Posts Tagged OSS migration

Some data on OSS TCO: results from past projects

During the development of the EU Cospa project, we found that one of the most common criteria used to evaluate “average” TCO was actually not very effective in providing guidance – as the variability of the results was so large that made any form of “average” basically useless. For this reason, we performed a two-step action: the first was to define a clearly measurable set of metrics (including material and immaterial expenses) and you can find it here:
D3.1 – Framework for evaluating return/losses of the transition to ODS/OSS

The second aspect is related to “grouping”. We found that the optimal methodology for evaluating migration was different for different kind of transitions, like server vs. desktop, full-environment migration vs. partial, and so on; the other orthogonal aspect is whether the migration was successful or not. In fact, *when* the migration is successful, the measured (both short-term and over 5 years) TCO was substantially lower in OSS compared to pre-existing proprietary software. I highlight two cases: a group of municipalities in the North of Italy, and a modern hospital in Ireland. For the municipalities:

Initial acquisition cost: proprietary 800K€, OSS 240K€

annual support/maintenance cost (over 5 years): proprietary 144K€, OSS 170K€

The slightly higher cost for the OSS part is related to the fact that an external consultancy was paid to provide the support. An alternative strategy could have been to retrain the staff for Linux support, using consultancies only in year 1 and 2- leading to an estimated total cost for the OSS solution exactly in line with the proprietary one. The municipalities also performed an in-depth analysis of efficiency; that is, documents processed per day, comparing openoffice and MS office. This was possible thanks to a small applet installed (with users and unions consent) on the PC, recording the user actions and the applications and files used during the migration evaluation. It was found that users were actually *more* productive with OOo in a substantial way. This is probably not related to a relative technical advantage of OOo vs. MS office, but on the fact that some training was provided on OpenOffice.org before beginning the migration – something that was not done before for internal personnel. So many users actually never had any formal training on any office application, and the limited (4 hours) training performed before the migration actually substantially improved their overall productivity.

On the other hand, it is clear that OOo is – from the point of view of the user – not lowering the productivity of employees, and can perform the necessary tasks without impacting the municipality operations.

- Hospital:
The migration was done in two steps; a first one (groupware, content management, openoffice) and a second one (ERP, medical image management).
In the first, the Initial acquisition cost was: proprietary 735K€, OSS 68K€

annual support/maintenance cost (over 5 year): proprietary 169K€, OSS 45K€

Second stage Initial acquisition cost: proprietary 8160K€, OSS 1710K€

annual support/maintenance cost (over 5 year): proprietary 1148K€, OSS 170K€

The hospital does have a much larger saving percentage when compared with other comparable cases because they were quite more mature in terms of OSS adoption; thus, most of the external, paid consulting was not necessary for their larger migration.

Some of the interesting aspects that we observed:

  • In both tangible and intangible costs, the reality is that one of the most important expense is software search and selection, and the costs incurred in selecting the “wrong” one. This is one of the reasons why in our guidelines we have included the use of established, pragmatic software selection methodologies like FLOSSMETRICS or QUALIPSO (actually we found no basic difference in “effectiveness” among methods: just use at least one!)
    This information is also something that can be reused and disseminated among similar groups; for example, the information on suitability of a backup solution for municipalities can be spread as a “best practice” among similar users, thus reducing the cost of searching and evaluating it. If such a widespread practice can be performed, we estimate that OSS adoption/migration costs can be reduced of something between 17% and 22% with just information spreading alone.
  • On average, the cost of migration (tangible vs. intangible) was nearly equal with one exception that was 27% tangible vs. 73% intangible, due to the pressure to use older pcs, and reuse resources when possible for budgetary reasons. In general, if you want to know the “real” TCO, simply take your material costs and multiply by two. Rough, but surprisingly accurate.
  • Both in COSPA, OpenTTT and our own consulting activity we found that 70% of users *do not need* external support services after the initial migration is performed. For example, while most of COSPA users paid for server support fees for RedHat Enterprise, a substantial percentage could have used a clone like Centos or Oracle linux with the same level of service and support. Also, while not universally possible, community-based support has been found sufficient and capable in a large number of environments. A problem with community support has been found in terms of “attitude”; some users accessed the forums with the same expectations of a paid offering, seriously damaging the image and possibility of support (something like “I need an answer NOW or I’ll sue you!” sent to a public support forum for an open source product). For this reason, we have suggested in our best practices to have a single, central point of contact between the internal users and the external OSS communities that is trained and expert in how OSS works to forward requests and seek solutions. This can reduce, after initial migration and a 1-2 year period of “adaptation”, support costs by shifting some of the support calls to communities. This can reduce costs of a further 15-20% on average.

