Review of Windows 7

1. computanews
information systems for advice 154
November 2009
Lucky 7 - Has Windows
7 got your number?
Last month saw the release of Microsoft’s in this issue
latest version of its Windows operating
We look at new releases
system, Windows 7. Terry Lynch from
of Windows, Ubuntu and
appiChar gives it a test drive while alternative Mac OS X - pages 1, 5-9
OS advocates Paula Graham of Fossbox and
Miles Maier at Lasa look at new versions of
Ubuntu and Mac OS X operating systems. Latest ICT news and
events - pages 2, 4
What is Windows 7? about it – Ed). It ran all required
company programs and was
A fter almost three years on the
market, Windows Vista is being
replaced by Windows 7 as the
compatible with existing equipment
like printers, scanners and
webcams so why should they
Tips #154 focuses on ICT
security - page 4
newest operating risk upgrading to a new,
system in untested operating system?
Microsoft’s After two service-pack
desktop line-up. updates and with hardware John Davies looks
Whilst it’s no companies updating their at mobile wireless
secret that Vista software to work with networks - pages 10-11
wasn’t quite the Vista, things are now
success Microsoft much smoother with
were hoping for, fewer compatibility volunteering
Windows 7 is being issues when upgrading.
seen as Microsoft Nick Plant on the lessons
delivering a secure, fast Windows 7 uses the learned from student ICT
and compatible operating same secure environment as volunteers in Bristol -
system. Vista so all drivers and programs pages 12-13
which run on Vista will run on
Windows 7 without issues. It also
Why Upgrade? brings new features focused on
security, speed and ease of use which Anne Stafford of iT4C
A large number of organisations could offer big improvements in the shows how to get the
avoided upgrading to Windows Vista way you use your computer. You can best out of IT volunteers
as they saw Windows XP as “good compare the features of the different - pages 14-15
enough” (or just heard horror stories versions over at http://bit.ly/3SxwlZ
cont’d on page 5 154
issue
december 2008

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Cartoons:
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reflects the growing need for helplines profile outlining what you do plus your
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By now almost everyone has heard
Find out more: about blogging, and other social media
www.ictknowledgebase.org.uk
www.btcommunityconnections.com tools such as twitter and Facebook.
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Say it Louder used by non profits to communicate
http://ictchampion.lasa.org.uk
Louder is a new online home for and engage with their audiences? In a
Lasa has been providing the campaigners. This free and accessible new Knowledgebase article, Leah
voluntary and community sector
with high quality and impartial
site draws together a range of social Williams shows how social media tools
ICT advice since 1984. media tools for people who want to have benefitted the Women’s Resource
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2

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3

4. I CT Even t s
12 November (London) and
Tips154 ICT Security
1 December (Liverpool):
Using ICT to Support Lasa’s latest Computanews Guide -
People with Dyslexia ICT Security - is aimed at
voluntary sector staff with
Call free on 0800 269545 or
responsibility for managing and
book online: www.abilitynet.
org.uk/athome_course_ict securing ICT systems. We give
our top tips from the Guide on
16 November (Liverpool) securing those all-important assets.
and 18 November
(London): Web 2.0 1. Develop a Backup Strategy, back up your
AbilityNet demonstrate how important files regularly, check you can
to make the most of web 2.0 restore them, and store a copy of your
to communicate and backups off site
collaborate.
2. Install antivirus software and ensure it’s set to
update daily
Call free on 0800 269545 or
book online www.abilitynet.org. 3. Make sure you regularly download security updates for your computer’s
uk/atwork_course_web2 operating system (e.g. Windows, Mac OSX or Linux) and other software.
This can usually be set to happen automatically
17 November: info 3.0
Introduction to Social 4. Install a firewall to protect your computers and network from malicious
Media @ NCVO, London N1 attacks.
Find out more: 5. If you have a wireless network make sure you enable WPA security (Wi-Fi
Protected Access) if possible, or WEP (Wired Equivalent Privacy) if not
http://bit.ly/4tXnle
6. Don’t respond to “spam” (unsolicited emails). Many spam messages contain
01 December: Netsquared viruses or contain links to (very convincing) fake websites that try to steal
Net Tuesday sensitive personal information like credit card details
Discussion on e-campaigning 7. Make sure staff and volunteers are aware of the issues and receive
and sharing. Sign up at http:// appropriate training and induction to your ICT systems
netsquared.meetup.com/31
8. Develop an ICT Acceptable Use Policy. This will make it clear to everyone
4 December: SpiceWorld in the organisation what they should and shouldn’t be doing to use ICT
London @ Roxy Bar and responsibly and securely
Screen, London SE1
9. Choose and use secure passwords on computers and networks, and change
them regularly to prevent unauthorised access to your data
Get more from the free
SpiceWorks helpdesk tool. 10. Store your ICT equipment securely (especially portable items such as
www.spiceworld2009.com/ laptops, cameras etc.) - don’t forget to lock up!
london
11. Security-mark your equipment - you might stand a chance of getting it back
8 December: NCVO ICT in the event of theft
Foresight Seminar @
NCVO, London, N1 12. Get insurance! Make sure you have adequate cover for replacing your
equipment should the need arise
What’s round the corner in
Download the ICT Security Guide from:
the world of technology?
www.lasa.org.uk/publications/computanews-guides/
http://bit.ly/1Yqj7c
4

