Preparing Used Computers for Groups

draft 6 Feb 04 – Andrew Kurn edited Jun 29/04 – Lyndon

How to respond to: Request for Proposal for Used Computer Equipment

This document is information for Volunteers, describing a procedure. In the text, references to “you” or “your” mean the volunteer doing this procedure, putting a computer together as per the Request.

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Non-profit groups and organizations may apply to VCN to receive some of the used computer equipment we have received as donations. It is stored in the basement.

They start by reading Redistributing computers from VCN

then filling out the “Request for Proposal for Used Computer Equipment”. This is automatically sent to jobjar. When schan or proyce approves it, they will send an approval email via the RT request. Then the request will appear in the PA area (public access) of jobjar.

When it appears in the PA area, you start to work on it.

* Read the RT request. Usually, you should phone the requestor. If time has passed, the requestor may have filled it some other way, or not need the computer anymore. It is good to make contact. The requestor may not be comfortable with e-mail, or may not understand that the RT ticket number must stay in the subject line or else RT will lose it.

* Take the RT request. This lets everyone know.

* Bring a computer up from the basement. (See LyndonH or Schan for how to do this.)

* Attach the Computer Equipment Checklist to the side of the computer. This is for recording the progress of you work, so fill it out and update it as you progress.

Some equipment in the storage area is already marked “faulty”. This is shown by a red sticker.

* Test the equipment. There is a checklist (For best results, use the Print Me! link at the top right corner of its page.) Mark off the boxes as you test the various items and fill in blanks.

The CPU, floppy, and keyboard are easiest. As you boot up, the BIOS will tell you which processor, clock speed, RAM. It will also flash the 3 Lock lights on the keyboard. Watch for this.

Put in the Windows 98 Startup disk and boot from it. (You may need to alter the order of the Boot devices in the BIOS. Change it to floppy, then CD, then HD. Sometimes this is under heading “Advanced CMOS setup”. IDE-0 is usually another name for HD hard-disk)

If Dos comes up OK, then the floppy is tested.

Run fdisk and create a VFAT partition. fdisk will run a quick check over the whole HD. If it reports no errors, then the HD is OK. fdisk will report the size of the HD.

We are not allowed to send out computers with Ms Windows on the disk, so no harm is done by repartitioning.

* Knoppix Hardware test

The NIC and video test requires hardware skills. Do not do this unless you know how to install a CD.

NEVER install hardware with power on. Turn it off and ALSO disconnect the power cord, just to be doubly sure.

Temporarily install the CD and hook up the ethernet cable.

Take a Knoppix disk and boot from it. (Picture of penguin. “Live Linux CD 2003” and “Vancouver Linux User Group”)

At the “boot:” prompt you may put nothing, but I find it’s worth it to say “knoppix desktop=icewm” because Ice boots up much faster. Also, if the monitor or video card is a little older, it may be necessary to say “knoppix desktop=icewm xvrefresh=60” to work with the older scan rate.

(Knoppix has several options. In case of hardware errors it may be used to diagnose.)

If the desktop comes up OK, test the mouse. Try all buttons.

Then start up the browser and bring in Google (http://www.google.ca).

If it comes, then the NIC is OK too.

* Package the computer. Put everything together somewhere.

(I’ve been using the pastel green table, out in the “hall” opposite the Lab door.) It is probably a good idea to wrap some tape or string around everything, because otherwise volunteers may “borrow” parts for their own projects.

We may start using a work-room in the basement. If we do, then tested computers could be stored there, ready for shipment. However, even so, we will probably need a place to put one upstairs, for those times when requestor must come in at a time when you are not available.

* Notify the requestor the computer is ready to go. Use the Email template in RT and also give them a call. Tell him that we will need the Waiver filled out. In the RT request, add a comment stating you have notified them to pickup the computer

He may browse it himself, sign it, and Fax or bring it in.

* Check ID — Must be picture ID. Write down the info on the back of the Waiver.

If the person picking up the equipment isn’t the person named on the request form, you must get a signed letter authorizing the pickup person on behalf of the contact person.

Take the signed copy, and attach the completed “Computer Equipment Check List” (and Authorization Letter, if needed), then file both under the name of his Group in the Organizations file.

* Ask for thanks. It helps us raise money if we have letters of appreciation to show. Ask requestor to write on his organization letter-head and describe what work the computer is doing.