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UNIVERSITY OF KABIANGA

(MAIN CAMPUS)

SCHOOL OF: SCIENCE AND TECHNOLOGY

DEPARTMENT: MATHEMETICS AND COMPUTER

SCIENCE

REPORT ON INDUSTRIAL ATTACHMENT AT MOUNT KENYA UNIVERSITY

REG.NO: COM/0016/14NAME: JULIUS KIPCHUMBA KEMBOI

COURSE TITLE: INDUSTRIAL ATTACHMENT REPORTCOURSE CODE: COM 323

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DECLARATION

STUDENT DECLARATIONI JULIUS KIPCHUMBA KEMBOI declare that this report is purely the true copy of my

original experience and has not been presented before in this or any other institution for the

conferment/award of degree or diploma.

DATE: _______________________SIGNATURE:__________________________

SUPERVISOR DECLARATION

The project has been submitted to the Board of Graduate studies of the UNIVERSITY OF

KABIANGA with my approval as the supervisor

NAME: __________________________DATE:________________________

SIGNATURE: _____________________

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ABSTRACTIndustrial attachment is mainly meant to:

Enhance the student’s knowledge of industrial facilities and installations available

within any organizational setting and expose the student to different technologies in

the ICT, business and communications field.

To show professionalism in duties that one is required as per the organization set rules

and standards

To link the student acquired skills to what is done in many organizations on how and

the requirements one is needed to accomplish in the actual working environment.

To enable one to establish his area of specialization from the wide range of

professionalism one should choose in information communication technology.

To make the transition from school to the outside world of work smoothly and to

enhance student obtain contacts for job placement.

This attachment report will give an overview of the organization to which I was attached to,

it will then look at the general role of the ICT Department and therefore the focus of my

report will be my experiences and what I learnt while attached to this particular department.

The organizational structure provides an insight into how work flows and the different level

of seniority within the department. After this I will state my conclusion on the report.

My attachment was a great learning experience, though it had a number challenges which I have

highlighted. I have also highlighted my observations and made some recommendations to the

ICT department and the M.K.U Eldoret campus as a whole. I hope that these

recommendations will be taken into account and implemented.

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Dedication

I dedicate this report to my lovely father and mum, my brothers and sisters together with my friends for the

gratitude of their tireless support they accorded me morally, financially and socially throughout the entire

exercise.

.

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Acknowledgement

I first thank the almighty God for his everlasting love and kindness and for his mercies and grace

which endures forever that has been with me and us all for all this period of time. Also for the good

heals journey mercies and protection all through. More so my parents for the financial support that

has kept me throughout all this period.

Secondly, I would like to thank the Almighty God for the gift of life and for giving me the

opportunity to be attached at M.K.U and for seeing me through this whole experience.

I also want to appreciate the entire staff of M.K.U for giving me an opportunity to be attached at

the institution and the time they put in training me on how to be a confident IT professional.

I also express my sincere thanks to all members who have contributed towards my successful

learning experience in M.K.U.my deepest gratitude goes to my supervisor Mr. JACOB SOME and

MR LABAN KIBET who gave me time and also facilitated my training and experience within the

organization.

Table of Contents

DECLARATION..........................................................................................................................i

ABSTRACT................................................................................................................................ii

Dedication..................................................................................................................................iii

Acknowledgement......................................................................................................................iv

List of abbreviations...................................................................................................................vi

CHAPTER ONE..........................................................................................................................1

1.0 Background............................................................................................................................1

1.1 Location.................................................................................................................................1

1.2 Vision.....................................................................................................................................1

1.3 Mission..................................................................................................................................1

1.4 Core values............................................................................................................................1

1.5 organization structure............................................................................................................2

CHAPTER TWO.........................................................................................................................4

2.0 ATTACHMENT EXPERIENCE..........................................................................................4

2.1 Description of tasks performed..............................................................................................4

2.2 skills and competencies acquired..........................................................................................9

2.3 challenges............................................................................................................................11

2.4 Conclusions.........................................................................................................................12

2.5 Recommendation.................................................................................................................12APPENDICES...............................................................................................................................................14

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List of abbreviations

M.K.U- Mount Kenya University

UoK- University of Kabianga

E.L.S- electronic learning section

OS- operating systems

CPU- central processing unity

MIS- Management Information System

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CHAPTER ONE

1.0 Background

MKU dates back to 1996 when it was established in Thika as an institute of Technology as a

computer outreach program. It developed into a commercial college in the year 2000 offering

computer training programs. It was later recognized as a fully-fledged institution of Higher

Learning and granted a full registration approval, by then the ministry of higher Education, Science

and Technology. The commission for Higher Education validated and approved the institute in

collaboration with Jomo Kenya University of Agriculture and Technology to offer both diploma

and degrees in the year 2006. In 2008, MKU was born working under a letter of interim authority

and in January 2011; it was granted the charter as a privately funded University. MKU Eldoret

Campus was started in the year 2010 and it is one of the many branches operating in the country

and across borders of the main Campus in Thika.

