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Monash University Green Information Technology Strategy 2008 and Onwards

2 CONTENTS Introduction Background – What is Green Information Technology Key Strategies Benchmarking Altering the Culture/Engagement Governance & Engagement Regulatory Obligations & Commitments Green IT Initiatives Currently Underway Energy Data Centre IT Architecture Transport Green IT Future Initiatives Waste e-Waste Printing & Paper Energy The Development of New Systems The Use of Personal Computers (& Laptops) Asset Management Transport Work Group Collaboration Consolidation & Virtualisation Flexible Working Green IT Procurement Procurement Realising the Benefits 3 4 4 4 5 6 7 7 7 7 8 8 10 10 10 10 11 11 11 12 13 13 13 14 14 14 15 .

research. Setting and communicating meaningful environmental objectives and targets for all aspects of the University to continue to reduce natural resource use and minimise and prevent adverse environmental impacts. application and usage of green IT and green IT principles within Monash University.3 Introduction Environmental responsibility and sustainability have emerged as important considerations for the broader community and for organisations today. The Information Technology (IT) Strategic Plan is a University wide plan that describes a framework for the development. The challenges at Monash for meeting these responsibilities brings into focus the need for IT to be more proactive. Its aim is to ensure that University wide green IT initiatives are directly aligned to the environmental issues identified by Monash: • • • • • Energy Recycling and Waste Water Green Purchasing Ecologically Sustainable Development and Transport. national and international levels. awareness and understanding into teaching. Incorporating environmental sustainability principles. and supporting administrative processes. and Integrating principles of ecologically sustainable development (ESD) into all institutional activities. along with incorporating environmental factors into IT strategy and governance procedures. It has as its basis a series of programme and action based strategies and actions that identify how green IT principles can be applied and embedded to ensure sustainability within the IT environment in the core higher education processes of learning and teaching. consultancy and community engagement. This framework focuses on building on existing work that is being undertaken in this area together with new opportunities and strategies that can be adopted. The Monash Environmental Sustainability Policy states that: The University aims to lead innovation and practice toward a sustainable environment by: • • • • Complying with all relevant environmental legislation and adhering to agreements and standards at local. The agenda calls for short term gains and longer term planning and will provide new opportunities that will enable the University to work in a more environmentally-friendly way. research. (number of documents supporting this Plan) .

which traps heat and warms the earth’s surface. 12 October 2007 Du Bois in Sustainable IT Provision. Projected changes in climate will have worldwide impacts. discovering potential efficiency improvements and to find where performance is below other like institutions. the cars they drive and the air travel they take. e-waste management challenges and sustainability particularly as it relates to data centres and hardware. Benchmarking is a good way of identifying problem areas within the IT environment. but one of the first actions that should be undertaken is to benchmark resource usage. agriculture and land clearing are increasing the concentration of carbon dioxide in the atmosphere. Some of the important environmental concerns in the IT sector today are increasing power consumption and cooling for data centres. As it is imperative to keep up the momentum. recycle and re-engineer that can assist in achieving this change. reuse. 1 2 Gartner. is in the position to assist in the processes to change this.4 Background – What is Green IT According to Gartner1 The focus on green IT came to the forefront in 2007 and will accelerate and expand in 2008. This is pivotal in. The burning of fossil fuels. particularly based around the tenets of reduce. Key Strategies The Green IT Strategy Plan identifies a range of strategies. The chain increasingly gobbles energy and emits green house gases. and more particularly the Monash IT community. Monash. Green IT is number one priority. the space they occupy. The chain includes people. Benchmarking The Green IT Plan identifies a number of practical actions. Butler Group. these are further divided into short term and longer term strategies and this can be achieved through the development of tangible and highly visible initiatives and projects. According to Du Bois (Energy Priorities)2 this is all part of an information and services supply chain that begins with raw materials and ends with the disposal of waste. the increasing use of PCs worldwide. software and buildings. There are a number of actions and strategies. for the development and deployment of green IT initiatives across the University. as is stated in the Environmental and Sustainability Policy. both short and long term. that the University can undertake to reduce waste and promote environmentally friendly computer usage. setting and communicating meaningful environmental objectives and targets for all aspects of the University to continue to reduce natural resource use and minimise and prevent adverse environmental impacts. both short and longer term. Colin Baker. December 2007 . The remainder of this section contains an overview of these strategies set out under the environmental issues directly related to IT.

