Ok, I’ve been working in data center in different forms and varieties for decades. I’ve taken some breaks, but I always end up back there somehow. Let me start by saying that if you’re planning a data center investment, you should read this and rethink your plans.
If you’re in a purchasing and/or leadership position, it’s important to understand that there’s a really good chance that your investments into your corporate IT, especially data center has probably been mostly wasted over the past 15 years. I don’t make this statement lightly and I’m not trying to sell you anything. I don’t want your money, I don’t want your love. I’m simply here to let you know that at this point in time, your IT spending could be as much as 10,000 times higher than they should be. I’m absolutely certain that you are being held hostage by system integrators and am absolutely certain you are being sent the wrong direction.
Before you buy even one more piece of hardware or software for your data center, stop what you’re doing and rethink your entire plan. Almost all of your purchases for years have been entirely centered on wasting money on buying stuff that will hopefully help you finally use the last thing you bought which in itself was to try and make the thing before that work as well.
Let me start by telling you how your integrator works.
It all starts because you have a business need. You need to be online. You need office and maybe Adobe Acrobat. You need accounting software as well as communications software. If you’re not an accounting firm, you probably also need software which will cater not only to your vertical market, but also to your specific business.
This is it. You may notice that whether you’re a 10 person organization or a 1.2 million person organization, probably most of the more complex systems that you need are the exact same systems which every single other company needs as well. In 1995, if you needed e-mail, you needed a server. If you needed chat, you needed a server. If you needed accounting, you needed a server. If you needed printing, you needed a server. I think you see where I’m going.
In 2000-2001, we finally started consolidating. The way we did this was to use virtualization from VMware to migrate our hundreds of servers into dozens of servers. This made sense. Because of VMware, we focused on building big and advanced systems with SANs, data center networking, massive servers, etc… we even started moving our desktop computers to run on these systems. And in the beginning it made sense. A single $2000 server with the right software could replace 10 other $2000 servers which showed a clear return on investment.
It is now 2018 and the minimum cost (before the good rebates) to build even the simplest reliable VMware data center is $1.6 million and that’s probably too small for your needs. Using VMware/Hyper-V/Nutanix, etc… you need a minimum of 6 servers spread across two locations with two high speed networks to support this data center concept in even the simplest form. If you include the cost of servers, licenses, man-power, it is a minimum investment of $1.6 million. The number 6 comes from basic risk analysis. If all of my systems can run on any server, then I can have one server in maintenance mode, lose power to an entire data center, have another server running my business and a final server providing fail-over. Mathematically, you absolutely must have a minimum of 6 servers to ensure that at least one server is operational at any time.
Companies like Cisco, HP and Dell and others will also insist that you have redundancy on top of redundancy to ensure that your systems are never reduced to a single point of failure. They all sell solutions specifically focused on throwing good money after bad.
The cost of operating such a data center infrastructure is a minimum of $1 million a year. Again, this is related to licenses and at least 3 full time engineers and/or 3 part time contractors or a combination of those.
I will gladly prove on paper with charts, diagrams and whatever else is necessary that I’m not randomly choosing these numbers. These are the minimum numbers to build and maintain just the infrastructure of a data center. This does not in any way include the systems running on the infrastructure. If you’re spending less than this, it is mandatory you evaluate an alternative solution, your IT people are incompetent and your data is probably at real risk. It tells me they have asked you to spend what they think they can get out of you as opposed to spending what is necessary to do the job right.
Larger organizations are spending this kind of money, but they are almost certainly overspending considerably.
Again, to operate a business, the type of systems you need are mail, office, collaboration, accounting, etc…
Even if your mail is “secure”, it travels over the Internet insecure. e-mail might as well be public record. If you’re using a mail client which encrypts your mail, then sending the mail over the Internet should be considered safe within reason. Modern mail encryption should be strong enough to limit access strictly to well funded government organizations and the people who should have access to it. For security purposes, it is absolutely necessary to use mass-economy to identify malicious mail before it’s delivered. As such, mail systems should always be cloud based today. Even Cisco’s e-mail security appliance will send your super-secret messages to their servers for testing and categorization as well as provide telemetries to Cisco so they can achieve mass economy. Whether you handle your data locally or hand it to Microsoft or Google to process, you want your corporate mail, for the security of your users and your company to be handled by companies with hundreds of millions of users to use big data analytics to identify malicious data. Otherwise, you’re simply living a lie. Cisco, McAfee, etc… can not possibly provide a better combination of security and corporate privacy than large mail service providers do.
