Legal Aid Ontario IT Standards & Guidelines for LAO Branch and Clinic Offices

Transcription

1 Legal Aid Ontario IT Standards & Guidelines for LAO Branch and Clinic Offices Prepared by: LAO IT-Operations Group July 8, 2015 Revision: 1.1

2 Table of Contents 1. Introduction Functions of a Server Room What is in Server Rooms? How should the Server Room be designed? Design requirements Facilities Responsibilites during Initial Stages... Error! Bookmark not defined. 2.2 LAO Standards for Server Rooms General Design Requirements Proposed Systems and Services Requirements Typical server room layout and location Equipment Voice and Data Cabling Main Distribution Frame or Backboard Uninterrupted Power Supply (UPS) HVAC Fire Detection Systems Lighting Floor, Walls and Doors Server Room Security Electrical Power Base Building Security Furniture Wi-Fi and Access Points i -

3 1. Introduction Legal Aid Ontario IT Standards & Guidelines for LAO Branch and Clinic Offices This section of the document provides design guidelines and outlines LAO Standards for Computer/Network and Telephone Communications Services Room (Server Room). These guidelines are used by Facility Planners working on new offices, renovating existing offices and/or temporary workspaces (budget permitting). At all locations, standardized computer and communications equipment is required to support business functions in addition to the readily visible office equipment. This additional equipment is housed in a dedicated computer/communications room Functions of a Server Room A Server Room is required to accommodate the following needs: Provides physical security preventing unauthorized access to the equipment protecting against loss of equipment, service disruptions and/or loss of business critical data. The Server Room must have secured entry via either key-lock or a magnetic lock Provides physical protection through the use of cabinets designed to hold and protect sensitive electronic equipment Provides climate control through the use of HVAC equipment and/or adequate ventilation to maintain the room at optimal conditions to prevent the overheating of mission-critical computer/telephony equipment Provides environmental protection through dedicated un-interruptible power supply (UPS). UPS equipment protects the electronic equipment against brownouts, power surges and allows the orderly shutdown of equipment in the event of a total power failure Facilitates the management and support of these assets 2

4 1.2. What is in a Server Room? The following equipment can be found in Server Rooms: Lockable Equipment Rack -The standard equipment rack can host the majority of server, network and phone equipment. A standard rack is 24 wide by 40 deep and have the following features: o Full size rack is minimum 45U in height o Half size rack is minimum 22U in height o Wall mounted lockable network cabinets are 6-9U in height o Metal side panels and equipment mounting hardware o Locking front and rear doors (with 24 of door swing front and back) Note: Locks for both doors must be keyed alike with at least one copy of the key to be onsite and at least one copy of the key to be stored in the Provincial Office IT Safe. o Minimum of at least two rack shelves to house ISP equipment, keyboard and mouse o Mounting hardware o Where possible all hardware including servers, switches, patch panels, UPS, etc. should be rack-mounted o Secured to the floor with rack-stabilization plates at the front and at least one side. o A typical equipment rack may house the following hardware: Windows Server, Phone Server, Network Switches, Patch Panels, UPS, Cable Modem, DSL Modem, Keyboard, Mouse, KVM Switch, LCD Monitor and other peripherals as required. Rack mounted Power bar Telecommunications Systems: - The phone server or the telephone switch (PBX) controls the services provided to/from the telephone sets. - The voice mail system provides voice message services and automated attendant functions Data Processing power is provided via servers supporting specific applications such as shared files resources, , print services etc. Local Area Network devices allow end-user systems to communicate with servers, phones and Internet. Wide Area Network devices allows external connectivity to the Internet and privately to the provincial head office. 3

