Upper Perkiomen School District

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1 Upper Perkiomen School District Network Infrastructure Review Executive Summary Prepared by 1001 James Drive, Suite A15 Leesport, PA Date: March 10, 2015 Report Version: 1.0.2

2 Table of Contents Introduction... 1 Executive Summary... 1 Analysis and Findings... 2 Computer Room Upgrade... 2 Microsoft Enrollment for Education Solutions (EES) Program... 3 Network Switches... 3 Network Firewall, Security and VPN... 4 Server and Disk Storage Hardware Upgrade... 4 Migration from Novell to Microsoft Active Directory... 4 Network Hardware/Software Upgrade and Maintenance... 5 Implementation of Centralize Security and Management with AD... 6 Voice Network Software and Hardware Upgrade... 6 Wireless Coverage Improvement... 6 Workstation Hardware and Operating System Replacement... 7 Data Cabling... 7 Upper Perkiomen School District Network Infrastructure Review Executive Summary May 10, 2015 Page i

3 Upper Perkiomen School District Network Review Execute Summary May 10, 2015 Introduction This study was commissioned by Upper Perkiomen School District to evaluate the existing network infrastructure, the ability for the district to effectively implement and support technology to meet curriculum and administrative needs, and to provide analysis and recommendations to position the network to support the district s curriculum and administrative needs for the next five years. As requested, this executive summary briefly documents high level network findings and recommendations for discussion and budget planning purposes. A detailed findings report will follow shortly. The information used for this review was gathered via interviews with the IT staff, principals, teachers and the administration; from existing network information and inventory provided by the technology department; and by a sampling review of the network infrastructure. Executive Summary The district s network is in a state where the majority of the network hardware and software is no longer supported by the manufacturer, reaching end of life, or has not been maintained adequately over the past several years. This includes but is not limited to network switch hardware, server hardware, disk storage array, workstation hardware, server and workstation operating systems, voice services, voice network and other critical services. This situation has placed the district s network infrastructure in a state where it s not able to effectively support existing and upcoming business and curriculum requirements. A significant portion of the network infrastructure must be upgraded to supported standards and implementation practices to successfully support the district s technology needs for the next five years. This executive summary describes the major deficiencies at a high level, provides a recommended course of action for each item, and provides budget planning estimates when available. The more comprehensive findings report will be issued in the near future to provide additional details and to address additional items needing resolution. Like many school districts and business, recent economic challenges and the increased reliance of technology have encouraged Upper Perkiomen School District to examine its current network infrastructure, applications and support structure to better position the district to effectively meet its technology needs for the next five years. This final analysis will provide an overview of Upper Perkiomen s current network infrastructure, applications and support structure, as well as recommendations to improve each of these areas. Upper Perkiomen School District Network Infrastructure Review Executive Summary May 10, 2015 Page 1

4 Analysis and Findings The remainder of this review describes the more urgent findings that need to be addressed. Budget planning estimates to address the items are noted as available. Computer Room Upgrade The district will continue to need a computer room for the foreseeable future to support its network infrastructure, applications and operations. The existing computer room is located at the High School and needs to be upgraded to bring it to current standards, to support the implementation of network equipment and improve general network operations. Doing so will allow the district to continue to consolidate data and network support hardware into a central location. This in turn will have the desired effect of enhancing network reliability, improve access to data, and reduce network support and maintenance overheads. The existing computer room has multiple significant deficiencies that the upgrade will address: 1. Additional floor space is needed for the computer room to provide space for new equipment racks and to provide a more efficient working environment. 2. Additional equipment rack enclosures are needed to support the consolidation of existing network equipment and to implement new equipment needed to upgrade aging hardware. The existing racks are at 100% capacity and are not sized to current industry standards for network equipment racking specifications. 3. Install cabling ladder racks to provide structure cable management for data and power cables. This will address problems with existing cable management in the room 4. Provide power to the back room racks from the main UPS for the computer room. The back room racks are supported by smaller independent UPS units rather than the main computer room UPS. 5. Confirm that the existing UPS unit is able to fully service the room with clean 208V 3 phase power. This will provide improved power management and diversity for the equipment racks. It will also provide the option to use 220V service to equipment, which more computer room implementations are using to reduce power requirements and increase equipment efficiency. The existing UPS is current at 33% capacity and should has adequate capacity to support the proposed expansion. 6. Redesign the A/C to support a larger room and provide A/C redundancy. The room is currently support by the building A/C, which is not active during the winter months. It is also supported by two portable backup A/C units. 7. Install a dry fire suppression system. A dry fire suppression system will help to more effectively protect equipment and retain the integrity of equipment and the data that it houses in the event of an actual or accidental discharge. 8. Install and Emergency Power Off (EPO) system to automatically power down the computer room equipment and all related environment services during an emergency or fire. This is normally tied to the computer room fire suppression system to fully shutdown the environment during a fire event. Two preliminary options are being reviewed regarding the additional floor space requirements for the computer room. The first option, if feasible, is to redesign the existing computer room to more efficiently use floor space. This will require a temporary relocation of the existing computer room hardware, perhaps to the library work room Upper Perkiomen School District Network Infrastructure Review Executive Summary May 10, 2015 Page 2

