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  Expanding and Securing the Technical Infrastructure of the Atlanta Day
                       Shelter for Women and Children

                           ECE4007 Senior Design Project

                         Section L01, Women's Shelter Team

                                       Taylor Kulp
                                     Stephen Nowell
                                     Andrew Wallace
                                     Brittany Stewart

                               September 15, 2008

Women’s Shelter Group - ECE4007L01                                         1
                                     Table of Contents

Executive Summary                                        1

1. Introduction                                          2

1.Objective                                              2
2.Motivation                                             2
3.Background                                             3

2. Project Description and Goals                         5

3. Technical Specifications                              6

4. Design Approach and Details                           9

       4.1 Design Approach                               9
Codes and Standards                                     12
Constraints, Alternatives, and Tradeoffs                12

5. Schedule, Tasks, and Milestones                       14

6. Project Demonstration                                 15

7. Marketing and Cost Analysis                           16

         7.1 Marketing Analysis                          16
         7.2 Cost Analysis                               16

8. Summary                                               18

References                                               19

Appendix A                                               20

Women’s Shelter Group - ECE4007L01                            2

The Atlanta Day Shelter for Women and Children (ADSWC) needs assistance addressing several
technology related issues within their organization. During the Fall 2007 semester, a senior
design group created the shelter's computer network, set up several computer labs, and worked
on the shelter's database system. In Spring of 2008, another senior design group expanded the
existing computer labs, produced technical documentation, and created a limited website for the
shelter. The goal of this technology expansion strategy is to secure the computer network,
research and recommend professional development software, add interactive donation and
volunteer management features to the ADSWC, and create new security and donation centers.

With the completion of the project, the shelter will be able to fully utilize technology to assist
women and their children in getting back on their feet. Shelter patrons will be able to use each
computer effectively, and the shelter will be able to increase their donation potential through
online donations. Ultimately, implementation of the technology support plan will enable the
shelter to increase their positive impact on the community.

Women’s Shelter Group - ECE4007L01                                                                   3

The ADSWC assists over 6,000 women and children annually. The services the shelter provides
to those in need range from counseling to job placement. With no paid technical staff on hand,
ADSWC employees and volunteers are incapable of adding major features to their existing
infrastructure, and struggle with maintaining the complex infrastructure already in place. The
Technology Improvement Strategy for the ADSWC is a continuation of the previous two
semester's work and will expand and simplify the shelter’s technology infrastructure to help them
expand as an organization and help women in need. The strategy includes PC support, security
improvements, expansion recommendations and support, expansion and improvement of the
ADSWC website, and facility improvements. The strategy also includes the update of a
documentation and support infrastructure so that employees and volunteers of the shelter can
better handle future technical issues. This technical improvement strategy is a continuation of the
work done by design groups in Fall 2007 and Spring 2008.

1.1 Objective

The technology improvement strategy will help expand and improve the technical infrastructure
of the ADSWC. Because of the shelter staff’s lack of technical knowledge basic upkeep of the
technology in the shelter is not maintained. The website will be updated to include donation
capability, volunteer management, and support for easy multimedia news updates by the shelter
staff. Development software will include donor management, volunteer scheduling and
management, in-kind donation capability, report and thank-you letter writing capability, and
other features to assist in fundraising. Security of the shelter will be improved with a new
security center equipped with it’s own monitoring capability and check in station. Volunteers and
shelter workers will be given photo ID badges for identification and checking into the shelter. A
donation center will be set up for future use when development software is in place to track
donations. These improvements will allow the shelter to grow their organization, and more
effectively assist their clients.

1.2 Motivation
The ADSWC personnel use the computers to teach computer classes, hold resume writing
seminars, and provide homework assistance to children. The shelter hopes to expand to use the
Internet as an interactive medium to connect with potential donors and volunteers. Currently the
shelter lacks any paid IT personnel or any employees with advanced IT experience. Many of
Women’s Shelter Group - ECE4007L01                                                                    4
their computer clusters are unsecured and subject to misuse. The Spring 2008 senior design
project focused on improving the computer clusters, wiring the building for internet access,
creating a basic website, and documenting troubleshooting protocols. This technical
improvement strategy will continue to address these issues, in addition to issues that have more
recently presented themselves.

