Ralph's Consulting Firm

Open Source is a new type of software that is up and coming. Will it help our firm be more productive and provide a better structure? We must consider several topics before deciding if we want to try this new software. It is critical to understand how the software works and how it was created. We need to know what types of open software are available to us and which ones we need. A cost analysis is also necessary, not only for purchase, but for implementation and maintenance as well. Another crucial topic to investigate is what risks are involved. Overall, is Open Source better than the commercial closed source software?

General Information About Open Source

History. Open Source by definition is “A method and philosophy for software licensing and distribution designed to encourage use and improvement of software written by volunteers by ensuring that anyone can copy the source code and modify it freely.” (dictionary.com). This is a very recent term that was created in 1998 in a strategy session which led to the release of the Netscape browser’s source code which is referred to now as the Mozilla browser. Some say that the open source initiative started with the internet or with the creation of the Free Software Foundation in 1985. The word “free” is meant to be “‘free as in free speech’ and not ‘free as in free beer’“(“Open-source Software”). This ambiguity led to the now used Open Source terms because Open Source does not mean free of charge, just that the source code is available to view and edit it freely.

Eric S. Raymond is one of the founders of the Open Source Initiative. In 1997 he wrote an essay in which he describes a model for building open source software. The essay is entitled The Cathedral & The Bazaar in which he says that building a cathedral is comparable to writing software traditionally, individuals writing in a very structured environment, while writing code for open source projects is more like a bazaar where there are many people giving their opinions and theories making the final product a fluid, living thing.

The Open Source definition. The Open Source Initiative is the non-profit manager of the Open Source Definition. The Open Source Definition involves ten points including Free Distribution, Source Code, Derived Works, Integrity of the Author’s Source Code, No Discrimination against Persons or Groups, No Discrimination against Fields of Endeavor, and then four points on licensing. When all these points are followed a program is considered Open Source. Most of these points are common sense but need to be written down to keep a consistent view of what Open Source is. For example the second point states in so many words that the code must be included or obtainable when distributing an Open Source program. If the code is accessible to the public, the public should have a way of editing and enhancing the programs. It also includes points that restrict the license on what it can and cannot include. These are more technical points but important in insuring that Open Source keeps its initial meaning and is not warped into an entirely different definition (http://opensource.org/index.php).

Users. Open Source programs are intended for everyone. There is no difference in how an open program works compared to a closed source program works. With Open Source programs there is an added group that takes the responsibility of testing and scanning the hard code to find bugs that they will report or fix themselves, improving the program for the casual users. The ever-evolving nature of an Open Source program is its strongest advantage.

What Types of Open Source Software Should Be Used?

Initially, our computers will need an operating system in place. Ideally we will implement a version that holds the capability we need to run our particular business.

We will probably use an office suite much like Microsoft office. The best option for our company would be Linux or Open Office (Krueger 1999). An email provider that can promise security is also essential, such as Mozilla firefox, and if a suitable one is not included with the office suite, an open source password protector will keep our clients satisfied (Hecker 2000). In addition, a high-speed and efficient internet provider is certainly necessary. An email provider may come as part of the internet service; however our clients may require the extra protection of an enhanced firewall or antivirus program (NotePage 2006).

Communication is another major concern. By using open source messaging software, our office will be linked instantly to any other employee or to any client. Both our office and our clientele will make connections through palm pilots, cell phones, or electronic devices. We could also use wireless software, so that no matter where we are, even if not in the office, we can still be connected to the office and our clients (Simpson 2006). We can definitely use some kind of spy ware if not included in the internet software, and in addition, we have the option of using intrusion detection software and email monitoring (Wikipedia 2006). We can use an enhanced email service that can block email monitoring from others. But most importantly, we can use password software, giving our clients an extra reason to stay with our company (NotePage 2006). By offering special protection through advanced and ever-improving open source programs, our firm can implement the proper safeguards to manage private information and password encryption. Figure 2 lists the specific types of commercial software as well as open source alternatives available to us.

	Open Source Software	Commercial Software
Operating systems	Linux, OpenSolaris	Microsoft Office
Password protection	Ked Password Manager, KeePass	PAK-Z
Internet providers	Apache, Mozilla firefox	AOL
Antivirus	Clamware, Open antivirus	Norton Antivirus
Messaging	Chatzilla, SipX	MSN Messenger
Book keeping	PayThyme, GnuCash	QuickBooks
Wireless technology	SipX, asterisk	Evolution PBX
Firewall	Coyote Linux, Firestarter	Windows Firewall

Cost Analysis: Open Source v. Microsoft Office Systems

Open Source System. The Open source software system is a growing phenomenon but after further research, it has been proven to have definite shortcomings particularly in the area of financial benefit. This system is often referred to as a “free” software system. This misnomer often leads one to think that this term implies a financial benefit when in reality this term refers to a “free speech” capability. This software is well written and great for people who have been previously trained with the technology or have “in-house” IT support but in reality smaller firms find difficulty locating adequate support for it. Research has found that 53% of customers who purchased open source software reported lack of support as one and insufficient support of the top reasons why they would not purchase this system. Initial training, “down time” and insufficient support, would prove quite costly to this firm. Since this firm is new and ever-evolving, the task of changing the coding with this software would be quite costly and is also a major reason why companies have been reluctant to take this crucial step (Bill Mars, COO of Solar Velocity). The issues of basic security, firewall, and gate keeping have been well addressed with open source software and are all well and good initially, but in the long run the support issues and training costs far outweigh the development in the above-mentioned benefits. In an interview with Kirby Winters, President and CEO of Solar Velocity, he stated that he has managed systems from Sun, IBM, Linux and HP and found that Microsoft systems provide greater flexibility, lower cost of ownership and higher stability than other systems.

