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Servicing Your Computer System
II
COMPUTERS
Servicing Your COlTlputer System by Renato Cataldo, Jr., PharmD
Q: What can we do to ensure that our computers do not break down? Who can we rely on for service? A: When you purchase a computer system, the manufacturer usually includes some hardware support for a limited period of time. At the end of the first year, you may have an option to start a yearly maintenance agreement with the company you purchased your system from or with another vendor. If your hardware and software were purchased from the same pharmacy system vendor, the support agreements may be bundled together. Your computer has both mechanical and electronic components. The mechanical components (e.g., keyboard and disk drives) are easily fixed or replaced at a minimal cost. The electronic components (e.g., central processor, random access memory, video display) usually are the expensive parts of the computer, and they provide years of uninterrupted service. However, if the electronic components are damaged, replacement is usually the only option. Before you consider any AMERICAN PHARMACY
support agreement, determine how the computer will be used, the projected "life" of the system, and what preventive maintenance will be necessary. The first thing to consider in deciding on hardware support service is how long you can afford to have the system nonoperational. If you have several terminals in the pharmacy and one becomes dysfunctional, it may not be a problem for a few days. If your main pharmacy computer stops functioning, the situation becomes serious. Decide which computers are the most critical and what support response is required. You may have only one or two computers that require same-day repair.
The Support Agreement For computers that do not require same-day repair, you can decide between one of two basic service plans. Some vendors will repair your computer for a reasonable price if you bring it to their shop. You can also elect to have the repair personnel come to your office for repair, but
that usually costs a lot more. Before you sign up for a service contract, shop around for a good price. Based on my experience with computers, I use a conservative formula for estimating repair expenses: costs
=
Regardless of the maintenance policy you select, you should reevaluate the service contract every year. New technologies and service options may develop to cut down your costs.
(unit cost)
x (10% parts/ labor) x (number of service years)
A service year is defined as 2000 hours of operation. Beyond the first year of operation, the age of the computer becomes an important consideration. The older the unit, the higher the probability of malfunction. In my experience, the keyboard, hard disk, or video display probably will require maintenance within three years after the original manufacturer's warranty expires. Also, you need to budget for the average cost of parts and service. Labor costs vary depending on the geographical area, and you may wish to add more weight to this factor. The alternative to having a service contract is for someone in your pharmacy to monitor the basic maintenance. At the St. Louis College of Pharmacy, we do not use service contractors. We budget for maintenance based on the formula above. If the allocated dollars are not spent, the account is transferred to the following year. In this way, the institution insures the equipment and decreases the yearly budgeting requirements.
Preventive Maintenance Preventive maintenance is the best policy with computer technology. The primary cause of damage to computers is variation in the electrical power supplied to the system. To minimize damage from any change in electrical power, you need a power surge and line protection system. A variety of systems are available and quality varies widely. Many companies specialize in power protection devices. If some are in your area, have them give you an estimate based on their evaluation of your computer system. The second most common (and preventable) cause of computer malfunction is dust. Dust primarily affects the disk drive's ability to read or write correctly and blocks the vents used to cool the computer. Clean
DoYob Hnvq a Ques.. .don About Computers? ;please send your questious tb Am€jrican Pba,.,#: macylCotr1puter~? 2215 GQosfitution .A?e., NW; WashiugtC)11, iDC.~0037;
April 1992/304 Vol. NS32, No.4
behind the computer and occasionally take off the case and blow the dust out. If the temperature in your computer rises, it also may cause electronic problems. One way to prevent telnperature problems is to make sure the vents have access to circulating air.
Even with good computer support servicing, you should still have an emergency plan. Backing up your computer to disk or tape is the best protection against system failure. It may be inconvenient at times, but if your system's hard drive crashes, you will
cling to those backups. Make sure you know how to restore the backup to another computer so that you can keep your pharmacy in operation. This is relatively easy on microcomputer systems. With minicomputers and other specialized hardware, you
may not have additional units for restoring the backup. Renato Cataldo, Jr., is director of microcomputer applications and assistant professor of pharmacy administration, St. Louis College ofPharmacy, St. Louis, Mo.
AFew Good Reasons Why Association Members Should Be Associated With GEICO. APhA members may save 10-15 % or more on car insurance. Members with good driving records may qualify for quality, low-cost auto insurance through the GEICO Preferred Program. APhA members receive GEICO's round-the-clock service. For quotes, claims and service, just pick up the phone and dial our toll-free number 24 hours a day, 7 days a week, 365 days a year. APhA members benefit from service based on 50 + years of experience. Since 1936, GEICO has provided good drivers with the service and savings they deserve. Today, over 2 million good drivers like you are insured withGEICO.
APhA members get their choice of coverage and payment plans. If you qualify, you'll get coverage tailored to your personal needs and a choice of convenient payment plans to fit your budget. All it takes is a toll-free phone call. Call 1-800-368-2734 and ask for your free, no-obligation rate quote. Be sure to mention your membership and you'll receive priority processing. You'll discover why so many APhA members are associated with GEICO.
Call 1-800-368-2734 toll-free
GEICO Count on us 24 hours a day.
Should you not meet ell of the underwriting requirements of Government Employees Insurance Company or GEICO General Insurance Company, you may still qualify for the same quality insurance and service from anotherGEICO affiliate at somewhat higher rates. GEICO auto insurance is not available in MA or NJ. In PA. this program is offered through a GEICO affiliate, GEICO Indemnity Company. These shareholder-owned companies are not affiliated with the U.S. Government. GEl CO's pricing for this program is not based on group experience in most states. Home Office: Washington, D.C. 20076.
