Submitted to: Mark Haslett
Submitted by: Stephen Markan, Alex McCulloch, Sue Moskal, Carl Nagel, Bill Oldfield, Jackie Stapleton, Linda Teather
In July 2002, a working group was appointed to review the requirements for public workstations in the University of Waterloo Library in light of changes in library services, user needs, and the Library and campus computing environments. Guided by staff input about users’ requests for enhanced functionality, UCIST’s strategic directions, the growing use of student-owned equipment and wireless technologies, a “standard” Library workstation definition was determined. This “standard” workstation is defined as one that supports finding and gathering electronic information, manipulating it, and converting it into a format or moving it to a location to facilitate further work at the user’s home, office, lab, etc. The group also decided to continue to adhere to the policy of providing unauthenticated access at public workstations, except when authentication is mandatory for specific services (e.g. email). Enhancement requests were evaluated in light of this policy and the “standard” workstation definition.
To avoid user confusion and simplify support requirements, the group decided that a single common image with a familiar look and feel (standard Windows desktop) should be employed. Requests for functionality beyond the common image were limited to a few “specialty” stations (e.g. UMD GIS stations) targeted at specialized groups of users in locations where assistance is available or required to provide access to resources that cannot be mounted on the “standard” station for technical reasons. Some requests, deemed beyond the scope of the “standard” definition, will be referred to the Information Commons Committee for consideration.
In parallel and in collaboration with the work of the Review group, an “interim” workstation image was developed to expedite the installation of newer system units at the public workstations. Many of the enhanced capabilities endorsed by the group were incorporated into this “interim” image. A “beta” test is underway to gather information about this image configuration before wider deployment begins.
Computer Technicians in the Systems Department successfully prototyped a workstation that will deliver most of the requested functionality in a secure environment. Windows XP restriction policies provide necessary security, with Deep Freeze and EndItAll addressing image preservation and user privacy concerns. Local email and ftp are available through mywaterloo, the Nexus Portal, and remote web email services will be available through UWdir authentication. Large files can be handled through a C: drive scratch space, ftp or HJ Split for copying to a floppy disk. The addition of headphone plugs will meet a multimedia requirement and a newsreader will provide access to course-related newsgroups. “Chat”, which cannot be limited to local course-related sessions was considered a service inappropriate for the public workstations at this time.
Fifteen specific recommendations follow in the body of this report that address both immediate and ongoing action. In addition to those described above, the recommendations include implementing authenticated web-based email at all “standard” workstations, increasing the total complement of workstations and laptop drops, addressing space and furnishings issues, investigating alternatives for the delivery of CDROM databases and networked services, soliciting feedback from users, regularly reviewing the workstation image, monitoring changes in the software support load on Information Desk staff, monitoring workstation and laptop drop usage, investigating alternatives to the ITC software for public printing, and identifying a procedure for printing from laptops.
Appendix A provides a summary of the functionality requests the group reviewed; Appendix B, a proposed timeline; and Appendix C, costing estimates.
In July 2002, a group was appointed to review the Library’s public workstation and network environment. The object was to review the requirements for public workstations in light of anticipated changes in library services, user needs, and the Library and campus computing environments. The group’s mandate included defining the service requirements for the Library’s public workstations, preparing and evaluating workstation configuration options, evaluating the preferred option at prototype workstations, recommending a workstation configuration, identifying resources required to implement the recommendations, and outlining implementation options, issues and implications. The review group included members from the Library’s Information Services and Resources (ISR), User Services and Systems departments and the UW Information Systems and Technology Department.
The project charter is available online. http://www.lib.uwaterloo.ca/staff/ismc/topics/publicworkstation/charter.html
Early in the Review, information was gathered from several sources about users’ needs, workstation usage and expected changes in the computing environment:
The Review charter excluded a user needs survey because of the time required to prepare and conduct a survey, the expectation that front-line Library staff would be able to provide useful information based on their experience, the assumption the students’ response would be “everything”, and the ever-changing student user group. It was judged preferable to use the beta test to solicit problem reports from users and Information and Circulation Desk staff, to explore a means of enabling user comments (e.g. a “comments” icon on the desktop), and to solicit specific problem reports from Information Desk staff during the first few months after the new workstation deployment.