1.3 Background
There are several different technology issues affecting the ADSWC. While some of them may
appear to be unrelated, addressing each will have the positive effect of a more functional
environment for both shelter employees and patrons.

The Atlanta Day Shelter for Women and Children has 5 computer clusters available for shelter
patrons. These clusters are used for computer training, homework assistance, and job placement
tasks. The staff at the ADSWC has unsuccessfully attempted to manage computer passwords
within the clusters. This is of particular concern in the Teen Lab, as children have found ways to
access pornography, violent material, and inappropriate games. Children are also using CDs to
bypass the computer security software and passwords. Currently, the Teen Lab is not operational
due to lack of internet access and problematic computer configuration.

The networking infrastructure of the shelter is composed of a standard server, an Internet
filtration server, router, PBX system, and multiple network switches. Some of the equipment is
not currently operational. One of the switchboards is down, and the server is providing only a
bare minimum level of service, not distinguishing between computers on the network. Shelter
employees have complained of unauthorized access to files shared on the network, and have also
had difficulty monitoring the activity of clients logged into their network.

The shelter would like to use development software, also called donor management software, to
manage donations and all tasks relating to them. Nonprofit organizations also use this software to
manage volunteers. This software keeps funds organized and performs tasks in seconds that
would take humans much longer. Because this software can manage donations of all kinds, track
volunteers, handle scheduling, report and thank–you letter writing, and so many other tasks so
quickly, it can greatly increase fundraising for the shelter.

Women’s Shelter Group - ECE4007L01                                                                   5
The shelter has a history of disruptive clients that have had to be removed from the shelter. Also
the shelter has many different volunteers and it is difficult to keep track of all the times that they
work. Currently they have to schedule volunteers on a paper calendar and enter disruptive
clients on Microsoft Access manually. The shelter wants both of these process to be automated
and wants better monitoring capability of clients within the shelter.

The shelter receives numerous donations in many different forms including blankets, computers,
books, clothes, and can food. The shelter would like to keep better track of these donation and
where they came from. Currently they rely on writing paper receipts; an activity which disrupts
the schedule of senior administrators. The shelter would like to shift to a more formal,
automated system to handle these drop off donations.

The shelter hopes to expand its support base by reaching younger people through the Internet.
The shelter would like to accept donations on their website, and recruit and schedule volunteers.
They also expressed interest in having an easy way to modify their website so that they can post
events, photos, news, and possibly videos. This will increase the shelter's presence online and
attract donations.

The shelter recently changed their telephone and Internet service provider. The shelter is
transitioning to PAETEC for all of their telecommunications needs. The shelter is still in the
process of the transition to a new service. Their website has been successfully transferred to the
new provider, but it is unknown if there will be any technical issues presented by this shift.

Women’s Shelter Group - ECE4007L01                                                                       6
The Team will be working as Consultants to the Atlanta Day Shelter for Women and Children,
making improvements, and making recommendations for future improvements.

    PC   Support
            Implement     Microsoft Active Directory (AD)
            Implement     AD management via System Center Configuration Manager 2007
            Create    common Windows image(s) including Symantec Antivirus and other
            Migrate     network to AD via deployment of standardized image(s)
            Implement     a administration strategy acceptable to Shelter board and staff
            Implement     backup solution with iomega drives and Backup Exec
    Facility   Improvements
            Rewire    and reconfigure computers as needed
            Make     improvements to the switch closet for temperature management and PBX
            Investigate   the possibility of additional closed-circuit cameras to monitor outside
            Relocate    loose wires to low-voltage outlets
    Development      Software
            Visit   other nonprofit organizations
            Visit   Georgia Center for Nonprofits
            Make     final recommendation

            Implement     a way to accept online donations
            Provide     a simple update mechanism
            Add     volunteer scheduling
               Add multimedia framework for photos and videos
    Security   Center
           Hook     up new monitor to security cameras
            Set   up computer for check in station
            Set   up printing station/future donation center
            Issue   badges for volunteers and shelter staff
            Set   up temporary database for check in station

Women’s Shelter Group - ECE4007L01                                                                   7