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The new EveryDesk and EveryDesk/MED health care desktops

We have finally released the new version of the linux-on-USB EveryDesk system, both in the plain version and the Medical release, that includes an IHE certified DICOM medical image browser, a complete R-based statistical environment and OpenOffice enhanced with a complete medical dictionary. The new version is faster, should be more compatible with older hardware, and in general was found by our beta testers to be fairly complete.

Its main appeal is that it can be tested without any installation: just download the image, copy it on the key and try. It boots fast, it is totally modifiable, provides local applications, Prism for web-apps, Chromium and several remote computing applications like the VMware View client, clients for IBM mini and mainframes, a full Java environment for Citrix, and much more.

The medical version still misses the final DICOM certification (you will see in the startup splash screen that it does have no CE marking), we are working towards the final release that will be certified and significantly improved. The R environment is also missing some modules specific to bioengineering, that were not ready in time for release; we expect to have a beta-2 version ready for the mid of august.

We have also a completely new website: http://www.everydesk.org where we added a substantial amount of material, and will be used to publish the training videos that we are preparing to help companies in adopting the desktop for their own internal use.

We have introduced a new policy: we offer unlimited and free support and helpdesk services for all users, commercial or not. To receive private answers we only as for an introductory email that provides details of the institution, contact points and the actual or expected number of EveryDesk installations. We will provide a separate customer ID, and it will be used for issue tracking. Large scale customers can request a private portal, with issue and bug tracking, device management and group update as a separate commercial option.

We are welcoming health care institutions that are interested in trying EveryDesk/MED, especially from developing countries; let us know what additional application may be of interest to be added to the default platform.

For more information: http://www.everydesk.org

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Some EveryDesk Use Cases

Now that our EveryDesk is out in the wild, I would like to provide a little background on what choices were made in creating it; especially outlining some differences with previous approaches. EveryDesk starts with a set of assumptions: first of all, that every single barrier reduces by an order of magnitude the probability of adoption, and that it is extremely difficult to displace “what works”, but there are lots of environments where current OSS and commercial offerings are not perfectly suited for their intended target.

I have previously addressed the use of the UTAUT model to study for example Google’s ChromiumOS offering; we applied the same model for our own desktop offering, modelled after the end of the COSPA project (one of the largest controlled experiments in the introduction of OSS in European Public Administration desktops). We have focused our initial efforts on the Health Care sector, thanks to our contract work with the regional health care agency of the Friuli region, but later generalized the approach for a wide range of activities using the same basic infrastructure.

First of all, what’s the problem of the current commercial offering?

  • Hardware obsolescence: PC refresh cycles are already widely stretched thanks to the economic crisis, forcing users to adapt to less-than-modern IT infrastructures, both server and client side;
  • Security: the basic security of most commercial offerings is barely adequate; to provide sufficient protection, several layers of added security software needs to be added to the basic OS, increasing resource consumption and aggravating the situation for less than modern hardware;
  • Management: unless you are the lucky recipient of a fully managed (and costly) infrastructure, you will have to perform or have performed several management activities like patch and software management, backups and lots more.

Thin clients reduce management, but require substantial infrastructural investments, some applications are hard to port to Terminal Services or require substantial remotization bandwidth (or lots of additional software: think about video-conferencing in a TS environment, with all the hybrid local/remote channel enabled by tools like Citrix HDX). VDI requires even more complex systems, with an offering that is still maturing (with some stunning technical hacks, actually) and that has for many installation an unproven return on investment.

