BITS ‘N’ BYTES III Sharon Ricketts Williams, Recycling Coordinator Patricia Edington, Supply Technician VA ILLIANA HEALTH CARE SYSTEM DANVILLE, IL June 2009

 End of Life: Computers for Kids Program Scrap Electronics Recycling De-installation, Sanitization Tracking Equipment Cost Avoidances Affirmative Procurement-EPEAT Energy Savings

 Monitors (computers and TV)  CPUs  Cell phones  Copiers  Laptops  Keyboards  LCD screens  Printers  Other

 Donate reusable equipment to local schools-E.O  Develop process for community outreach and education through equipment donation  Develop (and write) staff procedure to sanitize usable equipment prior to donation/reuse  Reusing usable electronics within the medical center  Manage scrap electronic equipment in an environmentally sound manner-locating/utilizing a vendor who recycles scrap computer equipment and components in an environmentally safe manner.  Do all of the above at no cost to medical center  Develop reduced paperwork accountability system  Develop seamless, integrated working relationship with Property Management for equipment disposition  Educating Acquisition, Contracting and Purchasing staff regarding Green Purchasing and Energy Star products

 Education Contribution, community recognition  Cost Avoidance-Effective Disposition Strategies  Development of Data Security Strategies  Reduced liabilities  Energy Star equipment purchases resulting in lower energy used

 Dedication, an abundance of re-usable technology otherwise destined for scrap recycling, and permission granted by E.O , Educational Technology, Ensuring Opportunity for All Children in the Next Century was instrumental in implementing our Computers for Kids program. This partnership enabled schools to increase the ratio of computers to students by eliminating the financial burden incurred for equipment purchase.  In FY’08,VAIHCS donated a total of 64 working and 30 scrap systems providing $1820 to $7680 in cost avoidances from our local schools. Equipment transportation is provided by the receiving schools picking up donated computer systems at our medical center. We provide disposition information to participating schools prior to them signing a release form, assuring their responsibility for proper equipment disposition.

 During FY’08, VAIHCS recycled 188 scrap computer systems, 17 laptops and components totaling approximately 10,195 pounds. Scrap electronics disposition costs are avoided by utilizing local scrap sales or recycling vendor.

 De-installation and sanitization activities are scheduled and accomplished during staff daily duties. Outdated, though usable condition equipment is sanitized, hard drives removed and donated. Non-operational equipment unable to be sanitized requires immediate hard drive removal. Hard drives are securely stored until certified destruction vendor picks up hard drives onsite. The remaining scrap equipment is stored in secured area until picked up by our electronics recycling vendor.

 Compliance with VA Information Technology’s Directive and Handbook 6500, Chapter 6, and VA Information Technology’s Directive and handbook 6500 Security Certification and Accreditation, and HIPAA compliance is ensured through documentation during decommissioning and sanitization phases of computer excessing process. A concise, one-page form containing all the required information tracking each computer system from medical center user desk to recipients ensuring compliance with VA and HIPAA regulations is utilized.

 Unicor provides free pick up and transportation of scrap electronics (full semi trailer only) which are dismantled, recycled or resold within the U.S. borders, depending on specs and condition. Nothing recycled will reach a landfill.  Cost avoidances realized are due to de-installation, sanitization and asset tracking services performed by our employees, scheduled and accomplished during daily operations. Reusable condition equipment is sanitized and reused by Bio-Med Shop where needed. Inter-service coordination and cooperation is the biggest successful component of our “recycle through station reuse program”.

 The Computers for Kids Program equipment transportation is provided by the receiving schools, who pick up donated computer systems at our medical center.  From 1999 to present cost avoidances achieved totaled $ to $194,880 and diversion of 121,422 pounds or ton of equipment, maintaining VAIHCS 100% computer electronics reuse and recycling rate.

 Affirmative procurement (MCM 00ESS-63) policy has been included in our GEMS (Greening Environmental Management System) program. This policy encompasses purchase of environmentally friendly products including those with source reduction (reduced packaging).  Contracting Officers, Purchasing Agents, Purchase Card Holders and IRM Staff are identified as key persons responsible for ensuring incorporation of green procurement principles and life cycle assessments of computer equipment.

Using EPEAT criteria, IRM VISN 11 desktop PC purchases for FY’08 totaled (495) LCD monitors rated Silver, and (475) desktops rated Gold, and (30) laptops/notebooks rated Silver, during FY’08. Equipment replacement cycles are determined by the Office of Information Technology; and by computers that become non-operational, or unable to handle new technology or packages implemented/installed by our facility. Procurement

Dell Leasing Program VISN 11 implemented a leasing contract for Dell desktops and monitors. The price of the systems were approximately $300 more than the cost of desktops bought previously. Our staff still performs the same amount of work as done previously: electrical checks, inventory tagging, loading of the desktop, disbursement of the machines, retrieval and de- sanitization of the machines, packing for shipping and associated paperwork for end of life equipment.

No staff time savings has been realized, and is estimated cost $120 more per machine. This would make the overall cost of each machine approximately $420 higher than non-leased machines with no additional benefits realized and/or identified. The leasing contract provides for take back and was considered in the assessment.

 Establishment and measurement of progress toward APP and Disposition Objectives Achievement are incorporated in GEMS program. Progress reports are provided on an annual basis GEMS Annual Program Effectiveness Review and Report and the annual Waste Minimization Report.

Our process can easily be replicated. Impediments are: providing Green Purchasing/Energy Star products education to Contracting; meeting energy reduction goals through equipment power down during non-working hours. The last generation of Dell desktop computers received include the chip needed to use with power down/up software needed for power management. It is anticipated that within two years we will have the ability to power up then power down all our network computers for patching and updates.

 Sharon Ricketts Williams, Dept. Veterans Affairs, OIT VA Illiana Health Care System Phone  Patricia Edington, Dept. Veterans Affairs Phone