Network Assessment Report

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1 Widgets, Inc. Network Assessment Report Prepared by: Tech Name, Senior Enterprise Engineer Date: February 10, 2012 The Network Support Company 7 Kenosia Avenue, Suite 2B Danbury, CT (203)

2 Table of Contents Executive Summary... 3 Vision and Mission... 3 IT Summary... 3 Assessment Goal... 3 Assessment Summary... 4 Assessment Detail... 5 Physical Environment... 5 Network Infrastructure... 7 Servers Workstations Collaboration Tools IT Processes & Procedures IT Remediation Timeline Hardware & Software Inventory Reports Executive Summary Report Hardware Report Microsoft License Detail Report Machine Patch Summary Report Detail Report P a g e

3 Executive Summary Vision and Mission Widgets, Inc. has over 50 years in providing machining and assembly solutions for function critical, highly engineered parts, and assemblies. Widgets, Inc. aims to help their customers succeed by understanding their needs and by providing innovative and cost effective solutions. IT Summary The Information Technology (IT) environment which supports this business goal all exists in a single building and consists of two main Windows servers and a Windows workstation which acts as a server for a homegrown DNC network for machine control. The Windows servers run various business supporting applications, central of which being the ManuFACT application but there are dozens of other important software applications in use for specific functions such as for accounting, design, and tracking. The server and application environment is supported by four business class network switches, an Internet firewall, and various other hardware components such as network attached storage for backups. The bulk of the network infrastructure was acquired by Widgets, Inc. from the previous companies which make up their corporate history. Only various PC s, printers, servers, and a switch have been upgraded in the last seven years. The cabling infrastructure, most network switches, and the DNC network have not been essentially modified in at least 7 years. Assessment Goal Widgets, Inc. is currently auditing its IT environment to ensure that it does and can continue to optimally support its business goals. Widgets, Inc. IT goals include: Availability IT systems are available for use at all times when required, in a timely manner that meets the needs of the users. Security IT systems are accessible only by authorized users because of business need. Capability IT systems provide users with tools to efficiently and effectively do their jobs with flexibility to adapt to changing needs. Competitiveness IT systems provide competitive advantage, or at least minimally provide competitive parity as it is not an option to be noncompetitive. The Network Support Company (TNSC) has increasingly found that customers are auditing their IT infrastructure and practices. Customers can suffer loss due to critical service delivery disruptions and security breaches. Unfortunately, IT is often the source of these disruptions. An up-to-date IT infrastructure, properly and proactively maintained following industry best practices, can help Widgets, Inc. to provide better product and service delivery and thus better compete. 3 P a g e

4 Assessment Summary The Network Support Company (TNSC) therefore offers this Network Assessment in order to provide suggestions on how the IT environment could be enhanced to better support these business goals. In general TNSC s Network Assessment found that the current IT infrastructure, support model, processes, and procedures are basically supportive of the current business needs. Yet much of the infrastructure is aging to the point where it is becoming increasingly hard to support, the support model is reactive, and most IT processes and procedures are undocumented. As with any IT infrastructure, there is always room for improvement. Areas for suggested improvement for Widgets, Inc. include: Physical Environment - especially environment controls and physical security. Network Infrastructure - especially Internet security, network management and cabling. Servers - especially disk space, data protection, server management, and supportability. Workstations - especially workstation management, application compatibility, and supportability. o (This section also includes recommendations regarding the DNC system.) Collaboration Tools - especially and sharing data with customers. IT Processes & Procedures - especially documenting the current systems & network, and support/operation procedures. The following pages focus on each of these areas listed above and provide detail about specific improvement needs identified. Rough estimates for the capital, operating, and labor effort required for major remediations of the identified issues is provided in each section but are highly dependent upon the depth & scope of the remediation that Widgets, Inc. would desire to undertake. To assist with planning and budget allocation, major remediation projects are broken out into a multi-year IT Remediation plan. In addition to identifying these recommended improvements to the IT infrastructure, TNSC is also able to help remediate many of the issues. However, Widgets, Inc. has the option of using any qualified IT provider to assist with their IT environment. The Network Support Company thanks Widgets, Inc. for allowing us to perform this Network Assessment. We trust that it will be valuable to you as you decide how to ensure that IT supports your business goals. 4 P a g e

5 Assessment Detail The following pages break out each layer of the IT systems and define the identified needs, solutions, and estimated remediation cost & effort. Physical Environment Overview: The Physical Environment portion of the Network Assessment gauges how well the physical environment is suited for the optimal running of IT equipment. Several facets are reviewed including heating/cooling, humidity, power supply, physical space, fire suppression, and physical security. Identified Needs: The current locations for shared IT equipment such as the servers, backup equipment, network switches, firewall, and router are not well suited for their optimum operation. The following are suggestions for improving the physical environment so that the IT systems can be more available and secure. - Environment Alarming There is no monitoring and alarming if the ambient temperature or humidity exceeds acceptable thresholds. Alarming to administrators is important so that extreme temperature or humidity variations can be addressed in a timely fashion in order to best protect the investment in IT equipment which could otherwise be damaged. o It is recommended that temperature and humidity alarms be implemented via an APC Network Management card with Environmental Monitoring to be installed in the existing APC Smart-UPS uninterruptible power supply (UPS). - Automatic Server Shutdown During an extended power outage, the UPS batteries will become exhausted and eventually stop providing power to the Windows servers causing an abrupt shutdown of the servers. This sudden disruption of electrical supply to servers may cause information to be lost or corrupted. o It is recommended that APC PowerChute Network Shutdown software be installed on both Windows servers so that they shut down properly before the UPS batteries become exhausted. - Temperature & Humidity Control The servers currently sit underneath large air conditioning vents. Condensation can form inside these vents and cause equipment shortages. The temperature of the room in which the servers sit is currently suitable for electronics. If cooling is an issue at other times of the year, then the following suggestions will help to keep the equipment cooler: o Routinely ensure that cool air intake vents on the servers are not clogged by dust. o Ensure that that there is enough space in front of and behind equipment to allow proper airflow. o At a minimum, provide a sufficiently cool and dry environment for the servers by moving the servers to a more suitable area such as a wiring closet or the raised floor data center that is being considered in facility plans. Use of the data center space for server equipment is most highly recommended. - Uninterruptible Power Supply Health Batteries in UPS s need routine testing, monitoring, and replacement as they only last for a few years. This is especially important since the building s electrical generator is not believed to feed this UPS. Additionally, one of the two fans in the servers UPS is currently not functional so the UPS may overheat which would cause an ungraceful shutdown of the serves perhaps causing them to lose information. o It is recommended that a factory trained APC service engineer repair the Smart-UPS s failed fan. 5 P a g e

