1. Green IT Presentation to the CIO Council
November 27, 2017

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

15. 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

16. 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).

17. 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.

18. 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.

19. 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

20. 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

21. 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

22. THANK YOU!