MASSCAP

Massachusetts Association for Community Action

Minimum Computer Skills Standards for All CAA Employees

The following skills represent standards that all staff at Massachusetts CAAs, with the encouragement and assistance of their agencies, should strive to attain or exceed. Adopted, May 2000.

Basic Computer Knowledge and Terminology

• Employees should know the basics regarding a computer, including:
• the difference between hardware and software;
• how to turn the system on and off safely;
• how to insert and retrieve diskettes and CDs;
• how to use the keyboard and the mouse (to point and click as well as to highlight text and drag objects);
• how to turn the printer on and off, connect it to the computer, and add paper.

• Employees also should know what basic elements of computer systems are called, what they do, and their general functions. (For example: "memory" (RAM); "hard disk;" "display;" "operating system;" "software application program;" "Windows desktop;" "mouse;" "network;" "Internet.")

Microsoft Windows 95/98 Operating System

• Start button and menu. Employees should know the functions of this key menu.
• File management and protection using Windows Explorer. Employees should have a basic understanding of the structure of the computer's hard disk, including files and folders. They should know how to:
• save files;
• open files;
• move files;
• copy files;
• delete files;
• comply with their agency's standard practices for file backup.

• The basics of the Windows Graphical User Interface.
• Employees should have a basic familiarity with the use of the standard pull-down menus accessed from the bar at the top of the screen, particularly the ones most commonly used in all programs that run under Windows: File, Edit, and View.
• They should know which functions typically are found in these menus, such as: "New," "Open," "Save," "Save as," and "Print" in the File menu; "Copy," "Paste," etc. in the Edit menu.
• They should know where to locate Help information in Windows applications.
• Employees also should be familiar with the functions of the buttons that minimize, maximize, and close the "windows" they have opened.
• They should know how to run multiple applications simultaneously.
• They should know how to copy, cut, and paste text from one application to another.
• They should be aware that options for customizing the screen in Windows and applications that they regularly use exist, and how to access them.

Basic System Troubleshooting

• Employees should be able to take the first steps in troubleshooting a system problem, including checking cable and cord connections, and writing down any error messages they see on the screen before asking for help.
• Employees should be aware of the importance and role of Windows Control Panel.
• Employees should know how to access Control Panel and be able to follow simple instructions given to them by a tech support staff over the telephone to diagnose a problem such as opening Control Panel's dialogue boxes and reporting settings.
• Employees should understand why they should use agency-approved software.
• Employees should have a very basic understanding of what viruses are.
• Employees should know what an "illegal operation" message in Windows suggests.

Word Processing Skills

• Employees should have sufficient knowledge of word processing software, either Microsoft Word, Microsoft Works, Corel WordPerfect, or Windows WordPad, to type a simple memo, name the file, save it to disk, relocate the file, re-open it, and print it. Basic word processing skills also should include the following formatting and editing functions:
• adjusting page margins;
• when to use automatic word-wrap and when to use the "enter" key;
• using the backspace and delete keys;
• inserting and removing page breaks;
• highlighting blocks of text;
• changing type size and style;
• copying, cutting, and pasting blocks of text within a document;
• spell-checking a document;
• how to find and use the application's "help" and tutorial features.

Basic Understanding and Use of Spreadsheets

• Employees should have a basic understanding of what a spreadsheet is, how it differs from a database, and what it is used for.
• Employees should be able to open a spreadsheet, enter data, save and close the spreadsheet.
• Employees should know how to create a simple spreadsheet.

Basic Understanding of Databases and Data Entry Skills

• Employees should have a basic of understanding of what a database is, how it differs from a spreadsheet, what it does (such as sort, print reports, etc.) and why it is used.
• Employees should know how to open an existing database, enter data, print a report, save the file, and close it.
• Employees should know how to create a simple database.

Communications Skills Using E-mail

• Employees should know how to use an e-mail program. They should be able to:
• open an e-mail program;
• write, edit, and spell-check an e-mail message;
• address and send the message;
• find, open, read, save, print and delete any e-mail messages they receive.
• attach a file to an e-mail message and send it.

Using the Internet and the World Wide Web

• Employees should know what the World Wide Web is.
• Employees should know how to use an Internet browser. They should be able to:
• locate a Web site by typing in a domain name or using a popular search engine (and also understanding that search engines have limitations);
• navigate Web sites they reach by following hyperlinks;
• use the "search" or "find" function in the browser to locate key words on a Web page;
• save text from a Web site to their computer;
• print the contents of a Web page;
• copy and paste text from the Web page for placement in another application file;
• "bookmark" Web pages they visit for future viewing;
• recognize .pdf files that they find on the Web as files which they must view using Adobe Acrobat Reader software.