Table 1: Proposed computer specification.
Part         Microsoft Minimum Recommended Minimum Recommended Optimum
CPU          300 MHz              500 MHz                    1+ GHz Athlon/Pentium III or
                                                             1.5+ GHz Pentium 4 or newer
RAM          128 MB               256 MB                     512+ MB
Hard Drive 1.5 GB free            20 GB total                40+ GB total
Network      N/A                  10 Mb Ethernet             100+ Mb Ethernet
USB Ports    N/A                  2                          4

The shelter requested that the team define a minimum performance specification for the
hardware of donated computers. Based off Microsoft recommendations for Windows XP
Professional and team experience the specification detailed in Table 1 is proposed. Systems
below Microsoft's recommendation will not run reliably. Team experience has shown Microsoft's
recommendation to still offer low performance, especially for any type of multitasking. The
recommended minimum specification will provide adequate single task performance, while the
recommended optimum specification will provide adequate performance for multitasking.
Hardware requirements for Windows Vista, future versions of Windows, or alternative operating
systems are not considered. Such an upgrade should only be considered when ample time and
resources are available for planning an implementation. The team's current recommendation is to
only use any other operating system if it was installed on the computer by the OEM and a
qualified person is available to integrate it into the domain on a per computer basis.

Table 2: Dell PowerEdge T105 specification.
Part Type                     Part Description
CPU                           AMD Opteron 1212 2.0 GHz
RAM                           2 GB
Hard Drive                    2x 250GB (RAID 1 array)
Network                       1 Gb Ethernet
Operating System              Not included (to be purchased from Tech Soup)

The proposed server hardware to be purchased is described in Table 2. The Opteron 1212 is a
high speed dual core processor. The team has experienced adequate performance from less
capable processors used in more strenuous environments in previous years. Therefore the entry

Women’s Shelter Group - ECE4007L01                                                                8
level configuration of this server should suffice. The hard drives are configured in a RAID 1
array. RAID 1 utilizes two hard drives with exactly identical file systems and data content. The
primary advantage is redundancy. The chance a single hard drive will fail is non trivial. The
chance of two hard drives failing is significantly less. The included RAID adapter allows for the
array to be rebuilt while the system is still running if a suitable replacement is installed after a
failure. Additional benefits include increase performance and the ability to clone a computer by
intentionally splitting the array.

The HP Photosmart D5360 model Q8361A is required for the badge center productivity. Color
print quality of 4800 x 1200 dpi and prints sizes 4x6 in, 5x7 in, and 8x10 in photos. Photo
badges will be 2x3 in so that two badges can be printed on each 4x6 in sheet. The printer is
compatible with the following cartridges and photo paper listed below in Table 3.

Table 3: Printer supply specifications..

 HP 74 Black Inkjet Print Cartridge (4.5 ml)
 HP 75 Tri-Color Inkjet Print -Cartridge (3.5 ml)
 HP 74XL Black Inkjet Print Cartridge (18 ml)
 HP 75XL Tri-Color Inkjet Print Cartridge (12 ml)
 HP 99 Photo Inkjet Print Cartridge (13 ml)
 HP 100 Gray Photo Inkjet Print Cartridge (15 ml)

 Photo Paper
 HP Q6564A 4”x6” Premium Plus Photo Paper, soft gloss

The team anticipates some wiring for the security center and donation center. We will use the
type T568B scheme shown in Figure 1. The T568B scheme comes standard on most patch cables
purchased in retail stores. In order to understand the T568B scheme, the pin assignments for the
RJ45 jacks that will terminate each Category 5E cable are shown in Figure 2. The maximum
supported LAN transfer for Category 5E is 1000Base-T so it will suffice for the shelter since the
networking infrastructure is currently equipped with only 100Base-T components.

Women’s Shelter Group - ECE4007L01                                                                     9
Figure 1: TIA/EIA-568-B T568B wiring diagram.
                                                Figure 2: RJ45 pin assignments.

Women’s Shelter Group - ECE4007L01                                                10

4.1 Design Approach

PC support and Faculty Improvements

Two or three servers, as funding allows, will be configured to perform several roles. Due to
technical limitations some roles cannot be performed simultaneously by a single server. Most
notably, the server configured as the primary domain controller cannot also be the Remote
Installation server.

