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June 23, 2011

Virtual desktops, computer labs on the way

virtual.lefcakisV.kkbSeveral virtual computing initiatives are underway at Pitt, with an aim to simplify access to computing resources while cutting costs — both for users and for the University.

Virtual computing is gaining popularity across higher education, with many schools piloting various projects, said Computing Services and Systems Development director Jinx Walton.

Pitt already offers virtual applications through the faculty computing program, which enables faculty to use a number of software packages on or off campus without downloading the programs to their own machines, Walton said, adding that faculty, staff and students will be seeing more virtual computing options in the coming academic year, including virtual servers, virtual computer labs and virtual desktops.

UCSUR an early adopter

While many University departments are showing interest, Jim Lefcakis, information technology director for the University Center for Social and Urban Research, said his center is the first to be virtualizing desktops — replacing desktop computers with monitors and small machines called thin (or zero) clients.

A virtual desktop enables a computer user to access the resources available at the office from anyplace with Internet access, while the data remains secure on Pitt’s network.

Any device with connectivity will work — a laptop, iPad or even a smart phone — although it’s more practical if the device is equipped with a keyboard, Lefcakis said.

Several companies offer the software but UCSUR uses VMware, which Lefcakis said has been in the virtualization ware business the longest.

An employee who has to leave the office in the middle of a project can click on the VM client to disconnect the work from the desktop and reconnect it to pick up where he or she left off, using an iPad or other device at home or elsewhere, he explained. For example, Lefcakis said, a coder from an UCSUR lab who performs data analysis is spending time in Japan. “We gave him VM and he’s able to work as if he’s here.”

Users who may need multiple software setups can have several virtual desktops, allowing them to simply log into the configuration that’s needed, rather than needing different desktop machines, he said.

There’s even an option for users who want to continue their work offline — perhaps on an airplane or in a remote area. They can “check out” a desktop before losing their connection then check it back in when they have Internet access again, he said.

The virtual technology will be put to the test during UCSUR’s move this summer. Its current home, the University Place building, is slated for demolition to make way for a new freshman dorm.

Faculty and staff who use the virtual environment should experience no downtime during UCSUR’s move. Instead of having to take users offline, “We’ll have 100 percent accessibility,” Lefcakis said. By setting up thin servers in UCSUR’s new offices on Forbes Avenue, employees will be able to “leave work here one day, then go to another place the next day” without interruption.

Virtual labs

First on CSSD’s agenda in the fall term is to offer virtual computer labs for Pitt students, Walton said.

Students will benefit because they will have access to powerful software that would be too expensive to purchase on their own and too large to load onto their personal computers, Walton said.

Virtual labs also will give students the option either to sit physically in a Pitt computer lab — which at peak times may have lines of users waiting for a seat — or to choose to “visit” the lab virtually from a remote location.

In addition to being convenient, Walton said virtual labs will be cost-effective for the University. While there are no plans to eliminate physical computer labs on campus, offering virtual access means Pitt won’t need to add to the existing facilities. “We will maintain our labs but this will keep us from needing to expand our labs,” Walton said.

Virtual labs also can help cut software costs, enabling Pitt to look at other licensing models rather than needing University-wide licenses for some software, she said.

While Pitt offers about 130 software applications, not all will be available immediately in virtual labs, but Walton said the plan is initially to launch a handful of them and increase the virtual offerings over time.

Lefcakis said UCSUR is converting some of its labs as well, which, because they will be virtual, even could be “loaned” to other departments in short-term need of computing resources on which to run their projects.

And, if a client wants to enter his or her own data, but have UCSUR analyze it, “We can spin up a virtual lab” that enables the client to do his or her own data entry, yet send it securely.

Virtual desktops

Virtual desktops will be an option for more University employees by the end of the next academic year, Walton said, noting that CSSD has equipment in place that automatically supports virtual desktop environments.

In addition to enabling people to work remotely, virtual labs and desktops provide security advantages, she said. “We are able to create the environment where the software resides and structure the security around it.” Users of confidential information would access it in a controlled way — with University firewalls and security in place — without actually loading or copying the data onto their machines, eliminating the danger that could arise should a laptop containing sensitive information be lost or stolen.

Other benefits

Beyond increasing convenience for users, UCSUR’s Lefcakis said virtual machines make life easier for IT staff and cut costs.

However, working on virtual machines requires a shift in mindset. “You’re no longer fixing a computer, you’re fixing a file that replaces a computer,” he said.

But there are many advantages. Reliability and security remain high because the data remain on Pitt’s network, Lefcakis said. And recovering data or fixing viruses becomes easier because data can be restored by rolling back to an earlier point in time, eliminating what otherwise could be a time-consuming chore and downtime for the user.

Lefcakis said the changes already have saved UCSUR thousands of dollars and enabled it to reduce its hardware budget by 40 percent.

The cost of the initial infrastructure roughly equates to the cost of 10 computers, he estimated, but the investment soon pays off. The thin client boxes cost about $350 and have a lifespan of about 10 years, compared to computers that can cost $1,000 each and need replacing in three-five years, he said.

Once the infrastructure is built, the cost of refreshing labs essentially is eliminated — all the machines can be updated in hours rather than days, he said. Rather than reconfiguring each machine, “I do it one time and it propagates to all devices.”

There’s also a green aspect to virtual desktops. They save on electricity and cooling costs because they don’t use as much power, nor do they generate as much heat, Lefcakis said.

Walton agreed that startup costs are high, requiring server infrastructure, security and storage, but when multiplied across multiple machines, financial advantages emerge.

She had no estimate of the potential cost savings that could be realized University-wide.

Virtual servers

Walton noted that virtual servers are another cost-saving area of interest. Virtual servers enable resources to expand and contract based on need. Because the servers aren’t physical, they can add capacity to meet peak times of need without the accompanying cost of physical hardware.

“The University is showing interest,” she said, adding that many departments are considering them. Due to the investment involved, many are moving to virtual servers when existing physical servers need to be replaced, she said. “It makes sense when you need new [servers] to look at VMware.”

UCSUR is a case in point. Lefcakis said he has been able to cut 30 servers down to six with VMware.

When is real better?

Virtual desktops may not be for everyone, particularly for researchers who need especially powerful computing resources.

“Not everything works in a virtual environment but it’s improving,” Walton said, noting that vendors are being nudged to ensure their products are compatible.

Virtual desktops may be impractical for some faculty who need highly specialized desktops, “but for general administrative desktops it has potential to save the University money and be a real service to people,” she said. “It’s a good solution for people using standard software packages.”

Lefcakis said he’s currently working with the engineering school to test whether physical machines may be better for some more heavy-duty computing applications.

Brian A. Vidic, director of the Swanson School of Engineering technology group, said engineering students are testing the virtual desktop environment through the coming academic year on the intensive computer-aided design software SolidWorks. If those tests are successful, the school plans to test additional applications, with the potential to put the virtual desktop to use in actual computing classrooms in the 2012-13 academic year.

“Provided this testing yields positive results, it will revolutionize the manner in which we manage our computing classrooms, increase flexibility in room scheduling and save millions of dollars over the life of a computing classroom,” Vidic said. “Extrapolate that experience and potential across the University’s computing labs and other school and department classrooms, and the benefits realized could be immense.”

While Lefcakis says that the verdict is still out regarding more intensive users, he sees potential for broad appeal.

“If you are a student, why can’t you be handed a virtual desktop that follows you everywhere?” Students could save money by using an inexpensive netbook or thin client while the University would benefit through reduced pressure on computer labs and other resources.

“I could see it being a University-wide thing,” he said.

—Kimberly K. Barlow


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