6 o The APC Network Management card installed in the APC SmartUPS should be configured to e- mail administrators if the biweekly battery self-tests are failing and need to be replaced. Replace batteries as needed. - Physical Security The servers are currently in an area trafficked by non-it staff and could be easily either inadvertently or purposeful disrupted. E.g. power buttons could be pressed, hard drives removed, network switches taken, etc. In general, having servers remain on a countertop in a dusty, trafficked area with combustibles is less than ideal. o Widgets, Inc. has ownership of a desirable raised-floor datacenter. Therefore it is an option to relocate the server equipment to the datacenter. This is highly recommended especially if Widgets, Inc. hopes to expand either its own business or provide IT services to future building tenants. Estimated Investment: $1,000 capital, 2 hours labor at estimated rate of $130/hr = $260 to install & configure a UPS & environment monitoring card. This is desirable regardless of the physical location of the servers to satisfy the monitoring, alarming, and server shutdown needs as listed above. $4,000 capital, 4 hours labor at estimated rate of $130/hr = $520 to extend the network and move the server equipment from its current location to the data center. This estimate includes extending networking fiber or copper cabling to the datacenter from where the servers currently reside, a new network switch for the datacenter, and a 19 rack in which to place the servers. These estimates do not including any necessary electrician, HVAC, and/or plumbing fees to light up the datacenter in order to make it ready for production IT use again. 6 P a g e

7 Network Infrastructure Overview The network infrastructure consists of the four various business class network switches, a cable modem, an Internal firewall, and the cables that carry network traffic between workstations, servers, networked printers, networked CNC machines, and the Internet. A custom built DNC network is also in place that uses an Equinox Data PBX. Over the years, various types of wiring have been pulled and some subsequently abandoned. Identified Needs The network infrastructure equipment is all business class equipment from various common vendors such as 3Com and Cisco. However, because of its age, performance, and lack of abilities, the following suggestions should be considered: - Internet Security Although a Cisco SA540 firewall should be protecting Widgets, Inc. from many of the wiles of the Internet, there is currently no system in place to filter outbound Internet traffic to ensure that malware and non-business activity is monitored and/or prevented. Implementing an outbound Internet filtering system helps to reduce the load on the existing Internet connection making it more responsive for business needs, improves employee productivity by encouraging appropriate use of business resources, and reduces the risk that malware can negatively affect business operations. o Administrator access credentials were not available to TNSC to assess the configuration of the Cisco SA540 firewall to ensure that it is only allowing desirable traffic in from the Internet. If these credentials can be provided, a thorough review of the configuration should be performed to ensure it provides the tightest security possible. o It is recommended that the existing Cisco SA540 firewall be enhanced by purchasing Cisco s ProtectLink Gateway Security Service annually that blocks spam before it reaches your network, blocks more than 80 categories of unproductive or inappropriate website types (e.g., adult, gambling, and social networking), enforces Widgets Inc s Internet usage policy, and increases productivity by reducing bandwidth waste. - Network Equipment & Management Spurious workstation performance issues were reported by a high profile user. No symptoms were observed during this Network Assessment which included a scan of network traffic which did not reveal any current issues. Unfortunately, no network management tools are currently in place which could otherwise have monitored internal network traffic usage to ensure that maximum responsiveness is achieved. Such network management tools can also proactively report when events occur that may inhibit network availability such as due to a bad cable to a workstation or a network loop. Additionally, the network switches are aging, e.g. the 3Com SuperStack 4400 SE switch which forms the important center of the network was last sold 7/4/2006 so will not be supported or repairable by 3Com after 7/4/2011. Aging electronics are bound to fail and finding exact replacements will become impossible. o Since the current switches are both aging & unmanageable (aka dumb ), it is recommended to replace each of the 4 network switches with new, manageable switches that can monitor and report on network traffic usage. These switches would also provide higher throughput capabilities allowing users to transfer large files (e.g. MasterCAM drawings) faster if the current network is the constraint. These switches would be centrally monitored via network management software. Since no network management is currently in place, it is impossible to assess whether the current 100Mbps network is at its limit and needs to be replaced with 1000Mbps(1Gbps) network switches. At a minimum the core switch of the network to which the 7 P a g e