5. the documents up to date and
replicates any changes made in
other branch offices.
Problem Solving
Assistance - Problem
Steps Recorder
One of the first things an IT
person will ask you to do when
you call in for help is to recreate
the problem for them to see.
Whether it’s an error message
which pops up when Outlook
opens or the company intranet not
loading properly, it helps if we see
what steps happen to create the
problem so we can then try to
pinpoint the cause.
Windows 7 has a new program
cont’d from page 1 offices, managing data storage and called The Problem Steps Recorder
End-User Control of network traffic across slow site which allows users to record how
Installing Desktop links can cause serious problems. to make the problem occur and
For those organisations with a save the steps as a small file which
Applications - AppLocker
central office where all the servers can then be emailed to the
Managing users’ access to their and data are stored there is the helpdesk. This file contains
machine can be rather difficult. On problem that each time a user in a screenshots of the windows, where
the one hand, restricting their branch office accesses a shared file, the mouse is clicked and any error
access prevents them from they need to retrieve the file from messages which appear allowing IT
installing programs which can not the head office server and save it support to begin resolving the
only distract from work but can back there when changes are problem before they even call the
sometimes contain viruses, Trojans made. user back.
and other malicious software. On
the other hand, this stops them Windows 7 introduces a new
from installing programs they may feature called BranchCache which Speed – Nearly up to XP
genuinely need. reduces site link traffic and speeds Levels
up file access for users in branch
AppLocker is a new feature which offices. When a user in a branch Thankfully Microsoft has managed
allows administrators to designate office accesses a file from the head to make Windows 7 run faster
a list of allowed applications for office, the file is downloaded to than Vista. In speed tests on the
client machines. The benefits of their machine and stored in a same hardware, Windows XP
this allow administrators to create “BranchCache” on their machine. comes out top, Windows 7 slightly
rules which will allow users to Any subsequent users in the same behind and Vista coming in slowest.
install Adobe Reader, for example, branch office who try to access Considering that Windows 7 is
when a new version is released. the file will, instead of much more secure and modern
re-downloading the file from the than XP, having it almost match the
head office, download the copy speed of XP which was developed
Remote Data Access - from the machine which accessed to run on machines a decade ago is
BranchCache it previously. This saves on not something to be taken lightly.
network speed across site links This also means that Windows 7
For organisations having branch which can be slow but also keeps will run quite happily on any
5

