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EReadiness:Network Infrastructure
From NGOPedia
| EReadiness:Self Assessment Tool for NGOs |
|
Once you have more than one computer, you will quickly discover the need to share information between them, or access devices connected to one of the other computers, or share internet connection. Indeed, just like a team can be much more productive and powerful than an individual, many benefits of computerisation can only be realised once you connect your computers in a network.
(tick all that apply)
| Answers/Scenarios |
Level | Yes |
|---|---|---|
| Our computers are not linked. | 1 | |
| Most of our computers are linked using a cabled network (e.g. Ethernet). | 2 | |
| We have a wireless network (e.g. WiFi). | 2 |
(tick all that apply)
| Answers/Scenarios |
Level | Yes |
|---|---|---|
| Our computers are just connected directly with each other so we can access some of each other’s folders and the printers connected to other PCs. | 2 | |
| We share our printers across the network. | 2 | |
| We have a dedicated file server which stores or shares group information. | 3 | |
| We have a number of applications which run on a central server. | 4 | |
| We have a central database server which stores information centrally. | 4 | |
| We have a web server and/or a mail server. | 4 |
Level 1: Non-existent or Basic Network Infrastructure
| Description |
Yes | No |
|---|---|---|
| The organisation’s computers are not linked together. | ||
| If files need to be used on another computer, they are transferred via disk, CD-Rom or USB flash memory stick. | ||
| All printing is done on a computer with directly-attached printer. |
All popular operating systems released in the last decade are network capable and support so-called peer-to-peer networking in a relatively straightforward manner.
| Actions | Not Possible (give a reason why) | Possible (tick where applicable) | ||
| Short Term | Medium Term | Long Term | ||
| Make plan to check compatibility between operating systems. Choose and purchase network hardware accordingly. Some technical expertise required here. Ask your vendor, or even a knowledgable teenager may help. | ||||
| If possible have the same version of the operating system, such as Windows XP (Service Pack 3), Windows Vista, or Ubuntu 8 on all computers. This simplifies matters. | ||||
| If all computers are close together, use cabled network. It is easiest to use Ethernet cables and a network hub. This type of network is usually faster, more secure, more reliable and cheaper, especially since most computers already have an Ethernet network card built in. | ||||
| Where computers are spread over different offices, it may be better to install a wireless network (i.e. WiFi). The equipment is typically more expensive (although
all laptop computers are now WiFi enabled) but some savings are possible if a wireless ADSL router/hub is also acquired for Internet access. WiFi gives more flexibility (especially if there are roving notebook computers) and requires no cabling but needs to be properly set up to avoid security problems. | ||||
| In order to share information, it is important to create shared folders or drives on each workstation (or open up the entire computer to everyone). | ||||
| To share devices such as printers, scanners, fax, modems etc. you need to make a list and create access to all shared devices. | ||||
Level 2: Early Stages of Having Network Infrastructure
| Description |
Yes | No |
|---|---|---|
| The organisation has a peer-to-peer network covering all or most computers. | ||
| It is used to transfer or share files using shared folders and share specific devices such as printers or faxes which are attached to specific computers. |
When data starts becoming more communal, a peer-to-peer network will no longer suffice. Sometimes it will be hard to synchronise file updates or versions, sometimes data needs to be shared simultaneously between users, or multi-user applications start being used in the organisation.