Table 4:Proposed list of server roles.
Server Domain Controller File          Print Server Backup Server Anti Virus Server WSUS DHCP RIS
1       Primary            X
2                          X      X            X               X*                X      X       X
*3      *Backup            X*     X*                           X*

Server 1, shown in Table 4 as the primary domain controller, will be the centralized storage
location of all user information and network policy. To facilitate the configuration and
enforcement of policy, System Center Configuration Manager 2007 Server will be installed. In
Table 4, note that the third server may not be present. If present it would be the sole anti virus
server as well as a backup domain controller. A backup domain controller is not critical since the
primary already includes redundant hardware and its data will be backed up regularly. However
in the event of routine maintenance or catastrophic failure, a backup domain controller can
continue to provide domain authentication to domain users and computers until the problem is
resolved. The backup server role is the system that will copy critical files from its own hard drive
as well as that from the other server(s) to an external backup system. Symantec Backup Exec
software will schedule the backup operation as well as handle the cataloging of backup media.
Windows Server Update Services (WSUS) is a centralized storage location of critical updates
from Microsoft. New or recently reformatted computers will automatically connect to this
computer on boot and update themselves. When Microsoft releases new updates, this service will
download them and deploy them to applicable computers at a predefined time.

Dynamic Host Configuration Protocol (DHCP) distributes and manages network addresses. This
function can be handled by the router, but management from a Windows 2003 server allows for

Women’s Shelter Group - ECE4007L01                                                                     11
various domain critical functions to be managed more easily, such as RIS. Remote Installation
Services (RIS) records the file structure and contents of a Windows file system and configures
them to settings specified by the administrator. When a computer sends a network boot request
via DHCP, the RIS server will respond. After domain user credentials have been entered, the RIS
server will present an appropriate set of images for installation (determined by hardware
compatibility and the users privileges).

Flash drives will be issued in place of floppies to help store information since they can carry
more data, are faster, and more resilient than 3.5’’ floppy diskettes. The strategy will attempt to
provide the shelter with a box full of donated flash drives. iomega REV drives will be used for
long term backup. The high capacity and compact form factor should provide sufficient storage
space for backup needs. Low initial equipment cost and competitive media cost make them
preferential to magnetic tape or other physical alternatives.


To accommodate online donations, the existing website of the shelter will be modified to accept
donations through a PayPal donate button. Volunteer scheduling will either be implemented by
using an SQL database linked to a PHP script. Since this would require application hosting,
either locally or through a service provider, a Google calendar could be used to provide most of
the scheduling functionality. A PHP script that consumes plain text files will provide update
capability for the news section of the website. Video updates will be provided by providing
embedded links to YouTube where the staff could easily upload their videos.

Security Center

Currently the front desk has a monitor connected to security camera. The shelter wants to keep
that monitor and have one for the security station. To do this the coaxial cable will be brought
over through the ceiling from the front desk to the security station. The monitor in the security
station will then be connected to the same feed the front desk monitor has access to. If necessary
a splitter will be obtained to split the coaxial cable between the two monitors. The security
station will have live feeds of all the cameras and maintain the front desk's feed.

The limitation of space and vulnerability to theft may require the printer and digital camera to be
located elsewhere. An ideal location would be to locate the printing station in the future

Women’s Shelter Group - ECE4007L01                                                                    12
donation center room. By doing this the security station would have more space and the
printer/digital camera will less likely be damaged or stolen. Also setting up the printing station in
the donation center will clear out the room for future installment of the donation center and get
one computer up and running for donators to use.

The actual process to making the ID badges would not require any additional software beyond
Paint and Microsoft Word. After taking a picture for an ID badge the digital camera is connected
via USB to the computer. The picture is saved temporary to the hard drive. The picture is then
opened in paint and edited accordingly. After editing the picture the badge is then created in
Microsoft Word. Barcode font can be downloaded for free off of multiple websites for Microsoft
Word. All the badge requires is a text field for name and barcode with a picture field. The
background color will be placing a AutoShape in back of them. A template will created so
badges can be made easily. An example of the ID badge can be seen below in Figure 3.