5 next to the computer room. The second option is to relocate the computer room to another location within the High School. This will require the construction of a new room with the required environment control systems, the relocation of the computer room UPS, and the rerouting of computer room power. An engineering study, architectural review, network design and budget analysis is needed to determine the most feasible and cost effective option to pursue. If the decision is made to relocate the computer room, new rack systems are available for consideration that will potential reduce room construction costs. Capital Cost: The cost to implement a new computer room varies significantly depending on the requirements of the district. For budget planning purposes, an average estimate of $250,000 to $300,000 should be considered for construction and equipment costs, and $35,000 for design and engineering costs. Microsoft Enrollment for Education Solutions (EES) Program IU13 has partnered with Microsoft to offer to Pennsylvania schools the ability to participate in a licensing partnership that has been tailored specifically to meet the needs of the Commonwealth's school districts. These programs have been customized so that any school in Pennsylvania will be able to take advantage of the benefits of Microsoft's Enrollment for Education Solutions (EES) program without the constraints of meeting minimum purchasing requirements plus benefit from a discounted pricing structure. The program provides access to software products such as Microsoft Windows 7, Microsoft Windows 8, Microsoft Office 2010 and 2013, Microsoft Server 2008 and 2012, Exchange Server, SQL, SharePoint, Microsoft System Center Endpoint Protection (anti virus) and SCCM for device management and software distribution. It also provides low cost access to products such as Microsoft Visio and Microsoft Project. The EES program is a subscription based program with one annual payment due each year. The program licensing fee is based on a school district's annual full time equivalent (FTE) count and/or a school's annual student enrollment figure, rather than on a computer or device count total. The software itself may be installed on all district owned hardware. Recommendation: Purchase the Microsoft EES network to bring workstation and server operating systems, Microsoft Office products, , security and software distribution to current Microsoft standards. The Microsoft products will also be used to replace the existing Novel environment. Cost: Based on 446 district employees and 3,747 students, the annual subscription fee is $36, Network Switches The network infrastructure switches are composed of a mix of Cisco, HP and Meraki hardware. Based on the inventory provided for this review, many of the switches have or are about to reach end of life as noted below. The only exception are the recently purchase Meraki switches. 1. (29) Cisco switches will reach end of life and support on July 31, (1) Cisco switch reached end of life and support on May 2, (9) HP switches reached end of life and support on January 31, (2) HP switches reached end of life and support on January 1, (13) Meraki switches are in place to support wireless and will be supported until February 21, The Cisco and HP switches in place are 10/100 Mbps switches and are not able to support the Gigabit speeds for the new devices. There are also an unknown number of unmanaged switches supporting labs and small groups of workstations that will need to be upgraded to support gigabit speeds. Upper Perkiomen School District Network Infrastructure Review Executive Summary May 10, 2015 Page 3