The people aspects are important and all employees should be engaged as they provide vital information flows. November 2007 . The following strategies have as their objectives the achievement and provision of the required benchmarking metrics. other universities (CAUDIT). The flow on effect of raising the profile of in-house metric collection is beneficial in that it provides another reason for using performance measures other than for management purposes that may amount to blame attachment4. transparency and benchmarking. There has to be complete buy-in across the University with an understanding of the allocation of roles and responsibilities. and through research Link with relevant external organisations Consider the engagement of a consultant in the first instance to facilitate speedier development of metrics (or enter into a project with CAUDIT). The boundaries for direct and indirect emissions should be considered. Hence. This action is also raised as a priority in the Price Waterhouse Coopers3 Carbon neutrality feasibility study undertaken for the University in November 2007. Performance metrics and models should be designed to provide the baseline for ongoing measurement. staff and alumni. Strategies 2008 include: • • • Benchmarking metrics to be ascertained through consultation within the University (Office of Environmental Sustainability CHEQ etc). a cultural change and engagement with the Monash community is required and the following strategies have this as the objective. it is also valuable to discover where like institutions are achieving improved effectiveness. November 2007 Sustainable IT Provision. Education is vital for achieving the most from sustainable IT strategies. Although important to identify areas for improvement. Altering the culture/engagement To adopt successful and workable sustainability strategies it is imperative that there is buy-in on behalf of staff and others within the Monash community. Price Waterhouse Cooper. December 2007 5 Monash University Carbon neutrality feasibility study. Price Waterhouse Cooper5 stressed that there must be effective engagement with students. Butler Group. Technology and business must work together to ensure sustainability is integrated with strategic objectives and is reflected in the IT services in place now and planned for the future. Strategies 2008 include: • • 3 4 Work through and with the VCG (Environment) and the Office of Sustainability The establishment of a steering committee with the appropriate charter and across Monash membership together with sub committees where required Monash University Carbon neutrality feasibility study. Price Waterhouse Cooper.5 The University should measure its carbon footprints and set its own carbon emission reduction goals that are both realistic and achievable.

IT must improve the flexibility and efficiency of operations. for example. encourage staff to spot opportunities to innovate • • • • People are the common denominator in the sustainability project and to foster and harness their engagement and involvement there is a need to develop and plan. providing the equation that permits staff to determine their own carbon footprint at work Outline the sustainable strategies and celebrate the wins – sell sustainability Keep communication lines open Set both financial and business expectations to ensure that any concerns about loss of control.6 • Educate – through the Green IT site on the Monash web site. Governance and Engagement The University is now looking to increasing the prominence being placed on the ability of IT deliverables to match the University’s objectives for corporate. Gaining the focus of IT management across the University and other staff on these objectives will assist in the formulation of IT strategies that will meet the sustainability needs of Monash. the BLOG and all other media services that are available Strategies 2008 and future include: • Broaden the outlook of staff in relation to sustainability within IT through the above channels – interactive tools and methodologies will assist. social and environmental responsibility. . The objective of the following is to develop sustainable strategies for action: Strategies 2008 include: • • Integrate sustainability into the IT strategy Any sustainability strategies should be based on an assessment of risks and opportunities Strategies 2008 and future include: • • • Consider an architectural approach to infrastructure provision – aim for a flexible infrastructure Embed IT sustainability into the governance processes Consider an incremental approach based on continuous improvement over time. or other political considerations do not get in the way of the sustainable strategies To further ownership. Research suggests that the best strategy is to adopt an evolutionary process and associated requirements thus maximising value from an efficient IT operation. and be accountable for performance related objectives.

