IT - Project 5-2
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School
Southern New Hampshire University *
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Course
IT-200
Subject
Information Systems
Date
Feb 20, 2024
Type
docx
Pages
11
Uploaded by ChiefReindeerPerson1058
Tatianna Fulton
Southern New Hampshire University
IT-200-X3366 Fundamentals Info Technology
Kayla Koskey
February 11, 2024
James Otis Tax Associates
As a contracted information technology specialist, I am honored to have been contacted by your esteemed organization. I understand that your company is growing rapidly and is opening a new office, with a focus on hiring and retaining the best in the field. I also understand that you believe
in providing every employee with the appropriate tools and technology they need to effectively complete their work. It is with great pleasure that I present to you my proposal, which outlines the technological components needed for the computer systems and network for the three employees in the new office. Additionally, I will address the security needs of the various employees. I am confident that my expertise in this field will help your organization achieve its goals and objectives.
Data-Entry Specialist:
The CPA is a senior position at a tax preparation company. The CPA will be not only handling sensitive customer data from personal tax returns but also preparing tax returns for corporate clients. The CPA is also responsible for the personal tax returns filled out by the tax and data-entry specialist employees.
Hardware:
HP All in One (wireless and hardwire throw ethernet)
CPU: Intel Core i7 Processor
RAM: 16GB
Storage: 1TB SSD
Display: 23.8 diagonal
Operating System: Windows 11
External Backup Drive
Peripherals: Ergonomics Keyboard and mouse, Epson Workforce WF-2950 Wireless All-
in-One Printer
Software:
Operating System: Windows 11
Microsoft 365 (One month free trial with PC)
VIP: Citrix
QuickBooks
Tax Prep Software
Security Measures:
McAfee Life safe (One month free trail with PC)
User Authentication
Encryption
Firewall
Regular Updates
Tax Specialist: The tax specialist has the dual role of entering data and verifying that tax returns are correct. This position involves customer interaction in gathering data for minimizing taxes owed or maximizing tax refunds.
Hardware
Laptop Dell XPS 15 Intel 12th Gen (wireless and hardwire throw ethernet)
CPU: 13th Gen Intel® Core™ i7-13700H
RAM: 32 GB
Storage: 1TB SSD
Display: 15.6", FHD+ 1920x1200
1 USB 3.2 Gen 2 Type-C™ port with DisplayPort™
2 Thunderbolt™ 4 (USB Type-C™ 3.2 Gen 2) ports
1 headset (headphone and microphone combo) port
(1) USB-C to USB-A v3.0 & HDMI v2.0 adapter (included in the box)
Ergonomic Wireless Mouse
Epson Workforce WF-2950 Wireless All-in-One Printer Software Programs:
Operating System: Windows 11
Microsoft 365
VIP: Citrix
QuickBooks
Tax Prep Software
Home and Small Business Security Solutions: McAfee® Business Protection 1-year Security Measures
Antivirus Software
Password Protection System
User Authentication
Encryption
Firewall
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Regular Updates
Data-Entry Specialist: This position requires data entry for personal tax returns for customers who walk in the door. Although the data-entry specialist works with sensitive customer data, they do not have access to the tax returns once the returns are submitted to the tax
specialist for review.
Hardware Components:
Laptop Dell XPS 15 Intel 12th Gen (wireless and hardwire throw ethernet)
CPU: 13th Gen Intel® Core™ i7-13700H
RAM: 32 GB
Storage: 1TB SSD
Display: 15.6", FHD+ 1920x1200
1 USB 3.2 Gen 2 Type-C™ port with DisplayPort™
2 Thunderbolt™ 4 (USB Type-C™ 3.2 Gen 2) ports
1 headset (headphone and microphone combo) port
(1) USB-C to USB-A v3.0 & HDMI v2.0 adapter (included in the box)
Ergonomic Wireless Mouse
Epson Workforce WF-2950 Wireless All-in-One Printer Software Programs:
Operating System: Windows 11
Microsoft 365
VIP: Citrix
QuickBooks
Tax Prep Software
Home and Small Business Security Solutions: McAfee® Business Protection 1-year Security Measures
Antivirus Software
Password Protection System
User Authentication
Encryption
Firewall
Regular Updates
Security measures needed to support this system include:
Access: Access to the system should be restricted only to authorized personnel with strong passwords
Administration and User Passwords: Passwords should be complex, changed every 90 days, and not be shared with others
Firewalls: A high-quality firewall should be installed to prevent unauthorized access to the network
Purpose of each technology component Certified Public Acountant Hardware:
HP All in One:
This is a versatile computer that combines the monitor and CPU into a single unit, saving space and reducing cable clutter. It can connect to the network wirelessly or through an Ethernet cable, offering flexibility in office layout and connectivity.