Requests for added functionality were explored to try to understand the underlying purpose of the request and technical issues involved in addressing the request.
Other workstation-related issues that the group discussed included:
Statements from UCIST’s Directions documents that seemed particularly relevant to the Library workstation/network environment were:
Student ownership of laptops and other portable computing devices is increasing. While there is no official University statement, several departments and schools recommend a laptop to incoming students “if you are buying a computer”. Anecdotal evidence indicates that more and more students have laptops. First year students in residence, for example, are opting for a laptop for mobility and for more efficient use of the limited desk space in residence rooms.
The installation of wireless or wired access facilities is increasing and will encourage the use of portable devices by students. Currently, there are some constraints such as traffic density through wireless installations and transmission speed limitations. The University will be investigating and adopting new developments in order to overcome these technical constraints.
The move toward student-owned computing predicts a campus hybrid environment where both university-provided labs equipped with desktop computers and laptop wireless/wired network access will be available for students.
Wireless connectivity has been installed throughout the Davis Library and the UMD Library. Wireless installation in Porter should be completed by the end of December 2002.
There are currently 18 hardwired laptop drops available in the libraries: 8 in Porter, 8 in Davis and 2 in UMD. Use of the drops in Porter and Davis is heavy and increasing. Because wireless connectivity is expected to complement but not replace the use of hardwired drops in the near future, the Review group heard requests for additional drops in both locations. Sixteen will be added in the new 1st floor lounge area in Porter. A similar plan for Davis has not yet been made.
The networked CD ROM databases and services were recognized as an area partially outside the scope of the workstation/network review. Specific problems articulated to the Review group related to the level of support and maintenance required, the lack of access outside the Library buildings, and limitation of access within the buildings to single-purpose workstations. Better service would be provided if access to the networked CD ROM databases and services was available at all Library workstations, remote access was available, and the support/maintenance processes were more efficient.
The most significant change in the Library computing environment will come with the Information Commons presented for Campaign Waterloo funding. The Review group monitored the work of the Library’s Information Commons Committee as it defined the concept of this “High Touch with High Tech” integrated environment. Some of the requests for added functionality were deemed best handled in an Information Commons setting. The Review group considered its mandate a shorter-term one that should be acted on as quickly as possible and one that would not conflict with the Information Commons vision.
Logic would dictate that no action be initiated on public workstation upgrades until the workstation review was completed and its recommendations accepted. Reality, however, is that the system units badly need to be replaced with newer, faster units to better serve Library users. The Systems Department’s Spring 2002 Co-op student prototyped several workstation images and recommended upgrading to a Windows XP operating system and using a combination of Windows policy settings and Deep Freeze to replace WinU for security. This provided an opportunity to enhance the functionality of the workstations with those features that could be added most easily and without incurring significant additional costs (see Appendix A). The Review group accepted this recommendation, reviewed the prototype workstation and worked with the computer technicians and ISR/Systems Liaison Committee to implement a live beta test.
The Review group’s plan was that a two-week beta test would confirm that its recommendations for the new workstation configuration could be implemented and would work well in the Library. Unfortunately, the beta test was delayed by a number of unforeseen events and will be completed after this report is ready for submission. The group will review the test results and confirm the recommendations before further action is taken on the image.
In discussing various concepts about the Library’s role in providing computing access for students, Review group members recognized that it is not possible for a workstation to provide everything for everyone. Discussion was focused by the Library’s mission to support research and teaching by contributing “to the achievement of the University’s goals by collaborating with other members of the University community in teaching, research, learning and service. … provides the intellectual and physical environment to identify the information needs of the client community, relate those needs to available resources, provide access to those resources, facilitate the productive and proficient use of those resources.”
