Benefits, Limitations and Costs of IT Infrastructure Virtualization in

the Academic Environment. Case Study using VDI Technology

Artur Rot and Pawel Chrobak

Department of Information Systems, Wroclaw University of Economics, Komandorska 118/120, 53-345 Wroclaw, Poland

Keywords: Virtualisation, VDI Infrastructure, Desktop as a Service, VMware Horizon View, Student Laboratories.

Abstract: The article describes the economic, organisational and technological reasons for implementing VDI

solutions (Virtual Desktop Infrastructure) in the learning centers of academic institutions. It presents also

major disadvantages, limitations and challenges of this technology. The comparison of total costs of

previous solution (PC) and VDI technology has been also discussed. In addition to the benefits, limitations

and costs analysis, a case study of the implementation of a model solution at the Wroclaw University of

Economics was presented, which includes almost 400 zero client terminals and over 500 virtualised systems

available to students in 12 laboratories. The authors were the originators of the concept of VDI

implementation at this University and leaders of the project team. The article also presents selected

experiences from project implementation and comments, the discussion of which may be crucial for the

successful implementation of presented solutions.

1 INTRODUCTION

Increasing popularisation of centralised computing

centres, commonly known as cloud computing,

means that universities in Poland, among others, also

began to build their own private clouds not only to

support their internal processes, but also to provide

students with virtualised workstations in the DaaS

(Desktop as a Service) model (Madden, Knuth,

2014). One of the first universities that implemented

this solution in Poland was the Wroclaw University

of Economics. The concept of DaaS is to use a VDI

(Virtual Desktop Infrastructure) environment to

offer customers a persistent, highly available

desktop that can be accessed from all of their mobile

devices. This is significant because right now there

are no services available that offer those services.

The idea is to take the burden off of the customer by

removing the tedious upkeep that the facilities must

regularly go through. Desktop as a Service is used in

enterprises for a similar reason. The employees no

longer have to worry about maintaining a PC, since

the operating system would be centrally managed.

The idea is to reduce complexity by centralizing

management, which leads to a more productive and

efficient IT organization (Chrobak, 2014). The aim

of the article is to present the potential of

virtualisation technologies, in particular to identify

and analyse the benefits of VDI technology for

student laboratories on the example of the Wroclaw

University of Economics. The article presents main

benefits but also barriers and limitations of such

solution. This is an extended and revised version of

a preliminary conference article of the authors

prepared in Polish language (Rot, Chrobak, 2017).

The considerations presented in the article result

from both literature research and the experience of

authors, which is the result of managing the project

of implementing a virtual environment at the

Wroclaw University of Economics. The authors are

employees of one of the first universities in Poland

which implemented this solution on a massive scale

in their teaching process.

The subject of this study are student academic

laboratories, although the content contained herein

also refers to any type of training centers and

educational solutions in schools or centers of

learning. In the development strategy for 2010-2020

prepared by the University’s authorities, one of the

postulates indicating the directions of development

is to improve the functional efficiency of the

university and all its organisational units through full

integration based on advanced IT systems and

development of the IT network, as well as to

increase its security in order to more efficiently meet

704

Rot, A. and Chrobak, P.

Beneﬁts, Limitations and Costs of IT Infrastructure Virtualization in the Academic Environment. Case Study using VDI Technology.

DOI: 10.5220/0006934707040711

In Proceedings of the 13th International Conference on Software Technologies (ICSOFT 2018), pages 704-711

ISBN: 978-989-758-320-9

the didactic, research and management needs. The

answer to these challenges was to create a virtual

environment that not only supports currently

existing services and systems at the University, but

also allows to apply the latest IT solutions in the

didactic process. The described implementation is

based on the VMware Horizon View environment.

2 THE FUNDAMENTAL

CONCEPT AND GENERAL

BENEFITS OF IT RESOURCES

VIRTUALISATION

Virtualization is basically making a virtual image or

“version” of something such as server, operating

system, storage devices or network resources so that

they can be used on multiple machines at the same

time. The main aim of virtualization is to manage

the workload by transforming traditional computing

to make it more scalable, efficient and economical.

Virtualization can be applied to a wide range such as

operating system virtualization, hardware-level

virtualization and server virtualization (Malhotra,

Agarwal, Jaiswal, 2014). The basis for the

virtualisation of the IT environment is the

identification of specific features and tasks of the

information technology (IT) infrastructure elements

and launching them in an abstract way, using foreign

software, network and hardware solutions, while

maintaining full functionality (Rule, Dittner, 2007).

It is a very broad concept and it may concern:

computer networks, data storage, servers, operating

systems, applications, workstations.

