Linux for Non-Profits?

Glowing Fish asks: "I am volunteering for a non-profit that is currently in the process of giving away grants of systems (some using Linux and some without an OS) to various non-profit organizations. One of the problems is that many of these organizations have a somewhat skewed version of what they need, thinking they need Pentium IV systems with 100s of megs of RAM with Windows XP installed. I have been given the job of politely explaining that for most non-profit organizations, it is not necessary to have this type of computing power. What is the best (and politest) way to explain to people that they don't really need this type of computing investment? Without Microsoft-bashing, how would you explain the ever spiraling relationship between RAM and OS bloat? What type of systems would you suggest to a non-profit organization for office work, and why?"

Comments

It's simple

[Anonymous Coward]

Tell em beggars can't be choosers, and this is the computer they're getting. If they can't deal with it, they can go elsewhere. This is what my parents told me, and I've turned out well.

Re:It's simple

[wolf-]

Arg. You beat me to that line.
And you are absolutely correct.

We get a lot of kit in from our small business customers at the end of a hardware cycle. Instead of just dumping them, we renew them and the company gets a charitable write off.

I remember one group that was real particular about what was donated. Today, they still only have one machine in their office. They turned down a series of PIII machines in excellent shape.

Their loss.

In today's world, a light office only requires a nice linux install and open office.

Non profit = need for free OS

[Kethinov]

Non profit organizations have no business going and buying expensive software like Windows. Unless they plan on using Warez, the obviously cheapest solution for an organization that probably won't have a lot of money lying around is to use Linux. Seems like common sence to me.

Re:Non profit = need for free OS

[Interruach]

Non-profits need to get the maximum amount of their money into doing what they do : if other solutions are better (Mac/Custom Hardware/Playstation) for their work they should get those.
Bear in mind that non-profits may rely on volunteer computer support, who are likely to be less adept at linux or other OSS than Windows. Plus if you force unsuitable things on people they will hate it.
If I were you (parent) I would get people to bid for computer roles - EG - Office desktop machine, accounts computer, fileserver, webbrowser. Allocate them virtual credit and tell them they can have 4 machines with XP on p4 3.2GHZ's or they can have 20 linux machines with OOo, webbrowsing etc etc.

Re:Non profit = need for free OS

[sahala]

Non profit organizations have no business going and buying expensive software like Windows. Unless they plan on using Warez, the obviously cheapest solution for an organization that probably won't have a lot of money lying around is to use Linux. Seems like common sence to me.

You state this as if it's a hard rule, but it's clear that you haven't done that much work with non-profit organizations. Non-profits work a little differently than for-profit companies. Although arguably they should be run like a business (in terms of accountability, etc), non-profits will sometimes apply for a technology grant or have access to some other public fund to provide for their tech needs. They'll typically draft a proposal that states the amount they need ($10k, $20k, whatever) and some governing body decides how much of this to provide. By pulling the right strings it's quite possible for a non-profit to order a fleet of high-end Dell workstations with Windows XP installed, complete with support. Also consider that they may obtain hardware/software for free (as a charitable donation) from a business, which in turn may have strings attached.

Now obviously they could save a bit by using Linux, but this opens up a support problem. Yes, I realize that there are for-pay Linux support organizations out there, and some computer vendors will bundle in Linux installation support with hardware sales, but these instances are unfortunately more rare.

In an ideal world, yes they would run Linux. In fact from a philosophical point of view all non-profits out to. But it's not an obvious solution to use Linux from a management/org point of view. For that matter most non-profits focus on their core mission/goals, and could care less about Linux vs. Windows.

Re:Non profit = need for free OS

[sql*kitten]

Unless they plan on using Warez, the obviously cheapest solution for an organization that probably won't have a lot of money lying around is to use Linux. Seems like common sence to me.

Mmm, yes, and thereby restrict their pool of volunteers to the Unix-savvy? Out in the real world, we have a thing called a cost-benefit analysis. This means that cheap isn't always better if cheap can't do what you want it to. You think a non-profit has the time and resources to retrain people who in all likelihood already know Windows and MS Office in Linux?

Sure, it's possible to produce great-looking documents with TeX or troff. But it's possible to produce documents 90% as good with 10% of the effort in Word. Open office is all well and good, but it lacks key features of MS Office and StarOffice, such as Windows metrically-equivalent fonts.

