Computer software installation is a critical skill for ICT technicians, who are often tasked with preparing and maintaining computer systems across Kenya’s diverse sectors. Understanding software types, user requirements, and data protection measures ensures systems operate efficiently and securely. This chapter equips ICT technicians with foundational knowledge and practical approaches to identify, gather, and safeguard software assets before installation.

1.1 Identification of computer software

Identifying the appropriate computer software is the first essential step in any installation project. Software ranges from standard operating systems to specialised applications tailored for sectors such as banking, healthcare, or education. Proper identification helps avoid compatibility issues, ensures legal compliance, and meets user expectations effectively.

1.1.1 Introduction to computer software

Computer software is the set of programs and data that tells computer hardware what to do. Without it, a computer is only a collection of electronic parts that cannot process a document, connect to a network or print a report. An ICT technician must be able to recognise what a piece of software is, what group it belongs to and what it is used for before planning any installation. Example: when a school computer laboratory is being set up, the technician must recognise that the operating system, the printer drivers and the office suite are three different kinds of software with different roles.

1.1.1.1 Definition of computer software

Computer software is a collection of instructions, programs and related data that directs the hardware of a computer to perform specific tasks. Programmers write these instructions in a programming language, and they are then translated into machine code that the processor can execute. Software is intangible: it cannot be touched, but it is stored on physical media such as a hard disk, a flash disk or an optical disc, or it is downloaded over a network.

Example: a technician in a SACCO office installs an accounting package on a desktop computer. The package is software, while the monitor, keyboard, system unit and printer on which it runs are hardware.

The table below compares software with hardware.

Important characteristics of software include the following:

• Instruction-based: Software is made of ordered instructions that the processor follows step by step to achieve a result.
• Intangible: It exists as stored data, so it is installed, updated and removed rather than physically fitted.
• Dependent on hardware: Every program needs a compatible processor, memory, storage and operating system to run.
• Version-controlled: Software is released in versions, and newer versions add features or correct faults found in earlier ones.
• Licensed: Most software is supplied under a licence that states how, where and by how many users it may be used.

1.1.1.2 Classification of computer software

Classification means grouping software according to a chosen criterion so that technicians can choose, install and support it correctly. The most common criterion is function, which is what the software does for the computer or the user. A second criterion is the licence under which the software is supplied, which affects cost, legal use and the freedom to modify it.

Classification by function:

• System software: Programs that control and manage the hardware and provide a platform on which other programs run.
• Application software: Programs that help the end-user perform a specific task such as typing, calculating, designing or communicating.
• Programming software: Tools that developers use to write, translate, test and correct other programs.

Classification by licence and source code:

• Proprietary software: Owned by a developer or company, supplied under a paid licence, and its source code is normally not available to users.
• Open-source software: Its source code is available, and users may study, modify and redistribute it under the terms of its licence. Many Linux distributions are examples.
• Freeware: Free to use, but the developer keeps the rights and usually does not release the source code.
• Shareware or trial software: Distributed free for a limited period or with limited features, after which the user must pay to continue or unlock the full version.
• Custom (bespoke) software: Written specially for one organisation to match its own processes, for example a fee management system built for a single college.

1.1.1.3 Types of computer software

Each functional class of software contains several types, and a technician needs to know them in order to prepare a complete installation list for a computer. A typical office computer needs an operating system, drivers for its devices, utilities to keep it healthy and applications for the user's daily work.

System software:

• Operating systems: Operating systems such as Windows, Linux and macOS act as the core interface between hardware and users, managing the processor, memory, storage and devices and enabling other software to run. For example, a county government office may standardise on Windows because its staff already know it and its application software is supported on it.
• Utility programs: These are tools that perform maintenance tasks such as disk cleanup, antivirus scanning and backup creation. They are essential for system health in environments such as hospitals, where data integrity is critical.
• Device drivers: Drivers are software that controls hardware components such as printers, scanners or network cards, ensuring they function correctly across diverse setups like university computer labs.
• Firmware: Firmware is permanent software stored in chips on devices such as the motherboard (BIOS or UEFI), routers and printers. It starts the hardware and provides basic control before the operating system loads.

