Green, Lean & Mean?

1. Green, Lean & Mean? Green IT in the real world of 2014 BCS Elite and Green ICT SGs Joint event with North London Branch 26th March 2014 – BCS HQ London

2. Sustainability? Sustainability is about considering economic, social and environmental issues in a holistic way, with particular attention to long-term consequences. It can be thought of as a long-term, integrated approach to achieving improvements in quality of life while respecting the need to live within environmental limits. OED Is your business sustainable? Will it and you survive the recession? Presentation to insert name here

3. As a CIO what might be on your to do list tomorrow morning? • Yours • Latest spend forecasts and budget out-turns • Major incident yesterday, still not back up and running • Hacking of web sit • Schedule meetings away from the office • Delivering the next project portfolio report • The CEO’s? • Office flooded – no where to work • Growth • Company Product announcement • Share price Presentation to insert name here

4. Key concerns might include • Cost reduction (seeking to reduce need for resources and buy more cheaply) • Can I avoid next IT procurement – and sweat the asset? • Resilience and recovery • Reduce travel and loss of ‘work’ time (work in virtual spaces) • Be able to work whenever and wherever I choose (be nimble/agile) Could a Green ICT lens be helpful to CIOs and CEOs ? Presentation to insert name here

5. Green ICT => reducing ICT costs ICT costs • Ensure efficient operation of ICT kit, activate power saving modes • Reduce amount of kit, across service chain (end user, network, Server) • Virtualise and consolidate servers and networks • Move to the Cloud – UK Gov : Cloud first • Share and consolidate end user devices • Printers with scanners and copiers • Make devices richer (laptop, desktop, tablet, smartphone….) • Blackberry with keyboard and monitor • Laptop with mike and speakers • Sweat the assets to end of useful life or replace? Presentation to insert name here

6. Green ICT => reducing organisation costs • Move to digital processes and transactions with customers – UK Gov : Digital by Default • Digitise internal processes • HR, Payroll • Approvals • Dematerialise… • Work in virtual spaces • Enable working on the move => around office • WIFI • Common workstations => around the country and abroad • Laptops/mobile/BYO devices • Browser access with VPN etc • Hotspot access BUT : Beware behaviour change challenge… Presentation to insert name here

7. - People- Processes- Technologies Its about Presentation to insert name here

8. The Way We Want to Work?... Transforming the Government Workplace

9. Civil Service agenda Physical Cultural Virtual Transforming the Government Workplace

10. Take a strategic approach to implementing: • Flexible working • Working environments that enable flexibility • Technologies that support smarter working • New forms of collaboration that reduce the need for physical meetings and travel • Culture change to enable greater organisational agility Transforming the Government Workplace

11. The Vision The Way We Work seeks better run organisations, where civil servants: • Focus on outcomes not process • Collaborate with others readily • Build and maintain effective teams • Maximise productivity • Work flexibly and effectively • Empowered by technology   Transforming the Government Workplace

12. Behaviours and Management any place any space our space my space my desk Transforming the Government Workplace

13. 6 1. Workspaces are ours to share not mine to own 2. Mobility is both in and out of the office What’s going on in the world….. Leading organisations are adopting the following 6 guiding principles 3. The workplace is a business tool 4. Workspaces are allocated on the basis of function not hierarchy 5. Workplaces are designed to provide a total experience 6. Territorial ownership is finished Transforming the Government Workplace

14. And the benefits…

15. Some Really Big Challenges • Culture change & embedding new behaviours • Senior management buy-in • Effective IT • Changing from personal to shared spaces • Management by results, not presence • Developing a trust-based & empowering culture Transforming the Government Workplace

16. National Smart Working Standard • Establishing a “Gold standard” for organisations doing Smart Working in the UK • Creating an external accreditation scheme, recognising achievement of the standard • Help public sector organisations aspire to match the best performers • International?

17. Typical Work styles And how to start on the journey… Assess work styles required… Out of the office In the office Office workers In and out workers Transforming the Government Workplace

18. Smart Working Maturity Model Isolated Initiatives Basic Flexibility Advancing Flexibility Smart Working Work-Life Balance Flexible Working Flexible working supported by policy – but really remains ‘flexibility by exception’ Reactive approach dependent on employee choice and line manager decision Emerging Smart or Agile Working Promoted for business benefits, but sits alongside many traditional practices and processes Applied differently to different roles Comprehensive strategy Based on strategic vision and clear smart working principles Flexibility as normal High focus on resource and travel reduction Strategic approach Property rationalisation Property Optimisation Non-Territorial working Smarter Workplaces Activity based settings Enabling policies Culture change Enhanced mobility Virtual mobility for all Technology for mobility Paperless e-culture Electronic migration Ad hoc homeworking Virtual collaboration Bronze Silver Gold UNCLASSIFIED

19. And the tools for smarter working…. • I need to meet and collaborate with others, without being there • Google+ Hangouts • I need to ask groups of people a bunch of questions • SurveyMonkey • I need to create a presentation and share it with a group of people afterwards • Slideshare • I need to plan and track a project • Trello • I need to organise an event or meeting and invite people • Eventbrite • I need to consult and co-author on a document with others • Google Apps • I need to send out regular information to a large group of people • Mailchimp Transforming the Government Workplace

