When you
are giving an opportunity to setup the IT infrastructure / facilities for a
school, what are the things that come up in your mind? For me, here are some of
the questions that have popped up in my mind:
- Where
should I start?
- Should
I host the email service internally?
- Should
I use Google Apps or Office 365?
- What
type of devices should the pupils use?
- How
should the staffs and pupils print?
- Should
I install projector or interactive whiteboard?
- How
do I know the bandwidth is sufficient for the school?
- What
is VLE?
- How
can I optimize my budget?
- How
should I protect the staffs and pupils from cyber-attack?
Do you have
the similar questions?
In this
article, I will share my personal experience with you. I hope my experience can
give you some hints on how to setup the IT facilities. Anyway, please feel free
to correct me or share your experience with me.
Firstly,
let’s categorize the IT facilities of a school:
- Email
Service
- Shared
Folder
- Server
Design
- Wide
Area Network (WAN) Design
- Local
Area Network (LAN) Design
- WIFI
Design
- Pupil’s
Device
- Printing
- Audio
and Video
<< Email Service >>
Should you
host the email system on premise, use Google Apps or use Office 365?
Let’s
reduce the options by taking away the on premise email system because you would
not what to have the following concerns:
- Purchase
and maintain the hardware
- Patch
the email application
- Purchase
the software and hardware licenses
- Hardware
upgrade
- Increase
storage space
However,
please note that some of the organizations might need to host the data onsite
because they have to meet certain requirements or compliance.
Now, let’s
take a look at Google Apps and Office 365. When evaluating Google Apps for
Education (GAFE) vs Microsoft Office 365 for education (O365), I find a very
similar feature set at the end-user level for productivity, communication, and
collaboration. In fact, when looking at the following chart, you can see many
similarities down the line with each of the primary features.
Feature
|
GAFE
|
O365
|
Browser
|
Google Chrome
|
Internet Explorer or Edge
|
Email
|
Gmail
|
Exchange Online or Outlook
|
Spreadsheets
|
Sheets
|
Excel
|
Drive Storage
|
Google Drive
|
OneDrive
|
Word Processing
|
Docs
|
Word
|
Notes
|
Keep
|
OneNote
|
Third-party Extensions
|
Google Classroom
|
Teacher Dashboard
|
Instant Messaging
|
Google Talk
|
Skype
|
Social Network
|
Google Plus
|
Yammer
|
Pages
|
Sites
|
SharePoint
|
Presentation
|
Slides
|
PowerPoint
|
Video Conferencing
|
Hangouts
|
Skype for Business
|
After
understanding the similarities of GAFE and O365, we will now discuss the
difference between them. The main difference between GAFE and O365 is as
follows:
- Google
Form which is one of the products within the GAFE is a very powerful or
convenient tool for you to gather information and do survey.
- Google
Summit held every year in many different countries has really provided a forum
for all the educators to share their experience on using GAFE at their school.
At the same time, it is the best platform for Google to promote GAFE.
- GAFE
has always been available for free – including teacher and pupil. The same
cannot be said about Office 365, for which you have to purchase licenses for
teacher.
- O365
offers the unique Student Information System (SIS) sync that gives you complete
control over the student and teacher data. You can sync the data a single time
for all their learning apps and allow them to cherish the single sign-on
experience.
- Microsoft
clearly has an edge with its lengthy tenure as an enterprise environment. This
starts with Active Directory and directory services for identity and permission
management at a very granular policy level.
In summary,
determining which cloud productivity application to deploy for your school is
very complex and based on many factors. The decision of GAFE vs O365 will
likely come down to a few key issues:
- A
school’s existing approach to user account management and identity services
within the IT network.
- Existing
email infrastructure and services
- Existing
document management methodologies
- User
adoption and skill level in using Microsoft productivity applications versus
Google productivity applications
- School
administration / IT team skills, resources, and philosophy towards IT and
automation in general
As you can
see, there are a lot of different points to consider when evaluating whether to
use GAFE or O365. These can be complex areas of discussion, and extend far
beyond the surface level of just which apps have which features. Based on your
requirements, the purpose of use, consideration of costs, security and so on,
you are likely to find one of them as your best option. With these two
high-quality cloud services, there is no one-fit solution that will suit all
educational institutes.
