Terminal Server In Application Mode Could Beat Remote Desktop

By Syd Lines
Sometimes you need data when you're not in the office. Flash drives make it easy to copy data and work from home or other remote locations, but often what you need can't easily be copied.

Standard and specialized office applications such as the Microsoft products Outlook, Office and SharePoint, or line of business (LOB) applications such as Quick Books or Sage/MIP, and customized fundraising or client management databases need the infrastructure of a network to run.

Windows users have several options: Remote Desktop is a feature in XP Professional that allows a user to control their machine from another directly or via an Internet connection. This is a common option when just a few people need to access their desktops occasionally.

While Remote Desktop is relatively simple to implement the major drawback is the use of two machines for each user; one as the host and one as the remote. Another related option is Terminal Server, which also uses Remote Desktop, but in this case to control a virtual machine running from your server.

By opening the Remote Desktop Connection (RDC) available on XP desktops and typing in a server name or address, they can connect to a virtual desktop on a terminal server running in application mode. The My Documents folder, Outlook email and calendar, shared network drives and network resources, such as printers are available to them just as if they were sitting at their workstation in the office.

This arrangement can also be implemented just for access to a single business-critical shared resource, such as a client database. In addition to providing staff access terminal server can publish applications for use by board members, consultants, and other people while controlling their level of access to applications.

In a typical scenario, a workstation with extra memory or an inexpensive server box is installed with Windows 2003 Server Standard Edition and configured using built-in wizards to run in application mode. The computer is attached to the network in the same manner as a new workstation and loaded with whatever software you want to run on it. Licenses can be applied anytime up to the end of a grace period of 90 days.

One way you can reduce the burden on an existing server is to move shared applications -- perhaps a client database or accounting package -- to a terminal server. But, the most common reason for this kind of installation is to provide remote access for staff working at multiple sites or from home. A single logon can be configured for users and any needed application can be installed on the server.

Here are some particular examples of nonprofits' use of terminal server in application mode:

* An executive on sabbatical for a year in Europe uses a laptop to connect to the organization's files and email on a terminal server. A single logon was set up to make connecting very simple. Because documents are stored at the company office, there is little threat of data loss.

* A large nonprofit with several remote offices is installing a terminal server for staff in the remote locations. The network traffic across VPN tunnels was more than the existing bandwidth can handle without occasional disruptions. The use of terminal server reduces bandwith use considerably.

* A professional medical association installed a terminal server for staff who spend considerable time out of the office training medical staff at different hospitals. Each worker has a laptop and is able to access needed files from any Internet connection. Terminal server allows for print redirection, locally as well as at the main office.

Costs can vary depending on the specs of the computer selected to be the server and how the backup service is arranged. Software and license purchasing through nonprofit resource providers, such as TechSoup, help to guarantee a fairly low initial cost. Installations like this can typically be done in half a day. The terminal server with appropriate user permissions is attached to your network as a member server in the domain.

There is no significant administrative burden in managing a terminal server. It runs just like another workstation in the office, but needs AV protection. If the terminal server provides access to a business critical LOB, make sure it has some redundancy, such as mirrored hard drives, to reduce the possibility of service interruptions. Any LOB may have a database that should be protected with a backup system of some kind.

The accompanying chart assumes Tech Soup licenses for software and the time necessary for a staff person familiar with terminal services or an outside consultant. Substitute your own hourly rate for a full cost estimate.

Any independent consultant or consulting firm specializing in Microsoft installations will be familiar with a terminal server installation, especially if their client base is small businesses or non-profit organizations.

Alternatives to terminal server include Citrix or open source thin client for those wishing avoid a Microsoft mediated environment. These solutions functions in a manner similar to terminal server and have the advantage of making few demands on the local workstations. Costs will range from considerable to zero depending on the solution.

No additional server Client Access Licenses (CALs) in addition to terminals server CALs are required if the terminal box is added to an existing domain as a member server. However, off the shelf versions of MS Office do not include the right to run it in a terminal server environment. You should refer to Microsoft's Web site for information on about deployment of Office. Go to: http://www.microsoft.com/windowsserver2003/technologies/terminalservices/default.mspx

Accessing terminal server in application mode from outside your network should not present any significant dangers. Under some circumstances, it is more secure. Terminal server uses Remote Desktop Connection on the XP desktop, and all RDC traffic is encrypted by default. Unlike the ways VPN connection for the use of an LOB, with a terminal server connection no data leaves you network.

Terminal server is an easy-to-deploy tool to provide internet access to any application currently running on your server. Costs are moderate and the payoff is secure internet access to your existing applications.