5 1.3. How should the Server Room be designed? While the size and content of a Server Room is dependent on the facility's business requirements, the following items are to be considered in the room's design: 1. Room dimension in consideration with Accessability Legistlation (Minimum of 10 x 6 square footage) 2. Server and Network Equipment 3. CAT6 Cabling White for voice Blue for data 4. Main Distribution Frame (MDF) 5. Uninterrupted Power Supply (UPS) 6. Heating, Ventilation and Air-Conditioning (HVAC) 7. Fire Detection Systems 8. Electrical Power Requirements 9. Server Room Security 10. Lighting, Floor, Walls and Doors 11. House Keeping 2. Design Requirements This section addresses the need to determine required business functions from which Information Technology (IT) infrastructure can be designed. It is noted that prior to leasing a location the Facilities Department must provide LAO s IT Department with the complete Postal Address of the location to determine external connectivity options for the location. 4

6 2.1. Facilities Responsibilities during Initial Stages LAO s IT Department must review and approve the facility layout during the initial design stage. As the build of the office progresses LAO IT must review the progress of work during the build stage. IT may be required to go onsite to inspect the work and suggest changes if required. Key review/approval milestones for IT with timelines are as follows: Milestone #1: Provide location information to IT to determine availability of acceptable internet services on potential address. Milestone #2: Initial floor plan design for IT approval during design meetings. Milestone #3: Electrical/mechanical diagram of floor plan for IT approval prior to working drawings being completed. Meeting with client, designer, facilities, and IT is mandatory Milestone #4: Pre-move date comprehensive site photos of Server room detailing room construction and features (1 week before move date) 2.2. LAO Standards for Server Rooms The Server Room Design Guidelines section provides guidance in the application of LAO standards with the design of these rooms. The following infrastructure requirements must be considered when LAO Server Rooms are being designed: General Design Requirements. Proposed Systems & Services Requirements. The design of a Computer/Network Services Room depends on the equipment that will be housed in the rooms. In turn, equipment requirements are business dependent and can be determined by answering the following questions: What is the facility's business function? What local or remote IT services are required to support specified business functions? What specific local equipment will be needed to support these local and remote services? What are the equipment specifications? Most or all of these questions have to be identified and determined. 5

7 IT must be advised of any deviations to these Guidelines and provide written approval prior to any changes being implemented General Design Requirements Input from the Remote LAO and Clinic offices provides the information required defining the immediate and future IT Infrastructure needs for the facility: 1. Staffing numbers will define the type and quanity of the equipment required 2. Cabling requirements, which define the physical communication cable installation. This should include but may not be limited to permanent workstations, server room, meeting rooms, copy/printer rooms etc. 3. IT equipment required to provide connectivity to systems noted in step #1 4. Type and number of communication circuits required for voice/data communications Proposed Systems & Services Requirements The systems and services required for the facility are based on the General Design Requirements. The following list describes the types of some of IT systems and services that may be required: Voice Services Telephone System Voice Messaging System Telephone Company Equipment Data Services Windows/Linux Servers and peripheral devices (tape backup, disk drives) Local Area Network (LAN)/Wide Area Network (WAN) - (Routers/Switches/Firewalls/Modems) Network connected printers and/or Multi-function Centers (Print, Scan, fax) User computers Miscellaneous Services Base Building Security and Alarm System Uninterrupted Power Supply (UPS) 6

8 Estimated costs, capital, installation and operating costs are added and provided to the facility planners for IT Capital and Operating Budget for the facility. 3. Typical Server Room Layout and Location Figure 1 shows a typical server room floor plan. Minimum size to accommodate accessibility is 10 x 6. The room requires space for a Main Distribution Frame (MDF) to accommodate all system cross-connects and cabling terminations. The base layout should provide for a minimum of 48 of clearance at the front, the side and the rear of the rack and adjacent walls. Other design details such as door and storage cabinets will reflect the specific facility s requirements and space constraints. Server Rooms must not be located in public spaces of the location. For security purposes IT recommends that Server Rooms not be located on perimeter walls of the office space. Every effort must be made to avoid placing the Server Room next to or between office space/rooms with water supplies such as a kitchen or washroom. If this is unavoidable the Server Room must feature adequate protection form the possibility of flooding. This should include a sealed water-proof perimeter around the room extending a minimum of six inches from the floor. The floor must not be tiled instead being finished with a waterproof epoxy sealant. Figure 2 displays the layout of a standard LAO IT provided Server Rack (with Equipment) for user in a remote office. This example depicts a typical 22U height half-rack. Figure 3 shows an example of an MDF board and how cables and BIX panels are inter-connected, with subsequent connectivity to the LAO Phone Server. 7