<< Shared Folder >>
As I have
mentioned above, GAFE and O365 might be the good options for you. When I
briefly compare both products without considering the non-technical
perspective, I will lean towards GAFE because Google Drive provides unlimited
storage space for all the GAFE user while OneDrive has the storage limit of
1TB. But, you might challenge me that 1TB is more than enough in your
environment.
<< Server Design >>
There are
so many things I can share in this section. Anyway, I will try to cut it short.
If you need more information or further explanation, please feel free to
contact me.
There are
so many different designs or technologies that you can consider. Anyway, I will
mainly focus on cloud computing and virtualization. Cloud computing is a type
of computing that relies on sharing computing resources rather than having
local servers or personal devices to handle applications. Cloud computing is
comparable to grid computing, a type of computing where unused processing
cycles of all computers in a network are harnesses to solve problems too
intensive for any stand-alone machine. To implement cloud computing, you should
take a look at the following technologies:
- Private
Cloud
- Public
Cloud
- Hybrid
Cloud
- Software
as a Service ( SaaS )
- Platform
as a Service ( PaaS )
- Infrastructure
as a Service ( IaaS )
You may
simply google the keywords above for more information. The famous cloud service
provider will be AWS, Microsoft Azure, Rackspace OpenStack, etc. However, if
your company does not have enough bandwidth or the ISP in your country is not
good, I recommend that you should forget about cloud computing because it might
affect your school’s operation.
Other than
cloud computing, one of the popular technologies of all time is virtualization.
Virtualization is the creation of a virtual (rather than actual) version of
something, such as an operating system, a server, a storage device or network
resources. You probably know a little about virtualization if you have ever
divided your hard drive into different partitions. A partition is the logical
division of a hard disk drive to create, in effect, two separate hard drives.
Operating
system virtualization is the use of software to allow a piece of hardware to
run multiple operating system images at the same time. The technology got its
start on mainframes decades ago, allowing administrators to avoid wasting
expensive processing power.
In 2005,
virtualization software was adopted faster than anyone imagined, including the
experts. There are three areas of IT where virtualization is making head roads,
network virtualization, storage virtualization and server virtualization:
- Network
virtualization is a method of combining the available resources in a network by
splitting up the available bandwidth into channels, each of which is
independent from the others, and each of which can be assigned (or reassigned)
to a particular server or device in real time. The idea is that virtualization
disguises the true complexity of the network by separating it into manageable
parts, much like your partitioned hard drive makes it easier to manage your
files.
- Storage
virtualization is the pooling of physical storage from multiple network storage
devices into what appears to be a single storage device that is managed from a
central console. Storage virtualization is commonly used in storage area
networks (SANs).
- Server
virtualization is the masking of server resources (including the number and
identity of individual physical servers, processors, and operating systems)
from server users. The intention is to spare the user from having to understand
and manage complicated details of server resources while increasing resource
sharing and utilization and maintaining the capacity to expand later.
Virtualization
can be viewed as part of an overall trend in enterprise IT that includes
autonomic computing, a scenario in which the IT environment will be able to
manage itself based on perceived activity, and utility computing, in which
computer processing power is seen as a utility that clients can pay for only as
needed. The usual goal of virtualization is to centralize administrative tasks
while improving scalability and workloads.
To deploy a
virtualization solution, firstly, you need to pick a virtualization software,
for example VMware, Microsoft Hyper-V, Citrix Xen, etc. After that, you need to
decide what physical server to use. To pick the right server, you need to think
of the followings:
- How
much resources do I need in terms of memory, CPU and storage?
- Do
you want to consider hyper-convergence?
- Is
the server certified for the particular virtualization software?What
is your future expansion?
