Comparative Memorandum: Client-Based Servers and Virtual Desktops By Robbin Zirkle Introduction The world of technology is inherently a dynamic,

ever-evolving entity. The intersection of this world with reality is, at times, rocky in other words, innovation cannot always be supported by institutional resources, be they social or economic. In the state of North Carolina, however, the North Carolina Biotechnology Center (NCBC) is pursuing a way to harness new technologies to maximize the use of state funds and taxpayer money internally. NCBC is a mid-sized funding agency in Research Triangle Park, North Carolina that supports biotechnology companies and researchers. Internally, NCBC consists of approximately one hundred employees, all of whom rely on technology namely computing systems to complete day-to-day work. In light of efforts toward streamlining and fiscal efficiency, the Library and Information Sciences (LIS) Unit is currently exploring an alternative computing option (from traditional Windows terminals) and is effectively testing it in Beta. This memorandum seeks to explore the facts of the case as well as the questions posed by a new computing environment.

Definitions First, its important to work out definitions for all of the terminology that will be used and has already been used in this document. Traditional Windows terminals are, for all intents and purposes, normal computers. All of the software is downloaded onto a single machine, and that machine is responsible for running that software, processing all of the users

commands, and storing any information that the user wants to save. In environments such as NCBC, Windows terminals are used in conjunction with a server which allows users to save on a drive in addition to locally. Furthermore, NCBC utilizes roaming profiles, in which personalized information such as settings is saved on the server and can be accessed from any Windows terminal. In contrast to traditional models, the NCBC is currently testing an alternative system known as a thin client (which, incidentally, harks back to the old days of computing). Thin clients are hardware-independent, but essentially move all of a computers processing onto the server. In practice, this means that all of the software a user might want, from Microsoft Office to iTunes, is stored and operated on the server, and while the user can operate those programs from his or her terminal, non e of the actual processing happens at that location. NCBC is still employing roaming profiles in this application, allowing users to have a personalized suite of access points to software they use from the server. The thin client system works in conjunction with a Citrix product called XenDesktop, which essentially helps to deliver a virtual desktop.

Summary of Facts The thin client and Windows terminal models have different features, summarized below: Feature Location Windows terminals (current PCs) Location dependent Requires VPN to attach but most NCBC programs not available from tablets/home PCs Device dependent PCs or Macs can be attached to the network via VPN which must be installed on device Software installed/upgraded/patched on each device Industry standards are that PCs should be replaced every 3 years Low doubling the number of users means doubling support requirements Dependent on sever robustness and number of devices attached ~ $,1000.00 $5,000/user/year XenDesktop Location independent Can attach to server, grab desktop via the Web from anywhere Device independent Can attach to server, grab desktop via the Web for most devices including Macs/iPads/PCs/laptops/tablets Software installed/upgraded/patched once on the server and available to all devices Thin clients have average lifespan of 5-8 years High doubling number of users means adding servers, not support staff Dependent on the individual PC processor and RAM, etc. ~ $250.00 $3,500/user/year

Device

Software installs/ upgrades/patches Hardware upgrades Scalability Performance of device Hardware cost per user Total cost of ownership (not hardware)

The contents of the table above will be discussed extensively during evaluation, but there are several items related to cost that are worth noting. Using the current Windows terminal model, NCBC spends approximately $1,000.00 per user for device implementation over a five-year period. On year three, all of those Windows terminals would need to be replaced for an estimated total of $100,000.00. That means that the continued use of Windows terminals for

one hundred users will cost NCBC around $200,000.00. In contrast, the thin client model will require just $250.00 per user for devices over a five-year period. The initial cost to upgrade servers would total to $25,500, and licenses for XenDesktop $22,000.00. On year four in that period, servers will require replacement, adding an additional $25,500.00 for a total of $98,000.00. In short, the thin client model will provide a savings in hardware of $102,000.00 over a five-year period. Similarly, Gardner estimates the cost of ownership outside of hardware for a Windows terminal to be $5,000.00 annually, while the thin clients cost of ownership is estimated at $3,500.00. Assuming one hundred users, the thin client model could save as much as $150,000.00 annually in cost of ownership.

Evaluation The Windows terminal model has a number of strengths, most notably customizability. It allows a single user to personalize his or her computing experience. Furthermore, it allows users such as IT technicians to test-drive software and speed up machines as necessary with additional RAM, better processors, et cetera. Limitations of the Windows terminal include location dependence and a required VPN download for off-site users. Furthermore, remote access or on-site access is complicated when users want to run their profiles on other devices, such as tablets. Most notably (aside from cost), Windows terminals require a great deal of support time in a business environment. Software has to be installed, upgraded, and patched on each device, necessitating IT staff to individually visit users, or to purchase software to push out updates, patches, and new software

(NCBC uses Dells KACE for just this purpose). It is also worth noting that Windows terminals provide a point of failure for each active user in addition to the servers themselves. In contrast to Windows terminals, thin clients are desirable in that they are hardware independent and can be used on just about any device. Furthermore, off-site workers can easily access the server via the web, increasing portability. The ease of updating software is highly desirable as well, as IT staff has the ability to update everything on the server at once, regardless of whether they are installing new programs, updating them, or patching them. Additionally, since all of the processing happens on the server, the terminals that employees use to access the server (the thin clients themselves), have to be replaced every five to eight years rather than every three. Devices will also be resistant to viruses, and highly stable. Unfortunately, the thin client model poses a number of challenges. First, the server is a point of success or failure; performance is completely dependent upon the server itself. Personalization also goes away users will not necessarily be able to have a static custom background, nor will they be able to download programs like Spotify. The other issue with utilizing thin clients is that while they are reminiscent of the computers of twenty years ago, it is difficult to predict how they will be influenced by the introduction of many new users to this type of system. We simply dont know what could go wrong. That stated, it is certainly worth trying, as the strengths of this system are difficult to resist.

Application to NCBC NCBC has elected to pursue the thin client model for a number of reasons. First and foremost was the need for a system that would be compatible with a myriad of new devices. Furthermore, the Center requires more stability in computing with fewer issues so that the same number of IT staff can be maintained. Finally, the financial savings presented by switching to thin clients is highly appealing over five years, a total savings can be estimated at $852,000.000, which is valuable as this is a state-funded organization. On July 11, 2013, Vice President of LIS Susie Corbett introduced the thin client/XenDesktop model to NCBC employees. While they had many questions, the response was, overall, positive. The IT Department is currently in the process of deploying thin clients on a user-by-user basis, customizing their profiles and making the software necessary for them to do their work available. When asked about the progress of thin client implementation, Susie noted that she sees this as a Beta stage NCBC will continue to pursue this model so long as it works, and so far, its working well.

References

Corbett, S. (2013). Moving from PCs to thin clients. Unpublished manuscript. Corbett, S. (2013). You're going thin and xen Speer, S. C. A., Daniel. (2001). Extending the reach of the thin client. Computers in Libraries, 21(3), 46. Retrieved from https://auth.lib.unc.edu/ezproxy_auth.php?url=http://search.ebscohost.com/login.aspx?di rect=true&db=f6h&AN=4151571&site=ehost-live&scope=site