6 Recommendation: Replace all of the main closet switches with a single Cisco platform that supports gigabit speeds and that has a common and integrated management platform. Capital Cost: $201,398 O&M Cost: TBD Only a small number of switches will require maintenance since the majority of them will be covered by life time warrantees. Implementation Cost: $20,000 $25,000 Network Firewall, Security and VPN The existing Cisco ASA 5520 platform is viable through September 30, 2018 for the district current firewall needs. The firewall access rules themselves need to be updated to bring them to current configuration practices. The most significant firewall restriction is that Cisco AnyConnect (VPN) is not implemented, preventing authorized users and vendors from being able to securely and easily access the network from outside the district. Today, external access to the district s network is not based on a user, but rather the IP network they are attached to. This prevents the ability to securely manage who is accessing the district s network from the Internet. The Cisco ASA is able to support Cisco AnyConnect, which is the most current VPN client to allow users access to the district s network from various platforms (Windows, MAC, mobile devices, etc). Recommendation: Update the firewall and VPN environment to current standards. Capital Cost: TBD need to get pricing for the VPN licenses. O&M Cost: TBD need to get pricing for the VPN licenses. Implementation Cost: $5,000 $6,000 to get the firewall itself ready and VPN access procedures documented. Server and Disk Storage Hardware Upgrade The existing server and disk storage platform is aged and does not have the adequate disk storage to support the district s business and academic needs. Currently, there isn t enough disk capacity to support existing user requirements, forcing users to store district and curriculum data on external storage devices such as USB drives. A replacement platform design and size is highly dependent on the district s curriculum direction. Recommendation: A new server and disk storage platform should be considered. The final number of servers and disk storage that will be needed requires additional research of the existing storage usage as well as formalization of the business and curriculum space needs. Costs: A high end estimated cost for the necessary server and disk storage hardware is approximately $450,000 to $575,000 depending on the amount of required storage and redundancy requirements. Storage is the most expensive item in this estimate. Migration from Novell to Microsoft Active Directory Many organizations, private enterprises and school districts have migrated from Novell to Microsoft Active Directory (AD). Reasons include that Microsoft AD is a more widely accepted platform for small and large organizations, it provides a more robust enterprise wide platform to better manage security, devices, data and applications. Also, there are a significant number of technicians and organizations readily available to support AD. Upper Perkiomen School District Network Infrastructure Review Executive Summary May 10, 2015 Page 4

7 Implementation Cost: This is a significant migration effort for the district and requires additional time to review the needs and implementation costs. This migration is also highly dependent on the enhancement of the server and disk storage platforms selected. Based on similar migrations, the cost to upgrade and/or migrated all of the above systems will be approximately $100,000 to $150,000. This includes the migration of workstations to the new environment, the definition of users, and the migration of data to the new environment. Network Hardware/Software Upgrade and Maintenance All hardware and software maintenance contracts need to be reviewed and purchases where needed. The district does have some maintenance contracts for items such as Novel and VMWare; however, maintenance contracts do not exist for the server and disk storage environment. This means that the district must self ensure hardware repairs and is not in a position to get vendor support for hardware support problems. Also, where software contracts are in place, the district has not been applying the entitled software upgrades. The lack of maintenance has placed the district s network into a compromised state that includes the inability to adequately support business and curriculum needs. It has also placed the district in a situation where lengthy and complex upgrades must now be implemented to get the network to a current level of support. The following are some of the items that are currently out of date: 1. VMWare is the platform used to support and manage all of the production virtual servers used by the district. VMWare maintenance is significantly out of date as follows: a. VMWare cluster one is built with VMWare 4.0. Support for this version ended on June 21, IT reported that maintenance has not been applied to this platform since its initial build. b. VMWare cluster is built with VMWare 5.0. Support for this version ends on August 24, 2016, so there is still time to get this platform upgraded. This cluster was built in 2012 and its being reported that maintenance has not been applied to this platform since its initial build. 2. Microsoft Server 2003, which will no longer be supported after July 14, Many of these servers were built around Standard maintenance has not been applied to these servers since their initial build. Services supported by this platform include: a. Server user to manage the HP EVA disk storage platform. b. Follett Destiny library catalog c. Server used to manage cluster one of the production VMWare virtual server environment. d. Server used to manage cluster two of the production VMWare virtual server environment. e. Food service. 3. Microsoft Server This is still a viable server platform. However, some of these servers were building as far back as March 28, 2013 and maintenance has not been applied to these servers since then. 4. Microsoft XP devices being used as servers. Microsoft support was discontinued on April 8, Services supported by this platform include: a. Edwards printer management services for the district. b. MS ATRT, ME Compass Data, ME Weathernet. It needs to be verified that these applications have been moved to new servers. 5. Novell Version 10 is in place, which was release on July It s been reported that maintenance has not been applied to the platform for the past five years. Version 11 became available on March 24, 2009 and Version 12 on October 28, Cisco IP Phone System is currently on Version 7 of the software, which is no longer supported and preventing the use of newer model handsets. As a result, the district is having to go to the second hand Upper Perkiomen School District Network Infrastructure Review Executive Summary May 10, 2015 Page 5