9 Figure 1 Figure 2 8

10 Figure 3 9

11 4. Equipment User PC A user PC comprised of a workstation or laptop computer connected to a keyboard, mouse and flat screen monitor. The PC may have a local printer attached as well as additional user peripherals such as smart phones or digital cameras. This is the PC used daily and has a network cable plugged into a wall-mounted data-jack to provide access to Data services. Network Printer and/or MFPs Each location may have one or more networked printer or Multi-Function Printer located strategically so users are in close proximity to retrieve print-jobs. Printers must not be located in Public Areas of the office for privacy issues. Patch Panel The patch-panel is made of black plastic and is bolted to the wall. All cabling throughout the office is terminated in this patch panel. It must be noted that depending on the final design this patch panel may be alternately mounted in the Server Rack. Network Switch The switch is an IT managed device to which all networked equipment is connected to. The switch will be mounted in the Server or Network Rack. Depending on requirements an office may have more than one switch. In following with LAO s current IT Equipment standards the network switch must be manufactured by Juniper, the model will be determined by IT. If there are two or more LAN rooms in an office, there must be 2 Cat6 cables run from one LAN room to another to interconnect the network switches together. In specific circumstances a Fiber connection may be required as an alternate CAT6 cable. Firewall / Router The firewall / router acts as a gateway and provides network protection to the internal network as well as connectivity to LAO s main data centre. In following with LAO s current IT Equipment standards the Firewall/Router must be manufactured by Juniper, the model will be determined by IT. This device is to be located in the Server Rack. 10

12 DSL/Cable Modem These devices belong to various internet providers and they are for connecting our internal network to the internet. These devices are to be located in the Server Rack. KVM Switch The Windows server and the Phone Server are connected to an active KVM switch (Keyboard/Video/Mouse). This requires that only a single Keyboard, Flat Screen Monitor and Mouse be provided for the servers in the Server Room. This device is to be mounted in the Server Rack. If only one type of server will be supplied then a KVM may not be required. The appropriate number of KVM cables must be provided, one per server. Server Rack A lockable half-rack (24U) with 2 shelves is a minimum requirement. A typical server rack is 24 wide x 42 deep. The height of the rack is determined by the number of rack U s required for the location. An electrical grounding terminal must be provided to connect directly to the Server Rack. To ensure safety the Server Rack must be floor mounted with stabilizers. Windows Server Please consult with IT at the time of the initiative to determine the current equipment standard. Phone Server Please consult with IT at the time of the initiative to determine the current equipment standard. Monitor 17 Flat Screen Monitor (minimum requirement). Depending the the model of Server Rack selected for the location the monitor may stand on the top of the Rack (24U) or sit on a shelf inside the Rack (42U). The monitor will be connected to the KVM Switch if required. Keyboards Standard 104-key enhanced PS/2 or USB keyboard connected to the KVM. The keyboard will be connected to the KVM Switch if required. The keyboard must be stored inside the locked server rack when not in use. 11