6. Which edition? Windows 7 introduces a new style
There are 5 editions of taskbar which combines the Quick
Windows 7 – Starter (for Launch shortcuts with running
netbooks), Home Premium, programs allowing you to quickly
Professional, Ultimate and launch programs and common
Enterprise. In addition there are tasks using ‘Jump Lists’. Programs
32 and 64 bit versions, just to are automatically grouped together,
make it a little more confusing showing all open windows by
(see http://windows.microsoft.com/ hovering over the icon in the
en-GB/windows7/products/ taskbar which keeps the interface
features/64-bit-support for an clean and windows easily encrypted with BitLocker to Go
explanation). Many smaller VCS accessible. will only be readable once a
organisations will probably go password is given. If you always
for either the Professional or Aero, the glass style user interface use the same USB drive on your
Enterprise versions (these are first introduced in Vista has also computer you can tell Windows to
being offered as upgrades had a few changes, you can now remember the password so it
through CTX’s Microsoft snap windows to the top or sides won’t bother you again for that
donation programme www. of your display and they will machine.
ctxchange.org.uk). As with XP automatically maximise to fill the
and Vista, the home version will screen of half the screen allowing
not connect to a network you to easily compare two folders Should we rush out and
domain (if you have a server or files. buy it, then?
running your network then you
will have a domain As with anything on the network, it
environment) and should be ‘BitLocker to Go’ – Mobile is always good practice to
avoided. There’s a good Data Security thoroughly test compatibility with
overview of the features which any programs or hardware.
are available in the different Almost everyone will have heard Although initial testing of Windows
editions at www.winsupersite. about someone who has lost 7 has shown it to be compatible
com/win7/win7_skus_compare. important data on a USB or laptop. with most existing networks, there
asp Data is everywhere, and the ease will undoubtedly be teething
machines which were Vista of losing a drive the size of a pack problems. Windows XP will
compatible. Obviously, the faster of chewing gum containing continue to be available as an
the machine is the better confidential documents is option into 2011 which gives
experience you will have, but something all organisations should organisations plenty of time to
Windows 7’s recommended be concerned about. transition over.
minimum specs of 1GB memory
and 1 GHz processor deliver With Vista, Microsoft introduced a
performance which anyone would new technology called BitLocker About the author
be comfortable with. which encrypts the entire contents
of the hard drive within your Terry Lynch (appiChar Australia
laptop or desktop machine. This Pty Ltd.) is an experienced IT
Improved Interface made it impossible for anyone to consultant specialising in
read the information on the drive Microsoft-based networks. He is
The taskbar in Windows has stayed by simply removing it and plugging an MCSE and is responsible for
the same since its initial release it into another machine. designing and managing the
with Windows ’95. Vista gave it a networks for appiChar Australia’s
see-through makeover but it still In Windows 7, but only available on customers.
behaved the same way with the Ultimate and Enterprise
programs, the notification area by versions, Microsoft has extended This is a slightly abbreviated
the clock and the Quick Launch the capability of BitLocker by version of appiChar’s Windows 7
area with shortcuts to common enabling it to encrypt USB drives White Paper available at:
programs. using ‘BitLocker to Go’. Any drive http://bit.ly/25S2bX
6

7. Ubuntu 9
Linux for
Human
Beings
In the midst of the Windows 7 hype, the open source
Ubuntu operating system is quietly moving towards the
release of version 9.10, Karmic Koala. Why no fanfare for
its slick new release? Because Ubuntu is nurtured by a
community-led Foundation which doesn’t have a publicity
budget. Paula Graham starts from the beginning....
U buntu is a Bantu word which
expressed the African
National Congress’s values during
on its own merits. Linux is on 60%
of the world’s servers (a figure
even acknowledged by Microsoft’s
Building on success
Ubuntu 9 certainly makes the most
the struggle against apartheid. It’s CEO Steve Ballmer) and this year of these opportunities. The
also a Linux-based operating Ubuntu Server has overtaken Red Desktop is fast, gorgeous, and well-
system (OS) founded by a South Hat as the leading Linux server OS.organised. Any competent PC user
African dot.com entrepreneur who Whilst Linux’s desktop share is a can install the desktop or server
decided to give something back to tiny 1-2%, both Mac and Windows’ with out of the box security,
the world. This translates into markets are steadily declining but automatic updates and remote
three simple values for the OS: Ubuntu’s jumped 12% on the access. Most PC/laptop hardware
release of version 9.04 earlier this
is set up during installation and
• anyone can distribute and use year - even the most conservative plug and play means just that - plug
Ubuntu without license fees estimates indicate a 60% growth in in a mainstream USB peripheral
• everyone should be able to use Linux desktop users since 2008. and Ubuntu will notify it ready to
it in their own language use in seconds. For other kit, it’s
• disability should not be a as simple as choosing the make and
barrier Why should we care? model from a drop-down menu,
with no prowling the internet for
Environmentally, Ubuntu actively Because market share motivates errant drivers, no remembering
supports low-cost, low-power software and hardware giants to whether to insert the gizmo or the
hardware alternatives. These are support Linux properly. Thus, even CD first, and no endless rebooting.
values it seems easy to get behind. the ‘awkward squad’ such as Canon Ubuntu’s configuration wizards are
and ATI now offer some Linux easy to use and come with free
driver support whilst the likes of tutorials, documentation and
So is this about good Google and Adobe are platform- forums to get you started. All
hearts or good software? agnostic. In the Linux-friendly that’s missing are the licensing
camp, manufacturers such as Intel headaches.
We really don’t have to choose and HP have already achieved full
between ethics and utility. Ubuntu Ubuntu integration. A CNet reviewer found Ubuntu
is becoming a serious competitor 9.04 as slick as Windows 7, Mac
7