8 market to get handsets that are compatible with the system. The supporting vendor recommends that the system be reinstalled to get it to Version 10 of the platform. The alternative is to incrementally upgrade from V7, V8, V9 and finally V10. Recommendation: All of the above platforms need to be brought to current operating standards. The actual platforms to be implemented are highly dependent on the replacement platforms that are purchased for this effort. Also, maintenance contracts should be purchased for critical network, server and application support software. Software Cost: 1. The necessary Microsoft Server and Exchange licenses will be covered as part of the EES program described earlier. 2. VMWare software is covered as part of VMWare s software maintenance plans. It needs to be determined if the district is under a maintenance plan. 3. Novell will be replaced with Microsoft AD, at which time the Novell maintenance plans will no longer be needed. Whether or not Novell needs to be upgraded prior to then still needs to be determined since an upgrade may be needed to make Novell compatible with the Microsoft platforms being implemented. 4. Cisco Voice software is covered as part of the Cisco maintenance plan. Maintenance Costs: TBD Implementation Cost: This is covered as part of the migration from Novell to Microsoft Active Directory. Implementation of Centralize Security and Management with AD The Microsoft environment provides a robust management platform for Microsoft based devices. It also provides a robust security platform for Microsoft devices, RADIUS and LDAP. Recommendation: With the implementation of the Microsoft Server platform and the migration of all users to the platform, migrate other services such as VPN, network device access, data access, etc. to the AD platform. Cost: The necessary Microsoft server licenses will be covered as part of the EES program described earlier. Implementation Cost: Based on similar migrations, the cost to migrate to the AD security and management platform will be approximately $11,000 to $22,000. Voice Network Software and Hardware Upgrade As reference earlier, the voice network is significantly out of date and needs to be upgraded. Cost: A discussion needs to take place with the voice support vendor to get an estimated cost for this upgrade. Wireless Coverage Improvement The district recently migrated to a Meraki wireless platform across all of their buildings. There are reports that wireless coverage is spotty and at times unavailable. One of the noted problems is that many of the wireless access points are installed along the hallways. This implementation practice is outdated for high wireless usage areas for multiple reasons including but not limited the power scale back of wireless coverage due to the close proximity of wireless access points within each other, and the number of wall and other surfaces that wireless signals need to penetrate in order to reach devices in classrooms. Upper Perkiomen School District Network Infrastructure Review Executive Summary May 10, 2015 Page 6

9 Recommendation: Move wireless access points into the classroom and add units as needed to provide a minimum 50% coverage pattern (every other classroom). Additional wireless access points may need to be purchased to provide the minimum 50% coverage or to supplement high wireless access areas. Cost: This will require a walkthrough of all buildings to identify current and proposed location for wireless access points. This will then determine the number of additional wireless access points that will be needed, any additional cabling requirements and the labor to install the units. Workstation Hardware and Operating System Replacement There are a considerable number of workstations within the district that are executing Windows XP and that have only 1 GB of memory. These workstations are not eligible for Windows 7 or 8 given their slow processors and the need for a minimum of 4 GB of memory (8 GB recommended). Also, support for XP was discontinued on April 8, These workstations must be replaced. Cost for replacement option 1: Currently, the district has 1,194 of the 1,858 workstations within the district are XP based systems. There are also an additional 115 non XP workstation that are older than five years. Based on experience from other districts, replacement cost should be budgets at an average of $850 per device for a total of 1,027,650. The EES program will cover the cost of Microsoft Windows operating system and Microsoft Office products for these devices. Cost for replacement option 2: There is a workstation plan being developed by curriculum that may reduce the number of XP devices to replace as well as the cost of the device. The plan reallocates workstation distribution to potentially reduce the XP workstation replacement count down to 767 devices for a total cost of $651,950 at $850 per device. Note: There is a new HP tablet being considered as well that will potentially drop the workstation cost for Option 2 down to $403,000 at $400 per device. Additional testing of this device is needed to ensure that it will meet the district s needs for 4 5 years. Data Cabling It was reported that the majority of the buildings have both Cat5e and fiber cabling to each of the classrooms. The Cat5e cabling, if installed according to Cat5e cabling standards, will support device speeds of up to 1 Gbps, which is the common speed for network devices purchased over the past several years. The fiber to the classrooms is not needed and will most likely not be used in the foreseeable future. Marlborough Elementary is cabled using Cat5 (not Cat5e) cabling standards and will need to be fully upgraded in order to support gigabit device speeds, which includes workstations and wireless access points. The existing Cat5 cabling is rated for 100 Mbps. This cable will not support gigabit device speeds and will generate errors when the new gigabit network switches are installed. This in turn will result in poor network reliability for Marlborough Elementary. Recommendation: Upgrade the cabling for this building to a minimum of Cat5e. A Cat6 platform should be considered if plans are to retain the building for the next five years. Cost: The cost to install Cat5e and Cat6 cable is approximately $ per cable run. A required cable count for the building needs to be performed. Also, the implementation of wireless workstations and devices will reduce the number of needed cable runs. Upper Perkiomen School District Network Infrastructure Review Executive Summary May 10, 2015 Page 7

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