Someone who wants the best of both worlds is probably best off with Sun's Mad Hatter package. Yes it costs money, but it just goes to show, if you want a professionally-integrated system, you need to pay professionals for it.

Tell them the truth, simply.

[Anonymous Coward]

It's about what they want the computer to do.

And while Intel, Microsoft hype might actually be accurate if they were buying the computer to play DooM 3, their functions are a little bit different.

It's like a car commercial, F350 are nice if you've got an gigantic boat to tow, and need to haul a ton construction materials while having room for your diamond plate tool boxes, but if you just need to get around town, buy groceries etc, it's not the best choice, and far from the best value.

Basically, you're selling computers. But in a really good way, your function is to find a solution that fits as opposed to pads your commision.

I might keep a record, formal is better, otherwise would probably work too, about common misgivings and misconceptions you're confronted with. Setup a laptop specifically to refute those, carry it with you, and become comfortable with the phrase, "Well...it just so happens...." Or send screen shots, whatever.

What will they need the software to DO?

[DesScorp]

The first cardinal rule of informatin technology is that it's there serve us, and make things more productive (and preferably easier). If they have a requirement that mandates MS software, than that's that. If they're using Great Plains financial stuff, for instance, they have no choice.

Now, if they don't have any esoteric requirements, then your advocacy becomes much easier. Assuming that their needs are small, tell them:

* Older machines have plenty of computing power if they're not used for things like high end games or Photoshop.

* Linux and other free software comes with no strings attached (we're talking end user here, not code. No need to confuse them about that).

* That the free software is easy to use. Show them modern window managers and the Webmin app.

* Explain that Microsoft is not "computers" or the "Internet", and that many other platforms can fill their needs. This one is important. You'd be amazed how many people think you can't use the Internet without Windows.

* Demonstrate KDE/Gnome, OpenOffice, and Mozilla to them. Show them that they work pretty much like similar Windows up. Go through it with them from bootup to shutdown, to put them at ease and make them feel comfortable with the software.

* Explain that this kind of software comes from volunteers, and that, should they need help, or even some coding, that volunteer spirit might come into play. People are willing to work on their own time for a good cause.

* Point out the flexibility that this software gives them; freedom to use it however they like, with no worry of licensing issues, flexibility to expand their capabilities as they're able, without fear of the Business Software Alliance knocking on the door going "Let's see those licenses".

* Perhaps most importantly, point out the business that use Linux and other free software as successful examples, to stress that Linux/Open Source isn't a fringe product. When people see organizations they know about using Linux, it helps put them at ease.

* Point out the security benefits; far fewer vulnerabilities, and they won't be running virus traps.

* NICELY point out that "beggars can't be choosers". This is a fallacy, because they can choose not to use any computers at all. If you care about the mission of the organization, and you want them to adopt used computers and OS software to help them succeed, persuade them, don't deride them. As Winston Churchill said, "A fly will be more attracted to a spoonfull of sugar than a bucketfull of bile".

Simple

[skinfitz]

Simply show them a lowish spec machine setup the way you would configure it and let them play with it for a bit. Explain the lack of cost - this normally gets people's attention.

Two things

[TeXMaster]

There are two things you should keep in mind. Ok, three actually

1. I'd say they would/should go for OpenOffice.org; now, OpenOffice.org needs X and is not very "lean and mean". This means they do need some RAM and CPU power. As far as the RAM goes, 128 would probably suffice, but if you can go for 256 please do; more than that is most probably not needed. For the CPU, also consider the next point.
2. The choice is somewhat limited by what you can find around. I doubt you can get anything less than a PIV these days, at least if you go for new hardware. And of course, you can probably go for Athlon-based systems, which is cheaper and better. If you go for older (existing, recylced, donated) hardware keep in mind the next point.
3. Hardware obsoletes rapidly. Very rapidly. Among other things, this means that if something breaks, for any reason, the older the stuff the more difficult it is to find a spare part --which might lead to extra expenses because you need to basically buy a new computer for the simple fact that you cannot find a piece to replace the single thing that broke.

This all having being said, your best bet to tell them what they need and why is to show them.

What a Np needs

[tigersha]

Unlike most of the other posters here, I work for a non-profit as sysadmin and have for several years.

