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Hi there,

I’m new to the Spiceworks community and love it. My goal is to implement it at my new job to help manage things, but first I need some advice…

I started here two weeks ago at a local business that was started in 1990. They have several warehouses and operate a few different companies out of them. Most of the server infrastructure was setup in 1999 as were most of the employee workstation PCs. Unfortunately they’ve never truly had an IT person so the system is all out of whack.

One of the companies deals with used computer equipment so that’s where all of our computers are from (except mine, thankfully!). My instinct is that is a bad thing but since the hardware has proven itself over the years, and there are good equipment testers here, that I think we can deal with that even though it isn’t ideal to have everyone with different equipment.

So this brings me to the questions I have - the computers are all managed locally by the users though they do have an Exchange / Active Directory setup which is no longer used. I’d like to roll out an image to all of the machines but not sure how to do this for multiple locations. The ones I’ve looked at so far are original XP installs (speaking of which - is it wise to stick with XP for now? I am a fan of Win7.) Users are constantly complaining about performance and saying they all want new machines. And to top it all off we have no wireless capability which is another thing I’d like to implement…the users complain about that too.

Any thoughts on where to start? I’m thinking the servers need handled first, I’d like to virtualize them first since we have no fail safes and their configurations are unknown to anyone here and hopefully keep them virtualized. There’s talk of moving this particular office to a different warehouse so my plan is to get in there first to setup access points and different computers for the users to make it as seamless of a transition as possible. Any help would be greatly appreciated… as the only I.T. guy here I feel lost!

17 Spice ups
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I guess before we dive into this I should ask… are the bosses on board with upgrades and are they giving you any kind of budget? I don’t see that mentioned anywhere.

5 Spice ups
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That is quite a lot to have to deal with being brand new to a place… What are the servers used for?

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They seem to be willing to spend some money though its preferred to source what we can from our inventory. No specific budget has been given.

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As for servers we have our phone system (Altigen), Active Directory and Exchange server, one for an internal inventory system, and another machine that our security cameras go through. I haven’t really had the chance to look at that one yet.

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Well it doesn’t seem like the servers (other than the phone system) are mission critical, i wouldn’t worry about those for now since things seem to be working. My first focus would be getting the workstations taken care of. Whether that’s new computers with win7 or your XP image idea.

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My priority list would be:

  1. assess and update servers that need it most, virtualize where you can. If you have some beefy servers in inventory, then use them. The more you save of hardware the best better, because the sticker shock of software is going to hit your bosses pretty hard. If you can, try and get approval to setup a virtual host at each site, so that any servers can be virtual. This will be huge for step 4.
  2. review and implement a computer management system. I like LANDesk, but it’s not cheap or free. Without AD in place, and group policy, this is your only way of making system wide changes/improvements.
  3. Re-implement AD, 1 DC per site, build the master first in your virtual environment. Build your site DC’s, change the IP and ship them if needed. Unless you can spring for a virtual setup at each site.
  4. Setup your backup routines and offsite storage. The entire time have 2 goals: 1) how can I recover each server if lost 2) how can I recover if HQ is lost

Good luck!

4 Spice ups
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I had the same situation when I started here 10 years ago, so I feel your pain. As a disclaimer, I am going to say that this is all my opinion and not necessarily the “Best Practice”.

  1. Secure ‘your’ IT assets. Turn AD back on, get the users our of the local admin roles and make EVERYONE log in to use the systems. Set up your Group Policies and get users accustomed to the security safeguards that you are putting in place. Sell it that way. Don’t sell it as a lock down, make sure the users understand that it is for the protection of THEIR data.
  2. Get rid of XP. It is no longer supported and that can ‘byte’ you in the a$$ … (like my clever use of the tech term there?). When I came here we had Windows NT and Windows 98. That was the first thing to go away. Windows XP Came in and Windows 200 Server took over. Moved all the user profiles to the network (roaming profiles), moved all the user Home Directories to the network, created one centralized shared directory structure for company data and secured everything. If you didn’t have a logon, you were not getting on.
  3. If you have the budget for it, I would definitely standardize on one configuration for your desktop hardware. This simplifies management and allows for easier replacements if a system goes down. Besides, if you want your users to stop complaining about slow computers, then you can use that to justify new (unused) equipment that can run Windows 7 ‘like a boss’. I would do this first. We went with HP 6200 Desktops and HP EliteBooks. ← This was more recent.
  4. Don’t rush into wireless. If you have money for infrastructure, get some Gigabit switches in there, CAT6 (or better) and some fiber for your long runs. We installed HP ProCurve PoE switches with 10GB Fiber Links between them. If you can get it all, then by all means get some wireless int here also. We went with a Ruckus Wireless System. Easy to configure, inexpensive and definitely easy to expand. HP also has some wireless switches for their ProCurve Chasis. (PS: We have some Motorola/Symbol Wireless Switches with Access Ports (about 20 of them) for sale, cheap!!).
  5. OH… Install Spiceworks and get that puppy working. It will definitely help.