Vol. NS32, No.4 April1992/305
AMERICAN PHARMACY
COMPUTERS
Servicing Your COlTlputer System by Renato Cataldo, Jr., PharmD
Q: What can we do to ensure that our computers do not break down? Who can we rely on for service? A: When you purchase a computer system, the manufacturer usually includes some hardware support for a limited period of time. At the end of the first year, you may have an option to start a yearly maintenance agreement with the company you purchased your system from or with another vendor. If your hardware and software were purchased from the same pharmacy system vendor, the support agreements may be bundled together. Your computer has both mechanical and electronic components. The mechanical components (e.g., keyboard and disk drives) are easily fixed or replaced at a minimal cost. The electronic components (e.g., central processor, random access memory, video display) usually are the expensive parts of the computer, and they provide years of uninterrupted service. However, if the electronic components are damaged, replacement is usually the only option. Before you consider any AMERICAN PHARMACY
support agreement, determine how the computer will be used, the projected "life" of the system, and what preventive maintenance will be necessary. The first thing to consider in deciding on hardware support service is how long you can afford to have the system nonoperational. If you have several terminals in the pharmacy and one becomes dysfunctional, it may not be a problem for a few days. If your main pharmacy computer stops functioning, the situation becomes serious. Decide which computers are the most critical and what support response is required. You may have only one or two computers that require same-day repair.
The Support Agreement For computers that do not require same-day repair, you can decide between one of two basic service plans. Some vendors will repair your computer for a reasonable price if you bring it to their shop. You can also elect to have the repair personnel come to your office for repair, but
that usually costs a lot more. Before you sign up for a service contract, shop around for a good price. Based on my experience with computers, I use a conservative formula for estimating repair expenses: costs
=
Regardless of the maintenance policy you select, you should reevaluate the service contract every year. New technologies and service options may develop to cut down your costs.
(unit cost)
x (10% parts/ labor) x (number of service years)
A service year is defined as 2000 hours of operation. Beyond the first year of operation, the age of the computer becomes an important consideration. The older the unit, the higher the probability of malfunction. In my experience, the keyboard, hard disk, or video display probably will require maintenance within three years after the original manufacturer's warranty expires. Also, you need to budget for the average cost of parts and service. Labor costs vary depending on the geographical area, and you may wish to add more weight to this factor. The alternative to having a service contract is for someone in your pharmacy to monitor the basic maintenance. At the St. Louis College of Pharmacy, we do not use service contractors. We budget for maintenance based on the formula above. If the allocated dollars are not spent, the account is transferred to the following year. In this way, the institution insures the equipment and decreases the yearly budgeting requirements.
Preventive Maintenance Preventive maintenance is the best policy with computer technology. The primary cause of damage to computers is variation in the electrical power supplied to the system. To minimize damage from any change in electrical power, you need a power surge and line protection system. A variety of systems are available and quality varies widely. Many companies specialize in power protection devices. If some are in your area, have them give you an estimate based on their evaluation of your computer system. The second most common (and preventable) cause of computer malfunction is dust. Dust primarily affects the disk drive's ability to read or write correctly and blocks the vents used to cool the computer. Clean
DoYob Hnvq a Ques.. .don About Computers? ;please send your questious tb Am€jrican Pba,.,#: macylCotr1puter~? 2215 GQosfitution .A?e., NW; WashiugtC)11, iDC.~0037;
April 1992/304 Vol. NS32, No.4
behind the computer and occasionally take off the case and blow the dust out. If the temperature in your computer rises, it also may cause electronic problems. One way to prevent telnperature problems is to make sure the vents have access to circulating air.
Even with good computer support servicing, you should still have an emergency plan. Backing up your computer to disk or tape is the best protection against system failure. It may be inconvenient at times, but if your system's hard drive crashes, you will
cling to those backups. Make sure you know how to restore the backup to another computer so that you can keep your pharmacy in operation. This is relatively easy on microcomputer systems. With minicomputers and other specialized hardware, you
may not have additional units for restoring the backup. Renato Cataldo, Jr., is director of microcomputer applications and assistant professor of pharmacy administration, St. Louis College ofPharmacy, St. Louis, Mo.
AFew Good Reasons Why Association Members Should Be Associated With GEICO. APhA members may save 10-15 % or more on car insurance. Members with good driving records may qualify for quality, low-cost auto insurance through the GEICO Preferred Program. APhA members receive GEICO's round-the-clock service. For quotes, claims and service, just pick up the phone and dial our toll-free number 24 hours a day, 7 days a week, 365 days a year. APhA members benefit from service based on 50 + years of experience. Since 1936, GEICO has provided good drivers with the service and savings they deserve. Today, over 2 million good drivers like you are insured withGEICO.
APhA members get their choice of coverage and payment plans. If you qualify, you'll get coverage tailored to your personal needs and a choice of convenient payment plans to fit your budget. All it takes is a toll-free phone call. Call 1-800-368-2734 and ask for your free, no-obligation rate quote. Be sure to mention your membership and you'll receive priority processing. You'll discover why so many APhA members are associated with GEICO.
Call 1-800-368-2734 toll-free
GEICO Count on us 24 hours a day.
Should you not meet ell of the underwriting requirements of Government Employees Insurance Company or GEICO General Insurance Company, you may still qualify for the same quality insurance and service from anotherGEICO affiliate at somewhat higher rates. GEICO auto insurance is not available in MA or NJ. In PA. this program is offered through a GEICO affiliate, GEICO Indemnity Company. These shareholder-owned companies are not affiliated with the U.S. Government. GEl CO's pricing for this program is not based on group experience in most states. Home Office: Washington, D.C. 20076.
Vol. NS32, No.4 April1992/305
AMERICAN PHARMACY