13 Mouse Standard 2-button mouse. The mouse will be connected to the KVM Switch if required. The mouse must be stored inside the locked server rack when not in use. UPS This is the main source of power distribution for much of the equipment in the Server Room. The UPS must be plugged into a dedicated grounded isolated power circuit. Only IT determined equipment can be connected to the UPS. This typically is the Windows Server, the Phone Server and the Network switch only. All other devices can be plugged into a standard wall outlet. 5. Voice and Data Cabling LAO cabling requirements for Voice and Data has been identified as 2 data connections per drop one (1) voice and one (1) data connections per drop. The location of each drop will be determined by the layout of the office and the location of the office furniture. Two (2) 4-pair Category 6 UTP data cables to each workstation location. Two (2) 4-pair Category 6 UTP data cables to each printer location. One (1) 4-pair Category 6 UTP voice cable to each fax location. The data cables will be terminated on Category 6, 24-port patch panels and installed in the server rack. Category 6 stranded patch cables, 2-feet long, will be provided for connection between the data patch panel and the network hardware. At the workstation locations, data cables will be terminated on 8-pin modular jacks (RJ45), then mounted in a standard faceplate. Category 6 stranded patch cables, 10-feet long, will be provided for connection between the data outlet and the workstation device. Category 6 stranded patch cables, 6-feet long, will be provided for connection between the workstation and phone Depending on what floor the office is, there will be phone lines coming in from the base of the building (demarcation) to this floor s riser room. It is usually a 25-pair Cat6 cable which is attached to a BIX panel. The phone numbers and DSL lines are clearly marked for LAO and we can then connect our cables to the respected locations. 12

14 A second BIX10A/BIX1A4 (BIX2) should be attached to the MDF and any existing or new lines to be patched from BIX1 to BIX2. BIX2 is then patched to an RJ11 patch panel located inside the server rack (as seen in diagram), or connected directly to a PBX device or Phone Server. All cabling must be tone tested successfully by the installer and a sign off sheet must be supplied to IT. Cabling must leave some slack in order to make tracing easier. If an electrician is being contracted to lay cabling, he/she needs to be advised to not tie them so tightly as to make tracing difficult. If the offices are occupying two floors or more, two Cat6 cables must be run within the Server Rooms so that network devices can be daisy-chained together to provide business services. The selected cabling vendor must supply 100% of the 10 long CAT6 cables used to connect end user systems to voice and data jacks. In the event that the work being done is related to facility relocation, the vendor must supply 50% of the 10 long CAT6 cables used to connect end user systems to voice and data jacks. All cabling terminations and faceplates must be clearly labeled using LAO s name convention: Data: D-xxx (ie: D-001) All Data jack pairs must be numbered identically at the drop and mapped back to the patch panels in the server room. A floor plan with all numbered data drops is to be permanently posted in the Server Room, with updates as required. 6. Main Distribution Frame or Backboard The main distribution frame (MDF) or backboard is the main termination point for all communications cabling. Typically, external cables from the Telephone Company and from other locations on site will terminate on the left side of the backboard. Internal cabling (backbone cabling running to intermediate wiring closets), cabling to the telephone system, and station cabling terminates on the right side of the board. Typically, a 25 pair voice cable is terminated on the backboard and cross connected to station cabling. As noted in the Equipment (PatchPanel) section network connections may be terminated in the Server Rack as required. As shown on Figure 3, the MDF is typically mounted on the wall near the telephone system and should: - be a minimum 4'x4'x3/4"-thick painted plywood sheet as a mounting backboard in the Server Room. Flame retardant paint is to be used on all surfaces of the MDF board. 13