1.1 Location

MKU Eldoret campus is located along the Ronald Ngala Street and is hosted by the Mount Kenya

plaza

1.2 Vision

To be a Centre of excellence in training, research and innovation in Science & Technology in

Africa

1.3 Mission

To attain world class standards in training and innovation for sustainable individual prosperity and

social development

1.4 Core values

Academic honesty, integrity and rigor

Quality, creativity and innovation

Cooperation with authors

Customer satisfaction

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1.5 organization structure

Mount Kenya University Eldoret Campus is headed by a director Dr. Bureti who runs the

institution. He is a representative of the Vice – Chancellor at the institution and plays all the roles

as directed in the Mount Kenya University administrative rules. A strict protocol is used to govern

and channel opinions in the institution. There are various schools and departments that are assigned

to different staff and aid in the day to day running of the institution.

ICT department – ensures that all computers and their related components are alright and in a

good working condition. It is also entrusted in the networking of the various offices and

centralizing of resources as well as backing up data of the various offices.

Admission and registration department – ensure that students admitted in the institution meet the

requirement of the institution. It is also entrusted in providing ID’s to new student and providing

guidelines on which channel to follow in cases of crisis during the course of study of a student.

Marketing and sales department – it is basically entrusted in bringing in more students by

marketing the institution to the community. It is entrusted with holding road shows, attending

seminars and inviting prominent speakers to come and talk about issues touching on student and

education.

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School of health sciences – ensures that all students undertaking courses related to the school are

attended to. Act on complains launched by the students and act as a link between the institution and

the administration on academic related issues.

School of education – acts on behalf of the administration and services requests from school of

education cutting across all offered certificates, diploma’s, degree’s and master’s programs.

Procurement and supplies department – ensures that the institution does not lack on basic operating

items like white board markets, printing papers, stationeries, toners and cartridge’s. It ensure that

that purchases are made in good time to avert a crisis due to the shortage that might arise.

Transport department – ensure that the institution vehicles are in good condition for travelling and

that drivers are readily available whenever need. They ensure that the vehicles are well maintained

and serviced in proper time.

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CHAPTER TWO2.0 ATTACHMENT EXPERIENCE

The host institution is M.K.U Eldoret Campus, a private institution of higher learning. This is an

academic/ industrial experience in which I was attached to a potential employer of graduates

specializing Information Technology, computer science, business or information systems for a

minimum of 8 weeks. I was assigned a university supervisor and industrial supervisor upon

commencement of the attachment. At the end of each day of work I wrote a summary of the work

done and submit the report weekly to the industrial supervisor for approval.

Objectives of the attachment

In my industrial attachment, I was expected to apply the knowledge I gained in my vigorous training

in the field of computer science. I was expected to gain tangible work experience in:

System Maintenance

Networking and network administration

System administration

Linux Scripting

MySQL

Software installation

System upgrading etc.

2.1 Description of tasks performed

a) Computer Maintenance

This was done mainly by scanning for viruses, blowing to remove dust, oiling moving parts of

printers and photocopiers and printer, updating software and cleaning computer cabinets. Also

this exercise extended to replacing of cables for drives and hard disks connecting them to the

UPS to prevent against power failure damages.

b) Software Updating and Upgrading

The software that were upgraded were mainly; Microsoft Windows, Microsoft Office and

antivirus software. MKU has acquired licenses for their software from various companies e.g.