General agreement was reached on the purpose of the “standard” station. The workstation should support the user in finding and gathering electronic information, manipulating or collating it, and converting it into a format or moving it to a location to facilitate further work at the user’s home, office, lab, etc. Support for developing the information into a finished product and for other course-specific work should be provided in a campus lab, at the user’s own computer, or in a specialized environment such as an Information Commons.
The group endorsed the concept of maintaining a single “standard” image that would provide most, if not all, of the functionality required by most users. This one-stop image would include as many resources as possible that are currently provided from the Hollingers, stand-alone and networked CDROM stations. A single image would decrease users’ confusion about which workstation to use for which resource and enhance the Information Desk staff’s ability to instruct. The possible impact on licensed resources with limited simultaneous access such as SciFinder Scholar and Lexis/Nexis was recognized but the benefits of wider availability to these valuable research resources was thought to outweigh the concerns.
With the implementation of this “standard” image, specialty workstations will be required only to support resources or services which, for technical reasons, cannot be provided from the “standard” station or which are so specialized that they should be accessed from a limited number of stations in areas where resource-specific user assistance is available (e.g. UMD’s GIS workstations).
Requests for enhanced functionality and recommendations for addressing them are detailed in Appendix A. Many are included in the “interim” image for immediate deployment. Others are recommended for the “standard” image. A few others are referred to the Information Commons or declined for the reasons noted.
Specific comments about some of the requests received:
Word Processing: Most of the functions that were described to the Review group as requiring word processing software could be supported via freeware such as WordPad. This was added to the “interim” image. The provision of the full Office suite has been referred to the Information Commons Committee for future attention. An issue related to Office and other licensed software that the group identified was whether or not the license would permit installation on a public multi-user computer. This would require investigation on a case-by-case basis.
Intuitive navigation: A common thread was requests for more intuitive navigation and a “normal” desktop. Dispensing with WinU permitted a standard Windows desktop with taskbar and other features our users are accustomed to seeing. This should address these issues.
Accessibility features: Also requested was access to the standard Microsoft accessibility features such as the magnifier and command key options so that some users with disabilities could use the “standard” workstation. The Windows desktop set-up enables access to these features.
Ability to work with very large files: Access to some scratch space on the C: drive and HJ Split software to split large files onto multiple floppy disks will allow users to copy large files from any “standard” workstation. Students can also ftp files via the Waterloo Nexus Portal, mywaterloo. Other alternatives for working with large files, such as zip drives and CD burners, are referred to the Information Commons Committee. [Note: the GIS stations in UMD already have zip drives and CD burners.]
Access to files on Polaris/Nexus & Math subnets: Students have frequently requested access to their Polaris/Nexus or Math email folders as well as access to other personal files on these servers. Access to campus email accounts and the ability to ftp files from Library workstations is currently available via the Nebula mywaterloo page. Access to other personal files cannot be supported at this time since the ability to map drives is turned off by the Windows security settings in the current configuration.
Multi-media: Increasingly, resources students need to access require multi-media functionality. The group confirmed that the multimedia formats LT3 most commonly uses are Flash, QuickTime and Java. They are not using Shockwave or video streaming for courseware at this time. The Flash plug-in is included on the interim image. QuickTime is recommended for the “standard” image. Java is enabled on the interim image to support Virtual Reference and VDX. Front-mounted headphone connectors are recommended for all “standard” workstations.
Chat: Chat is currently disabled on the public subnet. Since chat is a peer-to-peer protocol, it is not possible to limit access to course-related chat. Bandwidth and workstation availability issues were considered significant and adding full chat at Library workstations was considered inadvisable.
Email: Some of the more frequent requests were for full email access at all workstations or for more dedicated email workstations, printing from email, and making the current dedicated email stations work “better”. While mywaterloo, the Waterloo Nexus Portal, can provide authenticated access to email accounts on campus from the public workstations, many students use hotmail, yahoo mail or other web-based email services. The authentication performed at these sites does not ensure that users are properly identified and, thereby, opens the possibility of abuse. Proxy authentication for email from public workstations can provide the level of authentication needed to allow access to full web-based email at the public workstations. Authenticated access to web-based email has been successfully tested on the prototyping/testing Unix server. It could be implemented easily by making a change on the server to force UWdir authenticated access in place of the current “no access”. This would also provide access to networked printing, eliminate the need to install more dedicated email stations and permit the conversion of the dedicated stations to full-service ones.