CPU:
Intel Core i7 Processor: This is a high-performance processor that can handle complex calculations and multitasking, which is essential for tax preparation and data analysis tasks.
RAM:
16GB: Adequate RAM ensures smooth operation of multiple applications simultaneously, which is common in an office environment where tax software, browsers, and office applications may be open at the same time.
Storage: 1TB SSD:
A solid-state drive (SSD) provides fast data access speeds, which is beneficial for quickly opening large files and applications. The 1TB capacity offers ample storage for software, documents, and databases.
Display:
23.8 diagonal: A large display allows for better visibility of detailed financial spreadsheets and documents, reducing eye strain and improving productivity.
Operating System:
Windows 11: The latest operating system from Microsoft offers improved security features and compatibility with the latest software applications.
External Backup Drive:
This is used for data backup, ensuring that important files are not lost in case of system failure or other issues.
Peripherals:
Ergonomic keyboards and mice reduce the risk of repetitive strain injuries, while an all-in-one printer allows for scanning, copying, and printing documents necessary for office work.
Software:
Operating System:
Windows 11: Provides a secure and stable platform for all other software applications to run on.
Microsoft 365
: Offers a suite of productivity applications including Word, Excel, PowerPoint, and Outlook, which are essential for document creation, data analysis, and communication.
VIP
: Citrix: Allows for secure remote access to the office network, which is useful for employees who need to work from home or access office resources while traveling.
QuickBooks
: An accounting software that is widely used for financial management and bookkeeping.
Tax Prep Software
: Specialized software for preparing and filing tax returns, which is essential for a tax preparation company.
Security Measures
:
McAfee Life safe
: Provides antivirus and internet security to protect against malware and cyber threats.
User Authentication
: Ensures that only authorized users can access the system, protecting sensitive financial data.
Encryption:
Protects data at rest and in transit, making it unreadable to unauthorized individuals.
Firewall:
Monitors and controls incoming and outgoing network traffic based on predetermined security rules.
Regular Updates
: Keeping software up to date is crucial for security, as updates often include patches for known vulnerabilities.
Tax Specialist and Data-Entry Specialist
The Dell XPS 15 Intel 12th Gen laptop is a powerful and versatile device suitable for office use. CPU
: The 13th Gen Intel Core i7-13700H processor provides high performance, making it suitable for multitasking, data analysis, and running complex applications.
RAM
: With 32GB of RAM, the laptop can handle large datasets, complex calculations, and multiple applications simultaneously, improving overall system responsiveness.
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Storage
: The 1TB SSD offers ample storage for large files, documents, and applications, and provides faster data access compared to traditional hard drives.
Display
: The 15.6" FHD+ display with a resolution of 1920x1200 provides a sharp and clear viewing experience, making it ideal for working with detailed spreadsheets, graphics, and presentations.
Ports:
The USB and Thunderbolt ports allow for connectivity with various devices such as external storage, displays, and peripherals, enhancing the laptop's versatility.
Wireless and Ethernet Connectivity
: The ability to connect wirelessly or through Ethernet provides flexibility in network connectivity, ensuring seamless access to office resources.
Peripherals
Ergonomic Wireless Mouse
: Enhances user comfort and productivity during extended computer
use.
Epson Workforce WF-2950 Wireless All-in-One Printer:
Provides printing, scanning, and copying capabilities, supporting various office document management needs.
Software Programs
Operating System:
Windows 11: Offers a secure and user-friendly environment for running office applications and accessing network resources.
Microsoft 365:
Provides essential office productivity tools such as Word, Excel, and Outlook for
document creation, data analysis, and communication.
VIP:
Citrix: Enables secure remote access to office resources, supporting flexible work arrangements.
QuickBooks
: Facilitates accounting and financial management tasks, essential for small business
operations.
Tax Prep Software
: Supports tax preparation and compliance activities specific to the accounting industry.
McAfee Business Protection 1-year:
Offers comprehensive security solutions to protect the laptop and its data from various online threats. * Will need to renew after 1 year protection*
Security Measures
The security measures implemented on the laptop are crucial for safeguarding sensitive business data and ensuring a secure computing environment
Antivirus Software
: Protects the system from malware, viruses, and other online threats.
