Date: Fri, 14 Nov 97 08:34:02 PST
From: David Bridge <[email protected]>
Subject: RE: Strategic Plans
To: [email protected], Laurie Sowd <[email protected]>
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>Subject: Strategic plans
>
>I'm looking for models of long-range automation plans which address
>issues like: How and when should we replace and/or upgrade PC and server
>hardware? How and when should we migrate to more recent versions of
>standard software?
>
>Are you aware of any samples? Any leads you can provide will be greatly
>appreciated!
>
Dear Laurie Sowd:
I think that in general "strategic plans" address time periods such
as ten years or more. They look at very broad business issues and
future directions. I think you are looking more for some operational
guidelines or principles in these areas.
While I don't have these operational guidelines written down, ready
to mail to you, here are some of my views.
** How and when should we replace and/or upgrade PC ?
All equipment has a "useful life span", automobiles,
forklifts, airplanes, washing machines, computers, etc.
Therefore, if you are a responsible manager (also the Director)
you MUST have an equipment replacement plan.
Different items have different life spans.
Many commercial companies depreciate PCs to zero, in three years.
I recommend that you have a goal to replace all your PC every three
years. I have not met anyone who can afford to purchase all new
computers for their staff once every three year. Normally the
budget can not support a large expense one year and nothing
in the next two years. Which means that most people establish
an equipment replace line item in their budget.
This needs the understanding and support of the director, CFO, etc.
The size of the fund is 1/3 of the number of computers, times
the average cost of each PC, say US$2500 to 3000.
If you purchase low end PCs, they are cheaper, but they have a
shorter useful life span. Just to keep the math simple, let say
that you can purchase a PC for $2100. If it has a life span
of three years, then the average cost per year is $700.
If you can spend LESS than $700 for more memory, or maybe
more slots, more flexibility, more whatever, that extends the
useful life span of the PC, it is a wise investment.
You have extended the life of the PC, at less than the average
yearly cost.
Most people don't know what their requirements are going to be
in three years, so some flexibility is useful in order to met
changing requirements.
I know of one museum that is going to lease all of their PCs.
They are going to get 1/3 new each year, i.e. the same kind of
replacement cycle that I am talking about. But, the leasing
company takes care of all the hardware, software, etc.
Upgrading PCs is sometimes a good plan, but often you have to
replace so many parts, that you have to be a very good computer
geek to do it right. And then you have a machine which you want
to count on for another 2-3 years, without any warranty.
There are real trade offs to upgrading equipment.
I met a lady at the last MCN meeting. She said that she had
the support of her director for he collections automation
project. Later she said that they were using 286 PCs.
That's not the kind of support that I want.
** How and when should we replace and/or upgrade server hardware?
I think the same general rules apply.
Plan on replacement every 3-5 years.
There are more variables: How well did you "size" the server
the first time? How well did you understand your requirements?
How much flexibility did you build into your server design?
For example, was the server designed to support your work
group of 15 people, but now the Director thinks you have a great
system and he wants you to support the whole museum of 100 people?
This could be redesign time.
Or you have a collections management application, and you have
100,000 objects. Lets say that you can input 10,000 records per
year. If the server is only going to last for five years before
it is obsolete, why sizes it for the 100,000 object data base.
Size the current server for the 50,000 and plan on a replacement
server later, in 4-5 years.
If you purchased the server five years ago, it's probably a 386,
today it too slow in CPU, disk IO, and does not support enough
memory. This is what is called a "forklift" upgrade.
Replace the whole system.
** How and when should we migrate to more recent versions of
standard software?
While you have to stay current to some degree, many people
try NOT to install every upgrade.
The cost of the software, even at full retail prices, is
*negligible*, when compared with the staff time to install,
migrate files, train the users, etc.
Are the users getting any real benefits from the upgrade?
We recently upgraded to AutoCade v14, because the old version
would not print under Windows95. That was a real benefit!!
A lot of people are using less than 10% of the their word processing
software features, anyway. They are not going to be very happy
when you give them a lot more features (that they don't need/what)
and they have to spend several days learning new stuff.
Maybe the answer is more along the lines of pick a good standard
suite of software that addresses your organizations requirements.
Use this standard across the organization; support is easier for
you, users can help each other, users can exchange files, etc.
When these requirements change, or the software will no longer
be supported, then adopt a new standard and upgrade across the
organization.
** There are several other issues that also need to be addressed:
Printers need to be replaced; but probably last longer than PCs.
You networking infrastructure also has a useful life span.
These are your hubs, switches, routers, etc.
These might change even faster then PCs; so you need a plan
here also.
WAN links. If you have more computers on your network, doing
more applications, using larger files, do you need to review
the capacity of your WAN links, your Internet link, etc.
Again good planing can provide flexibility, that makes the
upgrade, easier, cheaper, and less disruptive to you organization.
What do you do with your old PCs, which still have a little
useful life left in them? We have put some into collections
storage areas, visitor offices, etc.
Places that you may not feel that you can budget a machine for,
but where there is a limited, but useful function for the PC.
I hope this is helpful or sparks some discussion.
yours, David Bridge
[email protected]