To summarize: desktop PC are flexible, adaptable, usable without connectivity, complex, fragile, difficult to manage. Thin (bitmap-based, like RDP or ICA)  clients are slightly easier to manage, require little support, require substantial infrastructure investments, cannot work detached, have marginally lower management costs.

We try to strive with a middle ground solution: EveryDesk is a locally executed OS, that when configured provides the same remote management advantages of thin clients without the costly infrastructure (the only thing needed is storage, that is nowadays cheap and plentiful). The system is a real install, not a live CD, so the user/administrator can install applications or customize it in depth simply by using the image and then replicating it for all the people working in a company or administration. Updating it is simple: just execute the Update Manager!

While developing EveryDesk we identified a few potential use cases, and I would like to explain what advantage our hybrid model can have:

  • Hospital worker: our initial use case. We designed the system so that national regulations in the handling of sensitive data could be complied to without any specific effort on the side of the user; that is, to make nearly impossible for the worker to lose or disseminate data without an explicit and voluntary breach of confidentiality, and make it possible to identify such breach immediately. By moving user data on a centrally managed server, standard logging and identity management techniques can be applied easily to prevent data loss; as no private data is on the key (including passwords), losing the key or having it stolen is not sufficient to breach the system privacy. For our health care customization we added to the basic image an excellent radiology workstation system called O3, already in use in some Italian hospitals, a medical dictionary and some ancillary tools like the ImageJ image processing system. rws2
  • Another important use case is widely found in developing countries, and is the “Internet Café”. While it is true that mobile internet access is fast becoming a fundamental infrastructure, cost and efficiency reasons still make it sensible to have a physical, shared space with PCs. EveryDesk makes it possible to provide low-maintenance PCs with no hard disks, a central low cost storage, and simply give away the USB keys to the attendees. If a key stops working, it is simply a matter of re-copying the image on top of a new one to restore everything.
  • Within companies and Public Administration, providing a diskless PC with EveryDesk allows the efficient use of even old PCs (EveryDesk takes 150MB of RAM with both Firefox and OpenOffice.org open), while providing thanks to VirtualBox the set of applications that are not available within Linux. In dispersed companies, where you have multiple sites, you can use a replicating file system (like the wonderful XtreemFS developed within another EU-funded research project) that provides in a totally open source solution with differential and efficient replicas across sites. This way you can use your VirtualBox image, stop it, let the system replicate it in the other sites, move to another city, fire up EveryDesk again and have all your data and status restored without the need for local persistent storage.

The idea of a real Linux install is not new – actually, some of the ideas were explored a few years ago in a Gentoo-based system called FlashLinux, that unfortunately is not updated since 2005. We also introduced some of the ideas behind IBM SoulPad, namely the integration of virtualization within the environment, but reversed the concept (in SoulPad the virtualization layer is at the bottom, and is used to abstract the internal virtual machine from the hardware, as well as providing easy suspend/resume functionalities).

We plan to create a education-oriented edition, integrating some of the software tools already selected in projects like EduLinux; we also plan to backport some of the customizations of municipally-sponsored distributions like MAX (Madrid Linux) to try to provide a common basis for experimentation in public administrations across Europe.

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And now, for something totally different: EveryDesk!

Now that most of our work for FLOSSMETRICS is ended, I had the opportunity to try and work on something different. As you know, I worked on bringing OSS to companies and public administration for nearly 15 years now, and I had the opportunity to work in many different projects with many different and incredible people. One of the common things that I discovered is that to increase adoption it is necessary to give every user a distinct advantage in using OSS, and to make the exploratory process easy and hassle-free.