20. And more… • I need to find and connect to relevant, useful and interesting people • LinkedIn • I need to collate and store all my various notes and ideas, so that I can refer to them at a later stage • Evernote • I need to suggest a number of meeting dates and for people to select when they are free, so that I can find the best date and time for everyone • Doodle • I need to make large files and documents available to group of people • Dropbox • I need to set up a regular group so we can meet up and discuss work related topics • Meetup • I need to collate and share topical information in a simple, engaging and clear manner • Storify Presentation to insert name here

21. So how do I get to grips with all this? • You can improve your digital skills by accessing many freely available online courses. Examples : • Ted.Ed has a series of short video lectures on a range of topics, including digital. Here is an example from Jennifer Pahlka, founder of Code for America. • An interactive online lesson to introduce digital available using TED-Ed, an open internet tool. The lesson includes 4 introductory videos and a discussion forum. Take the TED-Ed lesson • KhanAcademy.org has a beginner’s course called Anybody can learn to code, which you can complete in as little as an hour. • Stanford University online offers a beginner’s course in Computer science which you can complete in your own time. • And many more… Presentation to insert name here

22. Get back up and running • Server crash • Virtualise and consolidate around service levels => back-up snapshots for loading on nearest facility • Use Cloud services • Shared resilience arrangements • Accessible from any device • Security • Be prepared • Seek SLAs and ‘Walled Gardens” with gates! • Give staff means to work anywhere, anytime – when disaster strikes can continue to work wherever they are Presentation to insert name here

23. Virtualisation ~ basic principle SWE Technical Overview

24. Virtualisation • Advantages of virtualisation include: • Faster time to deploy new “servers” or to increase resource (CPU and memory) to existing “servers” • Reduction of data centre space occupied and thus power and cooling resources consumed. Refer to the IBM House of Carbon initiative and the joint Defra and IBM study Cutting the carbon footprint of IT. Virtualisation is not a “golden bullet” which can solve every problem! SWE Technical Overview

25. Advantages of virtualisation ~ not just hardware reduction SWE Technical Overview

26. The next stage - tiering applications

28. Growth and Shares • Treat environment with respect – assess vulnerabilities in supply chains • Where do you get your resources from? • Tantulum and Coltan mining • What happens to those you dispose of? • Nigerian and Far Eastern waste tip mining • Maximise the value and sustainability of your shares in the environment • Or else….? Presentation to insert name here

32. Step back and embed … • Assess opportunities for saving • Measure footprints for energy – be efficient • Assess supply and disposal lines for resilience and risk of failure – be sustainable • Assess how easy to change processes and products – be nimble • Distil some key Green ICT principles for improving performance and reducing cost for your organisation (type and size) eg • - Consolidation • - One device per user • - Closed loop, sweating the asset to reduce waste (production lines) • - Server room cooling efficiencies (CRM, marketing, service/product development) • - Mobile, flexible, smart working (sales team?) • And you can’t manage and control what you can’t measure… • embed Green ICT into your ‘expensive’ processes and measure progress … Presentation to insert name here

33. Maturity model* levels... • Foundation - evidence and intelligence gathering to inform actions, agreed plans • Embedded - show commitment and basic initial development, basic processes in place • Practised - moving forward taking actions to improve, repeatable actions • Enhancing - pushing for new opportunities, adoption of best practice, improving capability • Leadership - taking control, having own vision, optimising performance *Ref: Software Engineering Institute (SEI, 2008) at Carnegie Mellon University CMMI model (2002 last updated in 2008)

34. Maturity model* Categories ... *Ref: Software Engineering Institute (SEI, 2008) at Carnegie Mellon University CMMI model (2002 last updated in 2008)

35. Managing services • Governance • Architecture • Capacity • Support • Information/data management • Disposal

36. Managing technologies • Virtualisation • Consolidation

37. Managing change • Investment • Projects • Solution design • Procurement

38. Exploiting ICT • Customer services • Travel reduction • Resource optimisation • Energy optimisation • Space optimisation • Corporate reporting • Corporate sustainability planning

39. Green ICT 15 departments published results

40. Green ICT In summary..Eat lessExercise moreBecome an Olympic champion

41. Any questions?

42. Green ICT Useful links for Government approach etc • See http://www.cabinetoffice.gov.uk/content/government-ict-strategy for Government’s ICT strategy • See https://www.gov.uk/government/collections/ict-strategy-resources#greening-government-ict for all Greening government ICT strategy resources and reports • See http://sd.defra.gov.uk/advice/public/buying/products/ for Government Buying standards • See http://www.cabinetoffice.gov.uk/news/government-digital-strategy-moves-whitehall-closer-being-digital-default for Digital by Default • See http://www.defra.gov.uk/environment/waste/legislation/waste-hierarchy/ for Waste hierarchy • See https://www.gov.uk/government/publications/greening-government-commitments for Greening Government Commitments • See http://www.icij.org/projects/coltan/five-things-you-need-know-about-coltanfor things you need to know about Coltan! • See https://www.gov.uk/government/publications/digital-skills-in-the-civil-service/an-introductory-guide-to-open-internet-tools-for-civil-servants for list of typical tools available to support virtual working