I know there’s a lot to consider here and I’m sure I speak for this community when I say that if you have any question, we’ll help answer them. Because we all know a little about something, and together there’s enough knowledge and experience here to tackle anything.

Godspeed!!

3 Spice ups
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From what I’m reading here, this sounds as if it should be handled as if no computers are present to begin with, start from scratch as the saying goes. My first inclination is toward getting the defunct AD/Exchange environment going. However, you might want to see if they would be willing to upgrade the server hardware first. If the workstations are based on used equipment, then I can only imagine what the server hardware of a mothballed AD environment could be.

After AD/Exchange are going, I’d make everyone aware of the upcoming changes. Let them know that their local account only system will soon be replaced with an AD one. Tell them that soon, you will be having them back up irreplaceable data for transfer to their new profiles.

Building the image you want to roll out would be a good next step. I learned everything I know of Windows Deployment Service from PeteNetLive (WDS (On Server 2008 R2) Deploying Windows 7 | PeteNetLive). He has a 4-part youtube series on setting it up on Server 2008. Just do a search for “pete net live wds” on youtube and it should be in the results. Of course, before you build the image you should probably inquire about the upgrade of client systems to Win7. If you have enough users, look into licensing packages from MS. Because you describe it as a “local business”, you probably do not have enough of a user base to make bulk licensing a worthwhile option, but it would still be good to investigate. Take into consideration that upgrading Windows might mean that other programs need to be upgraded as well (e.g. Office). A good office alternative that I use in my images is Kingsoft Office. It looks suspiciously Office-like and it’s free. Test any custom software to ensure that it plays well with being deployed!

Once your WDS is going and your image is made, take the time to work out a schedule for the upgrade/migration. Having everyone on the same page will save you from the potential headache. Just as important (and following the adage that “everyone has a plan until they get punched”) be sure to keep people up-to-date on schedule changes. Falling behind schedule is not a problem. Doing so while leaving your clients wondering where you are because you’re two days behind is. Since you are trying for a seamless transition from local profiles to AD profiles, having as little downtime for the user account as possible is the key.

Side Note: Since you’re moving these users to an AD environment again, consider the advantages of moving them to roaming profiles as well. Even if they do not actually roam all that much, the server-copy of the account makes for a good light-weight backup. However, do not rely on this as your only backup system.

Once your new servers are in place and WDS has pushed images out to new client systems that are ready to accept the migrated user data (consider using Migration Wizard which can be found on a Win7 installation cd), I’d setup Spiceworks and let it scan. From there, you can get a good “lay of the land”.

Good luck. If you have any questions about this, message me.

EDIT: edited for typos.

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Actually sounds sort of exciting, lots of projects to work on and keep you busy.

2 Spice ups
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Exactly what I was thinking. I would love to take a wrecking ball to my company’s domain and start over. He’s actually in quite the enviable position.

1 Spice up
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First, off, welcome to Spiceworks! We started using Spiceworks when it was just me (now we are a two-person team), and it DRASTICALLY improved our level of service to our users.

Second, there are a few steps I would recommend:

  1. ANALYZE - Start by analyzing the existing systems. You need to learn everything, from what, where, when, how, and why things are connected the way they are. You can use tools such as Spiceworks, PRTG, and other 3rd party software to determine network speeds, and where the slowness is. Also get a detailed analysis of resource utilization. This includes everything from basic word processing to high level server activity, i.e. database usage, access hours, etc. This will help you find where you need to focus your efforts, and will help you to know your network and company better, as well as what your priority list should look like.

  2. FEEDBACK - Get feedback from everyone. Find out what they want, where the issues are, and then find out from Management what is or is not allowed based on company policy, and what they want.