Newsgroups: While not falling within the definition of the purpose of the “standard” workstation, the group agreed that access to course-related newsgroups should be supported if possible. Methods suggested for exploration include enabling a newsreader in read-only mode and delivering UW newsgroups from a Library server via a web page. If a read-only restriction were applied, students would be able to post to newsgroups from their email accounts.
Printing: Many requests related to printing. These were wide-ranging and included “making it work better”, allowing users to send jobs to Graphic Services, and supporting printing from laptops. Investigation of printing problems is an ongoing process for Systems. The volume of successful printing is huge and growing quickly but even a 1% problem rate is too high. Similar problems are reported from labs on campus and a good alternative to the ITC software has not yet been found. The ability to direct print jobs to Graphic Services is not available because of security settings but it could be activated if a problem with default printer settings were resolved. Currently, if a printer path is changed, it remains changed until a user changes it again or until the workstation is rebooted. This would cause users to inadvertently send jobs to the “wrong” printer if the previous user had changed the default. While colour laser printing has been referred to the Information Commons Committee, the ability to send jobs to Graphic Services would provide access to colour printing. Printing from laptops is expected to be a growing request that should be supported if possible, perhaps via Graphic Services.
Some of the requests received from front-line Information and Circulation Desk staff related to performance issues with the current hardware, software and printing. The deployment of newer system units with the “interim” image should improve the stability and speed of the workstations and decrease the frequency of reboots. Nightly reboots will be scheduled. At this pre-determined time and whenever the user reboots the system unit, Deep Freeze will check for changes and restore the workstation’s software and settings to the original condition. EndItAll will close any applications left open after nine minutes of inactivity.
From the Technical/Systems support point of view, maintenance of a single image should provide some efficiency but the new image is a complex one. A longer time will be required for the initial set-up and installation of each unit since a number of settings must be made after the base image is installed. Systems will investigate the use of the Windows XP Remote Desktop Connection for the remote diagnosis of problems and maintenance and will implement this feature if there are no security concerns. This may provide for greater efficiency in the ongoing maintenance of the workstation software.
The advantages and disadvantages of migrating the Library public subnet to Nexus were considered. Nexus does not yet support Windows XP. There is no common Nexus image shared by all Nexus users. Each faculty/department maintains its own image, which is usually upgraded once per term. The Library might have less control over the timing of operating system upgrades and be unable to complete security upgrades on short notice. The main disadvantage noted was that, if the Nexus authentication server was down, no users would be able to log in. There are still some concerns about the stability of Nexus. This, combined with the requirement of providing access for users from TUG and the wider community, led the group to reject the Nexus option for the Library at this time.
Issues related to user assistance were also discussed. The implementation of a standard Windows desktop should make the workstations more intuitive for the majority of users. A web “Help” page has been created to assist users with specific tasks at the workstations such as using HJ Split to divide files and restarting public printing. The help page can be expanded to provide additional instructions as needed. The Library’s goal should be to make users as self-sufficient as possible. Information Desk staff are not trained, nor should they be expected, to provide application-specific assistance to users. The support load should be monitored and, if problems develop, this should be explored through an appropriate venue such as the Information Services Management Committee. Experience with users at the new workstations might assist the Information Commons Committee estimate the staff support required in that environment.
Expanding the functionality of the public workstations is a priority for the Library but, in doing this, four security goals must be met:
The achievement of these goals has been tested and confirmed by Systems technicians in a backroom setting. They must also be tested in a live environment for, no matter how thoroughly the technicians test, they cannot predict the ingenuity and creativity of our users.