8. OS X (http://news.cnet.com/ubuntu- To download Ubuntu visit www. sustainable IT consultancy based in
9.04-as-slick-as-windows-7-mac-os-x/) ubuntu.com You can even try East London, and has been
– and 9.10 promises to be even Ubuntu before installation by advocating Free Software,
smarter. There’s loads of quality running it from the CD you create sustainable IT, and equal
software and legacy import plug- from the download. representation for women in ICT
ins are making migration to for the past decade.
Ubuntu easier. Ubuntu really has About the author
arrived and the more we use it, the Email: info@fossbox.org.uk
better it gets! Paula Graham runs Fossbox, a Web: www.fossbox.org.uk
Operating system accessibility compared....
Windows 7 Ubuntu 9.09 Jaunty Mac OS X 10.6
Jackalope * Snow Leopard
Make the computer easier to see
Display magnifier   
Colour and contrast adjustment   
Custom icon sizes  
Remove animations and background images 
Ability to use without a display
Screen reader   
Work with Braille displays   
Audio description for videos 
Dialogue box talking alerts 
Talking clock 
Use computer without mouse or keyboard
On screen keyboard   
Handwriting recognition (with suitable input device) 
Speech recognition  
Make the mouse easier to use
Change size of mouse pointer and cursor   
Use keyboard to control mouse   
Multi-touch laptop mouse pad 
Simulated secondary clicks 
Dwell click (initiating click when pointer stopped) 
Activate window when hovering over with mouse 
Make the keyboard easier to use
Adjust for sticky keys   
Adjust for key repeat   
Adjust for slow keys   
Use text and visual alternatives for sounds
Visual alerts  
Text captions for dialogue boxes 
* Ubuntu version 9.10 Karmic Koala was unavailable for comparison at time of review.
Further reading and resources
Microsoft’s Windows 7 accessibility page http://windows.microsoft.com/en-us/windows7/What-accessibility-features-
does-Windows-offer
Ubuntu’s accessibility page www.ubuntu.com/products/whatisubuntu/accessibility
Apple’s accessibility page www.apple.com/accessibility/
Easy, Free and Quick Accessibility www.icthub.org.uk/publications/easy_free_and_quick_ICT_accessibility.pdf
8

9. Snow Leopard OS 10.6
This autumn has seen the release of Microsoft’s Windows 7, Ubuntu Linux 9.10 and
Apple’s Mac OS 10.6, aka Snow Leopard. Whilst all three operating systems we’ve
covered here in Computanews 154 all feature significant improvements – none of
them will drastically change the way you work. Lasa’s Miles Maier looks under the
hood of Apple’s upgraded operating system..
S now Leopard focuses mostly on
improving processing speed and
connectivity with Windows and
in 64-bit mode. The computing
world is slowly moving towards 64
bit computing for two main
whatever was on the Mac’s display,
gets a major upgrade. VoiceOver is
now able to read a summary of a
Exchange Server. Unlike the reasons: (i) 64-bit computing is Web page - including the title,
licensing nightmare that is necessary if you want programs on number of tables, headers and
Windows 7, Snow Leopard comes your computer to have access to links. See our accessibility
in one version at one price (under more than 4GB of RAM and (ii) comparison table on page 8 for
£25 from Amazon.co.uk) for certain intensive tasks - processing more.
business and home users. Users of large video or images files – will be
Windows and Linux will probably much quicker. You’ll need a newer
not be enticed to switch to Mac - Mac powered by an Intel Core 2 Malware Check
unless they were already planning Duo processor or an Intel Xeon
to - but this is an essential and processor to take advantage of the Macs have also long enjoyed a
nicely priced upgrade for existing extra computing power. reputation for being more secure
users of Apple’s OS 10.5. and less virus prone than other
operating systems. Snow Leopard
Preview introduces Malware Check to
Exchange Server support provide a certain degree of built-in
Apple’s Preview app – which is able protection against dangerous
Snow Leopard’s biggest new to preview PDFs and image file software downloaded from the
feature is improved support for formats like TIFF, JPEG and GIF - Internet or disk images mounted
Exchange, Microsoft’s e-mail, gets an upgrade. Preview can now from external drives.
contact, and calendar server. detect and import images directly
Connecting the Mac to the server from a USB-connected digital
is as simple as adding an Exchange camera or scanner. It also In conclusion
account in Apple’s Mail application, provides some basic image
and it will automatically correction tools for your imported The three operating systems we’ve
synchronise e-mail messages in images. covered offer significant upgrades
Mail, contacts in Address Book, and to their existing users, and if you’re
Exchange calendars and tasks in Preview also gets a new perfectly happy with your current
iCal. This makes it even easier to Annotations Toolbar. This enables OS, there is unlikely to be a
integrate the Mac into networks you to add annotations or compelling reason for you to make
that have standardised on comments to document or image the jump to a new OS.
Exchange. opened in Preview.
Knowledgebase Forum
64 bit speed boost Accessibility?
Are you upgrading or switching
Under the bonnet, the biggest The Mac OS has always been well OS? Join the discussion at the
change is that almost every Apple known for good design and Knowledgebase Forum:
application included in Snow usability and VoiceOver, the Mac’s http://bit.ly/4ckl05
Leopard has been rewritten to run inbuilt screen reader that narrated
9

