1. Chapter 4: Overview of Preventive Maintenance
Computer Fundamentals
&
Programming Technique
Chapter 4: Overview of Preventive Maintenance
Cisco Networking Academy program
IT Essentials 5.0
Chapter 4: Overview of Preventive Maintenance
Sabbir M Saleh
Lecturer
Department of Computer Science & Engineering
University of South Asia

2. Chapter 4 Objectives
4.1 Explain the purpose and benefits of preventive maintenance.
4.2 Identify and implement the steps of the troubleshooting process.
The purpose of this chapter is to introduce preventive maintenance and the troubleshooting process. Upon completion of this chapter, students will be able to perform tasks related to:
4.1 Explain the purpose of preventive maintenance
4.2 Identify the steps of the troubleshooting process

3. The Purpose of Preventive Maintenance
Reduce the possibility of hardware or software problems by implementing a preventive Maintenance Plan based on at least two factors:
Computer location
Computer use
Benefits of Preventive Maintenance are:
Reduced computer down time and repair costs.
Increased data protection.
Extended life of the components.
Increased equipment stability.
Preventive Maintenance can be divided into:
Hardware maintenance
Software maintenance
4.1.1 Preventive Maintenance Overview
Benefits of Preventive Maintenance
Be proactive in computer equipment maintenance and data protection. By performing regular maintenance routines, you can reduce potential hardware and software problems. This will reduce computer down time and repair costs.
A preventive maintenance plan is developed based on the needs of the equipment. A computer exposed to a dusty environment, such as a construction site, will need more attention than equipment in an office environment. High-traffic networks, such as a school network, may require additional scanning and removal of malicious software or unwanted files. Document the routine maintenance tasks that must be performed on the computer equipment and the frequency of each task. This list of tasks can then be used to create a maintenance program.
Preventive maintenance is used to reduce the likelihood of hardware or software problems by systematically and periodically checking hardware and software to ensure proper operation.
To protect the computer, extend the life of the components, and protect the data, proper preventive maintenance is required. Performance issues may arise without regular maintenance and cleaning. Reliable and stable equipment is a result of good preventive maintenance procedures.

4. Preventive Maintenance Tasks
Hardware Maintenance
Check the condition of cables, components, and peripherals.
Repair or replace any components that show signs of excess wear.
Keep components clean to reduce the likelihood of overheating.
Software Maintenance
Verify current version.
Review security, software, and driver updates.
Update virus definition files.
Scan for viruses and spyware.
Remove unwanted programs.
Scan hard drives for errors.
Defragment hard drives.
Preventive Maintenance Tasks
Make sure that the hardware is operating properly.
Check the condition of cables, components, and peripherals.
Repair or replace any components that show signs of abuse or excess wear.
Keep components clean in order to reduce the likelihood of overheating.
Use these tasks as a guide to create a hardware maintenance program that fits the needs of your computer equipment.
Remove the dust from fan intakes.
Remove dust from power supply.
Remove dust from components inside the computer.
Clean mouse and keyboard.
Check and secure any loose cables.
For example, some environments, such as construction sites, may require computer equipment to be cleaned more often than other environments.
Software Maintenance
Verify that the installed software is current. Follow the policies of the organization when installing security updates, operating system updates, and program updates. Many organizations do not allow updates until extensive testing has been completed. This testing is done to confirm that the update will not cause problems with the operating system and software.
Use the tasks listed on the slide as a guide to create a software maintenance schedule that fits the needs of your computer equipment.
Verify current version.
Review security updates.
Review software updates.
Review driver updates.
Update virus definition files.
Scan for viruses and spyware.
Remove unwanted programs.
Scan hard drives for errors.
Defragment hard drives.
For example, high-traffic networks, such as a school network, may require additional scanning and removal of malicious software or unwanted files.
Clean the Case and Internal Components
When dust accumulates inside the computer, it prevents the flow of air and reduces the cooling of components. Several components are important to keep clean:
Heat sink and fan assembly
RAM
Adapter cards
Motherboard
Fans
Power supply
Internal drives
Inspect Internal Components
The best method of keeping a computer in good condition is to examine the computer on a regular schedule. This is a basic checklist of components to inspect.
CPU heat sink and fan assembly - Examine the CPU heat sink and fan assembly for dust buildup. Make sure that the fan can spin freely. Check that the fan power cable is secure. Check the fan while the power is on to see the fan turn.
RAM connections - The RAM chips should be seated securely in the RAM slots. Sometimes the retaining clips can loosen. Reseat them, if necessary. Use compressed air to remove dust.
Storage devices - Inspect all storage devices. All cables should be firmly connected. Check for loose, missing, or incorrectly set jumpers. A drive should not produce rattling, knocking, or grinding sounds. Read the manufacturer’s documentation to learn how to clean the optical drive and tape heads. You can buy laser lens cleaning kits for computer optical drives. Tape head cleaning kits are also available.
Adapter cards - Adapter cards should be seated properly in their expansion slots. Loose cards can cause short circuits. Secure adapter cards with the retaining screw or clip to avoid having the cards come loose in their expansion slots. Use compressed air to remove dirt and dust on the adapter cards and the expansion slots.
Screws - Loose screws can cause problems if they are not immediately fixed or removed. A loose screw in the case can cause a short circuit or roll into a position where the screw is hard to remove.
Cables - Examine all cable connections. Look for broken and bent pins. Ensure that all connector retaining screws are finger-tight. Make sure cables are not crimped, pinched, or severely bent.
Power devices - Inspect power strips, surge suppressors (surge protectors), and UPS devices. Make sure that there is proper and unobstructed ventilation. Replace the power device if it does not work properly.
Keyboard and mouse - Use compressed air to clean the keyboard, mouse, and mouse sensor.
Environmental Concerns
Follow these guidelines to help ensure optimal computer operating performance:
Do not obstruct vents or airflow to the internal components. A computer can overheat if air circulation is obstructed.
Keep the room temperature between 45 to 90 degrees Fahrenheit (7 to 32 degrees Celsius).
Keep the humidity level between 10 to 80 percent.