8 servers connect should be replaced in order to assess network performance and possibly improve it. Replacing the network cabling and switches would be a requirement before a VoIP phone system could be deployed as is being considered. - Wireless Networking There is currently no wireless networking available for mobile employees or visitors. Wireless networking is not recommended for use on the manufacturing floor because of ElectroMagnetic Interference (EMI). However, wireless networking could be useful for mobile users in the office and conference room areas. o It is recommended to install a wireless access point in the large conference room (which would also provide wireless access to the small conference room), another wireless access point in the office area for administrative access, and another wireless access point in the cafeteria for general access. o A guest portion of the network should be implemented so that guests only have access to the Internet unless employees which would have access to the Internet and internal network resources. o Note that this wireless would be separate from the wireless network associated with any new DNC network proposed. - Cabling There are currently no patch panels or equipment racks for proper cable management and mounting of switches. This can lead to more frequent cabling failures. Most cabling identified is standard Category 5 cabling which is capable of speeds only up to 100Mbps which will not be sufficient for future uses. Cabling is also unlabeled which makes it difficult to trace when there are problems and this slows resolution. Cabling in manufacturing area is installed without proper supports and pathways which can stress cables over time and make them fail. Most cable terminations use a two part assembly which has occasionally led to cable failure because the plastic is made brittle by vapors that are a result of the machining processes. o It is recommended that a secure main communications equipment room (MCER) be established in the front office area with at least one intermediate communication equipment room (ICER) located in the manufacturing area using 50Um fiber to interconnect the two closets. o It is recommended to install Cat6 cabling to insure 10Gbps capability throughput in all office areas and shielded Cat6 cabling in the manufacturing areas to safeguard against (EMI) from overhead crane power and bus bar power. o MCER rooms should contain 19 X 7 open equipment racks with overhead cable tray and horizontal cable management on either side. If the ICER room is located on the open manufacturing floor, then a secure lockable cabinet should house all patch panels and electronics. o All cabling would be terminated on standard punch down panels and jacks which use only a single piece so would eliminate the brittle plastic issue. - Remote Access A remote access Virtual Private Network (VPN) used to be in place for employees to remote access information from the office systems. Currently that VPN system is not used for technical or operational reasons. o It is suggested that the necessity for a VPN be re-evaluated after Widgets, Inc. decides whether it desires to implement the recommended web-based portal for accessing customer information and/or the more functional hosted & collaboration system. Since certain types of information may be web-based instead of VPN technology, VPN technology may not be required. However, if VPN technology is still required for access to various types of data or systems, then TNSC is confident that it could rectify the issues associated with the current implementation. 8 P a g e

9 Estimated Investment: 3 hours labor at estimated rate of $130/hr = $390 to analyze the firewall s security configuration and remediate as necessary. $500/year operating, 2 hours labor at estimated rate of $130/hr = $260 to implement stronger Internet security and monitoring. $ capital, 6 hours labor at estimated rate of $130/hr = $780 to replace all network switches centrally monitored & managed. (Note that at the minimum, the core switch could be replaced for $ capital, 2 hours labor at estimated rate of $130/hr = $260 in order to provide monitoring of at least the center of the network to which the servers connect which is the most important.) The range of switch prices given reflect that suitable manageable switches could be provided at different price points each with a different ability to handle large amounts of data. The switches that cost more are better performing switches that, although not needed now, would be able to be used for a longer period of time than switches with more limited performance. $2000 capital, 4 hours labor at estimated rate of $130/hr = $520 to install & configure a secure wireless network for employees and visitors. 4 hours labor at estimated rate of $130/hr = $520 to re-implement, test, and deploy a workable VPN solution (if necessary after other projects). $13,000-18,000 capital, 160 hours labor at estimated rate of $85/hr = $13,600 to replace all network cabling to ensure gigabit throughput to approx 50 exiting devices. This includes establishing a MCER and an ICER with racks, wire management and cable tray. (Note that minimum recommendation would be to establish two closets for equipment placement and future cabling. This could be implemented for $ capital, 62 hours labor at estimated rate of $85/hr = $5,270 in order to provide proper housing and management of servers, switches, routers misc IT equipment as well as all future cabling. The pricing given is based upon furnishing and installing dual Cat 6 data to approximately 50 voice / data locations to ensure gigabit data and VoIP capability. OPTIONAL: Internet Service Provider Redundancy - $1200/year operating for a business class DSL line and 2 hours labor to configure and test the existing Cisco SA5540 firewall to perform ISP failover. This allows the Internet to continue to be accessed even if the primary cable Internet connection fails. 9 P a g e

10 Servers Overview There are currently a SuperServer and an IBM server running the Windows Server 2003 operating system. These servers run both applications and store user data thus are central to Widgets, Inc. IT operations. The servers seem to be appropriately sized in terms of the amount of processing power and memory. Identified Needs - Information Security There are several possible information security issues that should be investigated and remediated as necessary: o Backups - A cursory review of the EMC Retrospect backup logs suggests that not all data is being backed up to the Buffalo Network Attached Storage (NAS) devices and it s attached hard drives and/or is not being written reliably. Not having all application, databases, and data directories backed up can make it impossible to restore lost data. Additionally, the information that is being backed up to the Buffalo NAS external drives is not being taken offsite thus all data and their backups is subject to being lost in the event of a flood, fire, or theft affecting the servers (even if it were being taken offsite, it is not believed to be encrypted thus information could be stolen if these offsite drives were stolen). Lastly, one of the four hard drives on the Buffalo NAS is physically failing and may not be able to hold backup information much longer. It is strongly recommended that the entirety of each server s data be backed up by a system that does so completely, routinely, automatically, is monitored for failures, can virtually recreate a server in case of server hardware failure, and also automatically transfers a copy of the data offsite in case there is ever a disaster. Although there may be alternatives, TNSC offers its StoreIT backup solution which provides all of the desired features. Widgets, Inc s current model of disaster recovery is rebuild& restore which indicates that following a server or site disaster, that replacement server hardware would be obtained and then the servers would be rebuilt and the data restored. However as currently implemented, this disaster recovery model would likely keep Widgets, Inc. out of business for several days as server hardware was procured and configured. And since no backup data is kept offsite, a site disaster would mean that all meaningful information would be unrecoverable making effective disaster recovery impossible. By implementing the backup solution as recommended above, data would be backed up onsite every 15 minutes and would be transferred offsite automatically every day. Thus during a server disaster, a virtual copy of the server only as old as 15 minutes prior the server disaster could be virtualized within about 1 hour, restoring service. During a site disaster, the maximum amount of changed information that Widgets, Inc. would lose after a site disaster would be 24 hours. The next more sophisticated disaster recovery model (which is also much more expensive) involves replicating the data offsite more frequently which can be explored with Widgets, Inc. if they desire to lose less information during a site level disaster. o Passwords The password for the highly privileged Windows Active Directory domain Administrator and the administrative account on all network infrastructure equipment should be changed routinely or whenever it is suspected that someone knows these passwords who should not know these passwords. Additionally, there is apparently no password policy for Active Directory user accounts as they do not need to be changed. It is recommended that a stronger password policy be employed. A sample password policy that is stronger would be that passwords must be 6 characters or longer, need to be complex by containing both alphabetic/numeric/special characters, passwords cannot 10 P a g e