10. What’s going on when I
do without wires?
In a personal view by “a data communications person who fell into mobile
technology a few years ago and often still wonders why it works (and sometimes
doesn’t)”, John Davies attempts to demystify the technical and commercial issues
driving radio based network services.
L ots of people are using mobile
broadband these days. The
mobile networks allegedly think it’s
free-to-use. Even if you pay for it
you don’t pay more for doing
more. Even charging networks like
losing contact with their dongles
only inches away? Why don’t all
those 802.11g Wi-Fi users on the
their ARPU (average revenue per the coffee shop chains charge by default channel 11 get in each
user) birthday! The UK mobile time, not data sent. others way more than they do?
phone market is saturated (2007
number - 121 live mobile Secondly, the technology is built The truth is that the radio
connections per 100 of population) with different intentions. Both use engineers regard it as a black art
so anything that will generate more ideas from anarchic old Aloha but too. Your radio guru understands
usage is good for their (financial) mobile broadband is based on what’s going on about as much as
bottom line. Some networks, such “souped up” GPRS (General your doctor knows what’s really
as 3, are even selling voice over IP Packet Radio Service), invented by happening in your body. Only
(mostly Skype) over mobile the phone companies. Your mobile occasionally does he admit it of
broadband. This is in competition device has to ask the network for course.
with their own conventional bandwidth, just as your mobile
landline voice services and is phone has to ask for a channel - So radio is great for getting
potentially harming revenue. and if they are all used up on the information from here to there
local mobile base station then you without visible means of support
Wi-Fi and mobile broadband both are out of luck. Wi-Fi was but don’t rely on it. In particular,
use packet radio techniques and, designed for private office don’t assume it will work in a new
like wired LANs (Local Area networks where users were made place, at a different time under
Networks such as you probably to act nicely by the local system different interference conditions
have in your office), owe their administrator and there was even in different climatic
ancestry to Aloha (http://en. “bandwidth to burn”. conditions. If you have a cable (or
wikipedia.org/wiki/ALOHAnet). Why fibre) use it. Ask a radio engineer
do they perform differently? if he or she uses a wireless
The Black Art - What’s keyboard or mouse and expect the
Firstly, mobile broadband is a good (and what’s bad) answer “No!”
service provided by phone about using radio instead
companies. Mobile phone of wires
companies may be highly Remember free Wi-Fi and
competitive and try to be very The rest of us, me included, are where did it go?
trendy but at root they are old BT inclined to regard radio technology
with a more commercial attitude. as a black art. Why do signals up at Why can’t we just have free Wi-Fi
When they sell you broadband about 2GHz (where Orange has everywhere like some of the
they want it to work so you will always operated, wavelength about pundits were predicting a few
use it as much as possible (more 6 inches) go round corners and get years back? One of those pundits,
revenue) and will stay with them into basements so easily? Why do Professor Jon Crowcroft, hasn’t
(market share). Wi-Fi is mostly wireless mice and keyboards keep given up on the dream of free
10