Microsoft. Upgrade from the use of windows XP to windows 7 has been achieved and

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implemented fully. The success of this update and upgrade was achieved through the support from

the IT department.

c) Computer Blowing

Computer blowing is done to remove dust that settles on the computer cabinet. From studies

carried was, dust has been proven to have harmful to the computer and may reduce the cooling

rates of the fan that cools the CPU.

d) Troubleshooting Local Area Network (Cabled and Wireless)

Based on user’s reports I did troubleshooting of LAN and wireless networks with an aim of

discovering the exact problem so as to make to make repair easier and faster. The LAN network

mainly had the issues of breakage in switches, routers, hubs, UPS, which help link users to the

internet. In other instances we had to crimp UTP (untwisted pair cable) and terminated those that

were broken and for other cases configuring routers to be used as wireless access points. Also

configuring of shared resources like printers in different network.

e) Installation of Operating Systems and Other Programs

Based on the users’ requests and problem diagnosis made by the IT specialists, installations of

various programs were made mainly after Virus infection or for new computers that do not have

all required programs. The common software installed and updated include; antivirus software,

Mozilla Firefox, Adobe Reader, Microsoft Office 2007, 2010 and 2013, VLC media player,

Quick- books, open MRS, apache Tomcat 6 and MySQL. Commercial software used are

Microsoft operating (windows XP and windows 7), Xen Server, Microsoft servers, and open source

software such as Mozilla Firefox, Ubuntu (Linux), MySQL, Apache tomcat and Java Development

kit. All these programs helped user achieve and carry out their daily tasks.

f) Installation of Anti-Virus Software

All computers in MKU have anti-viruses installed. Doing an update of antivirus software helped

in the protection of computers against harmful viruses that spread to machines through the

institution’s network. The main antivirus that were used are; Kaspersky and Avast, these have been

adopted since they are public, free and user support for free.

g) Cleaning and removing viruses

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In cases where the computers were infected with viruses but the virus has not done harm on the

system files, they can only be cleaned through the use of an up to date antivirus software or

manually by using a boot Compact Disk. Examples of boot CD’s available are Ubuntu Desktop,

Hirens boot CD and live operating system disk. Viruses that were mainly cleaned using bootable

disk are recycler, crss.exe, assignments.exe, porn.exe, sexy.exe, software keys. Most users were

advised to avoid using foreign removable disks and also scan them if they have to use it. I did

this successfully on several occasions and also recovered some infected information with the boots

CD’s Like Ubuntu.

h) Formatting and Partitioning Hard Disks

Computers that experienced slow and low performance and much memory usage even when no

programs are running and were much infected by viruses and the antivirus can’t detect them,

formatting was done. Before this was done, data backup would be done externally if the hard

disk did not have partitions in it. This was important as it clears the viruses from the machine. In

cases where hard disks are not partitioned into more than one partitions this was done during the

formatting process using the OS.

i) Checking and Connecting UPS

Though M.K.U has a standby generator, they have taken an extra step and bought UPS for all

computers and server both for M.K.U and its sites. At times these UPS’s fail to run for required

time or turn off when power goes off. This checking involves checking the batteries and

reports for purchasing new ones are written in the event that they are worn out beyond repair.

j) Replacement of Hardware like Network Cables, UPS’s and RAM

Computer hardware and accessories are prone to damage due to a number of factors, like wear

and tear or power failure and surges. In some cases power cables blown fuses, replace hard disks,

upgrade hard disks, crimp RJ45 clips to UTP cables and replace UPS batteries, hard disks and

random access (RAM) memories. I did the replacement by testing the cables that they worked

properly and were crimped properly according to the set standards.

k) Network Configurations and IP Addressing

Computers link to other computers through the internet and Local Area Network within the

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organization. In order for this communication to occur configurations have to done and each

computer assigned a unique IP (Internet Protocol) address based on classes. Because of the many

systems used within the organization e.g. the AMRS and the RT ticketing system computers are

assigned IP addresses and subnet masks based on the use. For the sake of browsing and linking to

the World Wide Web (WWW) users are assigned different IP addresses and subnet masks.

There are various instances where users report IP conflicts and needed their machines to be

allocated a new IP address. In the event that downtime, users have to seek solution using other

means for example using Modems, almost each department have one. In such cases some users

needed help on, which we offered, on how they can connect and use these devices.

l) Checking Specifications of Newly Purchased Computers, Laptops, Printers and UPS’s

Newly purchased computers have to be checked against the local Purchase Order. This is meant to

ensure that the supplier supplies the right computer with the specifications in terms of;

processing speed (Gigahertz- GHZ), Random Access memory (RAM) (Gigabyte or megabytes),

hard disk capacity (Gigabytes), computer model and manufacturer. After checking and approval

they are forwarded to the users.

m) Setting Up New Computers in Various Offices

All newly purchased computers have to be set up in the users offices. This involves connecting

them to the power source and connecting all input and output devices, network cables and

printers. In some instances I had to install additional programs depending on users needs as afore

mentioned.

n) Server Maintenance and Monitoring

Server acts as application providers and data storage. Servers within M.K.U have been placed

within a security tight room. They are monitored to ensure that they serve their purpose.

