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Helping Tulsa Area United Way member Agencies
make the most of Technology
A project of the Tulsa Area United Way Capacity Building Fund
Computer Networks
Author: Ben Shichman
Source: TechSoup
Networking Basics
Frequently asked networking questions Many of today's small and mid-sized nonprofits have yet to take advantage of the numerous benefits of computer networking within their offices. This article will examine the different elements that make up networks suitable for these types of organizations, as well as the associated capital investment and maintenance costs, and other factors to be considered when designing a network.
For a quick guide to the general costs of networking,
please refer to the price estimates later in this article.
What is a network?
In its simplest form, networking may be defined as two computers being linked together, either physically through a cable or through a wireless device. This link allows the computers to share files, printers and even internet connections.
Within small organizations, the two most prevalent types of networks are "Peer-to-peer" networks and "Client/server" networks. Peer-to-peer networks are the simplest and least expensive type of networks available and are most suitable for organizations with less than 5 computers. A peer-to-peer network will allow an organization to share files, printers and even modems and Internet connections. In general, a peer-to-peer network does not have a central server and consists of 2 or more computers connecting through a device called a "Hub." The hub allows multiple computers and devices to connect via network cable. While simpler and less expensive, peer-to-peer networks do not offer many of the benefits of client/server networks. And as an organization and network grows, the administration of these peer-to-peer networks becomes more difficult and expensive.
Client/server networks are networks that connect individual computers, known as "clients", and one or more central computers, called "servers." There are many types of servers, the most common being a file server. In a client/server network, the file server acts as a shared resource - a repository for files, such as documents, spreadsheets, databases, etc. Instead of storing these files on each individual machine, the file server permits storage on one central computer. In addition to the obvious advantage of reducing the possibility of multiple iterations of a single file, it allows the organization to have one centralized point from which to backup its files, as discussed fully below.
What are the benefits of a Network?
Centralized storage of files is often the initial and primary justification for a network. Instead of having multiple iterations of documents and spreadsheets on disparate computers, files can be stored in a centralized location. This then allows another benefit of networking, centralized backup. With a centralized backup system, an organization's files can be backed up daily onto high capacity tapes. This helps ensure the long term integrity of the data.
The use of dial-up services and the Internet has grown tremendously. This growth has often necessitated the installation of a modem on each computer. Using a network, an organization can share a modem or dial-up connection to access the Internet or other dial up services. An inexpensive device called a router facilitates the sharing of your network's dedicated Internet connection, be it via dialup using a modem, ISDN, DSL, Cable Modem or T-1 line.
In addition, networks can help to reduce other capital investment costs as well. For example, modems, printers, scanners, and CD-ROMs are just a few of the devices that can be shared over a network.
A more recently developed benefit of networks with the advent of the Internet is the remote access of email and files. Using technology known as Virtual Private Networking (VPN), an organization can access its network remotely via a secure, encrypted channel by means of either a dialup or Internet connection.
What are the components of a Network?
Each computer on the network must have a Network Interface Card (NIC). A NIC is the computer's gateway to the network. The NIC attaches to the network via connection medium, usually a wire or cable, which attaches to the other computer. When there are more than two computers, their cables can connect to a hub. A hub is like the center of a tire with spokes emanating from it, each connecting to a separate computer or peripheral device. Hubs come in various sizes, defined by the number of ports or connections they offer. A switch is like an intelligent hub. A hub will broadcast a computer's request to every device on the network, while a switch will direct the request directly to the recipient's port. This helps relieve excess congestion and improve performance on the network.
Most networks also have one or more central computers called servers. A server is a powerful version of a desktop computer. They are designed to be the managers of the network, performing such functions as file, print and email servers.
Many organizations use routers in their offices today. Routers are devices that can connect separate networks together. They can be used to connect remote offices together, or to share an internet connection within the office. To protect a network, a firewall is often used.
Firewalls are devices that sit between your Internet connection and your network. Their function is to protect your network's security and ensure that no one breaks into your network.
Networks require Network Operating Systems. Examples of such Operating Systems include Windows NT, Windows 2000 Server and Novell Netware. Low and no-cost options are readily available as well in the form of the various versions of Linux.
What are the upfront costs of Networking?
