March Minutes

ITAC MEETING MINUTES
March 17, 2011

Attendees: Robert Michaud, Niahm Darcy, Dr. Marc Hoit, Hank Cox, Darryl McGraw, Michael Reilly

Absent: Daren Baughman, Gloria McNeill, and Vass Johnson; absent due to work schedule conflict

Absent: Steve Kim

Wake County: Lib Wanner, Debbie Moore

The meeting began at 9:01 a.m.

Lib Wanner welcomed everyone to the meeting and thanked Darryl McGraw for hosting this meeting at Wake Tech Community College.

Lib then turned the meeting over to Darryl who began with some background information on Wake Tech and how its enrollment has grown dramatically over the last few years. Darryl indicated that their computer labs are at about 100 % usage from students and that using cloud computing has saved Wake Tech a sizeable amount of money by not having to build more computer labs. It has lowered the overall cost of ownership for the College and it allows students to work remotely. Darryl explained how a virtual lab is cheaper for Wake Tech to use rather than a traditional lab.

Darryl then showed the group the 2 different devices used to provide access to the cloud services. One called Wyse terminal in which is specially designed to work with Citrix that uses HDX technology instead of RDP technology which is used on IN-M cloud computing terminals. He explained the cost difference of each and how they required the use of blade server chassis and back up infrastructure.

Darryl demonstrated and explained how Wake Tech uses cloud computing through internal and external resources. Darryl explained the Virtual Computing Lab (VCL) that was established with IBM, NC State and NCMC and involves the use of VM Ware running on IBM blade servers and allows students to access course material remotely. Darryl indicated that for internal services, Wake Tech uses Citrix and gets about 60 sessions on a maxed out blade. This technology allows Wake Tech to provide a consistent software image for internal users to access.

Marc asked how Wake Tech is handling the licenses agreement with Microsoft Office. Darryl told the group that they have a campus agreement.

Darryl demonstrated different images for their students to sign onto without coming on campus. He noted that some images load in less than a minute and that some may take up to 20 minutes to load depending on their complexity. Marc pointed out that there is a way for heavily used software to be set up with preloaded images that are staged and waiting which allows for faster loading. Darryl explained how this technology saves Wake Tech from having to purchase high end computers. He also noted that they save money by purchasing fewer licenses.

Darryl then demonstrated accessing both the VCL and Wake Tech internal Citrix services using his IPad.

Lib asked the question about information being vulnerable if you are in a Citrix environment using your personal IPad.

Marc and Niahm indicated that with Citrix nothing is really on your computer and that is it on the server.

Lib responded that policy and procedures would still need to be in place for security reasons. The group agreed.

Darryl pointed out to the group that with Wake Tech using a Wyse terminal or an IN-M cloud computing terminal for cashiering stations or card swap stations that the device is cheaper and more easily supportable. He said that the information is not stored locally and that using this approach reduces the total cost of operation by using centralized cloud computing.

Regarding the costs of cloud computing infrastructure, Lib asked the group how many sessions they were getting from one blade. Marc explained that a single blade could handle 10 to 50 sessions depending on the applications being used. Darryl indicated that each blade would cost between $5000 - $6000. The group agreed that they have seen a huge savings not only through the blades and terminals, but also though support and how it stretches the life of existing computers.

Lib then asked the group about the Microsoft cloud offerings. Marc indicated that Microsoft has good resources, good design, smart people and their cloud is great. Cost of entry is low from a conversion and migration stand point. Robert pointed out that going with Microsoft will look almost seamless. Robert also pointed out that as time progresses the ability to adapt is becoming more important. The group discussed the changing skill sets needed in IT organizations if there is a true shift to cloud services. Lib indicated that she is looking into giving employees the option of using their personal devices to do their work versus the County providing the equipment. Marc indicated that this is done now for students at NCSU.

Lib asked what Wake County should be concerned about with Cloud Computing. Marc pointed out the law suit between the National Society for the Blind has brought against two universities for switching to Google Apps. Accessible was an issue. Also, there may be contracting issues of privacy and security. Marc suggested that if you stay with Microsoft this will not be a problem.

Darryl suggested to do a pilot operation with one department first with cloud computing. Monitor performance, talk to employees to get feedback. The group discussed the hidden costs involved.

Mike discussed the use of Office Live on his computer and how he uses the drop box function to access his documents on a different computer if he need to.

Lib thanked Darryl for the demonstrations and the group for the discussions for this meeting.

Lib asked the group if the updated 2010 Progress Report for the Board was acceptable and ready for submittal. The group agreed indicated that it was.

The group discussed how to handle requests from the public on sitting in on their meetings.

The meeting adjoined at 9:58 a.m.