  3. MANAGEMENT BUY-IN - Once you have all the information, put it in pretty reports, etc. (make it shiny;-) ) and bring it to management/those who make the purchasing decisions. The MOST important step to an over-haul is getting management buy-in, especially as they are the ones who pay the bills and sign your paycheck;-)

  4. IT CONSULTANT - Recommended but not required - Find a local IT consultant. Leverage their connections, knowledge, and insight to better your IT. Now, I’m not saying you don’t have mad skills (which it seems like you do), it’s just sometimes we smaller IT departments need the extra assistance and recommendations. (I’d give you our provider’s info, but they only cover NH and eastern MA.)

  5. PLAN - Create a plan of attack, based on the analysis and the feedback. This is where you can pull in the IT consultant(s) and start showing improvements on the network.

  6. SPICEWORKS COMMUNITY - Utilize the Spiceworks community to it’s fullest. Since getting on Spiceworks, we’ve found MANY uses, from handling purchasing, to finding vendors, to getting answers to questions we just cannot figure out.

Refurbished Computers - There is nothing wrong with saving money and using products/equipment that your company provides. And a few recommended steps would be a thorough maintenance (replace CMOS batteries, defragmentation, clean out old users and unused software, etc.). Any XP computer is still useful and effective, when running in an optimal condition. Running Windows 7 would be better, and that is where you would need to get Management buy-in, to get them to understand the cost-benefits (increased productivity, efficiency, etc.).

Active Directory - Ok, this could go either way. Once you complete the analysis, you can get a better idea of if an Active Directory managed system would a) work within the company; and b) be the best solution. Depending on your workstation and servers, other options include LDAP (linux-based), or just plain Windows Workgroups.

Hopefully this helps or at least gets you started, and I wish you the best of luck. It is NOT easy being the only IT guy, especially since they haven’t had one for a while (if at all). It is a daunting task to say the least, and just know that you aren’t alone.

Again, welcome to Spiceworks and good luck!

Rick4

3 Spice ups
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To specifically answer your questions with more questions:

They have Exchange/AD but are not using it? What is being used for company email? POP3 to some host, Google Apps, something else?

Imaging your machines is a waste of time if you are not going to be using some kind of standardized hardware. You also did not state the number of devices. That figures heavily into the cost benefit analysis of imaging.

Users always complain about their machines, ignore it and check specs. You need Spiceworks correctly scanning for this. Which will be hard without AD. Does each PC have its own admin account and password?

Why do you need WiFi? Everyone is using ancient recycled hardware and sitting at a desk right? Do not provide WiFi just so they do not have to use their data package while at the office and listening to Pandora on their phone.

You have a lot of things to work on and honestly most of the things you listed are not what needs done.

  1. You need to talk to management and find out what THEY think you are supposed to be doing. I have a feeling you are simply “helpdesk” to them.
  2. You need to then talk to management and get buy in on what YOU want to actually do.
  3. Begin small and inventory what is being used. Without a working AD environment, I would install Spiceworks and then roll out the remote agent on every computer.
  4. Go look at all the used equipment coming in.
  5. Create an inventory report of equipment now that you know what you got and see if there really is anything you can upgrade. I would suspect there is not much that can really be done that would be more than a marginal upgrade. That would just be a waste of time.

This should take you a while to get to this point. You will likely never get new equipment based on what they currently do. You will have a VERY hard time trying to sell them on purchasing any kind of licensing for the desktop computers.

What I can tell you is that you will get completely shot down if you bring the kind of proposals you are describing here to management all at once. No company just rolls everything with no reason. In a company like the one you are in, they will be very hard pressed to accept any kind of reason that they have to spend money instead of simply charging off something that came in.

3 Spice ups
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see my above closing paragraph. You may get money for server gear, but the rest is most certainly not going to be forthcoming.

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He may be able to push out AD and such, but the rest of it is not a place I would like to be. These kind of companies will not spend money on something they can charge back.

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I’m going to assume that “They seem to be willing to spend some money though its preferred to source what we can from our inventory. No specific budget has been given” really means, don’t come back to us with 5 figure budget plans. I am also going to assume that while you can get some budget when there is no other alternative, you are going to be struggling to get funds for objects when they only see a small improvement.

Following many of the previous comments could run you into budget problems very quickly.