- When
is the EOL of the server?
Furthermore,
you need to think of the storage design as follows:
- Type
of hard disk – Solid State Drive (SSD), Serial Attached SCSI (SAS), Serial
Advance Technology Attachment (SATA), etc.
- Input / Output Operations Per Second (IOPS)
- Storage
protocols - iSCSI, NFS, FC, and FCoE
Other than
the items above, you will also need to consider UPS, virtual network, virtual
firewall, KVM and so forth.
<< Wide Area Network (WAN) Design
>>
When we are
talking about WAN, the first thing that normally comes to our mind is Internet
connections. The Internet service provider usually sells the connection based
on SLA. That is where you will choose between leased line and broadband.
Generally, leased line has very high SLA but it is very expensive, while
broadband is very cheap but its support is based on best effort. So, you will
need to make your decision based on your environment.
But, how
can you choose a good Internet connection? Other than speed which you can
usually test using Ookla, the following benchmarks can tell you how good is the
Internet connection:
- Latency
- Packet
Drop
- Peering
- Traceroute
For
example, if you have decided to adopt Google Apps, you would need to make sure
that your Internet connection has low latency, no packet drop, good peering,
and less hops to Google server. In addition, jitter, BGP, geo-location and so
forth can also be your reference to choose a good Internet connection. Anyway,
the quality of the Internet connection or service provider varies in different
countries.
To save
your cost, you may want to adopt a technology called network load balancing.
Network load balancing is where two or more leased line or broadband
connections are connected to a dedicated load-balancing router. Load balancing
provides increased resilience by maintaining an Internet connection even if an
individual broadband connection goes down. A load balancing router attempts to
route Internet traffic optimally across two or more broadband connections to
deliver a better experience to broadband users simultaneously accessing
Internet applications. As leased line is usually more expensive, with network
load balancer, you can now mix the leased line and broadband. This allows you
to have more bandwidth in lower cost while you can still route your important
traffics to the high SLA leased line.
Next device
you need would be a firewall. There are many names used to describe firewall
for marketing strategy, eg. next generation firewall, layer 7 firewall,
application aware firewall, proxy server, etc. Whatever the name is, make sure
the firewall you pick can block or allow the following:
- Ports
- URL
Categories
- Specific
Domain
- Specific
URL
- Apps
Categories
- Specific
Apps
- Protocols
( HTTP, HTTPS, FTP, etc. )
- VLANs
- Web
applications
- Schedule
based
Other
components that you would like to consider in your WAN design are as follows:
- Network
router
- Quota
management
- Traffic
management
- Caching
server
- Dual-firewall
architecture
- DMZ
- VPN
<< Local Area Network (LAN) Design
>>
From LAN
design, you might want to deploy the conventional three tier design which
consists of core, distribution and access. Based on my experience, please take
note of the following when you are designing your LAN:
- Choose
the brand that you are familiar with ( be in Huawei, Cisco, Juniper, etc. ) in
terms of maintenance and support
- Make
sure you understand how the warranty of your chosen product works
- Select
the backbone. 4G, 8G or 10G? Fiber or CAT6?
- Identify
the position of patch panels and switches to avoid ‘network spaghetti’
- Choose
your cable type ( fiber, CAT6E, CAT6, CAT5E, CAT5, etc. ) and cable management
- Divide
your VLAN with buffer for future expansion
- Deploy
the monitoring tools to monitor the switches and alert you if there are any
error
<< WIFI Design >>
The first
thing that comes to my mind if you ask me about wireless design is to choose
between controller and controller-less based designs. I am currently still
exploring controller-less access point ( AP ). I don’t think I need to talk
much about the conventional controller based design. Let’s me share some
information on the controller-less access point. Here are the pros and cons of
controller-less AP:
For Pros,
- Do
not have to purchase a physical controller as it is using the cloud based
controller
- You
may configure the controller anytime and anywhere since it is in the cloud
- Easy
configuration – to me it is not true!!!
