ITU Kaleidoscope 2016 ICTs for a Sustainable World How organisations can assess and improve their Green ICT activities in a standard and efficient way Albert Hankel, Patricia Lago VU University Amsterdam a.c.hankel@vu.nl Bangkok, Thailand 14-16 November 2016 Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Introduction of Green ICT and Research topic Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Impact of ICT on the environment Part of the Problem Part of the Solution http://www.oecd.org/site/stitff/45983022.pdf

Our definition of Green ICT We define Green ICT as a combination of activities that minimise the negative impact of ICT on the environment and optimise the positive impact ICT can have. Or, in other words, as any activity that considers the direct, indirect and systemic impact of ICT on the environment. Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

ICT & GHG emissions: positives and negatives Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World http://gesi.org/SMARTer2020

Research Topic 2% vs 16%: what are we focusing on? How can Green ICT be made accessible for organisations to assist in their efforts to improve their environmental sustainability? In this study we want to: demonstrate how organisations can use a maturity model to assess and improve the use of Green ICT show the effect of the model Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

The SURF Green Maturity Model Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Concept 5 levels of maturity Score different attributes on maturity Attributes grouped in domains (thematic) Average scores for discussion Little to no activity Quick wins Support from management Monitored and improving Green ICT leadership Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Green ICT in the Organization Greening of ICT Greening of Operations with ICT Green ICT Strategy Housing Travel Reductions with ICT Governance of ICT services Computing Infrastructure Space Reductions with ICT Green ICT Procurement Network Infrastructure Energy Reductions with ICT E-waste Policy Storage Infrastructure Paper Reductions with ICT Green ICT in Information Management and Architecture End User ICT Equipment Feedback and Decision Support Community collaboration Software and ICT-services Green ICT Supply Chain Management

Example attribute Attribute Definition Level 5 description Score Computing Infrastructure The resource and energy efficiency of the computing infrastructure. Factors: Hardware Capacity; Turn Capacity on/off; Usage of Capacity; Asset Management; Monitoring and Awareness. The computing power required for delivering all service levels is dynamically adapted to the demand. Where possible, the computing capacity will be delivered from virtual machines and the physical devices/environment necessary for these machines are optimized for energy efficiency. Unused physical devices will automatically be turned off. Total capacity is sufficient for normal demand. Short peaks in demand will be provided for from solutions from the cloud or (additional) rental. The physical environment is monitored for energy use and this is reported and billed to users in proportion of use of (virtualized) resources.   Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

How to use the Maturity Model Someone in the organization wants to use the model. This is the assessment manager (AM). The AM composes an assessment team. The team should be a combination of skills and responsibilities. The AM organizes a kick-off for the team to explain the model and assessment process. All participants fill out the maturity model spread sheet and score all attributes 1-5. The AM summarizes the scores and discusses the result with the team in an evaluation session. Based on this discussion actions for improvement are defined in an action plan. The AM can evaluate the progress on the action plan by letting the team score again. This creates a constant improvement cycle. Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Example scores Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Method for the study Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Overview Four organisations participated. Each had a point of contact, the Assessment Manager who was motivated and had a mandate. We used the steps previously described. Key data collections Maturity scores Evaluation session Questionnaire We facilitated the maturity scan with the following: Analysing of the maturity scores Facilitating the evaluation session Providing a summary of the evaluation session The Assessment Manager was responsible for: Forming the assessment team Getting them to fill out the model and collect the scores Organising a date for the evaluation session Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Evaluation session All team members were asked to join the evaluation session Two analyses were presented: Radar diagrams for each domain Individual scores per domain Team members were invited to discuss the results to share their views and suggest ideas for improvements Both strong deviations and the general averages were good starting points for the discussion The sessions were recorded on video Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Questionnaire The questionnaire was given out after the evaluation session and consisted of the following questions: Did you find it useful to fill out the maturity model? Why (not)? Did you gain more insight in the possibilities of Green ICT? Were you more inspired to apply Green ICT? Will you from now apply more Green ICT in your daily routines? Do you have any feedback on the maturity model? Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Results of the study Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Overview of average scores Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Results Questionnaire Results summarised over all individual participants: 93% found the maturity model useful 93% had learned about new possibilities in using Green ICT 73% was inspired to promote more Green ICT activity 67% planned to apply Green ICT principles in their work General feedback was on the whole positive. Frequent comments: The maturity model helped their awareness on the topic It gave insights in where their organisation stood Some found it difficult to fill out or said that they needed the evaluation session to fully understand the model Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Discussion of the results Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Common observations and patterns (1) We found common issues and solutions amongst the four organisations: There is a general lack of strategy concerning Green ICT Almost always there was someone who was giving good examples on how to procure more environmentally friendly or dispose of equipment properly. But these were not formalised. There is a lack of communication on what is already there, from policy documents to good practices, both to management and to users Organisations have slowly started with and going beyond quick wins: a green paragraph in project documents total-cost-of-ownership in procurement virtualisation of servers promoting teleworking power-over-ethernet solutions improving asset management and monitoring Some areas are deemed too advanced for now Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Common observations and patterns (2) The findings indicate typical signs of bottom-up enthusiasm. The reverse, a lack of top-down support, was often mentioned. Participants often stated: any green action should also improve something else (QoS, $). From the questionnaire, the individual views of the participants showed a positive attitude towards the model and using it for improvements. In addition it also helped increase their awareness. Finally, participants also mentioned that the model can be applied in an improvement cycle or in a benchmark. Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

Summary and Conclusions For Green ICT to be truly effective, organisations need to know how they can both reduce the environmental footprint of their ICT equipment as well as how to use ICT to help reduce the footprint of their other business activities. The SURF Green ICT Maturity Model is designed to address this issue. In this study we followed four organisations who used to maturity model to see if the model would help them improve. The participants were stimulated to consider actions to address the problem-side and the solution-side. Individuals and organisations were positive on the use of the model. It increased awareness, inspired to take action and was insightful. We should be careful to draw general conclusions, but the strong positive reception is encouraging. Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World

The maturity model is free to use. Take a look at: www.surf.nl/SGIMM Thank You The maturity model is free to use. Take a look at: www.surf.nl/SGIMM Bangkok, Thailand, 14-16 November 2016 ITU Kaleidoscope 2016 - ICTs for a Sustainable World