If your organization is setting up a network for the first time, the first order of business will be to install network cable. It is imperative that the installer is using Category 5 plenum cable. This type of cable can support high network speeds as the network grows and is coated with a fire-retardant material. This will ensures your organization receives the maximum service life from your investment. The costs for laying cable will vary, but can range from $75-150 per line, depending on the size of the job, your locale and who is performing the work. These prices are generally negotiable and you will be well served by obtaining at least 3 quotes from different providers. In addition, you may be able to reduce costs by having the same company install your telephone cabling and equipment if possible.
If your organization has a small network, you can connect the different workstations, servers and devices with a hub as mentioned above. Hubs come in different sizes and are generally defined by the number of ports they contain. Each port is generally for one computer. It is best to have extra ports available so if the network grows or additional devices are needed at a later time, the costs will be incremental. Hubs run from $30 for simple 4 port hubs, to a few hundred dollars for 24 port hubs. A positive aspect is that additional hubs can be added at any time without discarding the existing ones, as they can be connected to each other as the network grows.
As the network grows and usage increases, you may want to change from using hubs to connect your network's computers to switches. Switches, like hubs, are defined by the number of ports they have. Hubs transmit data on a network similar to a party line telephone. When your computer requests a file from a specific machine, it broadcasts that request to every machine. As your network grows, this indirect method causes excess traffic, on your network which can impede performance. Switches will direct a request to the specific computer to which the request was made, improving transaction speed and reducing excess traffic. Switches will cost between from $200 for simple 12 port switches, to $1000 for a complex managed 24 port hub. Price will also vary on the speed of your network.
Server hardware can be a significant investment for a network. Entry level file servers with sufficient memory and storage space can cost $1500 and more. More complex servers for running large databases, email software or complex programs that require larger amounts of memory, redundant storage and other high end options cost approximately $5000-$20000 depending on configuration.
A Network Operating System (NOS) is required on each server. Examples of an NOS include Microsoft Windows 2000, Novell Netware and Linux. Retail pricing for Windows 2000 Operating and Novell Netware systems begin around $799 for 5 users, $1200-1500 for 10 users, and $1600-2500 for 25 users. Linux is a free or low cost option as well.
What are the maintenance costs of a Network?
Network administration can be the most expensive part of managing your network. To properly support a network, it is necessary to have someone perform daily backups, install software, perform operating system upgrades, update virus software regularly and other important maintenance. While many organizations attempt to train an existing staff member to fulfill this role. It is also common to hire an employee on either a full or part time basis whose role is solely to support your network. This role will generally cost between $40,000 and $100,000 per year in recruiting and compensation costs.
However, a dedicated staff member may not be necessary. Instead, it is possible to work with an outsourced network support provider. These providers charge from $500 to $2000 per month depending on the size and complexity of the network. In addition to being less expensive, they offer an organization the advantage of not having to hire, train and support a dedicated staff member, plus provide the comfort of knowing there will always be someone available to support the network.
It is also a good idea to have some extra Network Interface Cards (NIC), cables and backup tapes on hand. These are generally low cost items (less than $20 each) that are well worth the investment.
From time to time, you will need to add additional RAM and hard drive space to both your servers and workstations as your network grows the requirements of software increases. Fortunately, these are relatively inexpensive items. RAM currently costs $2-$4 per Megabyte, and high capacity hard drives can cost approximately $2-$3 per Gigabyte.
What are some options to help control costs?
In addition to the network support outsourcing mentioned above, an organization can outsource various other network functions to help control costs. Hosted email is growing in popularity. Instead of investing in a dedicated email server, server and client software, these service providers can offer robust email support using Microsoft Exchange for about $10-15 per month per user.
If an organization has dedicated internet connection, your organization may also want look at application hosting. With application hosting, the organization pays a per user cost of $10-50 per month for access to select applications which are delivered over the Internet. Popular applications such as the Microsoft Office Suite are available, and the organization can avoid the hassles and costs associated with the installation and maintenance of the software.
Another option to consider is purchasing used or refurbished hardware which is available from several manufacturers. Used or refurbished computers have been returned to the manufacturer, which in turn ensures the computer is in top shape and resells it at a discount, but with full warranty.
Also, open source software is another option to consider. For server and workstation operating systems, Linux is a low or no cost option. There is a tremendous amount of free software available including office productivity suites as well. However, many of the software titles in use by non-profit organization today are Windows based, and in general Linux requires a fair amount of technical skill to use and maintain.
Summary
No organization is too small to reap the benefits of networking. Through the shared use of peripheral devices, centralized storage and backup and the shared use of Internet connectivity, networks can help raise the productivity of any sized organization. Proper planning and design of an organization's network will ensure it has a system that will evolve with the organization's needs.
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