Workstation security was relatively easy to provide in the restrictive WinU security environment. To expand the functionality provided to Library users, Systems will migrate the public workstations to the Windows XP operating system and use its restriction policies to prevent running any executable file other than those specifically permitted. A Microsoft white paper, “Using Software Restriction Policies in Windows XP … to protect against unauthorized software” provided valuable guidance in securing the workstations.
http://www.microsoft.com/windowsxp/pro/techinfo/administration/restrictionpolicies/default.asp
Deep Freeze software will be installed on all workstations.This will restore a computer to its original software configuration at each reboot. EndItAll software will also be installed to close any applications left open after nine minutes of inactivity. While some “write” space is required on the C: drive for users to collate and manipulate research data, there are concerns that this might contribute to bandwidth problems if users downloaded very large music, movie, etc. files. This has been addressed by setting a 30 MB limit on the space available to users.
To ensure that the workstation configuration is consistent with campus security guidelines, Carl Nagel discussed the new image with Reg Quinton, Senior Technologist, Security, in the IST Department, and dealt with his concerns. Further consultation is planned following completion of the beta test.
FastStats Analyzer reports for workstations on public subnet 71 were provided by Charles Woods for the Web Operational Management Group. Reports were provided for two periods, April 26-May 31, 2002 and Oct. 19-Nov. 15, 2001. The “Visiting Domain Names” report was used to identify the most and least frequently used public workstations for the periods under review.
While these represented only two snapshots and measured web activity not duration of use, the results were of interest to the Review group. They confirmed the popularity of sit-down workstations, as well as more isolated ones on the upper floors of Porter and the Davisarea near the exit. Two observations from the reports:
Eleven workstations were in the “top 20” list for both periods. Of these, six were in Davis, five in Porter. The Davis stations were three Hollinger sit-down stations and three stand-up stations on the east/exit side of the main floor. In Porter, these were all sit-down stations: three along the 2nd floor portrait wall, one near the staff elevator on the 2nd floor and one on the 10th floor.
In the April-May period, the remaining nine “top 20” stations were one in Porter (a sit-down station along the portrait wall) and eight in Davis (three Hollinger sit-downs, one sit-down and three stand-ups near the Information Desk, and one stand-up on the east/exit side of the main floor). In Oct.-Nov., all nine were sit-down stations in Porter: One on the 9th, two on the 8th, one on the 7th, two on the 3rd and three on the 2nd floor.
The popularity of sit-down stations, and the increased functionality which should lead to longer sessions at a station, point to a need for more sit-down stations. Longer sessions will also create a need for an increase in the total complement of public workstations. Providing access to networked CDROM databases and email from the “standard” workstation will permit the conversion of the current single-purpose stations but will not increase the total complement available for our users. The demand for Library-provided workstations may decrease as more and more students use laptops, wireless access is widely used, and an Information Commons provides a higher level of services, but we aren’t there yet. After the system unit upgrade, there should be 20-30 “spare” units that could be used to increase the public workstation complement and these should be deployed.
The Review group could not address workstation usage and functionality issues, without recognizing that some space and furniture issues also require attention. Increasing the number of workstations, for example, must take into account the requirements for space, furniture, electrical, and network connectivity and the accompanying costs (see Appendix C).
The group received requests that the number of sit-down stations be increased, especially in Davis. This was supported by the higher use of sit-down stations seen in the workstation usage analysis noted above. Increasing the functionality available will encourage users to spend longer periods of time at the Library’s public workstations and demands for sit-down accommodation should increase further.
Staff working with users with disabilities recommended that the Library install some adjustable tables with electronic controls so that more accessibility needs can be met at regular workstations. This is consistent with enabling access to Windows accessibility features such as the magnifier and command key equivalents at the “interim” and “standard” workstations. When Davis dismantled its Adaptive Technology Centre several years ago, the equipment (including an adjustable table) was integrated into the public area. In Porter, adjustable tables are available only in the Adaptive Technology Centre.
Another request was for changing the dedicated email stations from sit-down to stand-up. This would be consistent with the purpose of these stations for brief email sessions but it has been superseded by the addition of UWdir-authenticated web email access at the “standard” workstation.
