may outline the requirements (or a
wish list) for the new system.
The analyst gathers information on the nature of the problems using
various data-gathering techniques, eg interviews, surveys, reports,
procedure manuals and observations.
 Business Objectives
This is where the user indicates what the business objectives are. The
system built will have to meet these objectives.
 Anticipated Benefits
The user defines what they think the benefits would be if a change in the
terms of software-for example savings in cost/labor/time, improved
customer satisfaction, improved reports to management-were undertaken.
 Scope of the System
This section outlines what areas of the business (ie subsystems) will be
affected. Constraints and limitations are also defined here, for example,
budget limits, time frames, legal constraints, environmental constraints,
interfaces to other systems and so on.

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 Table: 1 Project Request Form
Project Request Form
Project Title Accounts
Date Completion
1/1/98 1/l/99 Project No. 18/97
Received Date
Description of Problems
Our current system is manual. It is slow and labor intensive. Records are
occasionally lost due to files being misplaced, and totals are often incorrect due to
human error. The system does not allow us to track important accounts payable and
receivable information. For example it is not easy to track outstanding amounts
owed to us, and therefore we are losing money.
Solution Adequacy
90 % of immediate retrieval of accounts information
100 % accuracy in totals and reports
Ability to track outstanding debtors and creditors information
Anticipated Benefits
Records are consistent, accurate and easily retrieved
Timely and informative reports to assist with decision making
Less paperwork and manual calculations
Easier to pinpoint trouble spots, eg overdue accounts
Back-up procedures in place
Improved image with customers and suppliers
Improved staff morale
Scope and Constraints
Accounts payable and receivable systems
Needs to interface to on-line inventory and purchasing subsystems
New system needs to be in place before the year 2001
Person
Requesting:

Feasibility Report
The first purpose of this report is to describe in detail the business and computer
requirements of the client. Secondly, the person or team installing the software will
recommend software and hardware necessary to successfully fulfill the needs of the
client.
This report includes:
 System summary-a small paragraph describing what the current system does
 Project summary-chief user name, support officer's name, scope, start date,
end date, budget
 Current system summary-system description and deficiencies
 New software constraints and assumptions-performance requirements,
hardware constraints, software constraints and any interfaces to other

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 automated systems, backup and recovery requirements, security and privacy
issues
 Performance requirements and acceptance constraints-workload and volume,
system growth, response times, data access and data validation new software
alternatives-description of each alternative
 Improvements to the business-improvements in service, increases in income,
reductions in cost
 New software impacts-hardware, software, organizational and operational
 Installation constraints-in terms of time, budget and resources, and staff
conversion requirements from current to new software o cost/benefit
comparisons of proposed alternative software applications
 Detailed activities schedule and budget for installation of software, testing,
conversion and training.
Once the report is completed, the client reviews the findings and alternatives. The
question addressed here is whether one of the proposed software applications
should be installed, or another option investigated. A copy of the report should also
be forwarded to the supervisor. It will be up to the client and the relevant supervisor
as to whether or not you will proceed with the installation of the software.

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 Self-Check – 2 Test

Directions: Answer all the questions listed below. Use the Answer sheet provided
in the next page:
_______ 1. The main participants in the installation of new software include:
A. Clients or End-Users C. Supervisor
B. Computer Support Officer D. All
_______ 2. Their main task is to provide timely advice (usually over the telephone) to
users in the operation of the hardware and software in use.
A. Supervisor C. Network Specialist
B. Clients or End-Users D. Help Desk Staff
_______3. _________ are the people or group of people for whom the software is
being installed. You interview them in order to find out what software
they currently have, and their information needs.
A. Clients or End-Users C. Supervisor
B. Computer Support Officer D. All

Note: Satisfactory rating -___ points Unsatisfactory - below __ points

You can ask your teacher for the copy of the correct answers.

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 Answer Sheet
Score = ___________
Rating: ___________

Name: ______________________________ Date: _______________

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 List of Reference Materials

Reference
https://www.quora.com/What-is-the-difference-between-upgrade-and-update
https://www.intowindows.com/how-to-upgrade-office-2007-to-office-2010/
Posted by Synopsys Editorial Team on Friday, October 7th, 2016
https://www.synopsys.com/blogs/software-security/5-types-of-software-licenses-you-need-
to-understand/

Experts

The development of this Learning Gide for the TVET Program Information
technology support service Level I.

No Name of Trainers Phone E-mail Address Region

Number
1 Abdulakim Ahmed 0921900418 Hikmaharar@gmail.com Harari
2 Assefa Million 0911034866 amen192005@gmail.com Harari
3 Derese Teshome 0913938439 dereseteshome@gmail.com AA
4 Getenesh Osamo 0923816933 gete.osamo@gmail.com SNNPR
5 Remedan Mohammed 0913478937 remedanm77@gmail.com Harari
6 Sewayehu W/Yohanes 0911716733 Baroke0816@gmail.com SNNPR
7 Damelash Yihalem 0911912015 demenati@gmail.com Harari

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