While it’s possible to run collaboration in house, the idea of doing so is utterly ridiculous. Consider this, if you want to communicate with employees while they’re at home, communicate with colleagues outside of the office, whatever you choose, the conversation will pass through the Internet. The system itself if configured correctly (and it’s not surprising how rarely it is) will provide encrypted end-to-end communication between the users. In fact, when using a good cloud service, even the logs of the conversations will be stored encrypted. The organizations running these services have a vested interest in protecting your data far better than you ever could using in-house resources as making your data available even to their own employees would likely destroy them. From a technical and business point of view, services like Slack, Skype for Business and others will provide far more security and functionality than you can ever achieve at home.
Another key aspect to consider is that the companies running these services are generally safer for your company from a legal perspective. During the last US presidential election, it became clear that the trust associated with running your own mail and collaboration is an issue. Consider that by using an external service to operate mail and collaboration, you and your company can’t be accused of tampering with data, history and logs if the data itself is subpoenaed when hosted by a third party. The downside of course is that you can’t tamper with it. And if tampering is in your best interest, then the extra investment in housing an inferior system locally has a legitimate ROI. Of course, I have no interest in assisting anyone who would fall in this category.
Then there’s office. Word processing, spread sheets and presentation as well as whatever other packages are needed to perform daily business are far more readily available than they once were. There is a very high chance that your using Microsoft for these packages, but there’s also Google, LibreOffice, OpenOffice, Apple productivity applications, etc… there are many alternatives that can meet your needs. These are all programs which can be used online and in some cases as applications installed locally. They are all available through app stores or web sites or both.
The office packages are all able to store to “The Cloud”. If you choose to store your company data in the public cloud, all solutions are usable. If you prefer storing your data within your organization’s servers, this is also an option. But consider that all the data your company will ever generate in office packages will very likely never require anything as complicated as a SAN. Products from NetApp, EMC, etc… are like providing a US Naval Carrier armed with multiple jets and bombers when you really only needed a fly swatter. Not only are they just too big, but they almost universally perform the job substandard. You might level the entire city trying to swat a fly, but the fly will probably float away before it’s finished. They’re about as accurate as that. I will not cover all the technical details here, but it’s very likely that all that is needed to host 20 years of company data locally can be purchased for less than one month of my salary and it would do it far better than any of those big systems would.
Let’s consider that by this point, your company is likely paying Microsoft, Google, or someone else about $12.50 a month per user for everything listed above. Adding support for conference room video can be handled by either buying a product like Microsoft Surface Hub or spending substantially more on a Cisco or Polycom solution.
So, for $12.50 a month per user, which you already pay for whether you run your own data center or not as you need software licenses for the users, you have eliminated about 80% of your company’s need for a data center.
Let’s talk accounting.
Accounting/financial software requires constant upgrades. This is because of constant changes to regulation. Due to the extremely rapid pace at which financial software companies make updates, there is a dilemma to be considered. Do you host your finance at home or do you host it in the cloud. Hosting financial software at home can be very difficult and costly. If your organization only has a single accountant or book keeper, hosting at home may be easy. Updates will be sent, copied to a USB key and then run on the accounting computer. On the other hand, hosting with a provider ensures the software is always up to date, but you’ve lost control of where the data is stored.
One solution is to make use of accounting software running on a appliance in house. Another solution is to extend the public cloud into your organization. This would mean running a PaaS at home such as Microsoft Azure Stack which would store all your data within your own walls but receive software and patches as if the hardware was hosted elsewhere. Solutions like this are extremely low maintenance and don’t require any on-staff or contract employees to maintain. If you can figure out an iPhone, you should be able to figure out Microsoft Azure Stack. And if you can’t, Microsoft will support you directly. No joke, adding new internal systems is as complex as using the iPhone App Store. Backup is handled remotely, either to a second Azure Stack or to the public cloud using encryption keys even Microsoft doesn’t have access to.
So, now that accounting and very likely CRM is handled. Your costs for the data center are 100% gone. You’ve gotten rid of the data center and you do not want it back. There is precisely zero value to having it anymore.
So back to internal systems.
Consider this. In 1992, I started working for North American Financial Services in Florida. It was a banking warehouse and we handled all computational transactions for basically every independent bank in a large part of South Florida at the time… at least it seemed we did. We also handled transactions for the Florida State Prepaid College program and more. The paper-check sorting, scanning and processing systems we had probably generated hundreds of thousands of new records in the database every day. We did this all on a computer system which is about as powerful as the original iPhone from 2007. The entire computer system had far less data storage than a modern iPhone. This computer of course filled a room larger than my house and we had a second one on the other side of the state for backup. The entire data connection speed between the two locations was probably about 1/100th the speed of the internet connection you have in your home.
Later, I worked at Raymond James and Associates (for a very brief time until I learned I was too young and unfocused for the big leagues). They were experimenting with what they considered high frequency trading. They had thousands of employees generating massive numbers of transactions and their entire computing capability was probably about the same as the one mentioned above.