So, we collected most of the work done in past projects, and developed a custom desktop, designed to be explorable without installation, fast and designed for real world use; EveryDesk is a reinterpretation of the Linux desktop, designed to be used in public administrations or as an enterprise desktop. EveryDesk is a real OS on a USB key, not a live CD; this way the system allows for extensive customization and adaptation to each Public Administration need It is the result of the open sourcing of part of our HealthDesk system, designed using the result of our past European projects COSPA (a large migration experiment for European Public Administrations), SPIRIT (open source health care), OpenTTT (OSS technology transfer) and CALIBRE (open source for industrial environments).

EveryDesk is a binary image designed for 4GB USB keys, easy to install with a single command both on Linux and Windows, simple to replicate and adapt. It does provide a simple and pleasing user interface, with several pre-installed applications and native support for Active Directory. EveryDesk supports roaming/nomadic work through a special mode that stores all user data on a remote SMB server (both Samba and Windows are supported). This way, the user’s USB key contains no personal data, and can be used in environments that manage sensitive data, like health care or law enforcement.

The files and images can be downloaded from the SourceForge project page.

EveryDesk integrates a simple and easy to use menu, derived from Novell usability research studies, providing one-click access to individual programs, documents, places; easy installation of new software or updates, thanks to the fully functional package manager.

EveryDesk includes support for Terminal Services, VNC, VmWare View and other remote access protocols. One peculiarity we are quite happy with is the idea of simplified VDI; basically, EveryDesk integrates the open source edition of VirtualBox, and allows for mounting the disk images remotely – so the disk storage is remote, and the execution is local. This way, VDI can be implemented by adding only storage (that is cheap and easy to manage) and avoiding all the virtualization infrastructure.

Screenshot

The seamless virtualization mode of VirtualBox allows for a quite good integration between Windows (especially Windows 7) and the local environment. Coupled with the fact that the desktop is small and runs in less than 100MB (with both Firefox and OpenOffice.org, it takes only 150MB) it makes for a good substitute of a traditional thin client, is manageable through CIM, and is commercially supported. Among the extensions developed, we have a complete ITIL compliant management infrastructure, and digitally-signed log storage for health care and law enforcement applications.

For more information: our health care home page, main site, on twitter, facebook, and of course here!

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“Libre Software for Enterprises”: new issue of the European Journal for the Informatics Professional

It is available online the new issue of UPGRADE, the European Journal for the Informatics Professional, edited by Jesús-M. González-Barahona, Teófilo Romera-Otero, and Björn Lundell. The monograph is dedicated to libre software, and I am grateful to the editors for including my paper on best practices for OSS adoption. This is not the first UPGRADE edition devoted to libre and free software – the  june 2005 edition was about libre software as a research field, june 2006 centered on OSS licenses, december 2006 was devoted to the ODF format, and the december 2007 edition was centered on free software research, all extremely interesting and relevant.

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Just finished: the final edition of the SME guide to open source

It has been an absolutely enjoyable activity to work in the context of the FLOSSMETRICS project with the overall idea of helping SMEs to adopt, and migrate to, open source and free software. My proposed approach was to create an accessible and replicable guide, designed to help both those interested in exploring what open source is, and in helping companies in the process of offering services and products based on OSS; now, two years later, I found references to the previous editions of the guide in websites across the world, and was delighted in discovering that some OSS companies are using it as marketing material to help prospective customers.

So, after a few more months of work, I am really happy to present the fourth and final edition of the guide (PDF link) that will (I hope) improve in our previous efforts. For those that already viewed the previous editions, chapter 6 was entirely rewritten, along with a new chapter 7 and a newly introduced evaluation method. The catalogue has been expanded and corrected in several places (also thanks to the individual companies and groups responsible for the packages themselves) and the overall appearance of the PDF version should be much improved, compared to the automatically generated version.

guidefrontpage-eu

I will continue to work on it even after the end of the project, and as before I welcome any contribution and suggestion.

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A new way to select among FLOSS packages: the FLOSSMETRICS approach

One of the “hidden” costs of the adoption or migration to FLOSS is the selection process – deciding which packages to use, and estimating the risk of use when a project is not “mature” or considered enterprise-grade. In the COSPA migration project we found that in many instances the selection and evaluation process was responsible for 20% of the total cost of migration (including both the actual process, and the cost incurred in selecting the wrong package and then re-performing the assessment with a new one).