11 be reused, accounts are locked out for 30 minutes after 5 bad password attempts within 5 minutes, and that passwords are changed at least every 6 months. o Permissions Security permissions on shared files control who can access what files and whether they can modify information. Currently, security permissions seem to be adequate but the following suggestions are made for efficiency of future administration. Permissions are currently assigned via share level permissions only which means that all users who link to a shared drive have the same explicitly defined permissions. Although acceptable in simple environments, share level permissions don t allow for control of permissions on individual files and folders as may be required. Therefore, permissions should be defined in the future via file level permissions rather than share level permissions. Permissions can either be assigned to users or to groups of users. It is industry best practice to assign users to security groups and then assign permissions to those security groups rather than to individuals. This allows for the assignment of role-based permissions which is easier to administer. Windows service accounts should be made as domain accounts rather than local accounts so that routine password changes can be more easily implemented. This also aids in central management of service accounts. - Server Management The servers are not currently centrally monitored or managed. Central 24x7 monitoring and management via a service like TNSC s AssistIT service would allow a multitude of benefits, some of which include: o Monitoring of hardware and operating system event logs, Windows services, and applications with proactive notification to administrators about serious errors. Automatic correction of some issues can also be accomplished. User issues may be corrected before users notice the issues or the impact is shortened. Currently no server manufacturer management software is installed therefore physical issues such as hard drive or fan failures may not be noticed before affecting system availability. o Automatic patch management to ensure that servers are kept up to date against the latest information security attacks. Centralized patch management also allows control over what patches are applied to servers so that patches can be researched prior to deployment. Conformity with desired patching levels can also be reported on to ensure that the anti-malware stance is as strong as possible. o Scripting which can ensure that server configurations are kept consistent. o Antivirus software is also included with TNSC s AssistIT server management service. In addition to providing regular anti-virus updates, the health and effectiveness of the anti-virus software is being constantly monitored to catch any virus outbreaks early. By being included in the AssistIT service, Widgets, Inc. would not have to pay for Symantec antivirus software license renewals offsetting some of the cost. o Server optimization techniques through scheduled file system checks, scheduled reboots if required, custom cleanup scripts, etc. o Continuous monitoring of server responsiveness. o Automatic hardware and software auditing. [Sample reports are provided in the appendices.] o Remote control of server consoles for ease of server management and troubleshooting. o Dashboards which summarize the status, performance, and capacity of various IT systems. Some of these dashboard views are represented in the Reports section at the end of this Network Assessment. 11 P a g e

12 - Windows Server Version The two main Windows servers are running Windows Server Most implemented versions of Windows Server 2003 reached their end of support by Microsoft in the summer of Therefore, continuing to run these products runs the risk of security issues as patches become less available, the inability to gain support from Microsoft if there is a production issue, and incompatibility with future desired applications. o Since there is a large quantity of applications installed directly on both servers that may be affected by a Windows operating system upgrade, it is recommended that a plan be put in place to test and upgrade each of the server operating systems to Windows Server In order to build a test environment and ultimately make better use of server resources, the use of virtual server technology is proposed which allows several servers to share a single piece of server hardware thus avoiding some future capital and operating costs. This is the same virtual server technology that is being recommended to assist with the disk space issues below. - Disk Space Currently the data partition on the widgets1file server only has 5GB free which is 4% free of its total disk space. The operating system partition on this same server is at 4.6GB free which is 15% free of its total disk space. The data partition on the widgets1mail server at 24GB free which is 18% free of its total disk space. A server which runs out of disk space can either crash and become not available or at the minimum not be able to store additional information and possibly corrupt user information. o It is recommended that the following approach be taken in sequence: Delete any information that is no longer needed on the servers. If the above step does not yield enough free space, then archive information that is not frequently needed to an external device for permanent storage. If the above steps do not yield enough space, then relocate some information between the two servers and their partitions so that each partition has sufficient free space. If the above steps do not yield enough space, then add (a) physical drive(s) to the widget1file server so that it has more available drive space. If the above steps do not yield enough free space, then purchase a new physical server with more hard drive space. This server should be equipped with VMware vsphere software which allows the physical hardware to be shared by multiple virtual servers such as the widget1file and widget1mail servers which would be copied to this new physical server. The benefit of virtual server hardware is that it allows multiple servers to share the available capacity of the hardware which results in less hardware needing to be purchased. An added benefit of new hardware is that it would be covered by a three year warranty whereas the current servers would appear to be out of warranty and don t have a maintenance contract in place therefore current system failures would be more costly and time consuming. - Name Service Domain Name System (DNS) and Windows Internet Naming Services (WINS) each play a role in helping users find shared computer resources by name rather than obscure IP addresses. In order to maximize response time of these services, it is recommended to do the following: o Remove any unnecessary reference to the BG700 domain from DNS and Active Directory because it doesn t seem to be currently connected to Widgets, Inc s systems. o Add the WINS service to the widget1file server and make it a replication partner with the current widget1mail server. This would add WINS service redundancy as well as eliminate some name service delays since currently both servers are listed as WINS servers in the DHCP response given to clients, yet the WINS service is only operational on the widget1mail server; therefore WINS requests to the widget1file server must timeout after several seconds if user PC s query this server for name resolution. Estimated Investment: 12 P a g e