Here are some comments.

First, the cost of scrounging for parts and fixing up and mucking about and getting your time wasted with older machines is quite often more than the cost of just bloody buying a new one. A new Pentium wazoo with all the bells and whistles costs maybe, what, 500 Dollars? If you go for a slightly older machine such as a 1Ghz Duron or Celeron you can get a powerhouse for half that which is pretty OK, but which does not have wear and tear on the harddisks, which has enough space and which will not self-destruct from heat fatigue next week. And is under warranty, which comes in handy when it does blow up.

Yes, Staroffice or whatever runs OK on a 500Mhz Pentium III. But that same second-hand Pentium III is going to have an old harddisk which is going to croak sometimes. Older machines are finicky about the RAM they take. Try to make it work with a USB scanner is going to cause more fuss than its worth.

Most non-profits have a LOT of interaction with funding agencies and such things. These people ALL use Word. In such a case your staff will balk (legitimately) if your office program is "pretty OK" with interoperating with Word. After OpenOffice f^Hmucked up a document for for the third time (even only slightly) when it got passed around to someone in some agency with Word it really gets pretty damn annoying for both you and the guy who decides if you get the money or not.

Non-profits do publications and presentations and such. Someone mentioned Gimp. Gimp is a toy. If you want to real publications you need a vector drawing program and page layout program anyways. Despite Scribus, the only choices here are Quark (mucho expensive) and Indesign (pretty expensive, but cheper than Quark, but not used outside very much. See interaction with others above). Photoshop blows Gimp out of the water over and again and Photoshop Elements is a damn fine program and not expensive at all.

Another problem is that, unlike a corporation, a non-profit's gifts tend to be a rather, em, interesting mix of several different kinds of machines with different parts and makes which makes maintenance a problem.

Linux does have a good role to play for servers though. All our servers run it and its really better than Windoze at working on older computers.

A super fast machine at a non-profit does have a use for machines that gets shared by several users, such as a fileserver.

So, basically, giving older machines to non-profits is a nice gesture but the extra maintenance and effort to keep a bunch of old somewhat cranky machines with hard-to get parts that do not always play nice with modern equipment is something to keep in mind. The cost of keeping admin staff to maintain is probably not worth it.

.

Nonprofits get a deal from Microsoft

[sid crimson]

A another poster mentioned, there is not much need to get the hottest equipment. Nonprofits should do what they can to spend as little as possible. That said...

Many nonprofits (i.e. a 501(c)(3)) get a deal from Microsoft. Office costs ~$75/ea. Windows server is $150. CALs for server is $10. You get the idea.

Some stores such as Tigerdirect have recent-model PCs with XP Pro preinstalled for $600 with a three year warranty. Add an LCD and you have a $1000.00 low-energy computer that's easy on the eyes and includes service for 3 years.

I work in a nonprofit. I use Linux where it makes sense: relay to Exchange, web serving, etc. As a nonprofit the cost-barrier for MS just isn't there. And since the boss doesn't see the $100 savings-per-computer as a reason to leave when most (all?) of the savings will be spent on training.

-sid

Non-profits, old HW, etc.

[baka_boy]

Get one high-quality, reasonably-fast server box. Maybe two, if you've got the cash. Install a good UPS, RAID array, and backup drive (tape, CD-R, whatever). That box will run server daemons for POP/IMAP, NFS/SMB (for home directories), and whatever web-based business apps (timecard system, issue tracker, whatever) they need.

Then, accept whatever client systems you can get that will boot from CD with at least SVGA graphics support, and run everything as a "thick" client. Rip out the hard drives, or use them for little more than swap, browser cache, and tempfiles. When a client machine dies, don't troubleshoot it, just replace it with another one from the pile in the closet. Depending on the size of the office and resource requirements of the apps they use,

Yes, the whole system takes some setup. Once it gets running, though, the whole system should require about as much maintenance as your average web server. And the client systems are completely disposable.

Give them a solution, not specs

[toast0]

Find out what they want to do with the computer, not the specs they (think they) want.

Then provide a computer that will do everything they want to do; or tell them you don't have the raw material to do it.

If they still insist they need a P4000, with 50 Gig of ram, explain to them how you figured the p2 over there w/ 128 meg of ram will do everything they need, and ask them to explain why they need a p4000.