Microsoft System. In evaluating the cost and benefits of Microsoft Office Systems, it is readily evident that this system has features that would be enticing to our firm’s business environment. The capabilities of this system are countless. First and foremost is the cost issue and secondly the fact that it is easily adaptable to most hardware systems. Even though there are software programs available for a free download purchase as in Firefox, there is no initial cost. Outlook Express would be included in the purchase of Microsoft Office Professional and has proven to be unsurpassed with customer support. Additionally, antivirus and spy ware, PC-cellin, Spysweeper are included in this package and are known to be effective in business environments (Brandon Galloway, Best Buy). The entire system of Microsoft Office Professional is $599 per computer and is easily installed by local vendors as Best Buy with their “Best Buy for Business” for a flat rate installation. The support of this vendor is reliable, quick response time and less expensive as opposed to open source system. Remote capabilities as in PDA’s are supported through Microsoft. An excellent option is Palm Treo that includes complete access to the internet, power point, email and Word programs. This device is priced at $479 and allows our associates complete access to their accounts as if they were in the office. These capabilities would not be so readily accessible from open source software. The accessories including Linksys VPN (providing encrypted router), 8 port switch (connecting our computers), backup solutions all add to enhanced capabilities that would not be easily compatible with open source products. As stated earlier, the cost of initial training with open source software would be quite costly. With the choice of Microsoft Office Professional, the training and technical cost would be minimal. This software is known universally so initial training could be conducted within the firm. The support cost issue would also prove to be effective as most of the associates are familiar with this product and problems could be easily resolved within our firm, eliminating outside consulting, as well as the additional cost of “down time”. The most important issue is TCO (Total Cost of Operation). Onset cost with open source might be enticing but with this research data, Microsoft System is the most prudent alternative to our firm (Bill Mars, COO Solar Velocity).

Licensing. In order to use any type of platform or software, we must first obtain the appropriate licensing. There are several to select from for open source products. These include…

If we do not like any of the available licenses, we can create and submit a new one for approval (http://opensource.org/index).

Installation. Both open and closed source software can be either downloaded from the internet or from CDs. Since we do not have an IT department, we may have to have the provider install the software for us, especially if it is open source since we are new to it. For those who are do-it-yourselfers, open source could be easier. According to a writer for the Canadian magazine o3, Linux takes “four CDs, a network connection, and about three hours to install the operating system, most of the software, ... and to update the entire system” (Hollingshead). There is no need to “babysit” to enter commands during installation (Hollingshead). Note, however, that the writer is only talking about Linux, not all open source software. Windows, the commercial alternative, is common and usually comes pre-installed on most computers.

Technical support. Technical support can be costly and time consuming for open source software. Some tech support providers like Pantek are trained by Red hat and are available 24/7/365 (Pantek Linux Technical Support Services). Red hat sells training and service, so we could simply become certified ourselves. Their certifications include Red Hat Certified Technician (RHCT), Red Hat Certified Engineer (RHCE), and Red Hat Certified Architect (RHCA) (Red Hat Global Client Services). Freenode offers their services for free, but they use volunteers. The implication is that we will recieve less than satisfactory results. On their own website, Freenode tells us we should “feel free to message one or more staffers as necessary until [we] find someone who can help [us]” (Peer-Directed Projects Center). On the other hand most of us can adequately manage at least a temporary fix with most commercial software. Technical support is usually cheap or free and reliable.

Maintenance. The maintenance open source and closed source software is another area we need to consider. Depending the open source software, we may or may not be able to reject any changes made in the software. For commercial software, the new versions are often available online for current users who want the new version. Otherwise, we must purchase the new version elsewhere.

Specific Risks Involved with Using Open Source

Who we are and what we do. Our business is a public relations firm representing high profile clients, usually of the music and entertainment industry. As a result, client security and complete confidentiality are our foremost considerations. Client security is critical within the office as well as outside the office. The majority of our client base is in different locales around the country as well as overseas and we are in contact with them on an almost daily basis through the internet and cellular/wireless devices.

Where are our specific risk areas? We have identified the following areas as areas of risk in our business. This includes our internet provider/platform, e-mail system, firewall applications, cellular/wireless services, and virus protection (The Economist, p. 73). Because of the nature of our client base, our clients are subjected to unusual numbers of people trying to get information about their schedules, hotel accommodations, etc. These people range from sophisticated journalists to over enthusiastic fans to unscrupulous photographers. In this day and age, people will do anything they can to have access to celebrities. Specifically, we must ensure that our internet provider/platform is as hacker free as possible. Our clients must feel comfortable that any personal financial information and scheduling issues are confidential. The same holds true for our e-mail system. So, often, our e-mail communications will be going not only to clients in their homes (on computers/laptops) but will also be sent to them on their wireless/cellular devices. Our clients will be using the latest cellular and wireless technologies and we must be certain that any communication between our clients and staff are secure. Password protection and firewall protection for these devices is critical. We will also need to make sure that any existing systems in place on client cellular technologies are compatible with systems we are using in our office. Our lines of communication must be smooth and open. Another specific area of risk to our business involves any downtime we may experience with systems that are not functioning properly. We must ensure that our systems are operating fully and completely at all times so that our availability to clients and our access to clients is not limited. Any downtime could represent monetary losses to both our clients and our company. It could also result in missed appearances, botched travel arrangements.

Open Source software is a wonderful opportunity for a firm with an existing IT department. However for our needs as a

creative boutique firm Open Source software would be extremely difficult to implement, use, and upgrade. Concerns include

issues of technical support and training. Also, cost is an issue. The accessibility to the software’s code is a risk to our clients

and us. We have decided that it would be better for our firm to stay with an established, commercial office suite system.

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