DG Connect unit H3 Public Services Conference Making Public Administration greener with eGovernment Wednesday 16 th October Brussels

UK Green eGovernment Current practices and future challenges Bob Crooks Lead for Green ICT and Innovation 16 October 2013

Overall UK Government visions For the UK To stimulate economic growth and tackle the deficit, alongside maximising wellbeing and protecting our environment, without negatively impacting on the ability of future generations to do the same For UK government To lead by example in the way we manage our operations and procurement; driving efficiency and value for money, while reducing our impact on the environment. 3 Mainstreaming Sustainable Development (2011)

UKs Greening Government Commitments by 2015 against a 2009/10 baseline Reduce greenhouse gas emissions from the whole estate and business related transport by 25%; Reduce the number of domestic flights by 20%; Reduce the amount of waste we generate by 25%; Reduce water consumption and report on office water use against best practice benchmarks; 4

Other UK Greening government actions Publish real-time energy use for buildings Buy more sustainable and efficient products Adopt Closed Loop practice of buying consumables that use recycled material from government waste eg paper, toner Engage with our suppliers to understand and reduce the impacts of our supply chain; Re-use redundant ICT kit across government/public sector/wider society 5

So far as at April 2013….. Greenhouse Gas emissions (GHGs) from government estate A 12% reduction across Government, showing good progress toward the 2015 target of 25% Eight out of 21 departments have already met or exceeded the 2015 target Reductions made by 20 departments carbon reductions represent estimated energy and fuel cost savings of over £40 million across Government against figures Domestic Flights The total number of domestic flights was cut by 36% across Government, exceeding the 2015 target of a 20% reduction 15 out of 21 departments record a reduction 13 departments have exceeded the 2015 target three years early

So far as at April 2013….. Waste A 5% reduction in waste arisings was recorded across Government against 2015 target of cutting waste by 25% Five out of 21 departments met or exceeded the 2015 target of cutting waste arisings by 25% Reductions in waste across Government represent estimated savings of almost £4.7 million against baseline figures Water Government water consumption fell by 3% 19 Departments made a reduction in their water use Some departments have made reductions of up to 35% Three departments meet the challenging good practice benchmark, and one meets the best practice benchmark water figures add up to estimated savings of almost £4.2 million across Government against

So what can UK Government ICT do to help? Some figures... -UK Public Sector ICT spend -£16b per annum, central government spend £7b -9% of total Public Sector spend -1% of entire UK economy -90% of ICT technology spend with supply chain, including some £1.2b on hosting => A great opportunity for ICT efficiency => Essential to engage with suppliers 8

A Government ICT strategy Workstreams driving efficiency and sustainability gains.. –End user device Build & procure single devices fitted to job roles/use profiles Reduce device proliferation – Laptop, Tablet, Blackberry, etc –Public Sector Networks Sharing network enables sharing buildings –Hosting Virtualising servers and consolidating Data Centres –Sourcing services from the Cloud, Moving from small number of large single supplier, long term contracts to larger number of shorter contracts with SMEs accessed through a Government Cloud Store –Capability Professional development, build in Green ICT skills –Digital by Default for all new customer services Saving paper, call centres –....

An HMG Greening government ICT Strategy Vision: A cost effective and energy efficient ICT estate, which is fully exploited with reduced environmental impacts to enable new and sustainable ways of working for staff, organisation & customers

Programme of Commitments – To harvest from & enhance other Strategy work -Set up Cross-Public Sector Green Delivery Unit (GDU) - completed -Compile work book of best practices for lifecycle - completed -Identify 14 key target outcomes from using best practices completed => Depts to choose and achieve 10 by April Compile a Maturity Model for embedding Green ICT, in ICT and business processes - completed Depts to achieve level 3 by April 2015, and provide plans to get there by April 2013 – work in progress

The Virtuous triangle for Green ICT...

