Green IT Presentation to the CIO Council November 27, 2017

Agenda SEMC Green-IT Co-Chairs New Leadership Team FY17 focus areas Electronic waste – hosted lunch-n-learn Green printing – HUIT pilot DRAFT Sustainable IT Standards Content Process Any other business

Agenda SEMC Green-IT Co-Chairs New Leadership Team FY17 focus areas Electronic waste – hosted lunch-n-learn Green printing – HUIT pilot DRAFT Sustainable IT Standards Content Process Any other business

Green-IT Leadership team Left at end of FY17 Eric D’Souza Sr. Proj Mgr, HUIT Doug Scatterday Dir of Facilities, HBS James Cuff Asst Dean, Research Computing, FAS

Green-IT Leadership team Leaving in Dec 2017 Left at end of FY17 Eric D’Souza Sr. Proj Mgr, HUIT Doug Scatterday Dir of Facilities, HBS James Cuff Asst Dean, Research Computing, FAS

Green-IT Leadership team Leaving in Dec 2017 Left at end of FY17 Eric D’Souza Sr. Proj Mgr, HUIT Doug Scatterday Dir of Facilities, HBS James Cuff Asst Dean, Research Computing, FAS New additions Sarah Craig Asst. Dir of Business Operations, HUIT Bill DeSimone Dir of Support Services, HUIT Rich Stewart Assoc Dir of Facilities, HBS Alan Wolf Managing Dir, Academic Tech Services, HUIT

Agenda SEMC Green-IT Co-Chairs New Leadership Team FY17 focus areas Electronic waste – hosted lunch-n-learn Green printing – HUIT pilot DRAFT Sustainable IT Standards Content Process Any other business

Electronic Waste (Lunch-n-Learn – 9/26) Agenda Diana Ceballos, researcher from Harvard T.H. Chan School of Public Health Flow chart discussion Best practice sharing Attendees Information technology Operations and facilities Major focuses Personal items Transparency of flow chart Data security 3D printing – emerging issue

HUIT Green Printing Pilot – Current State vs. Future State Project Vision: To implement secure, sustainable, and convenient practices for HUIT that can serve as a model for the rest of the University Current State Future State User Experience Inconsistent printing practices Limited local printing Unsecured accidental printing Standard/common printing HUIT-wide printing Secure print release at printer Financial & Administrative Support Expensive and varied supply needs Variable training Underutilized Ricoh Service Level Agreement (SLA) Streamlined supply ordering Single technology training Fully utilized SLA (fleet analysis, print analytics, eliminated toner cost, etc.) Sustainability Unenforced printing protocols Wasted energy Wasted paper, toner Lack of data analysis leads to lost opportunities for resource reduction Consistent HUIT-wide printing protocols Reduced energy consumption Reduced paper (~50% reduction), toner (~30-50% reduction) Usage analysis can lead to new opportunities for resource reduction Reduce Print Costs, Increase Administrative Efficiencies Enhance End User Experience Security and Compliance Promote Environmental Sustainability Reduction of Paper Usage

Phase 2: Implementation HUIT Green Printing Pilot – Overview & Timeline Scope: All HUIT locations and staff Approach: Utilize Ricoh’s MFP software, PaperCut, to implement secure HUID printing July-September October- February March  Phase 1: Analysis Audit and analyze fleet Develop consolidation plan Clarify roles and responsibilities for Support Service & Administration Conduct security review Phase 2: Implementation Design backend processes and mechanics Build out AWS infrastructure Develop policy & communication plan to support consolidation efforts Train field support Phase 3: Launch Announce new policy and decommissioning plan Decommission non-Ricoh printers

HUIT Green Printing Pilot - Financial Summary Current State Future State 42 personal printers 45 non-Ricoh communal printers 28 Ricoh printers 28 Ricoh units One-time HUIT implementation cost: $30,000 Estimated annual savings: $17,250 Expected 50% paper cost savings: $3,250 Expected 100% toner costs savings: $14,000