Application software:

• Productivity software: This includes word processors, spreadsheets and presentation tools used in offices such as banks and SACCOs for daily operations.
• Specialised software: Custom or industry-specific programs, for example hospital management systems in the health sector or accounting software in retail businesses.
• Web browsers and communication tools: These are essential for internet access, email and video meetings, and are commonly installed in educational institutions to support e-learning.
• Database software: These programs store, organise and retrieve large amounts of records, such as student records in a college or customer accounts in a shop.
• Graphics and multimedia software: These programs create and edit images, audio and video, for example a design tool used in a print and publishing office.

Programming software:

• Compilers: Translate the whole of a program written in a high-level language into machine code before it is run.
• Interpreters: Translate and run a program line by line, which makes testing quick.
• Assemblers: Convert assembly language instructions into machine code.
• Debuggers: Help developers find and correct errors by running a program step by step and inspecting its variables.
• Integrated development environments (IDEs): Combine a code editor, translator and debugger in one package. They are widely used in universities and technology hubs where software development skills are nurtured.

1.1.2 Collecting computer software user needs

Understanding user requirements ensures that software installations align with organisational goals and operational workflows. ICT technicians must engage with users to gather precise needs, which minimises software mismatches and improves productivity. Example: before installing software in a college finance office, the technician finds out which reports the bursar must produce, how many staff use the computers at once and which files they exchange with other offices.

Methods of gathering user needs

• Interviews: One-on-one discussions with users or department heads in institutions such as banks help clarify software expectations and constraints.
• Questionnaires: These are distributed across large organisations such as county governments to collect standardised data about software preferences and compatibility.
• Observation: Technicians observe current workflows and software usage patterns in environments such as retail shops to identify gaps and opportunities for improvement.
• Focus groups: Representatives from different departments in a hospital are brought together to discuss collective software needs and challenges.
• Review of documentation: The technician analyses existing IT policies, hardware inventories and software licences to understand current assets and future requirements.

Importance of detailed user needs analysis

• Avoids redundant software: Prevents unnecessary installations that waste resources and complicate maintenance.
• Ensures compatibility: Aligns software choice with existing hardware and network infrastructure, which is critical in resource-constrained settings such as rural schools.
• Improves user satisfaction: Tailors solutions to actual workflows, increasing acceptance and reducing resistance.
• Facilitates budgeting: Helps management allocate funds effectively for software procurement and licensing.
• Supports compliance: Ensures the software meets the regulatory requirements of the organisation, which is important for sectors such as finance and healthcare.

Recording and confirming user needs

Information gathered from users is only useful if it is written down clearly and agreed with them. A written record prevents disputes later, guides the selection of software and gives the technician a checklist against which to test the finished installation. Example: a technician serving a school administration office records that the bursar needs a spreadsheet package, a printer driver for a shared network printer and a PDF reader.

Follow these steps to record and confirm user needs:

1. List the users or departments consulted, with their roles and the number of computers each uses, so that the scope of the work is clear.
2. Record the tasks each user performs on the computer, such as preparing payroll, typing letters or entering student marks.
3. Note the software already installed and its version, using the hardware inventory and licence records, so that duplication is avoided.
4. Record technical limits such as the operating system, available memory, free disk space and network connection of each computer.
5. Separate the needs into essential requirements and desirable extras, and rank them by priority.
6. Write the requirements in a simple document and present it to the users or department head for review.
7. Obtain written or signed confirmation from the users so that it can be used as the reference for later selection and testing.

Chapter Summary

This chapter provides a comprehensive overview of computer software, beginning with its definition, classification, and various types, while emphasizing the importance of understanding user needs before software selection. It explores the critical factors to consider when choosing software and outlines the different methods available for acquiring it. The chapter then discusses the management of local user accounts, detailing the different account types such as standard, administrator, and guest, along with the processes involved in creating and configuring these accounts. Emphasis is placed on the necessity of performing regular data backups to safeguard information. The installation process is covered extensively, including the types of installation media, software registration methods, and specific procedures for installing both general software and anti-malware programs. Finally, the chapter highlights the significance of software configuration and introduces the tools used to optimize software performance after installation.