Virtualisation has been quickly adapted by

organisations and the academic community, as it

offers numerous benefits, where among the most

important ones is the reduction of investment outlays

and operating costs. These effects are achieved

thanks to consolidation of servers, and thus the

optimisation of the degree of consumption of the

existing IT infrastructure. Thanks to it, it is possible

to simplify the existing IT environment, while

creating a more dynamic and flexible data

processing centre. There is also the ability to run

several virtual machines on one server, flexibility of

resource configuration, centralised management, less

energy consumption by computers and cooling

systems. The virtualisation of the IT environment

has many advantages (Roszkowski, 2011)

(Czajkowski, 2011):

 Consolidation of servers, and thus

optimisation of the degree of computer

hardware consumption as well as better use of

computing assets by increasing the utilisation

of virtual servers on physical servers.

 Reduction of the total cost of assets under the

TCO (Total Cost of Ownership) model – the

reduction takes place by increasing the use of

equipment.

 Reducing the costs of the future development

of the IT infrastructure – the need to expand

the IT environment with new services that

must be provided by the servers is associated

only with the need to create a new virtual

machine with a server.

 Lower capital expenditures CAPEX – savings

are gained primarily due to the smaller

number of physical servers, interfaces,

network cabling and various network devices.

 Lower operating expenditures OPEX – these

savings are due to, among others, reducing the

demand for electricity, reducing service costs.

 Centralised infrastructure management –

operating systems installed on virtual servers

do not require creating backup copies,

installing updates or numerous other activities.

Operations that must be performed on virtual

servers are ordered and supervised by one

central management console.

 Increased security and reliability of the

infrastructure due to the high availability

properties of the virtualisation platform.

 Failure-free and continuous operation of IT

systems – these systems can work in a

continuous manner, without interference.

 The ability to build disaster recovery

solutions.

Virtualisation allows for lowering investment

and operational expenses as well as easier and

cheaper management of IT infrastructure. Server

virtualisation also brings increased security and

reliability of the IT infrastructure.

3 VDI TECHNOLOGY – THE

ARCHITECTURE AND MAIN

BENEFITS

With the rapid development in computer technology

in recent times, the personal computers have become

so powerful that most of the users are not using the

entire capabilities of such computer for their regular

work. Because of this one can utilise the excess

capabilities in one computer and share it with many

other users. The concept of desktop virtualisation

Beneﬁts, Limitations and Costs of IT Infrastructure Virtualization in the Academic Environment. Case Study using VDI Technology

705

implements this sharing of capabilities with the help

of thin client and zero client machines which not

only reduces the cost of infrastructure but also

introduces green computing by limiting significantly

energy consumption (Agrawal, Biswas, Nath, 2014).

VDI technology is the infrastructure of virtual

stations and it is the next step in the virtualisation

philosophy of workstations as well as placing them

in centralised servers and making them available on

zero client terminals. Zero client is a type of client

device that does not contain a classic processor, disk

storage or RAM. It is a compact terminal used in

centralised computing infrastructure or VDI.

Each virtual workstation has allocated RAM

memory, disk space, and the full installation of the

operating system resides on a virtual disk. The user

interacts with the virtual machine using the protocol

of a remote graphic terminal. The key is the fact that

the terminal is only a diskless thin client system,

whose operation boils down to connecting with the

VDI infrastructure.

Centralising the functions of desktops, at the

same time it simplifies their administration and

security and eliminates the need to perform basic

work related to maintaining desktops. The power

consumption is also reduced. The main benefits of

virtual desktop infrastructure are (Chrobak, 2014):

 Management – using VDI technology allows

to have central management of all desktops

and to really control what is being installed

and used on the desktops. Deployment of

virtual desktops is lightning fast as opposed to

using imaging technology such as Norton or

other antiquated technologies.

 Security – with VDI technology, the users

have greater control of how they secure their

desktops. There is a possibility to lock down

the image from external devices or prevent

copying data from the image to your local

machine.

 Operation systems migrations.

 VDI image – there is a possibility to create a

library of VDI images to meet all of company

needs.

 In addition, the VDI environment offers a

number of additional features that allow the

following: load balancing (immediate transfer

of virtual systems to other servers in the

cluster), disabling servers at lower loads,

creating snapshots, and much more. Snapshot

technology with VDI gives ability to roll back

desktops to different states. This is a great

feature, and it allows to give a lot of flexibility

to end users.

 Lower power consumption – a thin client or

zero client VDI session will use less electricity

than a desktop computer.