11. mobile Wi-Fi (“Wi-Fi ‘co-op’ could
provide internet for all” http://
tinyurl.com/crowcroft08). However,
it seems unlikely in the face of
opposition from mobile operators
who have a vested interest in
seeing a substantial return on the
3G licenses (third generation
mobile wireless) they over-paid for
back in 2000.
Many academic environments have
long supported free Wi-Fi access,
but concerns about network
security and congestion is
universal. Some projects for
general public access have failed on
cost grounds or look to have a
limited “free lifetime”. But the Movirtu (www.movirtu.com) www.ictknowledgebase.org.uk/
dream is still alive and mesh “bringing mobile telecoms to the wirelessrevolution
networking (http://en.wikipedia.org/ Bottom Billion”. He was Director
wiki/Mesh_networking) may help of iT4Communities (www. Wireless Networks
lower costs and improve network it4communities.org.uk) from 2005 to www.ictknowledgebase.org.uk/
resilience. 2008. jid@flying-boat.co.uk wirelessnetworks
About the author Knowledgebase Wireless Networking Security
Considerations
John Davies is semi-retired but Going Mobile In The Wireless www.ictknowledgebase.org.uk/
continues to be active as CTO of revolution wirelesssecurity
Is moving from a cabled to wireless network a sensible option?
In response to a query on the UKRiders list regarding the downside of wireless networks, Morgan Killick of
ESP Projects, Sheffield and Marcus Pennell of SCIP, Brighton made the following points:
• Do a Wi-Fi survey of the area using NetStumbler (www.netstumbler.com) or similar because Wi-Fi can be
subject to interference/cross-talk from other Wi-Fi transmitters.
• Wi-Fi just isn’t as reliable as cabling because the signal tends to fluctuate and may drop out. This makes
Wi-Fi unsuitable for networking desktop computers, servers and using data intensive applications like a
database.
• 802.11g is half duplex (it can’t send and receive data at the same time); 802.11n can but is more
expensive.
• Wi-Fi signal degenerates through thick brick walls in older buildings and modern pre-stressed concrete in
modern buildings. But Wi-Fi access points can be daisy-chained to extend the signal into difficult areas.
• Consider the security implications of introducing Wi-Fi. WEP security (Wired Equivalent Privacy) is
relatively easy to hack; WPA (Wi-Fi Protected Access) is better than but still not as secure as cable.
• Bear in mind that cabled networks are faster and more robust than wireless networks – this makes them
better suited networking desktop computers, servers and using data intensive applications like a database.
11

12. Can students
contribute to the local
ICT support mix?
Readers with long memories might recall an article in the Circuit Rider special
issue of Computanews 119/120 in August 2002 entitled ICT support in the
community sector – the “BrisCIT” vision. In the article, Nick Plant of the
University of the West of England described how his students were helping
provide ICT support to the voluntary sector in Bristol. In this follow up, Nick
brings us up to date on the scheme, and lessons learnt.
ICT VOLUNTEERING
I CT development and support
workers such as Circuit Riders
or others active at local or sub-
my own - have specialised
schemes in place. Ours has been
running for 24 years now, so it
me).
One of the biggest virtues of this
regional level might find it useful actually pre-dates the above scheme from a user perspective is
to consider how far students can funding streams and policy that the students are focused on
contribute ICT support in the developments by a long time! information systems (as we call it),
voluntary and community sector And in fairness it’s pretty not (just) ICT. Their academic
(VCS). This article examines how unique… programmes prioritise the human
this can work and at some of the and social contexts and issues
risks and benefits involved. Our student consultancy scheme involved in applications of ICT not
involves teams of around three to just the technical nuts and bolts.
Many universities and colleges are five final year undergraduates So although some clients are
increasingly keen on what they working on live consultancy inevitably and quite reasonably
call “knowledge exchange”, and projects for local organisations, ‘looking for solutions’, they often
there are funding streams for including VCS groups, each get a broader take on information
collaboration management,
between Some of our best projects in recent years have focused organisational
higher on requirements analysis and evaluation of alternative systems
education systems, or delivered specification, tender supported by ICT,
and business development or forward planning support. and IT strategy
or from student
community consultancy than
organisations. Some have academic year. Client they get from other helpers.
strategic initiatives on public and organisations get a free support
community engagement too. service, and students get fantastic So, yes, our consultancy teams
opportunities for learning on-the- frequently get involved in building
VCS organisations, activists, or job as a powerful complement to web sites, developing database
Circuit Riders concerned about classroom study. Also, academics systems, configuring office
ICT support might therefore find like me enjoy making a difference software, setting up networks and
it useful to try to find the right and continuing to develop exploring social media
contact in their local academic knowledge from practical innovations. But they also do lots
institution to see what, if anything, experience (a crucial ingredient of of user training, develop support
is on offer. Some Universities like genuine ‘knowledge exchange’ for materials, help appraise ICT in the
12