Workstation implementation recommendations
Implement a common image for all public workstations. The “standard” workstation is defined as one that supports finding and gathering electronic information, manipulating or collating it, and converting it into a format or moving it to a location to facilitate further work at the user’s home, office, lab, etc. The functionality at this “standard” station is described in Appendix A and will include multimedia support, access to the locally networked CD ROM resources and services, email and course-related newsgroups.
Limit the use of “specialty” stations to those situations where they are absolutely necessary (e.g. a database or service that cannot be mounted on the “standard” station) or where they provide a service that is targeted to a specialized group of users in a location where assistance is available (e.g. UMD GIS stations). Requests for enhanced functionality that are more course-related or exceed the “standard” definition are referred to the Information Commons Committee for implementation. See Appendix A for details.
Enable full web-based email access (including Yahoo, hotmail, etc.) from all “standard” workstations by implementing UWdir-based authentication. This would also enable printing of email, a frequently requested service. With access to mywaterloo and web-based email, the dedicated email stations will no longer be required and can be converted to full service standard” stations.
Continue to maintain the Library public subnet(s) independent of the campus Nexus network. While the Nexus environment would be an attractive option for enhanced access for some users, others would be disadvantaged. UW faculty, staff and students in some faculties do not have Nexus accounts. The Library must provide access to TUG users and the wider community. Students can access Nexus email and ftp files via mywaterloo and these appear to be the Nexus services most requested in the Library. The Library may decide to review the Nexus environment again after the Systems Department has gained experience with Active Directory on the staff side and Nexus stability is proven and Windows XP is supported.
Continue to provide unauthenticated access at public workstations, except when authentication is mandatory for specific services (e.g. email).
Increase the complement of public workstations by 20-30 stations. This is considered a temporary measure in the expectation that developments in the campus and Library computing environment such as growing laptop ownership, proliferation of wireless connectivity, and implementation of an Information Commons will decrease the demand for Library-supplied “standard” stations.
Increase to twenty-four the number of hard-wired laptop drops in the Davis Library. Staff report heavy use of the drops in Davis and usage logs confirm increasing use in both Porter and Davis. The installation of wireless connectivity throughout the libraries will not eliminate the need for hardwired drops for laptop users until most users have wireless Ethernet cards. Porter currently has eight drops and will add sixteen more in the new first floor lounge area. Davis requires at least as many drops as Porter.
Examine and address with the Library’s Facilities Department the space and furnishings issues identified in the workstation review: providing furniture to accommodate additional workstations, converting existing stand-up stations to sit-down stations, installing some adjustable tables with electronic controls for the use of users with disabilities.
Ongoing recommendations
Appoint an appropriate group to investigate and evaluate options for the delivery of CDROM databases and networked services. This review should include but not be limited to the advantages and disadvantages of joining the WLU/UG Citrix environment.
Solicit feedback from users during the Winter 2003 term to determine whether the new workstation is adequately meeting their research needs in the Library. This should be done with members of the Information Commons Committee since the results should have bearing on their work.
Review the workstation configuration annually and complete upgrades as indicated. The review should be done by the Systems workstations group in light of upgrade requests, problem reports and changes in the computing environment, and the results presented to the Information Services Management Committee. Urgent upgrades would be handled on an as-needed basis but this would ensure that the workstation configuration was reviewed regularly to an established timeframe.
Monitor changes in the software support load on Information Desk staff as it relates to the new workstation configuration. This should be coordinated by the ISR/Systems Liaison Committee. Problems that arise should be explored with the Information Services Management Committee or another appropriate group. This should also be of interest to the Information Commons Committee in estimating the level of support required in the new facility.
Monitor workstation, drop and wireless usage on an ongoing basis to identify increasing or decreasing load patterns and respond to changes by adjusting the workstation complement accordingly.
Investigate and evaluate alternatives to the ITC software currently used to manage networked printing. Of particular concern are the stability of the software, vendor support, and an option for reverting to a default printer setting after each print job. If a better solution is identified, plan to replace the ITC software with another application.