4 BENEFITS RESULTING FROM

THE IMPLEMENTATION OF

VDI TECHNOLOGY IN

STUDENTS LABORATORIES

Universities have a few reasons for deploying VDI

in student laboratories. They can be divided in three

main groups: economic, organizational and

technological. In fact, almost all aspects have also

the implied economic savings, so in the

characteristics below we will focus on the economic

and organizational aspects.

The economic and organisational benefits,

resulting from the use of the discussed solutions can

be, among others, the following:

 Administrative maintenance costs – the

implementation of VDI architecture allows to

significantly simplify the process of

administering, maintaining laboratories and

computer stations.

 Operating costs – a typical terminal integrated

with a LED monitor created in zero client

technology consumes an average of 40-50W

of electricity, which is a fourfold lower

consumption than a typical workstation

(which consumes, with the monitor, about

200W). Of course, the VDI infrastructure also

includes a set of servers and a disk array,

therefore while averaging the results for a

typical example of ten 30-position

laboratories, one can estimate energy savings

of about 50%.

 Hardware replacement costs – it is estimated

that the average time of depreciation of the

workstation is three years, while in the

academic practice this time is estimated to be

five years. Manufacturers of VDI equipment

indicate a double-long period of depreciation

of the VDI client from a typical workstation as

one of the advantages of VDI. The key fact is

that the VDI terminal does not contain any

components that determine the contractual

aging of the equipment. VDI terminals do not

have any mechanical parts, not even fans,

therefore MTBF (Mean Time Between

Failures) is about 70,000 hours for them,

which is more than twice than in the case of a

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706

typical workstation (MTBF = 30,000 hours). It

should also be noted that the cost of the VDI

terminal itself is about 25% lower than the

average computer set for the laboratory.

The VDI infrastructure provides the IT

administrators in higher education institutions with

an efficient and stable environment for managing

didactic laboratories, automating a number of

processes, and improving the reliability of the entire

solution. The main aspects improving the work of

administrators are following:

 Central implementation and maintenance of

virtual systems – the administrator prepares

one system image (golden image), which will

be read-only, while each cloning of the image

and creating a virtual system will not copy the

whole image. The system reads data from the

golden image and all changes made in the

virtual system are saved in so-called linked

clone images. The space saving is relatively

high and it increases with the increase in the

number of workstations (Lowe, Marshall,

2013).

 Instant refreshing of virtual systems – one of

the implications of golden images is the fact

that if the virtual operating system only reads

the data from the golden image and saves all

the differential changes to a linked clone, then

deleting the data in that place immediately

causes the clean operating system image to be

restored. The system automatically

disconnects the user session after 15 minutes

of inactivity and it immediately refreshes the

image of the virtual system, which restores it

to the initial state (this process takes several

seconds for each system) (Asselin, O’Doherty,

2014).

 Continuity of the laboratory’s operation – the

user cannot configure any settings to disrupt

the continuity of the terminals’ operation.

 Security policy – it is possible to install one

central antivirus program with agents for

individual virtual systems or even opt out of

antivirus software on workstations, based on

the assumption that computers will be restored

to the initial state anyway.

Benefits of implementation of desktop

virtualization technology in higher education

environments include the ability to deploy numerous

applications, which may conflict on a traditional

desktop, into a single image. Additionally, the

utilization of zero-clients could introduce energy

savings and reduce physical desktop replacement

costs. Virtualized desktops can be also delivered to

numerous devices, particularly student’s personal

laptops. However, there are many benefits of

desktop virtualization, there are also many barriers

to implementation (Erskine, Füstös, 2013).

5 MAJOR DISADVANTAGES,

LIMITATIONS AND

CHALLENGES OF VDI

TECHNOLOGY

Enterprises should consider the benefits and

drawbacks of Virtual Desktop Infrastructure (VDI)

before deciding to switch. The main disadvantages

and limitations of this technology are (Schmidt,

2015):

 The initial cost of VDI hardware exceeds the

cost of purchasing new PCs for the company.

There is a lot of new equipment company

needs to purchase before and after

implementation.

 Another issue, which prevents organisations

from using VDI, is long-term pricing. The

initial price often only covers a very

rudimentary resource profile for nothing more

than OS or workspace hosting. VDI is

particularly suitable for agile computer

demand, but it currently does not yet pay off

when replacing the average desktop. However,

for certain organisations, VDI brings real

benefits. Higher education can for example

offer their students a work environment via

DaaS (Oneclick, 2017).

 VDI runs the risk of more costly changes and

unforeseen costs are a danger to new VDI

projects.

 Software licensing is different with VDI

technology and often costs a lot of money, so

companies should consider the right licensing

approach.