Agenda SEMC Green-IT Co-Chairs New Leadership Team FY17 focus areas Electronic waste – hosted lunch-n-learn Green printing – HUIT pilot DRAFT Sustainable IT Standards Content Process Any other business

DRAFT Sustainable IT Standards - CONTENT WASTE Electronic Waste Green Printing ENERGY Intelligent Building Systems Datacenters Endpoint Power Management PRACTICE Shared resources Cloud computing and other IT Vendor Management A/V Multimedia Space and Technology Management

Sustainable IT Standards: Waste E-WASTE: Repair or recycle all electronic hardware, devices, and consumables in a secure and sustainable manner (E-stewards- or R2-certified), aiming ultimately for a circular economy model. Ensure a closed, life-cycle loop for e-waste treatment, regardless of procurement approach (purchase or leased). Spur IT vendors to use healthier materials and components in information and communication technology hardware and devices.   GREEN PRINTING: Implement managed printing and copying across campus, and reduce the number of personal printers and the ratio of printing and copying devices per FTE across campus. Through the deployment of multi-functional devices that include scanning as an alternative to copying and faxing, aim for greater resource efficiency (reduced paper, toner, and energy costs).

Sustainable IT Standards: Energy INTELLIGENT BUILDING SYSTEMS: Establish and implement standards for the deployment, secure integration, and use of intelligent building systems in all new construction and existing buildings across campus. Leverage the Harvard-Siemens relationship, and other operational technology vendors and solutions to achieve greater energy and cost efficiencies in running buildings through increased transparency, best-practice sharing, and data-driven recommendations.    DATACENTERS: Partnering with HUIT and campus level resources for data center consolidation is a critical standard. Follow the EU Datacenter code of conduct and ASHRAE datacenter guidelines. Meter energy use in datacenters. Track datacenter power usage effectiveness (PUE). Incorporate renewable energy and efficient operations as key criteria for off-site datacenter selection.   ENDPOINT POWER MANAGEMENT: Continue to increase the number of Schools and departments utilizing standards for power management settings on endpoint devices. Leverage energy efficiencies and power management gains in future hardware and operating systems wherever possible.

Sustainable IT Standards: Practice SHARED RESOURCES: Promote and increase the use of shared, managed Information and Communication Technologies (ICT) resources, and services across campus.   CLOUD COMPUTING and OTHER IT VENDOR MANAGEMENT: Include effective sustainability practices as criteria in the selection and on-going management of cloud computing and other IT vendors and service providers. AV/MULTIMEDIA SPACE AND TECHNOLOGY MANAGEMENT: Identify and address sustainability opportunities through design and energy/resource reduction.

Sustainable IT Standards: PROCESS Get feedback from Full Green-IT Committee (June 2017) Share draft with the CIO Focus Group (September 2017) CIO Council meeting presentation – November 27, 2017 SEMC meeting presentation – December 14, 2017 Implementation/Governance Proposal CIOs charged with reporting to OFS annually – in writing using a template that has two parts: what they have accomplished over the last 12 months (probably fiscal year) relative to the standards what they plan to accomplish over the next fiscal year Green IT co-chairs with OFS provide compilation of the accomplishments and plans for discussion at a CIO Council meeting annually

Expected benefits of Standards The annual reporting structure institutionalizes the process and ensures consistent and aligned priorities Standardized focus areas and directional goal-setting will help Identify leaders in certain areas Encourage best practice sharing Increase transparency Pilot solutions with the intent to scale up across the University Identify the metrics that can be used as KPIs going forward Long-term benefits include: Potential for institutionalizing best practices across the University once they have been identified Developing a standardized set of metrics to measure success

Agenda SEMC Green-IT Co-Chairs New Leadership Team FY17 focus areas Electronic waste – hosted lunch-n-learn Green printing – HUIT pilot DRAFT Sustainable IT Standards Content Process Any other business

THANK YOU!