Price Waterhouse Cooper. The goal of the data centre project is to deliver green energy efficient faultless computing for the 21st century. November 2007 . A further major advantage lies in the fact that a second data centre will begin construction in 2010 and this is likely to be a cooperative or joint venture with the CSIRO. deploying hardware designed to use Direct Current supply and utilising energy conserving heating and cooling systems. This will result in: • reduced energy consumption (Price Waterhouse Cooper8 have stated that the key reduction strategy for Monash should be to address the most significant known sources of emissions – primarily electricity usage) • significant efficiency benefits and • lower operating overheads. Green IT Initiatives currently underway: Energy Data Centre The objective of this strategy is the reduction in energy usage.7 Regulatory Obligations and Commitments The objective of this strategy is the development of a framework for working within regulatory obligations and commitments. Price Waterhouse Cooper6 has set current requirements out within their 2007 report. a positive in energy reduction through a shared resource. The adoption of key reengineering efforts have been undertaken particularly in areas such as implementing an architectural approach. electricity. Price Waterhouse Cooper. Strategies 2008 include: • That the Price Waterhouse Cooper paper7 be reviewed from an IT perspective and actions then be developed to meet standards and regulatory compliance Strategies 2008 and future include: • The regulatory landscape is to be continually monitored to ensure that IT is constantly meeting its obligations. through the development and design of more efficient data centres. Strategies 2008 include: • Build green data centre at Caulfield and measure and report energy savings 6 7 Monash University Carbon neutrality feasibility study. Both the international and the Australian regulatory requirements and standards are continually changing. Price Waterhouse Cooper. Monash is now in the process of building a new data centre at the Caulfield campus. Usage rates and relevant data collection is again imperative for compliance. November 2007 Monash University Carbon neutrality feasibility study. November 2007 8 Monash University Carbon neutrality feasibility study.

People across the world use video-conference applications on their home computers to stay in touch with friends and family. advertise the benefits that have been achieved to date. It works by two-way video and audio transmissions. The overall risks of technology projects are considerably reduced as a consequence of exploiting an architectural approach. Within the ITS division standardisation and consolidation of the IT architecture has been adopted. where possible. Strategies 2009 include: • • Extend the IT architecture program across the University.. Transport Video Conferencing The objective of this strategy is the reduction in travel and staff time/costs through enhanced video-conferencing. these power sources are being incorporated into the design making the data centre ‘future ready’ for when these technologies become more cost effective. together with further achieving an IT infrastructure that is a lot simpler and enabling exploitation of commodity hardware and software.g. leading to the lowering of management overheads and skill set requirements that need to be maintained within the University (shared services and cost savings).8 • • • • • Continue initiative for a shared Data Centre with CSIRO at Clayton planning. implement new energy saving methodologies.track and report progress Further the plans to implement server virtualisation across Monash Student Environment . through faculties and divisions. To gather the interest of faculties and divisions. There is further scope across Monash to build on this approach. IT Architecture The objective of this strategy is the introduction of a standardised and consolidated IT architectural approach. Video-conferencing is not a new technology. lighting Server consolidation within ITS Data Centres .review and implement power saving measures in computer laboratories Strategies 2008 and future include: • During the design and building stages continually research and. including the purchase of energy saving equipment – remain cognisant of the fact that while solar power and turbine power are presently not cost effective to install. At Monash . but in recent years has reached a level of technical maturity. The consequence of a “no architecture” approach in many enterprises is a proliferation of technologies of different applications that are inefficient and increasingly difficult to manage effectively. The targeted end result would be a more efficient IT environment where significant savings could be expected. funding etc Implement any energy saving measures within current data centres e.