13 $1,400 capital, $4,800 annual operating to implement TNSC s StoreIT backup/dr solution. 2 hours labor at estimated rate of $130/hr = $260 to implement stronger password policies. $1,800 annual operating for TNSC s AssistIT service to monitor and maintain the Windows servers. Minimally 2 hours labor at estimated rate of $130/hr = $260 for disk space cleanup Optionally $300 capital, 2 hours labor at estimated rate of $130/hr = $260 for an additional hard drive Optionally up to $5,000 capital, $300 annual operating, 5 days labor at estimated rate of $130/hr = $5,200 to implement new virtual server hardware, and test & migrate to the latest Windows Server 2008 operating system. 1 hour labor at estimated rate of $130/hr = $130 to setup WINS server redundancy. 13 P a g e

14 Workstations Overview Windows desktops and laptops are the predominant end-user device used to run and access applications. Identified Needs - Workstation Management The workstations are not currently centrally monitored or managed. Central 24x7 monitoring and management via a service like TNSC s AssistIT service would allow a multitude of benefits including: o Monitoring of operating system event logs, Windows services, and applications with proactive notification to administrators about serious errors. Automatic correction of some issues can also be accomplished. o Automatic patch management to ensure that workstations are kept up to date against the latest information security attacks. Centralized patch management also allows control over what patches are applied to workstations so that applications can be tested prior to widespread rollout. Conformity with desired patching levels can also be reported on to ensure that the antimalware stance is as strong as possible. Currently, as an example, TNSC s Workstation Management tools report that 31 Windows machines have more than 5 security patches that still need to be applied for maximum security and stability. o Scripting which can ensure that workstations configurations are consistent. o Antivirus software is also implemented with The Network Support Company s workstation management services called AssistIT and SimplifyIT. o Workstation optimization techniques through scheduled file system checks, scheduled reboots if required, custom cleanup scripts, etc. o Continuous monitoring of workstation responsiveness if desired. o Automatic hardware and software auditing. o Remote control of workstation desktops in order to provide user assistance. o Implementation of rollback technology that makes recovering from a virus or other software issue that was recently introduced to the workstation easy to recover from. The contents of the workstation s hard drive can be reverted to a previous point in time prior to the virus or other issue being introduced. This drastically reduces the labor and downtime associated with trying to recover from these types of issues. Currently Widgets, Inc s mobile laptops are believed attempted to be backed up via EMC Retrospect software to the Buffalo NAS devices. Rather than users keeping documents on their local laptop hard drives, it is suggested that this information be kept on the central servers instead and use the Windows Offline Files feature which makes a local cache of these files for when the mobile users is not connected to the corporate network. When the user again connects to the corporate network, any changed files are automatically synchronized between the laptop and the server thus providing backups of that information. o Dashboards which summarize the status, performance, and capacity of various IT systems. Some of these dashboard views are represented in the Reports section at the end of this Network Assessment. Implementing such a workstation management solution would reduce the number of separately managed applications necessary by integrating administrator remote access (replacing Real VNC and LogMeIn), replacing the standalone Symantec antivirus, and reducing the need for other malware tools such as CCleaner and Malwarebytes. It would also reduce the number of hours users lose when equipment performs poorly or is being repaired and also reduce the required hours to support the network resulting in significant productivity improvements and reduced support cost. 14 P a g e

15 - Application Management Currently applications are deployed to PC s on an individual basis. This method can be time consuming because updates need to be installed by hand on individual machines. This often leads to PC s in the same department having different versions of the same software leading to file compatibility or usage issues. Additionally, this application deployment model requires that PC s be capable of running the applications by having the proper operating system version and sufficient processor and memory. Currently PC s are either upgraded or replaced as necessary to accommodate the running of additional or new applications. An alternative to replacing PC s or upgrading individual PC components is to use technologies that provide applications to users which don t rely as much upon the performance of the workstations. Some of these alternatives include: Windows RemoteApp (formerly Terminal Services) or Citrix XenApp (formerly Metaframe and Presentation Server). These technologies run the applications for users on central servers but display them on their workstations as if they were running locally. In addition to reusing lower performing PC s for end-users, this also makes applications easier to update since they can be updated centrally on the server and thus updates are immediately available to all users. Citrix ThinApp technology is another product from Citrix that packages the application with the operating system that it needs to run in. This package is then delivered to the desktop for running and presentation. But ThinApp has the advantage of not needing to install the application on each users workstations thus also allowing for central updating. Using thin clients instead of PC s as end-user devices. These are best suited for users who access a fixed set of applications that can be centrally served and don t need to customize their PC environment a lot. o PCs can also be more standardized so that all PCs that share the same function have exactly the same software loaded and are configured the same way. There are several such examples of application consistency among a group including Office suite and MasterCAM versions. There are several ways to ensure that PCs have more consistency including: Using Windows Active Directory s Group Policy Objects (GPO) which force defined PCs or users to operate using a consistent group of settings. Some applications and updates can also be applied using GPOs to groups of PCs to ensure consistency. Deploy a common version of Microsoft Office such as Office 2010 across all PC s that require Office. At the least, 27 PC s should be upgraded from Office 2003 to Office 2007 so that all users are at a minimum of Office 2007 for file format compatibility to ease sharing. Since Office 2010 licenses could be purchased yet Office 2007 deployed, of cost of upgrades for 12 PCs could be delayed to Office 2010 for perhaps several more years. The free Microsoft Office Compatibility Pack also allows users with older version of Microsoft Office to open documents created with newer versions of Office. For users that do not require the full set of applications from the Microsoft Office Standard suite, alternative suites with lower costs can be purchased. o Regardless of which application deployment method is used, it is especially important in Widgets, Inc s manufacturing environment to test application upgrades prior to full-scale deployment. This can be accomplished using a bank of test PC s which can often be run on the proposed virtualize server to save on PC hardware acquisition costs. - Operating System Version All but one of the 35 PC s are running the Windows XP Professional operating system. Most editions of the Windows XP operating system reached their end of support by Microsoft in the spring of Therefore, continuing to run these products runs the risk of security issues and the inability to gain support from Microsoft if there is a production issue. Additionally, software vendors will continue to release software for the newer Microsoft operating systems. Desired software packages or upgrades may not be supported or even run on Windows XP. Fortunately, there are many technologies that allow the deployment of newer operating systems and applications while still retaining access to older operating systems and applications. 15 P a g e