- Cost
effective??? ( make sure you calculate the return of investment – ROI especially
you are doing a migration from controller to controller-less )
For Cons,
- Less
features compared to controller based WIFI ( it might be because
controller-less based WIFI is still newer technology )
There are a
few companies aggressively promoting the controller-less based WIFI, for
example Cisco Meraki, Aruba and Ruckus. In summary, please make sure you make
your decision only after you have compared both technologies in deep. Besides, don’t
forget to calculate your ROI.
Other than
choosing between controller and controller-less based WIFI, you may need to
consider the following:
- What
is the frequency or channel you should use? ( 2.4GHz - 802.11b/g/n or 5GHz –
802.11a/h/j/n/ac ) It also depends on your country.
- Identify
and remove the interference and blind spots. Heat map is always useful to
identify the blind spots.
- Positioning
of the AP and antenna ( if you are using the AP with external antenna ) to
increase the coverage
- Types
of access point ( AP ), e.g. outdoor, indoor, with external antenna, etc.
- Use
wired network as much as possible because it is the most reliable network
<< Pupil’s Device >>
If you have
decided to deploy Google Apps, you may want to use Chromebook because it can be
easily managed and controlled by the Google Apps Admin Console. Besides, it can
be reimaged easily via the Internet. Other than Chromebook, the best
alternative will be MacBook. Apple is really keen in education sector. They
provide education discount for MacBook and iPad. Besides, they will organize
conference every year to gather all the teachers sharing their experience using
Apple in their classroom. For Windows devices, I have nothing much to talk
about. Most of you should be very familiar with them. For your information,
Microsoft is promoting their devices for education only in certain countries.
They provide education discount only in those countries.
Let me also
talk a little bit about anti-virus here. You might hear from your peers that
Mac OS X is not vulnerable. Let me tell you here. It is WRONG! Nowadays, there
are so many malware and adware infecting the Mac OS X. Thus, please install an
anti-virus software into the MacBook. So far, I have never heard that Chrome OS
is vulnerable. However, we might not know what will happen in the future.
No matter
what device you have chosen, please make sure that you are fully supported by
the management team. Besides, all the teachers must be confident and comfortable
with the devices so that can focus on their lessons.
<< Printing >>
There are
so many printers/copiers in the market. Which one is the best? How should I
choose? To choose a suitable printer/copier for your school, please remind
yourself with the items below:
- What
are the features you need? Print, scan, copy and fax?
- Where
would you like to place the printers? A printing room or all around the school?
- What
is your monthly expected volume?
- Do
you need a finisher for the printer? – stapling, binding, printing booklet,
etc.
- How
does the user’s device connect to the printer? Via print server, WIFI, LAN
cable, USB cable, etc.?
- Do
you need color printer or monochrome printer?
- Do
you prefer Inkjet or LaserJet?
- Would
you like to implement Print Anywhere which the user can collect their print job
anywhere via an access card?
- What
is the printing speed that you are expecting?
- What
is the paper size that the user will normally choose?
- At
last, it would be COST including the maintenance and cartridge costs.
<< Audio and Video >>
For AV,
please try to organize a demo session for all the teachers to choose and agree
to the most suitable product/brand because there are too many variables that
can affect the quality of the image and sound:
- Building
structure
- Screen
- Types
of projector
- Seeing
and hearing abilities of the teachers
- Weather
- Quality
of the source file
- Cleanliness
of the surroundings
Another
technology related to AV is interactive whiteboard. There are mainly two brands
you can consider – SmartBoard and Promethean Board. They used to have some
difference. However, nowadays, they are more or less the same. Thus, I would
recommend you to choose the product based on the teacher’s preference.
In
conclusion, to setup the IT infrastructure for a school is a challenging job.
However, it would be easier if you have the proper planning. As a reminder,
please do not always depend on the system integrator ( SI ) because no one knows
your environment better than you. As IT is always lacking of manpower, you may
hire SI for deployment and maintenance, however please make sure that you always
verify and monitor their work.