Explore with Graphic Services a procedure for laptop users to send print jobs to Graphic Services outlets. Ensure that the process is documented for Information and Circulation Desk staff and users.
"Interim" workstation image
Definition: a workstation that incorporates some enhanced functionality,
updated security, upgraded operating system; developed for beta testing
in a live environment and to deploy newer system units in the public areas
before the implementation of the “standard” image.
Functionality recommended to address requested enhancements includes, but is not limited to:
| Upgraded operating system to increase stability & security options: Windows XP |
| Security without the functional limitations of WinU: Deep Freeze, EndItAll |
| Choice of browsers: IE 6.0 & Netscape 6.23 |
| Access to basic word processing to manipulate & collate information: WordPad |
| Excel & PowerPoint: viewers only (full Office deferred to Information Commons) |
| Beyond 2020 6.0 upgrade |
| Non-Roman font: Ariel Unicode (if MS permits) or other acceptable non-Roman font |
| Multimedia: Windows Media Player, Flash plug-in, Shockwave, Java, headphones or headphone connectors on Hollingers |
| Ability to view files saved to diskette, manipulate & collate information: read/write access to A: & 30mb “scratch” space in MyDocuments on C: |
| Ability to use stand-alone CDROMs: access to CD drive, unless .exe or reboot required to use CDROM |
| Intuitive navigation: standard Windows desktop, task bar, etc. |
| Ability to work with very large files: HJ Split to split files to multiple floppies, ability to ftp files via mywaterloo, access to C: scratch space |
| Ability to use Microsoft accessibility features: access to Start button to turn on magnifier, command key equivalents, etc. |
"Standard" workstation image
Definition: a workstation that supports finding and gathering electronic information,
manipulating or collating it, and converting it into a format or moving it
to a location to facilitate further work at the user’s home, office,
lab, etc.
Functionality includes everything on the “interim” image, plus:
| Bibliographic management tool: web-based RefWorks will be available if campus subscription approved; nothing required for workstation image |
| Multimedia: headphones or front-mounted connector, QuickTime |
| Access to as many local electronic resources & services as possible (databases & services currently on networked CDROM, Hollinger, specialty machines – including Lexis/Nexis, Beilstein, SciFinder Scholar) |
| Access to web-based email, including hotmail, Yahoo, etc., & ability to print email to Library’s networked printers (UWdir-based authentication) |
| Access to course-related newsgroups: e.g. newsreader in read-only mode/email to post messages, delivery of UW newsgroups from Library server via web page |
| Ability to send print jobs to Graphic Services (if default printer setting can be automatically restored after each job) |
"Specialty" workstations
Definition: a workstation that provides access to Library resources and services
that cannot be made accessible at the “standard” workstation.
The goal is to provide one-stop access as far as possible via the “standard”
workstation and use “specialty” stations as little as possible.
| GIS – access to Excel or other s/w to convert data files to other formats: already addressed? |
| GIS – zip drives & CDROM burners: as on current machines |
| GIS – colour printing: colour deskjet printers on current machines |
| Access stand-alone CDROMs that cannot be loaded on “standard” station: non-networked station |
| Access to databases & services that cannot be accessed from the “standard” station |
Enhancement requests referred to the Information Commons Committee
| Full Office software |
| Graphics & statistical packages |
| Desktop bibliographic management tools: RefManager, EndNote |
| Some high-end PCs |
| Ability to work with very large files: CDROM burners, zip drives |
| Colour laser printer |
Enhancement requests that cannot be satisfied at this time
| Wordperfect: conflict with Word; word processing capability provided by Wordpad |
| Chat: cannot limit to course-related chat; rejected re bandwidth & workstation availability issues |
| Scanners: rejected re Access Copyright agreement limitation |
| Access to files on Polaris/Nexus & Math subnets: only access to email & ftp is possible |