16 o It is recommended that a plan be put in place to assess, test, and upgrade each of the older desktop operating systems to Windows 7 Professional or alternatively to use virtual desktop technologies such as thin clients, remote desktops, and/or thin application provisioning. Thin clients are devices that are deployed to an end user. Their purpose is simply to provide remote access to operating systems and applications running on a central server. They are cheaper to deploy and maintain than physical PC s since they have no moving parts, do not require antivirus software, consume less electricity, and do not require any regular maintenance. Remote Desktop technology allows an application or an operating system be displayed on a PC even though that application or operating system is not installed on the user s PC. This could allow newer operating systems or applications to be used by users without needing to upgrade their workstations. Thin Application technology allows an application to be packaged with the older operating system it may require, and be deployed to a user s PC. Since the older operating system and application is self-contained, the user s PC may be upgraded to a newer operating system. In this way, the user can utilize both newer and legacy applications. In order to properly assess which of these technologies that Widgets, Inc. should employ, a more detailed review of each application (including its ability and cost to be upgraded) needs to be performed. - DNC Network - Another important aspect of operating systems upgrades is regarding the DNC network that controls the CNC machines. Currently there are 5 aging PC s (e.g. running Windows 95/98 with 32MB RAM on 7+ year old Compaq PC hardware) that communicate via a DOS-based async terminal emulator through an Equinox Data PBX (a.k.a. terminal server) to 38 CNC machines and control most machining operations.. o Having the DNC network and these PC s remain as they are raises several concerns: The equipment is aging, and if fails, will be difficult to replace as current PC hardware may not be supported to run Windows95/98 and may not come with serial ports which have become obsolete. The Windows95/98 machines are members of the Active Directory domain yet can t be managed by modern workstation management tools such as recommended above or run current antivirus software. Thus these machines are difficult to properly manage and are subject to getting viruses or being disabled by denial of service attacks. The Equinox DS-15 Data PBX is terminal server technology that is at least 24 years old. Since the IT industry has gotten away from terminals & terminal servers in favor of the PC client/server architecture, finding suitable replacement parts for the Equinox data PBX and its 4 switches will become difficult to impossible. There is currently only one Widgets, Inc. employee who deeply understands the architecture and provides support for the current system. If this person leaves Widgets, Inc s employ, then this system will be nearly impossible to support for current CNC machines & grow as new CNC machines are implemented. The functional level of the Active Directory domain is currently limited from being raised because of these old versions of Windows 95/98 computers being members of the domain. Not being able to raise the functional level of the domain prohibits the deployment of an in-house Microsoft Exchange 2007 or Exchange system, as well as raising similar future issues for other desired applications that have higher minimum Active Directory level requirements. o Although the homegrown DNC network is currently functionality and has been historically very reliable, it will become harder to operate because of the concerns above. Therefore it is recommended to investigate a replacement DNC network. Widgets, Inc. has already received a 16 P a g e

17 quote from one vendor for a new wireless DNC network that seems appropriate. In addition to the quote from Southwinds Automation Services, supplemental wiring and additional access points may be required which are included in the estimate below. Southwinds Automation Services should also be contracted to ensure that the wireless network they are proposing properly cover the machine floor and communicate effectively. They should also be questioned whether a wired DNC network would be a cheaper alternative. o Note that there is a lot of deserved pride in the stability and frugalness of the current homegrown DNC network. Any change to this DNC environment should try to garner the support of the currently involved staff. If the cost of a replacement DNC network is too prohibitive at this time, an interim workaround would be to replace failed Windows95/98 DNC machines with newer PC s running Windows 7. Although it was previously attempted to run the current DNC software on the newer Windows XP, it is believed that with proper configuration, this workaround can work reliably. This testing could be performed on a pilot PC yet still leave the other DNC PC s in operation so as not to negatively affect machining operations. However, having a hardware replacement for the PC s does not mitigate the concerns over the data PBX or the sole support provider. Some of the support risk could be eliminated by cross training another employee to help support the DNC network. Yet even cross-training still leaves the risk of failure and difficulty supporting the data PBX equipment. - Performance Although the current PC deployment may be suitable for the current needs of running the required business applications, the following observations were made about PC s that are currently less well performing than the average. These PC s may need to be upgraded or replaced as necessary to run additional applications if applications are continued to be deployed in the current fashion (more on this in Application Deployment). o 9 PC s have less than 1GB of RAM memory which is generally considered to be insufficient to run Windows XP or newer and common applications such as Microsoft Office. More RAM can usually be cost effectively added to these PC s if they are generally otherwise suitable of running newer applications. Adding more room, will usually provide better performance for the currently running applications as well as allow the running of newer applications and/or operating systems as necessary. o A PC lifecycle plan should be developed and followed. An equipment lifecycle plan is a multi-year recommendation of how many and which PC s should be planned to be upgraded or replaced in certain years. This information feeds the annual capital budgeting process to help maintain PC s at acceptable performance levels without waiting for them all to age to the point of needing to be replaced all in a single year which may negatively affect cash flow. Generally, a PC lifecycle plan looks out 4-5 years. This plan should take into account any planned changes to the application portfolio, changes in new technology such as virtual desktops as suggested above, and any application/operating system/hardware compatibility issues that need to be considered. Three large areas of compatibility concerns include: The DNC network which is written about separately in this report. Microsoft Office suite compatibility between different versions file formats. Engineering applications such as MasterCAM which have specific requirements for hardware components such as graphic cards as well as interfaces to other systems such as the DNC network. - Multiple Monitors Some users such as the Engineers may also benefit from productivity improvements by having multiple monitors so that they have more workspace to run multiple applications side by side such as SolidWorks and MasterCAM. o It is suggested that dual monitors could be considered for deployment for the expense of the additional monitors and an extra video card for each workstation. 17 P a g e