| Actions | Not Possible (give a reason why) | Possible (tick where applicable) | ||
| Short Term | Medium Term | Long Term | ||
| It may be necessary that different users need to be given differential access to data, e.g. based on functional area (privacy issues) or job responsibility (skill level). | ||||
| Installing a proper local area network (‘LAN’) with a central server on which multi-user applications and shared data are installed, is the next logical stage. Also the management of devices (high-speed or colour printers) or data (file backup) is simplified by having them all managed by or stored on a single computer. | ||||
| A cost analysis is important because server computers and software are usually significantly more expensive than a desktop computer though it is usually not
necessary for an NGO to have a high-end server. | ||||
| A decision must then be taken on the desired server platform, taking into account the internal (and externally available) skills and support, total system cost and its
integration with the desktop computers. It is good to know that all modern mainstream server operating systems will accommodate the future growth and address most security concerns for an NGO so these are not really a concern for you. Similarly, network speed is unlikely to be a serious constraint when using modern LAN components or devices. However, moving up to a server-based LAN will usually mean the involvement of a vendor which is likely to have a significant cost impact. | ||||
| Although a simple LAN can be managed quite easily and with relatively low skills and time investment, it is nevertheless important to do a requirements and feasibility analysis in order to identify what data/applications needs to be stored on the server and what remains on personal computers. | ||||
| Skills are now quite important so an internal (or, possibly, external) skills gap analysis is equally necessary. | ||||
| Thought must be given to both security and business risks, since having all data centrally accessible exposes the data more easily (this is merely the counter-side of
easier access and management). | ||||
| You should appoint (and train!) an internal network administrator (with another staff member as fallback position in case of leave/resignation), ensure that proper security procedures are in place (e.g. which user gets access to what data, how often passwords
are changed etc.), and that all users understand and agree to the file sharing, location and naming conventions (when and where a file must be stored on the server, how to change files and name the different versions). Set up a server backup procedure (how often and where to) and ensure that all business continuity issues are addressed (e.g. secured power supply, possibly with an uninterruptible power supply for the server, and procedures for server restore/update). | ||||
| Formal network documentation is now also important. This includes a list of users, their network names and their access rights, computer network addresses (MAC and IP), and wiring diagram. | ||||
Level 3: Intermediate Stage of Having Network Infrastructure
| Description |
Yes | No |
|---|---|---|
| The organisation has a file server which hosts shared data as well as network and groupware applications. | ||
| All computers are connected to the server via a LAN (cable or WiFi) and are permanently connected. | ||
| Users have a network login with access rights based on their needs profile. | ||
| Wireless networks use security (e.g. WEP, WPA). | ||
| The LAN is administered by an appointed network administrator (this is likely to be only part of someone’s job description) who has received the necessary formal network training in order to ensure that proper security and backup procedures are in place and maintained. | ||
| The organisation has a list of all network addresses and users. |
When the number of organisation-wide shared applications increases, the NGO will outgrow its file server, at this stage it must:
| Actions | Not Possible (give a reason why) | Possible (tick where applicable) | ||
| Short Term | Medium Term | Long Term | ||
| Do a careful assessment of the required applications and consult with a trusted vendor or consultant. | ||||
| Get the necessary advice on system configuration, operating systems, the number and type of servers etc. This falls outside of the scope of this document and is likely to be much more specific to your organisation’s nature, its needs and its size. The main driver is likely to be the type of applications you will (want to) use e.g. ERP or CRM software, mail server etc. | ||||
| Ensure that your staff members’ computer competence is moved up to level 2 or beyond (see section on human resources later in the document). | ||||
| Some explicit decisions will need to be made about where to store the data: on a single file server, spread over different application/database servers, on separate network-attached storage (NAS) devices or, if the organisation is quite large with big data needs, you might even consider a separate light-weight storage area network (SAN). | ||||
| Another decision which is very important (and a relatively recent trend) is to consider housing all required servers within one or two powerful physical computers by means of virtualisation software. This eases management and may reduce costs. Note: A detailed discussion of these options is beyond scope of this tool. | ||||
| Consider the physical environment for these servers. In many African locations temperature control and dust elimination is a big challenge. | ||||
Level 4: Advanced Stage of Having Network Infrastructure
| Description |
Yes | No |
|---|---|---|
| The organisation has moved beyond the file (and printer) server by having one or several dedicated application servers, database server, web and mail server (if applicable) and network-attached storage or possibly even a separate storage area network (SAN) or server. | ||
| Network tools are used occasionally for network monitoring and optimisation. | ||
| The network administrator has significant technical skills and the network budget is significant and therefore explicitly factored in every year’s budget. |
EReadiness:Computer Infrastructure | EReadiness:Internet/Telecoms Infrastructure 
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