14 So what are best practices…?

Sourcing ICT... Buy less, share more –Extend life and maximise use of existing systems –Go for single, richer devices Printers End user devices (PC, laptop, iPADs, Blackberries...) –Go for Services not Assets Cloud-store of services Virtualise and consolidate –Align assets used with environmental standards Government Buying Standards EU Codes of Conduct for –Energy efficient data centres –Broadband International Standards for network and server kit –Close the Loop Buy stuff that is constructed from materials you have recycled Buy stuff that can be recycled Targets GBS/International standards in all new contracts from July 2013(achieved) DC CoC Endorser status by April 2013(work in progress) DC Participant status for all DCs used to host new services from April 2014

Operating ICT... Lean and Mean Minimise power consumption Reduce paper consumption Follow standards for efficient operations –EU Code of conduct Change behaviours Embed in operational practices and services Targets : => Measure footprint from April 2013 (achieved) => Equipment and applications rationalisation by April 2014

Disposing of redundant ICT Follow the Waste Hierarchy - Re-pair if broken fix it ! Re-use, Re-furbish for other purposes Re-cycle Clean and re-sell –Charities/Schools Reclaim components, consumables and materials Dispose in line with regulations –WEEE, licensed sites etc Targets : => Zero landfill from government ICT by April 2015, with full tracking of all disposals from April 2013(work in progress)

Roadmap Assessment Roadmap of 14 Key Target Outcomes from adopting best practices from Workbook Target to achieve 10 out of 14 by April 2015 Grading is 1 – Not started 2 – Under review 3 – Planned 4 – In progress 5 – Achieved 6 - Embedded

Roadmap – 14 key target outcomes (1-8) 1. Use Government Buying or International Standards where appropriate. 2. Replace equipment based on business utility rather than set refresh points. 3. Minimise operational Power consumption for end user access devices. 4. Use minimum number of end user access devices for business need 5. Number of printers and volume of print reduced to minimum necessary for business needs 6. Networks audited, reduced and shared with due regard to resilience needs 7. Suppliers engaged in monitoring and improving environmental performance of the ICT supply chain. 8. Business needs met through shared applications hosted in-house, or as services on the web

Roadmap – 14 key target outcomes (9-14) 9. Applications are virtualised and consolidated onto fewer servers. 10. EU Data Centre Code of Conduct endorser status adopted. 11. Server rooms are run energy efficiently 12. Storage capacity minimised with due regard to resilience and availability needs. 13. Minimal levels of land-fill from disposal of ICT kit at end of life. 14. Achieve Business travel reductions through adoption of audio, web and video conference, social media and collaboration tools So far In April 2013 returns => 16 departments provided assessments, => 2 already achieving 10 of the 14 outcomes

Key Target Outcome (KTO) BIS (new) CO (new) DCLG DCMS (new) DfE (new) DECC Defra DfID DoH DWP FCO HMRC HMT (new) HO MOD MoJ KTO1. Use of Green ICT standards in procurement KTO2. Replace for business utility not refresh KTO3. Power consumption minimised for end user access devices KTO4. Minimise end user access devices KTO5. Minimise and consolidate print KTO6. Rationalise networks N/A KTO7. Tackle supply chain N/A Roadmap –Progress with key target outcomes (1-8)-14)

22 Roadmap –Progress with key target outcomes (9-14) Key Target Outcome (KTO) BIS (new) CO (new) DCLG DCMS (new) DfE (new) DECC Defra DfID DoH DWP FCO HMRC HMT (new) HO MOD MoJ KTO8. Share services and systems 45 4 N/A KTO9. Virtualise and consolidate hosting arrangements KTO10. EU Data Centre Code of Conduct endorser status N/A KTO11. Server rooms are run energy efficiently N/A KTO12. Storage capacity minimised KTO13. Minimise need for disposal and land-fill N/A KTO14. Reduce business travel 44 4 N/A

Maturity model* levels... 1.Foundation - evidence and intelligence gathering to inform actions, agreed plans 2.Embedded - show commitment and basic initial development, basic processes in place 3.Practised - moving forward taking actions to improve, repeatable actions 4.Enhancing - pushing for new opportunities, adoption of best practice, improving capability 5.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)