            George P. Burdell


   Figure 3: Photo ID badge example.

A computer will be set up in the security station with a barcode scanner. The computer will be
able to scan the photo ID badges and record who and when they checked in. Until development
software is in place a temporary database using Access will store all information.

Women’s Shelter Group - ECE4007L01                                                                      13
4.2 Codes and Standards

In the implementation of the computer support plan, there are several major standards that must
be adhered to:

    Cat5E    / RJ45 Standards
    Active   Directory and related services
    HTML     standards for website
    SQL   standards for databases
    PHP   standards for web development
    TCP/IP    standards for DHCP server

4.3 Constraints, Alternatives, and Tradeoffs

As an alternative to the proposed Active Directory system, a program such as Symantec Ghost
could be used for Windows image deployment to maintain standardization and ease of
configuring a computer. The level of control and the speed at which change could be made
would be reduced by a factor exactly equal to the number of computers in use; any change would
have to be made for every single computer. Backup Exec could be replaced by the less powerful
functions built into Windows 2003. Additionally, instead of on site backup hardware, an external
backup service via internet could be employed. A change in internet service and configuration
may be required and the backup may not be as reliable.

The third server is not critical to the system. However in the event of failure it can continue to
provide service whereas otherwise some or all domain function would be lost. The proposed
server hardware is sufficiently powerful to handle any immediate workloads. Having a third
server would allow domain expansion without decreasing quality of service.

All of these options would save money immediately. The long term impact could potentially
outweigh these savings. Additionally the capabilities provided by the proposed system also allow
for a future upgrade path to internal email management and would ease the process of significant
network expansion.

The website is restricted to 200 megabytes of space, unless local hosting is chosen. All basic
website functions can be done by external web applications such as YouTube, Google Web

Women’s Shelter Group - ECE4007L01                                                                   14
Applications and PayPal, but local services provides a more integrated web presence, and gives
the shelter more options to customize services. Locally written PHP scripts require more man
power, however, and may be prone to bugs, but will be more streamlined into the shelter’s
database and overall information architecture.

There are several donor management software packages available such as Sage Fundraising 50,
DonorPerfect, DonorPerfect Online, Mission Research GiftWorks, eBase, eTapestry, Telosa
Exceed!, and TowerCare Technologies DonorPro. These software packages are capable of
tracking donations, tracking in-kind gifts or non-monetary donations, and writing thank-you
letters. Donor management software packages also have volunteer management functions such as
tracking a volunteer’s skills, availability, and work time. GiftWorks, eBase, the Premier version
of Exceed!, and DonorPro are also capable of scheduling volunteers. Several software packages
are also capable of connecting to accounting software such as Quickbooks, so that donations may
be added in to accounting functions. DonorPerfect has this capability, as well as GiftWorks,
eTapestry, and Exceed!. Because not every software package has every necessary feature such as
connecting to Quickbooks or volunteer scheduling, tradeoffs may be necessary to get as many
desired features as possible.

Having the printer and digital at the security station would be more convenient for the security
staff to take pictures and make ID badges. Since a computer is needed for checking people in an
additional computer will not be necessary for making the badges. However, unless someone is at
the security station the printer and digital camera could be vulnerable to theft or damage. It
would be recommended if these were at the security station that a locked cabinet be put in place
for storing the printer and digital camera.

Another factor to take into consideration is space available at the security station. With the
printer, computer monitor, security monitor and locked cabinet the space available becomes
limited for working and taking pictures for badges. First way to cut down on space would be to
use the same monitor for security cameras and the computer. By using a switch the input of the
monitor can be changed between security cameras and the computer. One problem using this
system is that the security staff will only have the computer selected to browse the Internet and
the security cameras would be neglected. Another solution would be to use LCD monitors but
this becomes expensive and the shelter does not currently have any LCD monitors donated to
them at this time.

Women’s Shelter Group - ECE4007L01                                                                  15

Figure 4. Gantt chart and legend.