Password Protection System: Ensures that only authorized users can access the device and its data.
User Authentication: Verifies the identity of users accessing the system or network resources.
Encryption:
Secures sensitive data by converting it into a form that can only be accessed with the appropriate decryption key.
Firewall
: Monitors and controls incoming and outgoing network traffic based on predetermined security rules.
Regular Updates
: Ensures that the laptop's operating system and software are equipped with the
latest security patches and enhancements.
Conclusion
: The Dell XPS 15 Intel 12th Gen laptop, along with its peripherals, software programs, and security measures, offers a comprehensive solution for office productivity, data management, and security. Its high-performance hardware components and versatile software support various business tasks, making it a valuable asset in an office environment.
HCI Interaction: The selection of hardware components, software programs, and security measures for the computer network at James Otis Tax Associates was significantly influenced by knowledge of human-computer interaction (HCI). HCI principles aim to design technology that optimizes user experience and enhances productivity while considering human factors such as cognitive abilities, ergonomics, and user preferences.
When selecting hardware components for our employees, we were guided by HCI principles. For instance, we opted for dual monitors for the CPA to allow for multitasking, thereby reducing cognitive load. This enables them to simultaneously view tax documents and data entry screens. We also recommended an external mouse and keyboard for the Tax Specialist
to enhance comfort during prolonged data entry sessions. In addition, we focused on selecting reliable and user-friendly devices, such as desktop computers and laptops, to minimize downtime
and frustration. Our goal is to ensure a smooth workflow for all employees.
When it comes to software programs, it is important to prioritize intuitive user interfaces and seamless integration with workflow processes, in line with human-computer interaction (HCI) principles. To promote efficiency and accuracy in tax-related tasks, all employees should use industry-standard tax preparation software that they are familiar with, which reduces the learning curve. Additionally, Microsoft Office 365 suite is a good choice due to its widespread use and familiar interface, which enhances user productivity and collaboration. In terms of security software, recommendations should be chosen based on their effectiveness in protecting against cyber threats without impeding user workflow, while still maintaining a balance between usability and security, which is in line with HCI principles.
Security measures were developed with a focus on both security and usability. User authentication mechanisms were designed with strength and ease-of-use in mind, ensuring that accessing sensitive data is secure yet user-friendly. Encryption techniques were implemented in a
way that did not hinder workflow or introduce complexity, while still ensuring the protection of customer information. In addition, user education was included in the security strategy to reduce human errors and minimize security risks.
The principles of human-computer interaction (HCI) were crucial in determining the design of our computer network. This ensured that technology components were in line with the needs, preferences, and capabilities of the users. By prioritizing user experience and usability, we
have selected components that are well-suited to boost employee productivity, streamline workflow processes, and effectively counter potential security threats.
Network Topology
:
A star network topology would be the most appropriate choice for the network architecture. The proposed topology involves connecting each employee's computer, including the CPA, Tax Specialist, and Data-Entry Specialist, to a central switch or router. This approach provides several advantages, such as centralized management, simplified troubleshooting, and scalability for future expansion. With a star network, it is easy to add or remove devices without disrupting the entire network, as each computer connects directly to the central hub. Additionally, any issues that arise can be quickly isolated and resolved by identifying the problematic device and addressing it individually, without affecting the rest of the network. Overall, a star network topology is a reliable and efficient way to manage a network with multiple devices and users. Visio Diagram:
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References
Dell (2024). XPS 15 Laptop. https://www.dell.com/en-us/shop/cty/pdp/spd/xps-15-9530-laptop/usexcpcto9530rpl03?
gacd=9684992-1111-5761040-266906002-
0&dgc=ST&SA360CID=71700000107308768&gad_source=1&gclid=CjwKCAiA_aGuBhACEiwAly57MWz0g
GbF0dRaTo5a1S8-wcFC-flYfDPgsdzkCwi8Za9HunUnVBfxaBoCFycQAvD_BwE&gclsrc=aw.ds
HP (2024). All-in-One 24-cr0055t PC, Windows 11 Home, 23.8", Intel® Core™ i7, 16GB RAM, 1TB SSD, FHD https://www.hp.com/us-en/shop/pdp/hp-all-in-one-24-cr0055t-bundle-pc
Top Laptops for Accountants: Performance Meets Efficiency
PUBLISHED ON 24 JANUARY 2024
https://www.vintti.com/blog/top-laptops-for-accountants-performance-meets-efficiency/