The problem of software selection is that there is a full spectrum of choices, and a different attitude to risk – a research experiment may be more interested in features, while a mission-critical adoption may be more interested in the long-term survivability of the software they are adopting. For this reason many different estimating methods were researched in the past, including EU-based research projects (the QSOS method, SQO-OSS, QUALOSS) and business-oriented systems like OpenBRR or the Open Source Maturity Model of CapGemini. The biggest problem of those methods is related to the fact that the non-functional assessment (that is, estimating the “quality” of the code and its community and liveness) is a non-trivial activity, that involves the evaluation and understanding of many different aspects of how FLOSS is produced.

For this reason we have worked within the FLOSSMETRICS project on a new approach that is entirely automated, and based on automated extraction of the “quality” parameters from the available information on the project (its repository and mailing lists). The first result is a set of significant variables, that collectively give a set of quality indicators of the code and the community of developers around the project; these indicators will be included in the public database of projects, and will give a simple “semaphore”-like indication of what aspects may be critical and what are the project strengths.

On the other hand we have worked on the integration of the functional aspects in the evaluation process – that is, how to weight in features vs. the risk that the project may introduce. For this reason we have added to our guide a new, simplified evaluation schema, that includes both aspects in a single graph.

Creating a graph for a product selection involves three easy steps:

  • starting from the list of features, extract those considered to be indispensable from the optional ones; all projects lacking in indispensable features are excluded from the list.
  • for every optional feature a +1 score is added to the project “feature score”, obtaining a separate score for each project.
  • using the automated tools from FLOSSMETRICS, a readiness score is computed using the following rule: for every “green” in the liveness and quality parameters a +1 score is added, -1 for every “red”.

This gives for each project a position in a two-dimensional graph, like this one:

graph

The evaluator can then prioritize the selection according to the kind of adoption that is planned: those that are mission-critical and that requires a high project stability (and a good probability that the project itself is successful and alive) will prefer the project positioned on the right-hand of the graph, while those that are more “experimental” will favour the project placed in the top:

graph2

This approach integrates the advantage of automated estimation of quality (and can be applied to the FLOSSMETRICS parameters or the previous QSOS ones) with a visual approach that provides in a single image the “risk” or inherent suitability of a set of projects. I hope that this may help in reducing that 20% of cost that is actually spent in deciding which package to use, thus improving the economic effectiveness or freeing more resources for other practical activities.

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Helping OSS adoption in public administrations: some resources

It was a busy and happy week, and among the many things I received several requests for information on how to facilitate adoption of OSS by public administrations. After the significant interest of a few years ago, it seems that the strong focus on “digital citizenship” and the need to increase interoperability with other administrations is pushing OSS again (and the simplification, thanks to the reduction in procurement hurdles, also helps). I have worked in this area for some years, first in the SPIRIT project (open source for health care), then in the COSPA and OpenTTT projects, that were oriented towards facilitating OSS adoption. I will try to provide some links that may be useful for administrations looking to OSS:

  • Let’s start with requirement analysis. What is important, what is not, and how to prioritize things was one of the arguments discussed in COSPA, and two excellent deliverables were produced (maybe a bit theoretical, but you can skip the boring parts): analysis of requirements for OS and ODS and prioritization of requirements (both pdf files).
  • As part of our guide in the FLOSSMETRICS project we have a list of best practices, that may be useful; in general, the guide does have some more material from various European projects. I would like to thank PJ from Groklaw, that hosted my work for discussion there, and to the many groklawers that helped in improving it.
  • One of the best migration guide ever created, by the Germany Ministry of the Interior (KBST), is available in english (pdf file). It covers many practical problems, server and desktop migrations, project planning, legal aspects (like changing contractual relations with vendors), evaluation of economics and efficiency aspects and much more. Unfortunately the 2.1 edition is still not available in english…
  • For something simpler, some guidance and economic comparison from the Treasury board of Canada;
  • and a very detailed desktop migration redbook from IBM.
  • The European Open Source Observatory does have a long and interesting list of case studies, both positive and negative (so the reader can get a balanced view).