Women’s Shelter Group - ECE4007L01   16
The project demonstration will occur at the ADSWC. The project demonstration will illustrate
the shelter's additional technical capabilities and security. First, the computer clusters will all be
operational, with appropriate user management to prevent inappropriate usage. A standard
cluster computer will be started, Windows will be installed remotely, and the system will be
shown to be immune to common attempts to change settings and access restricted network files.
Second, the shelter's website will be updated, and ready to accept donations and schedule
volunteers. To demonstrate that the online donations work, a small amount of money will be
donated to the shelter. The donation will be verified in the shelter's account. The team will
confirm that the information needed for a 501(c)3 receipt was properly processed. Volunteers
will schedule themselves to work at the shelter and the shelter database will be shown to have
registered them. A thank-you note will be automatically prepared by the development software
and sent to the donor. The security center’s monitoring capability will be operational, the print
station will be in place and photo ID badges will be distributed to volunteers and staff members.

Women’s Shelter Group - ECE4007L01                                                                       17
7.1 Marketing Analysis

There are many shelters in the Atlanta area for men, women, and children. These shelters
provide similar services and have similar challenges as the ADSWC. Although the details of the
proposed strategy are specific to the ADSWC, the higher-level concepts bring the shelter facility
closer to generally-accepted technical levels, and the suite of modifications in the strategy can be
adjusted and applied in different combinations to meet the technical needs of other shelters, as
well as for-profit business facilities. The categories of PC Support, Facilities, Process
Improvement, Telecommunications and Website Presence are all areas that organizations of all
types constantly improve.

7.2 Cost Analysis

Table 5: Estimated hardware and software costs for network upgrade.
Part                                                     Cost     Quantity           Total

PowerEdge T105                                               $696      1-2           $706-$1412

iomega REV 120GB SATA                                        $399      1-2           $399-$798

StarTech 5.25” Bezel                                         $16       1-2           $16-$32

Windows XP Professional**                                    $8        20-40**       $160-$320

Small Business Server 2003 R2                                $68       0-1           $0-$68

Windows Server 2003 Standard R2                              $40       1             $40

System Center Configuration Manager 2007 Server              $52       1             $52

Symantec Antivirus Corporate w/ 50 licenses                  $130      1             $130

Symantec Backup Exec 11d                                     $59       1             $59

CABLES TO GO four port KVM switch                            $99       1             $99

Subtotal (Before device licenses)                                                    $1661-$3010

System Center Configuration Manager Device License*1 $2                20-40         $40-$80

Windows Server Device License*1                              $2        20-40         $40-$80

Core Device CAL Suite *2                                     $10       20-40         $200-$400

Total (Option 1)                                                                     $1741-$3170

Total (Option 2)                                                                     $1861-$3400
*Either the two Option 1 licenses should be purchased or the single Option 2 since it is all inclusive.
** XP Professional license should be purchased as necessary.

Women’s Shelter Group - ECE4007L01                                                                        18
Women’s Shelter Group - ECE4007L01   19
Two options for license purchasing are proposed in Table 5. The first is to only purchase the
device licenses necessary at the time the system will be implemented. The second is to purchase
a single multi purpose license to allow for future upgrades including office wide deployment of
internal email based Microsoft Outlook/Exchange and Microsoft's work flow software,
Sharepoint. Exchange and Sharepoint Server are included in Small Business Server 2003. The
cost increase associated with the server license is minimal.

HP Photosmart D5360 model Q8361A cost by itself $69.99 off of NewEgg. A combo deal can
be purchased that includes five printer cartridges and the printer for $164.95 Photo paper is
available for $16.99 for a package of 100 sheets.

Women’s Shelter Group - ECE4007L01                                                                20

The design group has met with Rev. Nancy Yarnell on multiple occasions to discuss the shelter
needs. When we first arrived Internet access to Job Counseling was down and we were able to
restore it. By doing this task we became more familiar with the current status of the shelter and
were able to identify potential problems that are being addressed by this proposal. Nancy has
also made it very clear she would like us to focus on the website and development software
research this semester. In addition to the actions listed in this proposal, the design group will
also assist with immediate problems that arise. With the execution of this proposal the design
group will enhance the continuations growth of the shelter.

Women’s Shelter Group - ECE4007L01                                                                  21

Women’s Shelter Group - ECE4007L01   22
Appendix A: Network Diagram

Women’s Shelter Group - ECE4007L01   23

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