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o) Database Administration and Maintenance

Due to large amounts of data that is handled in day to day activities and operations, IT department

has a database administrator that manages the Mysql database. The use of MySQL database was

based on the fact that it is an open source document. The database administrator ensures and

monitors the database usage and creates accounts and assigns user privileges.

p) Programming and Developing Modules

M.K.U mainly uses open source documents and locally developed programs and applications that

meet their users’ needs. In order to achieve this it has a team of Developers and programmers

under the application development to do this task. The organization has a well- established

team of six programmers who can programs on the following; Php, Java, mobile applications

and servers. During my second month I was introduced to the development applications for all

the languages and also given tasks to work on the AMRS modules. Through the use of open MRS

they have created additional modules that are run with the AMRS.

q) Software Implementation

Programs that have been developed by the above team have to be put to action and tested for

faults and errors. Further this is done to ensure that they can support the needs of the users

Developed for. All the developed modules are put on the test server and managed by the

implementation team while having test data on them.

r) Data Backup

As an organization that has fully automated its services, MKU data and information is crucial for

day to day business and support for its clients. Due to its vast amount of data from the MKU and

its sites data back-up is a critical and important. I on various occasions attended this exercise

carried out on weekly basis, which is on Friday, and on the same day carried for offsite

storage.

The main database that is used by MKU is MySQL, which is an open source database

management software and application. This data base is managed by the database administrator.

The exercise of data backup policy has been created and documented and has assigned IT

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infrastructure and support team with the mandate to carry it out the back regularly.

s) Users training

In any organization, full utilization and use of IT equipment and facilities with less assistance is

achieved through active training of users. User training was done majorly on individual basis or

on a group basis. Individual basis training was done majorly on users in the event that they

achieve a problem and call for assistance from our department. Group training involves carrying

out training to a large number of users.

MKU has a set of policies and best practices on the use of internet and ICT equipment and

especially the internet. This set of policies and guidelines has been circulated to all departments

and pinned on the notice boards.

t) Email settings

Email settings are still problem in many people, I had to set up email for some individuals like Dr.

Muhoro for postgraduate office, office of deputy director of academics. The settings was to include

salutations appended at the end of mail, email malfunctioning and attachments of files.

2.2 skills and competencies acquired

a) Profile skillsFor the whole period of attachment I applied skills that I had and also I thank the industrial based

supervisor for the training and that he availed the resources that I required in all this period. With

the great help of the colleagues that I was attached with the in the same institution I also gained a

lot of skills and competencies. Though all the difficulties I faced and challenges we worked as a

team and now I can comfortably do thing of my own.

Basically I acquired skill of assembling all computer components like the peripheral devices

and connecting printers and other required hardware to the computers. It was a skill that I

initially thought I knew it well not until when I was given all the components separate.

First I gained skills in opening and dismantling of computer hardware and re assembling

parts of the computer after repair. I can also troubleshoot a computer with hardware

problems and this was facilitated by my colleagues who had taking a course earlier in this

field.

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I also gained skills in networking. Terminating of network cables is now not a problem

since I was occasionally involved in these activities. Crimping of terminated network cables

using registered jack-45 (RJ-45) also is a skill i acquired during this period. I had basic

knowledge in network cables like straight-through cables of which mainly was used in

networking in the organization.

Testing of network cables that have been crimped to check whether the cables have been

crimped well and can make a communication.

Installation of operating system and other necessary applications to a computer. Creating of

user accounts and other basic settings of computers

Relation with other members of staff with different ranks in the organization and

management.

b) Activities in which the student applied skills for the benefit of the organization

Working as a team. I was in the same attachment with other students from other universities and I

we had to work together so as to benefit from one another’s stay during the period. This helped me

work with different people from different classes and be able to understand and how to associate

with people.

Leadership. During the attachment I was required to lead as an example with minimal supervision

like in doing the right things. At times I was required to perform some duties of our supervisor

when he was out for other official functions. This enabled me to gain leadership skills and how to

deal with the clients and to relate with them professionally.