13. conduct feasibility studies. VCS professional to advise and
Easton-based Baggator provides
Sometimes they don’t actually do assist on this.
programmes of informal any technical development work
education, skills training and as such - it all depends on need, Space does not permit a detailed
leisure activities for young which we insist they find out and examination of risks and ‘watch-
people up to the age of 25. Its document first. fors’, but over the years we’ve
key objective is to provide an learnt from experience what
enabling environment in this Some of our best projects in makes a viable three-way
disadvantaged area of Bristol, recent years have focused on community-University-student
for young people to develop requirements analysis and partnership, and made the factors
their self-confidence, enabling evaluation of alternative systems, progressively more explicit. These
them to pursue personal or delivered specification, tender are now published in advance to
ambitions and help them find development or forward planning prospective clients, and our search
support. The model is therefore and selection process is fronted
personal fulfilment.
of hybrid ‘go betweens’ helping by a mutual risk analysis.
non-technical client personnel
This purpose is pursued through communicate and work effectively Details of these factors are
a range of activities, such as with other ICT specialists, by available on our scheme web site
ICT VOLUNTEERING
sports, gardening and healthy virtue of being both tech-savvy at www.bit.uwe.ac.uk/stucons/ along
eating, a homework club, and tuned in to the social and with much more on how the
football training and occasionally organisational context. This goes scheme works, example projects,
international youth travel and to the heart of a contemporary illustrations, etc.
camping. ‘information systems’ approach as
many of us see it. Sadly, research In conclusion, our scheme
The UWE student team looked consistently confirms that this generally works well but we’re
at the various needs of approach is conspicuously lacking risk-aware and try to avoid
in the VCS, as in other sectors - complacency. So going back to
Baggator and worked on
did you ever hear about the headline question, students
bringing together much of the large-scale government IT failures? can form an invaluable part of a
information held in diaries and local system of ICT support in the
registers about their sponsors, However, there are risks and VCS, though I recommend viewing
the volunteers and the young issues to look at carefully too. this type of intervention as one
people who were attending or Ongoing support and complementary element of a
working at Baggator’s centre, sustainability is usually top of our good mix, and ensuring that the
the Pickle Factory, as well as all list: students have a habit of risks as well as opportunities
the events planned and carried finishing their course and leaving involved in this form of support
out by the organisation. the client behind! We build (like any other) are addressed in
sustainability measures fully into full.
The database system that our scheme (including the
assessment criteria), insist that
resulted should help Baggator
students identify follow-up About the author
keep closer account and support needs and plan ongoing
structure on who is at the support. Dr Nick Plant is Senior Lecturer
centre and what they are doing, in Information Science and Digital
and allow the organisation to They’re also expected to avoid Media and Leader of Teaching and
expand their activities and undermining existing helpers and Learning Projects, Bristol Institute
possible sponsorships. to complement their role. And of Technology at the University of
we stress heavily to our clients the West of England. Email: nick.
www.baggator.org that as soon as they start working plant@uwe.ac.uk
with their student teams they
should be figuring out how they
workplace, optimise office will continue development work
systems, develop strategy and at the end. We bring in a local
13

14. How free is free?
Anne Stafford, Programme Manager at iT4Communities (iT4C), delivered a
presentation at the recent Lasa Circuit Rider Conference on best practice for
working with IT volunteers. In this article, we report back on the session.
T he iT4C volunteering
programme has IT
requirements analysis at its core
that they know what they need to
about the volunteer project.
Working with volunteers
iT4C has developed processes for
ICT VOLUNTEERING
and Anne speaks to many An example was given by a getting organisations ready for
hundreds of VCS groups looking session attendee of a project working with a volunteer. Key
for volunteer IT support every where a lot of time was spent points that organisations need to
year. But how can we best developing the project plan but be alerted to are:
prepare an organisation to work the student volunteer was
with an IT volunteer? What disengaged once the element of • using a volunteer for ongoing
preparation is necessary and how their college course was support is not sustainable
can risks be minimised? What are completed. The lesson learnt • volunteers need to be
the pros and cons of pro bono here was that it is important to managed and have a named
work from both points of view? understand the motivation of contact
volunteer. • organisations need to own the
work of the volunteer
What role do ICT The best projects for volunteers • do not underestimate the
volunteers play? to work on should not be mission internal support needed when
critical or urgent, but are clearly organisations take on
In small and medium sized defined, valuable, strategic and volunteers – using a volunteer
organisations the volunteer will sustainable. One delegate said isn’t free, there are costs in
typically be someone who comes that their main experience had terms of time, management
and fixes the occasional problem been dealing with issues after the and change
or it will be people who develop volunteer has gone and reinforced • there needs to be
projects (for example, a database the fact that it is important for management buy-in
or a website). It is advisable to volunteers to document work • project responsibility lies with
have a fixed end and handover for done in order to aid the the organisation not the
all projects but well cared for organisation in long-term. volunteer
volunteers will often be on hand • the project needs to be well
to make changes/fixes at a later Organisations should consider the defined - no brief will mean
date. Documentation/mapping is a cost savings and independent scope creep and project hiatus
key element of the project - one advice that working with both a • communicate effectively and in
commonly observed problem is volunteer and a paid for IT a timely fashion – this is
organisations not able to update a service provider can bring. As especially important in small
website done by volunteers – with using any outside consultancy organisations
documenting, training and or assistance, there are risks with • treat volunteers professionally
handover is vitally important. It is using volunteers and organisations and effectively and be aware
important for a named person in need to think about how these that they might not
the organisation to feel confident risks can be minimised. understand VCS culture
14