through the ITS division.57. One of the strong implications of video-conferencing is the reduction of travel and the associated costs of fuel. (2007) Telecommunications Journal of Australia. T. to date. this assists in decision-making by including parties who may not have had access previously to decision-making processes or had travelled long distances so that they could be included.628 air kilometres.9 University video-conference equipment is in dedicated video-conference suites. easily accessible and secure collaborative video-conferencing tool. Strategies 2008 include: • ICT Capital Development 2008 project to: (1) Upgrade VC bridge and backend infrastructure (2) Extend video conferencing suites and meeting rooms across all campuses (3) Extend use of portable VC equipment (4) Develop service model for greater take-up of conferencing including support and training. The role of broadband in the quest for environmental sustainability. students will be able to communicate with lecturers and tutors in tutorials from their home or office. researchers will be able to easily collaborate and share data with other researchers across the world.925 road kilometres have been saved and 43. has a ‘video-conference project’. No. The pilot undertaken in the Faculty of Education has shown that. to review and develop strategy for future directions. video-conferencing has the ability to include the sharing of files and data. 19. Vol. Importantly though. time and energy. (5) Develop service management including funding and service ownership Strategies 2008 and future include: • ensure that researchers will have a supported. In turn. senior executives will be able to have virtual meetings across campuses including South Africa and Malaysia. According to Tracey Dodd (2007)9 videoconferencing is an effective communication and collaboration tool. One of the significant goals is around sustainability.2 and 3. Savings in road and air costs were significant but a very major advantage especially. was time. thus making it easy to hold presentations and review documents. for example: all staff can make a simple video-conference call from their desk. and includes a focus on the reduction of green-house gas emissions through the reduction in travel. The University. on computers on desktops. It is to be expected that these savings will increase as more video conferencing facilities become available within organisations across the globe. December 2007 . and. 9 Dodd. Further and extensive strategies are being developed so that. as most of those involved from the faculty were professional and senior staff. and in lecture theatres. many meeting rooms.

8 million in storage and 5. The Working Week – Toxic Land Fill . Australians are now buying more than 2. in 2006 there were more than 1. E-waste comprises electronic equipment such as computers.6 million computers disposed of in landfill.criteria & guidelines may be required Implement recommendations for recycling/re-use (Embed standards in IT equipment preferred supplier arrangements that facilitate ewaste disposal – Restriction of Hazardous Substances (RoHS) – see under Procurement) Develop a University-wide e-waste program with the Office of Environmental Sustainability. The issues with land fill are those of toxic waste ending up in soils and waterways.10 Green Information Technology Future Initiatives Waste e-Waste The objective of this strategy is to provide a consolidated Monash approach to ewaste and the recycling of IT equipment and materials. entertainment electronics. It is estimated that the University purchases somewhere near 6.3 million sitting redundant.000 new computers/laptops per annum. On the other side. 10 Weekend Age 16/17 February 2007. • • Strategies 2008 and future include: • • • • Continually Review procurement and recycling polices and procedures particularly as they affect e-waste Rationalise procurement and supply through the adoption or expansion of life-cycle management strategies Look for products that have been designed to facilitate effective recycling (see also Tender process 2008 under Procurement) Continually review initiatives that are developing for e-waste recovery. Electronic waste recovery is an emerging area that will have an accelerated growth into the future driven primarily by environmental concerns. Printing & Paper The objective of this strategy is to reduce the consumption of paper and printing supplies across the University.000 were recycled. There are a number of strategies that can be adopted to overcome waste within this area. Strategies 2008 include: • • Review and make recommendations to improve IT and Audio Visual equipment reuse/recycle programmes within Monash . Research estimates that 60 – 80% of paper generated by offices is waste. According to the Australian Bureau of Statistics10 . 1. Only 500.4 million new computers every year. and mobile telephones that have been discarded by users as they reach the end of their “useful” life cycle.

