Technology Proposal to the Jackson County Library District

Library Systems and Services

Proposal Team

• Dana Braccia – National Director for Public Library Services• Bob Windrow – Vice President• Ron Sharp – IT Jackson County• Dave Maxfield – Chief Information Officer

Goal of Meeting

• Education and understanding of options• Gauge interests, preferences, or areas requiring additional

discussion/review• Determine Next Steps

Current Environment

• Environment that was designed for a different time– Bandwidth dictated design– Servers deployed near the users, focused on single location– Servers that service few applications or single purposes

• Turnover of devices limited– Typical refresh of devices several years past service life– Many devices are 10+ years old

• Costs associated with design are high– More servers, software, licensing– More power, space– More administration and maintenance

Designs for Modernization of the Library Technology

• Network redesign is a catalyst for change• Focus is efficiency, reliability, flexibility• RFID, Auto Sort enables technology options like self check• 3 IT Tech Options– #1 Similar Design with new equipment

• Alternative Acquisition models

– #2 Consolidation on site• Same Acquisition, lower costs

– #3 Cloud Consolidation and Virtualization• Alternative pricing models, Infrastructure as a Service (IaaS)• A la Carte options for additional Services

Current Design with Modern Technology

• Servers– Fewer, Faster, more capable– HP’s newest servers

• Desktops– Replacement over 2 years– Turnover of devices spread over time

• Printers• Barcode Scanners, Receipt Printers• Wireless access• Network is recent, no changes

Advantages/Disadvantage

• Advantage– Familiar design, with some consolidation (servers can do more)– Modern systems, up to date devices, operating systems– Higher capacity and room to grow– Improved performance

• Disadvantages– Higher cost (vs. other designs)– Higher power consumption– More space– More administration time

Consolidation on Site

• Takes advantage of improved bandwidth between sites

• Consolidate regional servers to Medford• Library Network Devices (wired and wireless)

can take over for many of the functions previously performed by local servers

• Virtualization of almost 30 Servers to approximately 4– Servers share storage

• Desktops, printers, others remain as #1

Advantages/Disadvantages

• Advantages– Lower hardware costs– Fewer OS licensing– Lower power consumption, space– Less Travel, quicker response to server issues– Redundancy in design

• Disadvantages– New skill set for local staff (VMWare) - costly– New functions for local network

Cloud Consolidation• Consolidation and Virtualization of all server functions at

LSSI Cloud Location• 30+ servers down to 2 (primary and redundant)• Co-resident with Polaris• Network Devices provide critical functions at local libraries• Cloud Systems are run on enterprise class servers and

storage– 99.999% reliability

• Cloud Systems have built in redundancy and failover capabilities

• Cloud Systems have security, high capacity networking• Cloud Systems have Technical Facilities that far exceed any

library– UPS, Generators, Biometric Security, Power conservation,

Proper Cooling

Cloud Advantages/Disadvantages

• Advantages– Lower costs of services– Higher reliability– Faster Deployment of services– Different Pricing Model

• Modern Architecture– Virtualized– Consolidated– Shared access and equipment

Cloud Advantages

• Enables other web scale applications– File Services (myLibrary)– Backup – IaaS, SaaS, DRaaS – Infrastructure as a service; software as a service; disaster

registry as a service– Ubiquitous Access (location, device)

• Allows for the advantages of volume– Equipment, Resources, Volumes

• Advantages of Higher Reliability and Flexibility– Performance, Growth, Redundancy, Speed of Delivery

Cloud Concerns

• “Cloud” is the wild west of IT– This is a Stable, Mature design, very mainstream of current IT environments– Well Honed Designs to minimize risk and maximize reliability– Significant flexibility and scalability, responsive to changing demands

• Security – Is it less secure?– LSSI systems run on only Private Cloud environments– Audited and certified environments, best practices– Hardware is dedicated to its customers, not shared like AWS, others– Highest level of physical security, encryption, firewalls

• Could Jackson County move out of the cloud after contract ends?– Yes, but investments, skills, and time need to be factored

Pricing Alternatives

• Cloud Option Pricing is service based, not hardware based

• LSSI responsible for maintenance, repair, replacement over life of contract

• No large cost of acquisition (LSSI buys necessary equipment)

• Simple budgeting • Modern equipment (based on agreed life spans) • Easy to add services and expand

RFID & Autosort

• 3M based Technology• RFID for 680,000 books & dvd’s – relates to the collection

– Tagging project, Tags (Standard and Sting-Ray)• RFID self Check Kiosks (24)• RFID Staff Circulation stations (32)• RFID Dual aisle security gates (23)• RFID Book Drops (13)• 5 bin sorter with public and staff inlets (2)• Gate Tracking software for each branch• Annual Maintenance• Installation & Configuration

RFID/Auto Sort

• Advantages – this is what can be enabled – most of this is a labor saver – you’re trading capital costs for labor costs– Open Library Applications– Can process books/media in parallel– Enables Self Check (define as option for additional library hours)– Improves Inventory– Library Book Drops

Pricing

• Estimates – illustrative of differences in design – need to drill down into the technical details of the equipment – more planning needed before we get to that stage

• Full HW/SW design for Option 3 is still necessary– Consolidation/Virtualization

• Cost Estimate

• Personal Computers• Monitors

PC, Implementation, Licensing

$333,152

• Servers 39 to 20, UPS $130,000 + install

• Wireless 25 Multi Radio AP $32,000 + install

• Printers Medium Duty Printers $40,000 + install

• Barcode Scanners Honeywell 1300, Polaris Compatible

$23,000 + install

• Receipt Printers Star TSP700II, Polaris Compatible

$35,000 + install

• Software Windows, Server, WSUS $10,000 + install• RFID 3M Self Checks, Install, RFID $732,510 + 50,000 annual

maintenance• Bin Sorters 5 Bin RFID Sorters $200,000

• Cost Estimate

• Personal Computers• Monitors

PC, Implementation, Licensing

$30/Month/PC, all included

• Servers 29 to 4 Larger, Faster $60,000 + UPS and Install

• Wireless 25 Multi Radio AP $32,000 + install

• Printers Medium Duty Printers $40,000 + install

• Barcode Scanners Honeywell 1300, Polaris Compatible

$23,000 + install

• Receipt Printers Star TSP700II, Polaris Compatible

$35,000 + install

• Software Windows, Server, WSUS $10,000 + install• RFID 3M Self Checks, Install, RFID $732,510 + 50,000 annual

maintenance• Bin Sorters 5 Bin RFID Sorters $200,000

• Cost Estimate

• Personal Computers• Monitors

PC, Implementation, Licensing

$30/Month/PC, all included

• Servers 29 to 2 Cloud Locations $2000/Month for servers, other options for DR, Backup, file Services

• Wireless 25 Multi Radio AP $32,000 + install

• Printers Medium Duty Printers $40,000 + install

• Barcode Scanners Honeywell 1300, Polaris Compatible

$23,000 + install

• Receipt Printers Star TSP700II, Polaris Compatible

$35,000 + install

• Software Windows, Server, WSUS $10,000 + install• RFID 3M Self Checks, Install, RFID $732,510 + 50,000 annual

maintenance• Bin Sorters 5 Bin RFID Sorters $200,000

Next Steps

• Determine interest level and preferences• Identify areas where additional information is needed• Fully analyze workloads (for consolidation/virtualization)• Identify cost elements (other than budgetary)– Hardware, software, licensing– Maintenance/Warranty– Implementation & configuration– Project/Program overhead

• Schedule