 Specialized software and applications that

require modifications or special parameters

are sometimes very difficult to virtualize and

some of them are generally unable to be

virtualized.

 It appears to be practical to administer and

maintain hardware and software thanks VDI

technology, however VDI systems require

committed IT staff (Oneclick, 2017).

 The implementation of VDI technology

requires initial training for users, they need to

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707

learn new technology with its terminology,

functionality and operations, work with

different interface and with different

troubleshooting solutions.

 Outages occur more frequently during the

rollout of VDI and they can be more impactful

under VDI technology because everything is

centralized on a single system. That is why

new contingency plans have to be created to

deal with these problems.

 VDI is dynamic and this can cause problems

for the system. There is less dependency on

hardware, that is why software attacks are

more likely. In the rollout, isolation of

problems are more difficult and the chances of

attack increase.

 Increased Network Requirements – for office

applications like word processing or

spreadsheet applications, VDI network

requirements are minimal. However, if a large

percentage of workforce needs graphics

rendering capabilities or video streaming,

administrators need to know that server can

handle the whole traffic. The solution of this

problem may be very expensive (Mavenspire,

2018).

There are also lots of different challenges

connected with VDI technology (Bowker, Matuson,

2016). The main challenges include following

issues:

 Complex infrastructure is difficult to plan,

configure, manage, and maintain.

 Unfavorable economics with heavily weighted

upfront invest costs, and cumbersome IT

operations.

 Unpredictable global access based on the

proximity of users due to low network

bandwidth and unacceptable latency.

 Time-consuming implementations and months

of planning, testing, and staging of the

infrastructure.

 Difficult root cause analysis and

troubleshooting among multiple IT teams

(server, storage, networking, endpoint, and

security) leading to prolonged

troubleshooting.

 VDI can complicate software licensing and

support, because some licensing and support

agreements do not allow for software to be

shared among multiple devices or users.

 VDI's reliance on network connectivity

presents another challenge. Users can't access

their virtual desktops without a network

connection, and weak connectivity can hinder

desktop performance. This problem is

especially common with graphics-intensive

applications and other software with high

processing demands. Although the systems

used for student laboratories are not especially

graphically demanding (not taking into

consideration specific graphics applications),

the administrators should be aware that the

real-time transmission of multiple video

streams can cause performance problems for

the entire ecosystem of VDI solution. These

problems grow not only with an increase in

the amount of terminals, but also with an

increase in resolution of displayed images

(which begins to be particularly important in

Full HD resolutions and larger sizes (Chrobak,

2014).

VDI has multiple advantages. While some

companies have recognized the value of VDI, the

complexity and cost of VDI has limited the usage

and full potential of this solution. The described

technology has a lot of difficulties at the beginning,

but VDI leads to more efficiency in the long run.

Generally, companies need to decide if they have the

resources to bear the implementation expenses and

solve the problems and limitations of VDI to achieve

the described benefits (Schmidt, 2015).

6 PRACTICAL

IMPLEMENTATION

The concept of rebuilding IT Infrastructure on

University of Economics and building its own

private cloud began to emerge in mid-2010 and after

passaging of all the procedures, fixing concept and

finding financing of the project, in September 2011

begin the process of public procurement and project

was run in early 2012. The University of Economics

was the first university in Poland, which has

implemented such new solutions on such a large

scale. The authors of the article were the authors of

the concept of reconstruction of the IT infrastructure

at the Wroclaw University of Economics, as well as

the creation of a private cloud there.

Before the project started, a detailed comparative

analysis of the costs of VDI technology and

previous, previous (PC) solutions was made. The

figures 1-3 present a comparison of costs for VDI

infrastructure and previous solutions (PC) (in Polish

Zloty – PLN).

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708

Figure 1: The estimated TCO for VDI implementation

at Wroclaw University of Economics.

Initial costs of implementing VDI are higher than

traditional solutions (PC), but as you can see from

the chart, from the fourth year, VDI implementation

brings significant savings. The total costs include

infrastructure purchase costs, Help-Desk

remuneration costs, electricity costs (standard office

work conditions in an air-conditioned facility have

been assumed).

Figure 2: The estimated TCO for previous solution (PC)

at Wroclaw University of Economics.

A 10-year cycle was adopted, the total

infrastructure cost was compared, excluding

operation systems licensing of virtual systems, anti-

viruses software, Office systems etc. (for both

cases). The comparison concerns 400 computers and

accompanying infrastructure servers.