encouraging the reading of e-mail on screen and storing on the hard drive rather than printing out hard copy Developing strategies for fostering the utilisation of specified directories to store and access minutes. features and functionality are required. The driver for new initiatives and for software providers to write more sophisticated software can often overlook the point that such software may require significantly more resources to run and hence consume. needing both the University and its staff/students to then upgrade equipment that probably has a long operational life remaining. (Section 3 P2) . reports etc rather than downloading individual copies (take laptops to meetings) Funding programmes to educate staff in the use of e-calendars and the facilities they provide for electronically attaching and circulating documentation. The Use of Personal Computers (and Laptops) The objective of this strategy is to reduce the energy consumed through the use of computers. December 2007. Strategies 2008 and future include: • • • Fully evaluate flow on effects of software purchases and installations When seeking Request For Tenders (RFTs) clearly stipulate/specify the exact requirements of any new system/s and ensure that the boundaries are not exceeded Choose suppliers that work to limit or off-set their greenhouse gas emissions – look for carbon neutral products and services (as included in this document under Procurement). agendas. There is a need to check and question if all the enhancements. encourage the phased removal of personal printers from offices and work areas Further the use of recycled paper (with Office of Environmental Sustainability) Implement new Monash Fax service (reduce paper) and develop disposal strategy for obsolete fax machines Strategies future include: • • • • Minimise the number of written reporting requirements (electronic copies) Developing strategies fostering the keeping of electronic files and similarly. According to Butler11 figures from the United Kingdom Carbon Trust 11 Sustainable IT Provision.11 Strategies 2008 include: • • • • Review and improve uptake of duplex printing In association with the introduction of shared printers. Butler Group. Energy The development of new systems The objective of this strategy is to reduce the risk of going beyond the “fit for purpose” in the quest for new IT initiatives.

a staff education strategy When purchasing new IT equipment the University should choose energysaving devices that have been manufactured in an environmentally-conscious fashion and meet current energy star ratings (see Procurement). and other electrical equipment. and its becoming impossible to justify the cost of traditional PC deployments anymore) Introduction of centralised sleep control (power management of IT/Electrical equipment through automatic turn off after elapsed timeframes of no usage) Purchase of lap tops over desk tops as evidence indicates that laptops will consume only around a quarter of the amount of energy consumed by a PC (CRT) monitor As flat panel monitors use one third as much energy as CRT monitors. The cost drops to UK10pounds if the PC is switched off at night and at weekends. • • Strategies 2009 and future include: • Investigate the Use of thin clients that are estimated to use half. and common management tools. for example. again.12 indicate that a PC left switched on all day costs its owners UK37pounds a year. such as lights. as desktop power consumption is one of the most effective ways to reduce the University’s energy bills (turning off all equipment at night can cut annual energy usage by 100 to 400 kWh per computer) Set monitors to “go to sleep” after short periods of inactivity. printers. Strategies 2008/9 include: • Communicate to the university community the reasons why they should turn off their screens. review existing procurement practices within the area. are put in place. turning off redundant or very infrequently used equipment can make considerable difference to energy consumption. . or less. To commence any programme of improvement a clear picture is required of the current environment. When contemplating any environmental initiatives in IT infrastructure Butler (section 4 p5) maintains that it is imperative that asset and inventory management processes. then major cost reductions could be achieved and the associated pollution that is generated when producing that energy can also be saved. • Asset Management The objective of these strategies is to reduce energy consumption through the provision of a standard asset management process. the electricity of a typical desktop PC (according to IT Business Edge 25 February 2008. There is a need to know what the University has to be able to measure current performance and this is essential to measure changes that may have improved the situation. Proactive asset management is a must. If this figure is considered and multiplied by all the PC’s across the University. the newest thin client systems are cutting workstation usage from hundreds of watts to less than 10.

All of these factors allow savings in travel time and costs and work time. Phase 1 will address e-mail. document sharing. Benefits include: When fully operational it will boost work efficiency. Work Group Collaboration is currently well advanced and this project will replace existing. As this project is now well underway. enabling the adoption of a more pragmatic approach. Monash should consider moving towards an IT infrastructure that provides services that contribute to a sustainable IT strategy. collaboration groups online. online discussion forums. calendar. leading to a more efficient and flexible IT operation12. save time and travel through: • The integration of asynchronous online discussion forums • Document sharing applications • Shared calendars • Bulletin boards with synchronous real-time chat and instant messaging • Polling applications. mailing lists and video conferencing. Included is the upgrading of old Servers to new more energy efficient hardware. calendar. After 12 Sustainable IT Provision. • Transport Work Group Collaboration The objectives of these strategies are to improve work efficiency and to save time and travel. non supported collaboration services with the IBM Domino suite including Lotus Notes. Staff would be able to login to their account via a browser from any location or map a drive to accounts and have access to files. less time in receiving information. existing strategies would apply. instant messaging.13 Strategies 2009 and future include: • • Review asset management across the University and consider standardising the approach Following asset management review . December 2007 . contacts. There will be more time to spend on other projects. Some of the services defined as workgroup collaboration are: e-mail. Consolidation and virtualisation The objective of this strategy is to encourage the adoption of consolidation and virtualisation. Butler Group. contacts and ‘to-do’ functionality. consider standardising the infrastructure along with enhancing and centralising management processes as these are key objectives in evolving to an environmentally friendly IT environment (single point of control for all the different devices in the systems infrastructure) Audit data storage to gain an understanding of where data is stored to ensure data retention is for the correct length of time and on the correct media. Corporate clients can also be provided access to share files within the University and its departments. It would also be possible to receive files from members of the Monash community and other clients.