18 Estimated Investment: $10,500 annual operating for workstation management of (35) PCs and laptops. A variable amount for workstation lifecycle management which is dependent upon which technologies are suitable to run the current & desired application suite that Widgets, Inc. desires to run. A basic PC lifecycle plan that simply replaces aging PC s on a rotating basis without consideration of other technology changes would identify the following plan: PC s with processors slower than 2GHz should be considered for replacement for an estimated capital cost of $2400 and 4 hours of labor at estimated rate of $130/hr = $520. An additional $450 capital, 8 hours labor at estimated rate of $130/hr = $1,040 to increase memory in 9 workstations PC s with processors slower than 2.8GHz should be considered for replacement for an estimated capital cost of $6600 and 11 hours of labor at estimated rate of $130/hr = $1, PC s with processors slower than 3.0GHz should be considered for replacement for an estimated capital cost of $9600 and 16 hours of labor at estimated rate of $130/hr = $2,080. Additional capital, operating, and labor would be required for implementing a better application delivery system which has not yet been defined at this point. $40,000 capital for a replacement DNC network including additional wireless access points and cabling. An alternative solution that relies upon wired instead of wireless technology may be cheaper and cost approximately $28,000 including serial terminal servers. This is conditional upon the software vendors supporting it so this should be explored with the vendors. $10,800 capital, 8 hours labor at estimated rate of $130/hr = $1,040 for (27) Microsoft Office Standard 2010 licenses (yet only Office 2007 would be deployed for compatibility) for year 1. $4,800 capital, 8 hours labor at estimated rate of $130/hr = $1,040 for (12) Microsoft Office Standard 2010 licenses for year 2. The interface on newer versions of MS Office is substantially different than prior versions and user training should be considered. Training costs are not included here. ($1,200/monitor + $100/video card) * 4 PC s=$5200, 4 hours labor at estimated rate of $130/hr = $520 to add a graphics card and monitor to each Engineer s workstation. Dual HP 22 Monitors at $200 each + $100/video card) = $500 per unit 18 P a g e

19 Collaboration Tools Overview Currently service is provided to users by the Outlook client pulling via the POP protocol from a hosted only system run by everyone.net. Widgets, Inc. cannot currently easily share information with customers except via . Identified Needs The current system is only basically functional but suffers too often from provider outages or poor response times. The current Outlook/POP system also does not provide any functionality beyond . Widgets, Inc. would seem to be able to take great advantage of a collaboration solution that includes but also the following features: - Calendaring whereby each person can maintain and share their personal calendar. This allows people to review other people s free & busy times in order to schedule & request meetings. Physical resources such as conference rooms or shared equipment can also be scheduled in this way. - Contact management so that personal contact information can be accessed from anywhere including via web access and smartphones as mentioned below. The ACT! contact management system can also be integrated with the Outlook client for enhanced tracking of communication with customers. - Web Access so that users can access their , calendar, contacts, tasks, and notes from anywhere on the Internet via a web browser. - Smartphone synchronization which allows Blackberries, Windows Mobile, iphones, Droids, etc. to synchronize not only but calendar, contacts, tasks, and notes information. Note that there would be a single view of each of the pieces of data so that, e.g. were deleted from the phone, it would also be deleted from the Outlook client and web access view. Generally, full /collaboration systems are either implemented in-house (on a server running in your office) or obtained from a hosted provider. The advantages/disadvantages of running an system in-house vs. hosted are summarized by the following list: - Price Hosted is generally cheaper for small and simpler systems. Hosted e- mails systems are also a monthly operational expense that flexes up/down with your user needs as compared to in-house systems which are a large upfront cost followed by no or little recurring costs. - Integration Hosted systems generally offer sufficient features such as , calendaring, contacts, and smartphone synchronization. However, sophisticated users who also desire to filter outgoing according to specific policies, have multiple other IT systems that tie into an system, or need sophisticated instant messaging & voice mail integration capabilities will need to implement an in-house system. - Performance Users who send s with large attachment to other internal users will generally have better delivery times with in-house systems. This is because large 19 P a g e

20 attachments would have to cross Widgets, Inc s Internet connection which is slower than the local area network. It is currently undecided what direction that Widgets, Inc. desires to take with the DNC network, yet a modern in-house system could only be implemented after all DNC Windows 95/98 workstations are upgraded to at least Windows 2000 Professional. And since the current hosted performance (not availability) seems acceptable, and since the complexity of required integration is low, then it is recommended that Widgets, Inc. migrate to a more reliable and more feature rich /collaboration hosted provider such as Microsoft s Business Productivity Online Suite (BPOS) service. Microsoft s BPOS service is a hosted Exchange server that provides the following features: - Large mailboxes: Each user gets 25 GB of mailbox storage standard and the ability to send attachments up to 30 megabytes (MB). These limits will need to be confirmed by Widgets, Inc. as being sufficient for when large drawings are sent & received between customers and employees. - Antivirus/anti-spam: Microsoft Forefront Online Protection for Exchange is included, providing multiple filters and virus-scanning engines to help protect your organization from spam, viruses, and phishing scams. Widgets, Inc. should still maintain anti- virus software on their servers and workstations. - Web-based access: For Web-client access, Outlook Web App provides a premium browser-based experience that matches the look and feel of the full Outlook client. - Mobility: Mobile access is available from all phones capable of receiving , including Windows Phone, the iphone, Android, Palm, Nokia, and Blackberry devices. - Shared calendar and contacts: Users can compare calendars to schedule meetings with Exchange Online and have access to collaboration features like shared calendars, groups, global address list, external contacts, tasks, conference rooms, and delegation. Additional services are also available from Microsoft as Widgets, Inc. requires such as: - Microsoft Exchange Hosted Archive (EHA) provides a centralized, easily accessible, and multifunctioning and IM repository to assist organizations manage increasingly complex retention, compliance, e-discovery, and regulatory requirements. - Microsoft Exchange Hosted Encryption provides policy-based encryption from sender to recipient without the need for end-user training or software installation. - Forefront Online Protection for Exchange consists of layered technologies to actively help protect businesses' inbound and outbound from spam, viruses, phishing scams, and policy violations. 20 P a g e