15 7. Uninterrupted Power Supply (UPS) To ensure an adequate UPS system, an electrical engineer should specify the required system based on: Size & Placement: The model and number of UPS units is based on the computer/communications equipment power requirements and the desired battery runtime period (typically a minimum of 15 minutes Runtime is required for data/telephone servers in the Server. The ability to monitor power availability is required to allow the orderly shutdown of mission critical equipment during prolonged power outages. Distribution: UPS distribution must consider the number of breakers required and the amperage of each, equipment power outlet types and any special power cable requirements. (Jeff to add PowerTap info here) Please note if an existing office does not have a UPS, they will only require one if they will house a server. If required IT will provide quotes and coordinate order of UPS 8. HVAC The HVAC requirements are normally based on the total BTU output of all equipment in the Server Room with the following considerations: Year-round Heating, ventilation and air-conditioning (HVAC) capacity is required to keep the room at 21 C and the humidity in the range of 40-60%. Temperature and humidity should be monitored with alarms. When temperature exceeds 25 C or the humidity drops belo w 40% LAO s IT staff must be alerted. Prolonged operation at temperatures above 25 C can damage the systems beyond repair and/or cause processing errors. Low humidity may cause electrostatic discharges (ESD), which will damage electronic equipment. Typical office HVAC at the LAO Clinic and Area offices is sufficient to handle room requirements if the Server Room is small or medium sized and well ventilated. The locked door to the server room must have ventilating louvers installed in the bottom of the door and a heat exhausting grill mounted in the in the plenum of the Server Room. A forced air exhaust system with an electric fan should be considered and installed if possible and may be required if the office HVAC is insufficient. In extreme cases there may be a need to install a dedicated HVAC system in the Server Room. (Jeff to provide heat load for standard equipment) 14

16 9. Fire Detection and Suppression Systems The Server Room for Clinic and Area offices will be linked up to the base building fire detection system. Sprinkler heads/smoke detectors must be able to be monitored at? Jeff to provide max temperature to reduce the risk of damage to electronic systems. The goals of these systems, in order of priority, are: (i) to protect staff, (ii) to protect the building and (iii) to protect the equipment. The base building system must provide all fire detection and protection systems required for the Server Room. The base building system should include: Audible and visible alarms Alarm pull placement Fire extinguisher placement Smoke and heat sensor placement Example of heat loads for equipment: One new HP DL360 File Server 2500btu One new ML350 Phone Server 2500btu One new Juniper ex2200 Switch btu/hr per Switch Two new APC UPS 1500 indicates btu/ hr per UPS There will also be a KVM switch which produces no real heat load and a monitor that will be off most of the time 10. Lighting Lighting layout is required to provide adequate overhead lighting to allow to servicing of the equipment. 11. Floor, Walls and Doors The floors and walls of Server Rooms are to be finished in a manner that reduces dust. Carpet tile is not acceptable, floor tile is recommended to help prevent electrostatic discharges (ESD), which will damage electronic equipment. Door width and height is to be sufficient to handle largest piece of equipment or cabinet expected to be installed, with window or sidelight or security window for safety and also based on AODA legislation. Doors to the Server Room must be fire-rated. Glass doors are not permitted. 15

17 12. Server Room Security Key locks on each of the Server Room doors are required to maintain room security. Server and network hardware is to be installed in an LAO supplied locked server/network rack. 13. Electrical Power LAO has identified the following requirements: One standard 110 volt duplex circuit to accommodate the base building security needs, to be placed above the MDF Board. Two standard dedicated, isolated ground circuits with 110volt duplexes to accommodate server equipment Two standard 110volt duplex circuits to accommodate any additional requirements. 14. Base Building Security LAO building security will be housed within the Server Room. This system will require an external phone or data line, which will link up to the security company for monitoring purposes. The system will be mounted on the MDF Board in the Server Room. 15. Furniture To provide easy access to data jacks and power outlets, user desks must be designed in a way which does not hinder access to network drops and prevent IT personnel / staff from shifting desks. Also please note to not use the Server Room for non-it related storage. 16. Wi-Fi and Access Points (Hammad to complete) 16

18 IT Infrastructure Equipment List for Location: Location: Item Phone Server: Phone Card(s): File Server: Backup Drive: Switch(es): Server Rack: Network Rack: Charging Cabinet: KVM: KVM Cables: Firewall: Power Bar(s): UPS(es): Monitor: Wireless Access Points: PoE Injectors: Network Cables: Power Cords: Existing Purchase 17