with 30% indicating that they will only consider new jobs which offer remote working. consolidation. Research has shown that two thirds of British staff13 expects to be able to work from home within the next five to ten years.3 . Green IT Procurement Procurement The objectives of the strategies within this category are to reduce energy consumption through the adoption of environmentally sound procurement practices. Efforts would proceed through standardisation as in IT architecture as previously mentioned. through a staged implementation program • Sell the benefits to faculties and divisions through education and consultation. identifying and removing redundancy within existing infrastructure and improving utilisation. especially relating to IT and IT related equipment. whether it is full or part time. optimising the IT infrastructure for adaptability. Butler Group. according to the Australian Government’s Green Office Guide. December 2007. Section 1 p. 13 Sustainable IT Provision. and 31% feeling that being at home ranks above other possible benefits. and to scale the infrastructure upwards (and downwards) more quickly to meet efficiency and optimisation requirements would be somewhat protracted. pollution and fuel consumption. and virtualisation. Any efforts to improve sustainability across the University’s heterogeneous systems. creating an abstraction layer that overcomes the physical boundaries of IT assets and breaks the dependency between applications and infrastructure. must consider energy efficient equipment as. Flexible Working The objective of these strategies is to save energy through reduced staff travel/travel time and campus energy consumption.14 an anticipated stabilisation and reduction in costs would be the provision of a flexible foundation on which new services can be quickly deployed. including allowances for “hot desking” when staff are required on campus/at the work place Develop goal oriented performance management frameworks that would assist and help employees manage work from home Develop policies that cover flexible working arrangements. Flexible working options help to lower heating and other energy requirements and also contribute to reducing vehicle usage. Strategies 2009 and future include: • Further the planning and adoption of consolidation and virtualisation across the University. Strategies future include: • • • Investigate the possibilities for remote working – from home or the nearest campus to home. such equipment can cut up to 80% off electricity accounts. Remote working and environmental policies may well be set to move staff from the office into the home. They also work towards achieving a better work/life balance. University procurement practices. to reduce costs.

flexible working arrangements. Strategies 2009 and future include: • • Consider the establishment of a sustainable purchasing work group – a collaborative team with staff and student representatives In line with the strategies detailed under Consolidation and Virtualisation. for example. Strategies 2008 include: • Preparation of a suitable roadmap (chart format). Wheeler . D. This would be continually reviewed and updated. together with IT service management costs can be expected. Attachments: Green IT 2008 Strategies (xls 32kb) Prepared by D.15 Strategies 2008 and future include: • • • Rationalise through the adoption of a life-cycle management strategy for procurement and supply and sourcing products and services through a low carbon directory Choose suppliers that work to limit or off-set their greenhouse gas emissions – look for carbon neutral products and services (to be included in the 2008 Tendering process) Source the University’s power from a renewable energy supplier. Benchmarking metrics could be incorporated. G. procurement practices should consider that virtualisation computing models shift the power consumption from the office into the data centre and as a result an overall reduction in energy bills. travel (video conferencing). Realising the Benefits The development of a roadmap for achieving the benefits identified in the Green IT strategies should be considered covering issues such as: • • • • • • Reduced demand for energy More efficient use of infrastructure Reduced carbon footprint Optimised supply chain Financial advantages gained Secondary benefits gained through.