| Ability to print from dedicated email workstations: no longer required, email available at “standard” workstations with access to networked laser printing |
Requests for additional functionality that is already available
| Access to Polaris/Nexus or Math network: access to email accounts & ability to ftp files available via Nebula mywaterloo |
|
Oct. 23-Nov. 4, 2002 |
Beta test “interim” image |
|
Nov. 6, 2002 |
Review beta test results |
|
early-mid Nov. 2002 |
Review Recommendations with Mark & ISMC Address problems identified during beta test Prototype easiest additional functionality of “standard” image to include in “interim” image deployment (i.e. headphone connectors & QuickTime for multimedia) Complete testing of authenticated web-based email |
|
Nov.2002 -Jan. 2003 |
Deploy new system units (“interim” image) to replace existing system units Convert dedicated email stations to “interim” image Convert dedicated CDROM stations to “interim” image [dependent on CDROM access at internet/TRELLIS stations] |
|
mid Nov. 2002 |
Implement authenticated web-based email at all public stations |
|
mid Nov.-Dec. 2002 |
Prototype remaining additional functionality of “standard” image (i.e. access to networked CDROM databases [dependent upon receipt of Windows 2000/XP xhiered Samba], newsreader) Determine locations for added workstations and laptop drops Review delivery options for networked resources and services [dependent on appointment of group to review] |
|
Dec.2002 -Jan. 2003 |
Install network drops for additional workstations [IST Network Support] Install additional laptop drops in Davis [IST Network Support] & network closet/switch? |
|
Jan.-Feb. 2003 |
Install additional public workstations [dependent on furniture, User Services & IST Network Support] |
|
Feb. 2003 (or May/June 2003) |
Install additional functionality for “standard” image |
Note: Timeline must integrate with plans to upgrade staff workstations to Windows 2000/XP
| Jan.-Feb. 2003 | Prototyping & Active Directory set-up |
| March-April 2003 | Staff workstation upgrades |
Software and Furniture:
Deep Freeze licenses: 130 additional licenses (including yearly maintenance contract would be $2470.00 (another $500 per year after this for maintenance on 140 licenses in total.)
Additional Window XP licenses for additional workstations @ $235.00 Tables cost $220 each.
| 10th floor | no additional workstations |
| 9th floor | 1 PC plus 3 tables |
| 8th floor | 1 PC plus 3 tables |
| 7th floor | 1 PC plus 3 tables |
| 6h floor | 2 PCs plus 4 tables |
| 5th floor | 2 PCs plus 2 tables |
| 2nd floor | 9 PCs plus 9 tables |
| Total | 16 PCs plus 24 tables |
Installation of additional workstations on the upper floors may require relocation of the oversize shelving.
Some tables currently used for PCs on upper floors could be used along windows near coffee shop when shelving reconfiguration takes place in this area.
It is not known whether additional monitors will be needed for the additional workstations. This would be an added cost of $550 per workstation.
Better tables could be purchased for 3rd floor workstations but the space limitations would reduce the number from 4 to 3 workstations.
Network:
Additional Ethernet drops required in some locations at $75 per drop on average.
Additional switch port capacity would need to be added on some floors but this will most likely be covered under the wireless project in Porter. Three new 24 port switches at $1300 per switch may be purchased with excess capacity to accommodate new workstations.
Davis Library
Software and Furniture:
Specific areas need to be identified for additional workstations in the Davis library. The Info Commons project could have an impact on this in the long term.
For the purposes of this estimate, assume 10 additional workstations:
| Main Floor | 8 PCs plus 8 tables |
| Lower Level | 2 PCs plus 2 tables |
Network:
Summary of Costs
Confirmed costs:
| Windows XP |
26 X $235 = $6110
|
| Deep Freeze |
130 X $19 = $2470
|
| Tables |
34 X $220 = $7480
|
| Ethernet drops (add. stations) |
26 X $75 = $1950
|
| Ethernet drops (add. laptop drops) |
16 X $75 = $1200
|
| Switches |
2 X $1300 = $2600
|
| Total |
$21,810
|
Undetermined costs:
Monitors – would be incorporated with plan to upgrade staff monitors to 19”
Chairs – assume available from existing stock
Furniture changes re converting stand-up to sit-down stations
Adjustable tables
Electrical outlets, if required