21 Widgets, Inc. could also benefit by sharing electronic sales, production & scheduling, and other information with customers more easily than via . When technology that seems to be suitable would be a web site that allows customers to access information relating to a project with Widgets, Inc.. Protected by usernames & passwords, various project folders could be created that contain drawing files, quotes, specifications, etc. This customer web portal could be accessed by anyone with Internet access. One such tool that seems to fit the need is Microsoft SharePoint technology. SharePoint provides a single, integrated location where employees can efficiently collaborate with each other and customers, create/search for/ manage documents, and create workflows to ensure that all team members have approved or commented on various documents. SharePoint is easily and widely customizable so TNSC would be pleased to provide a demonstration of some of its abilities at Widgets, Inc s request. Although Synergistic Systems ManuFACT software does not have a web front-end that could be used by Widgets, Inc s customer to directly access production and scheduling information, ManuFACT can automatically generate reports for customers and securely store them on Widgets, Inc s public web site (or the proposed SharePoint website) so that customers can view these reports remotely via a web browser. Widgets, Inc. may investigate whether the information that customers would desire to see remotely can be included in a ManuFACT report. Estimated Investment: $5/mailbox/month * 35 users = $175/month for hosted services alone plus 40 hours labor at estimated rate of $130/hr = $5,200. $5/user/month * 10 users = $50/month of limited SharePoint usage between 7 Widgets, Inc. employees and 3 named customers plus 40 hours labor at estimated rate of $130/hr = $5, P a g e

22 IT Processes & Procedures Overview An additional aspect of IT does not concentrate on the hardware and software that makes up the environment but instead on the processes and procedures that demonstrate how IT is done. Identified Needs - Documentation Documentation of an IT environment should include both system documentation about what equipment is in place & how it is configured and also procedural documentation about how the IT environment is run. Currently no such documentation is in place. o It is recommended that all suggested types of documentation be created including network diagrams, system documentation, hardware & software inventorying, an application portfolio, and routine maintenance and support procedures. Some system documentation and hardware & software inventory information was generated as a result of this Network Assessment. This information has been provided as an appendix to this report. Estimated Investment: hours labor at estimated rate of $130/hr=$2,080 to $3,120 RetainIT Overview RetainIT is a labor-only support service arrangement that provides a fixed dollar amount of services to a client. The annual contracts are billed in 12 monthly installments. This contract provides access to all the technical expertise TNSC possess on an as-needed basis. RetainIT is often combined with other non-labor products like AssistIT, StoreIt,and HostIT to enhance these contracts with labor services. Estimated Investment: Option hour retainer at the Network Engineer base rate of $125 per hour for a total of $24,000 annually. The 12 month installments would be $2,000 per month. Widgets, Inc. may apply up to 50% of RetainIT for Project labor. Option 2 96 hour retainer at the Network Engineer base rate of $130 per hour for a total of $12,480 annually. The 12 month installments would be $1,040 per month. Widgets, Inc. may apply up to 33% of RetainIT for Project labor. 22 P a g e

23 IT Remediation Timeline The following table represents each of the major remediations recommended in the above detail pages. It summarizes the remediation that should be performed, shows the estimate of capital, operating, and labor expenditure, the relative priority (highest#=most important), the calendar duration to implement the remediation, and which resources would or may be primarily be responsible for implementing the fix. Note that Start and Finish dates are only accurate for the purposes of ordering the tasks but are very likely not representative of the actual date of implementation. Widgets, Inc. is welcome to assign more fitting priorities and timelines to align these remediations with other business needs and goals. Widgets Inc. IT Remediation Timeline 23 P a g e

24 Hardware & Software Inventory Reports The following pages show information that was a result of TNSC s temporary deployment of its managed service agents on Widgets, Inc s servers and PC s (excluding the Windows 95/98 PC s running the DNC network). The purpose of these reports is to show the depth of information collected and how it can be useful to TNSC and/or Widgets, Inc. for the purposes of IT decision making. Executive Summary Report The following Executive Summary Report summarizes important information about all managed servers and workstations. The Network Health Scope depicts a relative rating of the health of the IT environment based upon the operating system versions, available disk space, and patch levels across all machines. This report also shows the % of free disk space that each server and workstation has. Any system that has crossed the warning or critical high usage threshold should be attended to so that the system does not run out of space as the widgets1file and widgets1mail servers are showing. Executive Summary Report Client Information Contact Person IT Manager Servers Managed 2 Workstations Managed 35 Total Systems Managed 37 System Activity Last 30 Days Audits Completed 37 Backups Completed 0 Disk Space Used Patch Score Network Health Score 26% * 1/7 OS Score 100% * 1/7 Disk Score 94% * 1/7 Ticket Score Event Log Score Backup Score Alarm Score Srv Uptime Score Wrk Uptime Score Security Score 97% * 1/7 100% * 1/7 N/A * N/A 100% * 1/7 100% * 1/7 N/A * N/A N/A * N/A Operating Systems 88% Patch Status 24 P a g e

25 Patch Scans Completed 109 Patches Installed 163 License Summary Windows 2003 Servers Server Standard Edition Service Pack 2 Build 3790 Total 2 2 Workstations Windows 7 Professional x64 Edition Build Windows XP Professional Edition Service Pack 3 Build Total 35 Microsoft Office Licenses Office Office Office Office XP 0 Office Office 97 0 Total 40 Server Uptime Machine ID % Uptime widget1file.root.widgetsinc 100% widget1mail.root.widgetsinc 100% 25 P a g e

26 Hardware Report The following Workstation Hardware Report shows some of the hundreds of data elements collected automatically about each of Widgets, Inc s (newer) workstations. This type of information is often useful to determine a machine s suitability for upgrades while assisting in PC lifecycle management. The same type of information has also been collected for Widgets, Inc s two servers. 26 P a g e

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