Do We Need a Powerful Computer?

Document Author: National CASA Staff
Posted: Updated 2/06

Having the best possible computer is a necessity in a time when immediate access to information and speedy communication are critical to effective advocacy for children. Yet too often, this important equipment is very low on the priority list for CASA program managers. The common belief is that a "good" computer is wasted on inexperienced users and that an old, slow, but still working machine is probably good enough for a beginner. In fact, due to the nature of the human attention span and our need for immediate feedback, it is easier and less frustrating to learn on newer computers which respond rapidly.

CASA programs that have up-to-date equipment benefit in many ways. Having a good computer can dramatically improve program and volunteer management and data collection, increase efficiency and, ultimately, allow a program to provide better service to volunteers and children. One of the necessities is online access—using a computer to communicate with others across the state or country via email and to gather resources, training materials and research information on the internet. A critical but often overlooked key to success with computers is time and training. Be sure to factor in extra staff time to learn new skills. Consider using some of your equipment budget for software training classes.

What Computer Equipment Do We Need?

There are many options to consider when buying a computer system, depending on your anticipated needs. National CASA is often asked for our recommendations for the minimum specifications for new computer equipment suitable for basic program operations that will be adequate for several years. Keeping in mind that the technology is constantly improving, we suggest that you buy a system with no less than the following specifications:

Computer:
• CPU: Intel Pentium III or AMD 1.5 GHz or higher
• Hard Disk Drive: 7,200 RPM; 20+ GB capacity or greater
• RAM: 256 MB
• Network Interface Card (if the computer will be networked)
• CD / DVD Drive: A 40x (or higher) CD-ROM drive is required;
  a CD-RW or DVD drive is a great upgrade if you need it
• Floppy Drive: 3.5" standard
• Zip or SuperDisk drive is a nice bonus
• Sound Card
• Video Card
•  Surge protector (registered with the manufacturer to insure active warranty) very important
   -or- UPS (Uninterrupted Power Source) Battery
•  Keyboard and mouse
• Speakers or headphones for sound

Monitor:
15" LCD flat panel (or larger)

Software:
• Windows XP Professional
• Office XP/2003 Professional
• Anti-virus software
• Firewall (either hardware of software)—Windows XP Professional has a built-in software firewall
• Anti-spyware software

Connecting to the Internet:
It is recommended that CASA programs use some type of high-speed or broadband (cable modem, DSL) connection in order to connect to Grantee Reporting and CASAnet Private Sites. However, before connecting to the internet, you will need a network interface card (NIC) and a local area network (LAN) that can connect to the internet. It is also recommended to connect the computer behind a network, hardware-based firewall or firewall router.

Backup Strategy:
Another consideration is planning for a method to back up your system. There are many factors which can cause data loss or corruption on computers. These include inconsistencies in electrical power as well as software or hardware crashes. Since most people store important data on computers, it is important to back up your necessary computer data files on a regular basis. In order to back up your system, some type of backup storage device will be required. There are many options for backup storage devices. These include, but are not limited to, Zip drives, Jaz drives, CD-R/W drives and flash drive or memory sticks. In addition to a backup device, some type of backup software maybe required. Sometimes this software is bundled with backup storage devices.

Networking:
If you have more than one computer, it is possible to connect these computers by networking them. This allows data transfer between these computers. In order to network computers a network interface card is required in each machine that you will connect. Wiring between the computers will also need to be implemented. There are many different options for networking, so if you are looking at networking as a possibility, it is important to research your options.

Warranty:
It is advisable to look for a three-year standard warranty on new hardware (especially new computers). A one-year warranty may indicate that some corners are being cut, and 90 days should make a buyer beware. The warranty should cover all shipping costs and labor. In addition to the three-year warranty, on-site support and loaner programs are extremely useful options if you do not have sufficient in-house technical support. For larger offices with a systems administrator, “return merchandise authorization” can be a necessity to keep an office functioning smoothly.
 

How Much Will We Need to Spend to Buy a Good Computer System?

When buying a computer, the old adage "you get what you pay for" certainly applies. Computers, like cars, all have the same basic kinds of parts, but the speed, capacity, reliability and performance vary widely with the manufacturer and quality of its components. You can buy a cheap Yugo or an expensive Porsche, and both will probably get you to your destination, but there will be a considerable difference in the quality of your journey. It is unfortunately also true that a computer, like a car, is worth less the minute you drive it off the lot, and by next year you will get more goodies for the same money. Nonetheless, our recommendation is to get the best equipment you can afford that will meet your needs for at least the next two years. And make sure it has the capacity for future upgrades like additional memory.

It is a good policy to buy a computer, whether made by a major company (like IBM or Compaq) or a local PC company, with name brand components inside. While the exact costs are dependent on local availability, we suggest that programs allocate $1,500 for good quality computer equipment (including a printer) and software. You can buy computers from local computer suppliers, national chains and through mail order companies such as Dell. In selecting a vendor, be sure that you feel comfortable with the level of service, assistance and support and that you will get prompt replacement or repair if necessary. The internet is a good way to research price comparisons.

Should We Buy a New Computer or Upgrade This One?

Every component of a computer system can be upgraded on its own. But keep in mind that the performance of a computer is not necessarily a function of only one of its parts. It is often dependent on the relationship and capability of its components. A bigger hard drive will give you the space you need to install newer software, but you will need adequate memory to run the programs. A slow modem makes online communications a nightmare no matter how fast the computer processor. The speed of the computer is related to a combination of such things as memory, hard drive and video card. When your system becomes inadequate across a variety of fronts, it's probably time to replace the whole thing. When considering upgrading, one rule of thumb is this: If the cost of upgrading is greater than 40% of the cost of buying the new equipment, buy new. And be aware that some of the key elements of "happy computing," like a fast modem and lots of RAM, may require additional upgrades to a number of other fundamental components to accommodate these additions. This, in itself, may be the incentive to buy new.