And now for some additional comment, based on my personal experience:

  • A successful OSS migration or adoption is not only a technical problem, but a management and social problem as well. A significant improvement in success rates can be obtained simply by providing a simple, 1 hour “welcoming” session to help users in understanding the changes and the reasons behind it (as well as providing some information on OSS and its differences with proprietary software).
  • In most public administrations there are “experts” that provide most of the informal IT help; some of those users may felt threatened by the change of IT infrastructure, as it will remove their “skill advantage”. So, a simple and effective practice is to search for them and for passionate users and enlist them as “champions”. Those champions are offered the opportunity for further training and additional support, so they can continue in their role without disruptions.
  • Perform a real cost analysis of the actual, proprietary IT infrastructure: sometimes huge surprises are found, both in contractual aspects and in actual costs incurred that are “hidden” under alternative balance voices.
  • If a migration requires a long adaptation time, make sure that the management remains the same for the entire duration, or that the new management understands and approves what was done. One of the most sad experiences is to see a migration stop halfways because the municipality coalition changes, and the new coalition has no understanding of what was planned and why (“no one remembers the reasons for the migration” was one of the phrases that I heard once).
  • Create an open table between local administrations: sometimes you will find someone that already is using OSS and simply told no one. We had a local health agency that silently swapped MS Office with OpenOffices in the new PCs for hospital workers, and nobody noticed :-)
  • Have an appropriate legislative policy: informative campaigns and mandatory adoption are the two most efficient approaches to create OSS adoption, while subsidization has a negative welfare effect: “We show that a part from subsidization policies, which have been proved to harm social surplus, supporting OSS through mandatory adoption and information campaign may have positive welfare effects. When software adoption is affected by strong network effects, mandatory adoption and information campaign induce an increase in social surplus” (Comino, Manenti, “Free/Open Source vs Closed Source Software: Public Policies in the Software Market”). Also, in the TOSSAD conference proceedings, Gencer, Ozel, Schmidbauer, Tunalioglu, “Free & Open Source Software, Human Development and Public Policy Making: International Comparison”.
  • Check for adverse policy effects: In one of my case studies I found a large PA that was forced back to commercial software, because the state administration was subsidizing only the cost of proprietary software, while OSS was considered to be “out of procurement rules” and thus not paid for. This does also have policy implications, and require a careful choice of budget voices by the adopters administration.

We found that by presenting some “exemplar” OSS projects that can be used immediately, the exploration phase usually turns into a real adoption experiment. The tool that I use as an introduction are:

  • Document management: Alfresco. It is simple to install, easy to use and with good documentation, and can be introduced as a small departmental alternative to the “poor man repository”, that is a shared drive on the network. Start with the file system interface, and show the document previews and the search functionalities (more complex activities, like workflow, can be demonstrated in a second time). Nuxeo is also a worthy contender.
  • Groupware: my personal favorite, Zimbra, that can provide everything that Exchange does, and has a recently released standalone desktop client that really is a technical marvel. If you are still forced into Outlook you can use Funambol (another OSS gem) that with a desktop client can provide two-way synchronization with Outlook, exactly like Exchange.
  • Project management: a little known project from Austria is called OnePoint, and does have a very well designed web and native interface for the traditional project management tasks.
  • Workstation management: among the many choices, if (as it usually happens) the majority of the desktops are Windows-based there is a long-standing german project called Opsi, that provides automatic OS install, patch management, HW&SW inventory and much more.

Of course there are many other tools, but by presenting an initial, small subset it is usually possible to raise the PA interest in trying and testing out more. For some other software packages, you can check the software catalog that we provided as part of our FLOSSMETRICS guide. I will be happy to answer to individual requests for software that will be posted as comments to this articles, or sent to me by twitter (@cdaffara); if there are enough interest, I will prepare a follow-up post with more tools.

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