Progress towards Level 3 Maturity April out of 21 central departments completed, peer reviewed Average maturity of 2.9

And now for the 2 nd vertex

Greening ICT Strategy targets... To report bottom-up on operational energy consumption from April 2013 To adopt standards for consistent measurement and reporting from April 2015 (building on Carbon Trust led GHG Protocol sector guidelines)

JISCs tool for Higher Education Sector

UK Government ICT footprint April 13 Category Energy Use (kWh/y) % Energy Cost (£/y) CO2 emissions (kg/y) Staff covered per category Average kWh/y staff Average £/ staff Average kg CO2/ staff Servers 276,554, % 33,186, ,280, , End User IT145,402, %17,448,30279,538,085464, Telephony106,341, %12,760,94558,170,766309, Networks69,839, %8,380,80038,203,875323, Imaging42,305,1236.5%5,076,61523,141,748464, AV8,170,2551.3%980,4314,469,293309, TOTAL648,613,295100%77,833,595354,804,445N/A central UK government organisations – some 460k staff

And the 3 rd...

Read across for eGovernment Roadmap 14 th Best practice Achieve Business travel reductions through adoption of audio, web and video conference facilities, social media and collaboration tools Maturity Model categories for Electronically enabling customer services Travel reduction Resource optimisation Energy optimisation Space optimisation Corporate reporting Integrating across organisation

Challenge to join up with GGC (Estates) GGC targets for Estates Reduce greenhouse gas emissions from the whole estate by 25% Publish real-time energy use for buildings Buy more sustainable and efficient products Adopt Closed Loop practice of buying consumables that use recycled material from government waste eg paper, toner Engage with our suppliers to understand and reduce the impacts of our supply chain; Issues include -Measurement -Scope (Cloud/contracted services, rentals …) -Definitions (precision required, actual vs estimates) -Ownership -ICT (my network, my app) -Buildings (need local presence for my customers….. …. 33

Challenge to join up with GGC (Travel) GGC targets for Travel Reduce business related transport by 25%; Reduce the number of domestic flights by 20%; Issues include - Estate reduction increases need to travel to meet/provide local customer services - Behaviour change (use of e-conferencing …) - Needing to see customers? 34

Digital by default eGov programme 1 billion government transactions per annum, across 650 different types In % of population are on line –86% of them carry out purchases on the net –60% banking –57% pay bills But only 46% carried out a government transaction online Predominant success with –Company House : 89% for search and file of returns –HMRC : 80% for self assessments On-line is cheaper (SOCITM) –F2F - £8.62 –Phone - £2.83 –Online – 15p HMRC estimate of £14.70 per hour of interaction with government

Digital by default – key targets By April 2013 : All 21 central depts publishing on Gov.UK Cab Office to publish standards for Digital From April 2014: All arms length bodies and agencies publishing on Gov.UK All new customer services to be Digital By April 2015 : 3 key exemplar legacy services transitioned to digital Service managers appointed and digitally trained for all transactional services All transaction types > 100k pa to be re-designed

Challenge to join up with GGC (Waste) GGC targets for Waste Reduce the amount of waste we generate by 25%; Reduce water consumption and report on office water use against best practice benchmarks; Re-use redundant ICT kit across government/public sector/wider society Issues include -Ownership -Tracking -Scope (supply chain goods used in providing services?) 37

Conclusions A lot more to do but weve started! Not just measurement and technology also behaviours and cultures Need to –realise synergies between corporate services and ICT, to get best results and join up governance to deliver them for greener government operations –focus on customer delivery where ICT can provide efficiencies but also better quality service to citizens & … 38

We must continue to drive up energy and carbon efficiency of our ICT services if the growth in ICT services required is not to counteract the savings from their use! Thank you 39

Useful web sites See for Governments ICT strategy See strategyhttps:// strategy for all Greening government ICT strategy resources and reports See for Government Buying standards See whitehall-closer-being-digital-defaulthttp:// whitehall-closer-being-digital-default for Digital by Default See for Waste hierarchy See commitmentshttps:// commitments for Greening Government Commitments