5. The Troubleshooting Process
Step
Troubleshooting Process 1
Identify the Problem 2
Establish a Theory of Probable Cause 3
Test the Theory to Determine Cause 4
Establish a Plan of Action to Resolve the Problem and Implement the Solution 5
Verify Full System Functionality and, if Applicable, Implement Preventive Measures 6
Document Findings, Actions, and Outcomes
Follow an organized and logical procedure.
Eliminate variables one at a time.
Troubleshooting is a skill that is refined over time.
The first and last steps involve effectively communicating with the customer.
4.2.1 Identify the steps of the troubleshooting process
NOTE: The term customer, as used in this course, is any user that requires technical computer assistance.
Introduction to Troubleshooting
Troubleshooting requires an organized and logical approach to problems with computers and other components. A logical approach to troubleshooting allows you to eliminate variables and identify causes of problems in a systematic order.

6. Data Protection
Before troubleshooting problems, always follow the necessary precautions to protect data on a computer.
If unsure that a backup has been done, do not attempt any troubleshooting activities until the following are verified:
Date of the last backup
Contents of the backup
Data integrity of the backup
Availability of all backup media for
data restore
If no backup can be created, ask customer to sign a release form.
Introduction to Troubleshooting
Some repairs, such as replacing a hard drive or reinstalling an operating system, may put the data on the computer at risk. Make sure that you do everything possible to prevent data loss while attempting repairs.
Some data is irreplaceable. Before you attempt any type of repair or modification to a computer, make sure that the data has been properly backed up.
CAUTION: Although data protection is not one of the six troubleshooting steps, you must protect data before beginning any work on a customer's computer. If your work results in data loss for the customer, you or your company could be held liable.
A liability release form should contain at least the following information:
Permission to work on the computer without a current backup available.
Release from liability if data is lost or corrupted.
Description of the work to be performed.

7. Troubleshooting Process Steps
Step 1 - Identify the problem
During the troubleshooting process, gather as much information from the customer as possible, but always be respectful.
Use the following strategy during this step:
Start by using open-ended questions to obtain general information.
Continue using closed-ended (yes/no) questions to get relevant information.
Document the responses in the work order and in the repair journal.
Verify the customer’s description by gathering data from the computer using applications such as:
Event Viewer
Device Manager
Beep Codes
BIOS Information
Diagnostic Tools
Identify the problem
When you are talking to the customer, you should follow these guidelines:
Ask direct questions to gather information.
Do not use industry jargon when talking to customers.
Do not talk down to the customer.
Do not insult the customer.
Do not accuse the customer of causing the problem.
By communicating effectively, you will be able to elicit the most relevant information about the problem from the customer.
Open-ended questions are used first to obtain general information and allow the customer to explain the details of the problem in their own words. Use the information collected from open-ended questions, narrow down the problem with closed-ended questions.
Closed-ended questions generally require a "yes" or "no" answer. These questions are intended to get the most relevant information in the shortest time possible.
The information obtained from the customer should be documented in the work order and in the repair journal. Write down anything that you think may be important for you or another technician. Often, the small details can lead to the solution of a difficult or complicated problem.
Event Viewer When system, user, or software errors occur on a computer, the Event Viewer is updated with information about the errors. The Event Viewer application records the following information about the problem:
What problem occurred
Date and time of the problem
Severity of the problem
Source of the problem
Event ID number
Which user was logged in when the problem occurred
Although the Event Viewer lists details about the error, you might need to further research the solution.
Device Manager The Device Manager displays all of the devices that are configured on a computer. Any device that the operating system determines to be acting incorrectly is flagged with an error icon. This type of error has a yellow circle with an exclamation point (!). If a device is disabled, it is flagged with a red circle and an "X". A yellow question mark (?) indicates that the hardware is not functioning properly because the system does not know which driver to install for the hardware.
Beep Codes Each BIOS manufacturer has a unique beep sequence for hardware failures. When troubleshooting, power on the computer and listen. As the system proceeds through the POST, most computers emit one beep to indicate that the system is booting properly. If there is an error, you might hear multiple beeps. Document the beep code sequence, and research the code to determine the specific hardware failure.
BIOS Information If the computer boots and stops after the POST, investigate the BIOS settings to determine where to find the problem. A device might not be detected or configured properly. Refer to the motherboard manual to make sure that the BIOS settings are accurate.
Diagnostic Tools Conduct research to determine which software is available to help diagnose and solve problems. There are many programs available that can help you troubleshoot hardware. Often, manufacturers of system hardware provide diagnostic tools of their own. For instance, a hard drive manufacturer, might provide a tool that you can use to boot the computer and diagnose why the hard drive does not boot Windows.
Student Activity –Indentify the Problem Drag and Drop