Communication skills to deal with clients. This helped a lot especially where a client needed

immediate service from the ICT department but the person who has been given the rights by the

University to do so is either absent or not in the office. I had to explain to the client at the same

time trying to not provoke the client.

Organization. It was a daily activity to take into account of what to be done or what has been done

in a particular day. Issues to be solved on a particular day were brought on the table, discussed,

shared out and solved. At the end of the day, everyone had to show for what he had done for that

day.

Perseverance and motivation. During the attachment, things were not expected to be as usual,

once reported that there were computers in the e-learning section were missing and in turn were

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accused to be the ones who stole them. We held a meeting and we were informed of the measures

to be taken. We had to pay for the same

Ability to work under pressure. During the attachment, the people to be served were so many yet

they all needed to be attended. This sometimes brought about panic and confusion but at the end of

it all, timely service delivery and efficiency is what matter. Speed and meeting deadlines were

highly recognized and appreciated by the person in charge. This made one to be entrusted with a

bigger task in the next assignment. With my colleagues we had to adjust and even miss some lunch

breaks so as to attend the duties and the assignments given.

c) Strategy for utilization of contacts established during attachment

Due to discipline and working under little supervision I realized that I achieved a good relation

with many people and the supervisor.

Having obtained and established good relation and contacts with staff and management of M.K.U

Eldoret Campus, I’d like in future to link and assist students get internship at the same institution

because I believe and know that I have already built in a good relation with UoK and my place of

attachment.

I will also use the contacts to get a job and also inform friends about a vacancy that might be

alerted to me once it is available.

2.3 challenges

Large number of users to be supported and limited number of IT staff strains them a lot and

makes them not attend to all users in a timely manner.

Licensing of software is still a challenge in Kenya, thus more expensive and high costs of

hardware makes the delivery of all hardware needs to the users limited and untimely.

Rapid advancements and changes in technology computers tasks the organization more in terms of

resources to keep abreast and phase out obsolete computers. Most of the current Information

systems require high capacity of both processing and outputs.

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Slow internet connectivity and support from the ISP has limited the use of online resources in the

need to satisfy the users and the whole organization.

Frequent power outages and blackouts have proved to be destructive for computers that are not

connected to the UPS. This adds up the cost of replacing them.

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2.4 Conclusions

The industrial attachment seek to offer students a practical translation of the theory they have

been taught. It has also got individual benefit of liaising the university to the industries, hence

brightening the employment chances of the students in the University. Through this attachment, I

have generated a good interpersonal relationship through my interaction with my supervisor,

staff and institution administration. This has assisted me to interact confidently with people

irrespective of the position.

So far I have been able to clearly establish my market position as an individual, identify my

strengths and weaknesses and the possible ventures that I can have in my bid to complete and

advance my professional work and build my career.

2.5 Recommendation

This university should introduce a system where all workers are checked electronically such that,

the time for checking in is done by an individual worker so that it will be about to weed out lazy

and unproductive workers. This will also help in the management of the payroll system which

will depend of the data obtained from the system.

The information communication technology department should suggest to the institution to

employ new worker to assist in the department so as to reduce the work load and make the

service delivery worthwhile. It will also help in curbing the issue of vandalism of the computer

parts which get stolen by the students. It will also improve on issues of station management

because as it is right now, when the leading officer is not in the office, the internal calls which

are directed in his office in his absence are not attended.

There is need for the institution to have a backup program for the internet based program.

Considering that the service provider decides to withdrawal the internet services, the institution

will be subject to difficulties in operation. There should be a manual back up plan which can be

used once the online system fails. This will help in continued service delivery which will later be

automatically updated to the server once the online system resumes.

The institution may also explore of having a single entry point into the premise and a single exit

point. This will help to bring about order and in case of an emergency or danger, it will be easier

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to clear off the building in the shortest time possible

There is also need for in improving security for the computer central processing unit by locking

them in a safe cabinet. This will reduce the loss of computer parts since the theft will stop since

the students wrong intentions will not be able to access the system unit to remove computer parts

like the RAM’s and hardisks.

As to my views, when the above is implemented, the institution will have moved a step further

in achieving their objectives and attaining their mission.

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APPENDICES

DAY MORNING GOOD AFTERNOONMONDAY

TUESDAY

WEDNESDAY

THUSDAY

FRIDAY