15. In summary...
or
it’s Anne rounded up with a number
of key pointers “Planning an ICT
project for a volunteer (or indeed
anyone!) is key to its success. In
the right role volunteers bring an
independent view, enthusiasm for
the work of an organisation and
professional skills that they may
otherwise not be able to afford.
However, some IT work is best
delivered with a Service Level
Agreement (SLA) and professional
indemnity.”
Resources
ICT VOLUNTEERING
See Anne’s presentation online at
www.slideshare.net/ukriders/how-
free-is-free-best-practice-for-working-
with-it-volunteers
Visit iT4C’s website www.
it4communities.org.uk for
information on their volunteering
programme, case studies,
• sometimes it’s quicker to pay possible that an organisation examples of opportunities and
someone to come in and do it might require a volunteer to their annual IT volunteer awards.
than find a volunteer and brief assist with project definition
them… even before they get a
volunteer in to carry out the Knowledgebase
project itself!
Getting started • be prepared to interview a Who Do You Need: Volunteer,
potential volunteer, have Consultant or Staff
Prior to working with a volunteer, questions to ask and have www.ictknowledgebase.org.uk/
organisations need to consider a resources ready volunteerconsultantorstaff
number of points: • set aside plenty of time to
monitor the project and Working With ICT Volunteers
• know what is wanted first support the volunteer www.ictknowledgebase.org.uk/
before advertising for a workingwithvolunteers
volunteer - iT4C has staff to Anne pointed out that iT4C has
help think through this stage online resources, checklists etc to
• consider the risks and risk assist with the processes and can
minimisation - ensure that the mediate between organisations
project is suitable for a and volunteers and their process
volunteer includes a long ‘project definition’
• a volunteer broker or ICT phone call and ongoing support
development worker may be to anyone looking for a volunteer
able to help with the above – through iT4C.
15

16. Computanews
Lasa services About Lasa
Established in 1984, Lasa has provided ICT advice to the voluntary
sector for 25 years. Its two main aims are to promote social inclusion
independent ICT information + advice through access to social welfare law, information, advice and guidance;
www.ictknowledgebase.org.uk
and to promote an efficient and effective sector through improving
access to impartial ICT advice and support resources – such as
SUPPLIERS Computanews and the London e-bulletin (www.lasa.org.uk/lasa/mailing-
DIRECTORY lists)
connecting you with trusted technology suppliers
www.suppliersdirectory.org.uk
Our online ICT Knowledgebase (www.ictknowledgebase.org.uk) is a
comprehensive source of independent expert ICT advice for VCS
organisations, now containing over 300 articles. The Suppliers Directory
(www.suppliersdirectory.org.uk) connects VCS organisations with over100
approved suppliers of ICT products and support services across England.
Lasa is also noted for its consultancy work and leadership in developing
the Circuit Rider model of local ICT support. (http://ukriders.lasa.org.uk/)
advice + information management system
www.lasa.org.uk/aims
Supported by
Big Lottery Fund Esmée Fairbairn Foundation
Capacity Builders The Law Society Charity
The City Bridge Trust Legal Services Commission
City Parochial Foundation London Councils
Cripplegate Foundation The London Legal Support Trust
Wates Foundation
Credits
Computanews has been published Lasa, Universal House, 88-94
by Lasa since 1984. Wentworth Street, London E1 7SA
Editor: Ian Runeckles Web: www.lasa.org.uk/ict
Design: Miles Maier Email: computanews@lasa.org.uk
Cartoons by Phil Evans. Tel: 020 7426 4473
Registered charity no: 800140
Published: November 2009