The first phase of the project covered the

installation and configuration of seven laboratories

with 175 zero client terminals (Samsung NC240)

and a new server room based on DELL Blade

servers, where a total of 6 two-processor servers

were installed, with the possibility of fast scaling up

to 16 servers. Six two-processor servers, with a total

of 1.27 TB RAM, are allocated for VDI solution.

Figure 3: Comparison of estimated TCO of VDI and

previous solution (PC) for the Wroclaw University of

Economics.

The disk array and some servers are equipped

with an SSD-based cache. One of the servers is

equipped with an nVidia card GRID K1 and

streaming card supporting hardware PCoIP (Apex

2800). As storage is used EMC disk array with a

total of 20 Tb working gross capacity.

After three months from the start-up of the

infrastructure, 60 servers were already working in

the server pool – the majority of existing servers

servicing the university were virtualised (including

e-mail and www servers). The cost of the project

was around 1.3 million PLN.

A year after the implementation, due to the fact

that the project met all the requirements, the

database of VDI labs was expanded. There are

currently almost 400 terminals (Samsung NC240

terminals), over 500 virtual systems, and students

can connect to one of right available images,

depending on the course and the necessary

configuration.

Hardware and software solutions implemented

at the Wroclaw University of Economics facilitated

the use of the latest tools in the didactic process. The

purchase of modern equipment allowed to

implement a much richer range of scenarios in the

laboratory program. At the same time, the flexibility

of the hardware facilities allowed the academic staff

to choose student laboratory configurations in such a

way as to cover as wide a range of issues as

Beneﬁts, Limitations and Costs of IT Infrastructure Virtualization in the Academic Environment. Case Study using VDI Technology

709

possible. This form of classes is conducted in a

number of project tasks, in particular group projects

characterised by greatest freedom in independent

decision-making and proposing solutions. Figure 4

presents a major fragment of the implemented

network infrastructure for the Wroclaw University

of Economics with the student laboratories

(currently there are 12 `students laboratories in this

technology) and its connection to Wroclaw Centre

for Networking and Supercomputing at Wroclaw

University of Science and Technology. The whole

infrastructure at the University includes almost 400

zero client terminals and over 500 virtualised

systems, which are available to students in

laboratories.

As it was already mentioned in the article, the

implementation of zero client solution has reduced

the cost of maintaining the infrastructure compared

to a traditional workstation equipped with a PC and

monitor. The zero client consumes much less power

than a traditional workstation and reduces the

number of installed devices, thanks to which it can

reduce energy consumption several times. It is also

completely quiet and extremely reliable. Thanks to

the implementation of VDI, mechanical faults are no

longer an issue, thus reducing the downtime and

eliminating maintenance costs. Users no longer have

to worry about system failures on their devices.

Currently, terminals have a smaller administrative

workload compared to classic PCs, because the

proposed architecture is, to a large extent, very

centralised, and workstation support can be

performed by one person. In a simple and quick

way, it is possible to personalise specific groups of

terminals, for example for specific classes; it is easy

to maintain the application order, and it is possible

to quickly restore the master workstation.

Additionally, basic administrative tasks, such as

system upgrade, software upgrade or installation of

additional software, can be performed remotely and

automatically by one person on numerous computers

at the same time. Replacing computers with

terminals allows to delay the aging process of

equipment and reduce the costs of its modernisation.

While a classic computer requires modernisation (in

the academic environment it practically means an

exchange for a newer model) about every four,

maximum five years, the use of terminals means that

they are technologically aging much slower.

Figure 4: VDI network infrastructure for the Wroclaw University of Economics.

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710

Thanks to the centralisation of computing power

and virtualisation, it is possible to estimate that the

life cycle of terminals at the Wroclaw University of

Economics will reach about seven-right years, and

the cost of replacing them will be about 50% lower

than that of classic computers. The proposed

solution is worth implementing primarily for the

reasons of cost-effectiveness, but also due to the

possibility of expansion and the simplicity of

maintenance.

7 CONCLUSIONS

Virtualisation seems to be one of the most promising

technological innovations in the field of computer

science. The implementation of the VDI architecture

can significantly simplify the process of

administration and maintaining laboratories and

computer workstations. It offers multiple benefits, as

these solutions provide new opportunities, lead to

the optimal use of existing resources, and contribute

to significant savings, as evidenced by its

implementation at the Wroclaw University of

Economics.

After four years since implementing VDI at

Wroclaw University of Economics, we know that

VDI promises more efficient use of the university’s

resources and we can offer students the convenience

of accessing specialty software from any device, at

any time, from anywhere. We do not at present

provide access from anywhere for students (only for

teachers and some students involved in the student

organizations), but it is considered as a next step in

the near future.

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