I’m not saying this to reminisce. I’m explaining this because with the exception of adding photographs to records, it is extremely likely that those banks could probably continue to run on the same hardware we used back then and those systems has already been running for 15-20 years without any substantial upgrade.
The amount of meaningful business data your organization generates each day is not a lot. Consider the your CRM, your order fulfillment systems, logistics data, etc… while we are a hundred times more wasteful with regards to how this data is stored today, we are overcompensating by at least a hundred times that. Your entire company’s database for 20 years of business can almost certainly fit on a $100 or less thumb drive and even more than likely could fit on a $10 one and even a freebie from the latest trade show you visited.
Now consider big data and analytics. I can almost certainly guarantee that your data is probably not big and your analytics probably also isn’t that big. Most of these “Hadoop scale” systems are specced out to look like super computers, but the exact same systems would run on less than $10,000 worth of COTS equipment. In fact, in my testing, it often runs better since the COTS equipment is so low cost, I can buy substantially more of it. Consider that a “big data” node in my system for supporting data mining from 150,000 IoT devices costs less than $100 including power supply and doesn’t even require cooling to run. I can also assure you that it’s almost guaranteed my system is faster and more effective than yours.
So, how is this accomplished.
First, it’s time to stop using a system integrator. They are generally toxic to your business because they generally have absolutely no understanding of your business and operations.
Next, hire a computer programmer that is “past his/her prime” and would prefer to spend less time typing and more time thinking. You’ll know who to hire when their resume/CV looks like they’ve accomplished much and they made it through an entire 2 hour interview with you without ever using an acronym you don’t understand. It is extremely important that this person is a programmer. If the resume says they have experience with IBM, it’s even better. It means they’ve spent most of their career working with business systems instead of business technologies.
Now, given them 3-6 months to learn different roles in operations of your business. Don’t waste time with the technology as of yet. If you’re a coffee distributor, let them see the process or receiving, scheduling, roasting, inventorying, etc… let them learn the trade. Have them associate with sales, marketing and management so they can learn how the office workers operate. What are their needs and their wishes. Have them work with the receptionist, executive assistant, office manager, etc… to find out how the business really runs and what problems people really tend to have.
Now, you have a technically competent person who understands your business. This will work if you’re 10 or 100,000 people. Spending money on systems without understanding those systems is a guarantee of failure. Never under any circumstance let a sales person from an ISV, OEM or anyplace suggest what you need.
Once your technical leader is educated in your business, have them start working with a cloud company where the cloud makes sense. Then have them identify what systems are needed to operate your business. It may be possible to buy this as a boxed solution from a company who operates in your vertical market segment. It may be necessary to develop some systems in house. Whichever case you encounter, set some rules.
- Your core business should never be placed in the cloud. Generic systems can always be easily replaced. Everything from mail to financial to CRM can be moved from cloud to cloud. Your core custom systems are unique. If they are built against Amazon’s AWS, they will never run anywhere other than that. While Amazon will likely stay in business, understand that every year your system is further developed on Amazon AWS is a cost of probably and additional 1.5-2 years to get back out again. This means once you’re in, Amazon can renegotiate their terms with you in their favor and you’ll have zero leverage to counter with.
- Set a requirement with your developers that they should try to guarantee that everything they make should operate on $1000 or less in hardware with full system redundancy. Explain that you’d rather given them the money to get it right than give the money to Dell, HP or Cisco, NetApp, EMC, etc.. and keep giving it to them year on year. You will need 6 $100 computers and some network stuff to run your system reliably. I prefer in this configuration to spend closer to $1500 and have 9 systems on 3 separate networks myself. If they can’t figure out how to do this, find someone who can. It’s not even difficult. I am 100% confident that North American Financial Services could easily operate thousands of banks and ATMs on that configuration.
- Expect the transition to take some time. But every penny spent on this project will save you a lot more otherwise. Invest in people who invest themselves in learning your business. My uncle ran one of America’s largest children clothing manufacturers, a company named Pixie Playmates for many years with no more than a few developers. Their entire hardware costs was peanuts because the system was designed for their business.
Also, as a note, you should consider moving as many PCs and devices to 4G instead of wireless and wired networks. The hundreds of thousands or millions you spend on that will never provide an ROI compared to 4G and properly securing your network from the outside. Wired and wireless networking should be reserved strictly for places like warehouses where mobile phone signals are too weak to operate.
I also have solutions to desktop management, I won’t go into them much here and now as I’m tired of typing. But desktop computer support should never cost much money. There are solutions to this and for the most part, you’ll find that a good entry level support engineer who isn’t afraid to change printer ink once in a while could be very useful.