8. Troubleshooting Process Steps
Step 2 - Establish a theory of probable cause
Create a list of the most common reasons why the error would occur. 
Start with the easiest or most obvious causes at the top.
Step 3 – Test the Theory to Determine cause
Determine the exact cause by testing the theories of probable cause one at a time, starting with the quickest and easiest.
After identifying an exact cause of the problem, determine the steps to resolve the problem.
If the exact cause of the problem has not been determined after all theories have been tested, establish a new theory of probable causes and test it.
Establish a theory of probable cause
The second step in the troubleshooting process is to establish a theory of probable causes. Even though the customer may think that there is a major problem, start with the obvious issues before moving to more complex diagnoses. List the easiest or most obvious causes at the top with the more complex causes at the bottom.
Here is a list of obvious issues to check:
Device is powered off
Surge protector is turned off
Power switch for an outlet is turned off
Loose external cable connections
Non-bootable disk in floppy drive
Incorrect boot order in BIOS
You will test each of these causes in the next steps of the troubleshooting process.
Test the Theory to Determine cause
As you become more experienced at troubleshooting computers, you will work through the steps in the process faster. For now, practice each step to better understand the troubleshooting process.
If necessary, escalate the problem to a technician with more experience.  Before you escalate, document each test that you try. Information about the tests is vital if the problem needs to be escalated to another technician.

9. Troubleshooting Process Steps
Step 4 – Establish a Plan of Action to Resolve the Problem and Implement the solution
After the exact cause of the problem is determined, establish a plan of action to resolve the problem and implement the solution.
Sometimes quick procedures can determine the exact cause of the problem or even correct the problem.
If a quick procedure does not correct the problem, further research is needed to establish the exact cause.
Divide larger problems into smaller problems that can be analyzed and solved individually.
Establish a Plan of Action to Resolve the Problem and Implement the Solution
Establish a plan of action to resolve the problem and implement the solution.
Evaluate the problem and research possible solutions. Prioritize solutions starting with the easiest and fastest to implement. Create a list of possible solutions and implement them one at a time. If you implement a possible solution and it does not work, reverse the solution and try another.

10. Troubleshooting Process Steps
Step 5 – Verify Full System Functionality and, If Applicable, Implement Preventive Measures
Verify full system functionality and implement any preventive measures if needed.
Ensure that you have not created another problem while repairing the computer.
Verify Full System Functionality and, If Applicable, Implement Preventive Measures
After the repairs to the computer have been completed, continue the troubleshooting process by verifying full system functionality and implementing any preventive measures. Whenever possible, have the customer verify the solution and system functionality.

11. Troubleshooting Process Steps
Step 6 – Document Findings, Actions, and Outcomes
Discuss the solution with the customer
Have the customer confirm that the problem has been solved.
Document the process:
Problem description
Steps to resolve the problem
Components used in the repair
Document Findings, Actions, and Outcomes
After the repairs to the computer have been completed, you should finish the troubleshooting process by closing with the customer. Communicate the problem and the solution to the customer verbally and in all documentation.
Document in the work order and technician’s journal.

12. PC Common Problems and Solutions
Storage device problems - loose or incorrect cable connections, incorrect drive and media formats, and incorrect jumper and BIOS settings.
Motherboard and internal component problems -incorrect or loose cables, failed components, incorrect drivers, and corrupted updates.
Power supply problems - faulty power supply, loose connections, and inadequate wattage.
CPU and memory problems - faulty installations, incorrect BIOS settings, inadequate cooling and ventilation, and compatibility issues.
PC Common Problems and Solutions

13. Chapter 4 Summary
Regular preventive maintenance reduces hardware and software problems.
Before beginning any repair, back up the data on a computer.
The troubleshooting process is a guideline to help solve computer problems in a logical and efficient manner.
Document every solution that is tried, even if it fails. The documentation that is created will become a useful resource.
Chapter 4 Summary