5 Practical Recommendation for Case Organization

Free software was defined as software that meets Free Software Foundations or Open Source Initiatives criteria for free software. Some main qualities of Free software are that it does one does not have to pay for using or distributing it, and it can be modified and studied. For Helia and similar organizations, this paper recommends following Free Software Foundations guidelines for licenses, especially using GNU General Public License for software.

Linux distribution is a combination of operating system, software, installer and documentation. Distributions were compared with multiple criteria, such as prior experience in Helia, popularity in Finland and in the world, administrative automation and licensing. Using this criteria, Red Hat / Fedora Core and Debian distributions were found to be the most suitable. Helia should use Red Hat / Fedora Core distribution.

Software needs were estimated by looking at currently used software, and by random interviews in different parts of Helia. Recommended software was OpenOffice.org document processor, spreadsheets and slides, Mozilla Firebird web browser and Gnome Desktop environment. A lot of other software was recommended too. User authentication should be done with Lightweight Directory Access Protocol, LDAP. Legacy Windows applications should be replaced by Linux alternatives, turned to web applications or, during a transition period, run remotely on a Windows Terminal Server.

Administering workstations could became a lot easier with Linux-based solution. Installation can be automated with Kickstart installation script, that makes it possible to automatically install a complete workstation with software. Software updates should be done with yum (Yellowdog Updater , modified), which became a standard part of Fedora Core while writing this paper. Remote control should be done with OpenSSH, in graphical mode if needed.

User testing should start immediately by installing Linux to computers accessible to all students in Helia, and including Linux in more courses.

Moving workstations to Linux is likely save licensing costs, even though producing an exact forecast of this was left for further research. By creating using and publishing its own package of Linux software and experiences, Helia can distribute these benefits to its partner companies.

Helia should continue installing and using Free software on proprietary platforms too. As Helia is a Polytechnic teaching about computers, it should use all common environments in teaching. Because of that, proprietary platforms will likely co-exist with Free platforms in the foreseeable future.

Illustration 5.

Helia should start using Free software in workstations, preferring GPL licensed software. A solution based on Fedora Core distribution could be installed using network boot (magic packet and PXE) and kickstart. Machines could update operating system and all software using yum, with a local repository to reduce network load. Remote administration should be done with ssh, using mass command execution and public key authentication. Central authentication of normal users should be done with LDAP. Workstations should all contain the same end-user applications, including Mozilla Firefox web browser, OpenOffice.org office suite, GIMP image manipulation program and OpenSSH client tools. A terse and simplified technical diagram on most of these aspects is presented in illustration 5. 5.1 Costs

Cost effects are very hard to predict. Both the technical quality of chosen systems and organizational issues can affect costs greatly. However, some estimates can be given. The costs that are likely to fall after transition to Linux systems are software licenses and repetitive administration tasks. More liberal licenses allow uses that were impossible before.

Basic software for a workstation is free. For example, operating system, document processor, spreadsheet, web browser and compilers are contained in the chosen distribution free of charge. However, Helia has bought some licenses where the cost is based on the count of workstations in use (Ivonen 2003). More savings can be achieved when these deals are renegotiated. Piloting a free solution creates a risk for software vendors by lessening lock-in, and thus gives Helia a better position negotiations.

Some applications are not yet available with free licenses. Some examples of this at the beginning of 2004 are CAD software and artistic vector drawing such as Illustrator or Freehand. These are not in wide use in Helia. Also some accounting software may be part of this category.

Some software is widely adopted in Helia, and their implementation requires big organizational effort. Winha might be an example of this. Helia might also have some accounting software that is hard to change. Even though these needs could be met by Free software, more costs can be saved by using the software until its end of life.

Special software and legacy software will not be replaced by free options, and no costs are saved in the short run. Using these programs emulated can create minor costs. In the long run, if the Free software is developed as fast as now, there will be Free alternatives for more specialized needs. Legacy applications are replaced by Free alternatives when their useful lifespan is over. Thus, some cost savings are possible in the long run.

Currently, installation and update of workstation requires huge manual effort. Licensing requirements force different software setups for each classroom. Major software updates are not possible without complete reinstall. Computers can be remote controlled, but command mass execution is limited to login script.

Administration tools described in the first part of this document can create savings in technical support. Software installation and update can be automated with yum, ssh enables remote control without interrupting current users, and installation scripts allow full installation of both software and operating system to varying hardware. Linux is also considered more stable, but in my experience stability benefit is lot bigger in servers than workstations. Viruses have caused both licensing costs and required a lot of administrative work last year. This effort would be a lot smaller in Linux, where viruses are almost non-existent. After the initial cost of education, Linux could be cheaper for technical support than Windows.

Moving to another system will require some training. As basic user tasks don’t change much, most education should be put for teaching technical support. Training costs are bigger at first and going lower all the time.

Moving a large share of workstations to another operating system is a big technical and organizational change, and has an amount of risk in it. Before Helia has completely moved to Linux, environment is very heterogeneous and puts bigger requirements for support. On the other hand, this can improve learning as many workplaces have multiple operating systems and students can get experience from two important environments.

Having an alternatives instead of locking in few software vendors improves negotiation power as a customer. Licensing risk is greatly reduced by using fewer licenses that have better terms. Implementing Linux may improve Helia’s image, as Linux creates many positive associations . Market share of Linux is growing fast, and by using Linux Helia can provide well educated workers to a growing market.

Due to lack of financial data, exact cost estimations could not be done. By pointing out the areas where costs will change, it seems obvious that costs can be saved by moving workstations to Linux. Removal of licensing costs and simpler administration will be the largest areas of savings. Simpler licensing removes risks and makes risk management easier.

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