There are some questions I would ask before jumping into all of this, ones that you should consider anyway:

  • How many workstations?
  • how many sites?
  • how are they connected today (within the site and between sites)? Are you on 4meg token ring, or gigabit ethernet, etc.?
  • what do they use the workstations for?
  • what is your range of workstation hardware (P3, P4, dual core, etc.), memory and harddrive size? (i.e. are they good candidates for O/S upgrades)
  • what are the current (mothballed) servers hardware and O/S?
  • what are the end users going to use the servers for? what are you going to use the servers for?
  • why do they want wireless?
  • what are the real pain points?

I am a cheapass, but will pay for things that make sense. I have a fairly high bar for something making sense. All of the following assume that your bosses aren’t looking to bring their computer systems up to the level that you would see in a software development lab.

Easiest one: wireless. From how you described things, I presumed all workstations, no laptops, no tablets, etc. So, why is there any use (much less need) for wireless? Given that you are talking about warehouses, are the computers laid out in a way that would really allow efficient wireless? Warehouses tend to be big buildings filled with things that make wireless unpleasant like metal walls, shelves stacked high with big heavy metal things, with workstations tucked away often in their own little metal enclosure in the shelves somewhere. Not a good environment for wireless, particularly if those things get stacked up into forklift only high shelves).

Virtualizing your server. Be aware of your costs. New O/S, new licenses, etc can cost you quite a bit. User licensing being particularly painful. Your old O/S probably isn’t licensed for going virtual (presumably OEM), so this could be a hefty price even if you keep the current O/S. As with all of these things, ask what you are really going to get out of this. AD is a lovely thing and can be helpful, but is the average user going to use it in any way that improves their performance? Can you achieve the same thing with an administrator ID on each machine and reducing the end user access to power user or something similar? Is everyone running things from their system, or on the network? Are their files stored locally or on the network, and should they be? If there is a value to central storage, can that be achieved in the background, through scheduled backups or something similar? If everything is local, can your network handle everything being on a server, etc.

I would table roaming profiles until you know for sure the capabilities of your network. Imagine the person who dumps a couple of gig of data into their “my documents” that has to be loaded across the network every time they log on. That could take a lot of education and planning to get implemented well.

You might consider a few things like a FOG server and FreeNAS that could come in with zero budget dollars if you can scrounge the equipment. And if you can’t get the equipment for that, you probably can’t get the equipment for the virtual server setup you are envisioning. Yes, there is a real cost in your time etc, but lots of places don’t really take this into account. Given that everyone started on used equipment, I suspect that your bosses fall into this category.

Upgrading machines to Win 7 is not necessarily cheap either. But while you are looking at things, consider workstation virtualization. It has a potential to make imaging much easier. No matter what O/S you go with, the time to decide that is before you start updating everyone’s machines, and definitely before you start buying licenses. XP runs in AD nicely. XP may be considered to be on it’s last legs, but will be around for a while yet. Look back at some of the charts to see how many businesses still have large percentages of XP boxes working away. If you have access to a stream of used equipment, you might be well served to wait until you get newer used equipment that is licensed for windows 7.

Consider what your end users really use the systems for. If you have a dozen machines, and 10 of them just do email and work on an inventory program, are new computers going to be a real improvement, or worth the cost? Is Win 7? You have lots of older hardware that is readily available and basically free. Big and clunky, but how do you make that effective? Consider if they can run all of their business apps on Linux. Historically anyway, you could get by with much lower hardware specs and have a fairly fast system.

Identify the real pain points of your current infrastructure from the point of view of business needs. Is it network speed, workstation speed, lack of server storage, lack of central control, lack of backup of critical data, etc. etc. Consider if your plans make sense: do you need a 10GB fiber connection between warehouses, if the only use would be email and the occasional image pushed out across it, or would it make more sense to just have a basic workstation at each site that you could remote into to push out the image, or to just put the image on a usb drive and walk it over every couple of years as needed.

Technology is great and wonderful and can do lots. But depending on your environment and constraints, you can do 95% of it on 5% of the budget. The downside is that it can take a lot more setup on your side, and it might not involve nearly as many nifty toys.

If you need a 10gb fiber connection because people are sitting around waiting on files to get through, by all means get one. If they are running software that really needs an i7 quad core, by all means get one. But if they don’t need it, don’t get it. Many of the tools and technologies out there make sense on a larger scale, but are not cost effective on a small scale. I don’t know how many machines you have to manage, but you should figure out a cost per user for any of these upgrades.

3 Spice ups