DG Connect unit H3 Public Services Conference

Making Public Administration greener with eGovernment

Wednesday 16th OctoberBrussels

UK Green eGovernment Current practices and future challenges

Bob CrooksLead for Green ICT and Innovation

16 October 2013

Overall UK Government visionsFor 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.

http://sd.defra.gov.uk/gov/green-government/

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Mainstreaming Sustainable Development (2011)http://sd.defra.gov.uk/gov/vision/

UK’s Greening Government Commitmentsby 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;

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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

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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• 2012-13 carbon reductions represent estimated energy and fuel

cost savings of over £40 million across Government against 2009-10 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 2009-10 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• 2011-12 water figures add up to estimated savings of

almost £4.2 million across Government against 2009-10

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 – 2011-2015

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 2015-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...

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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

5 54

↔2 5

6↔

5↔

5↔

6↔

5↔

4↑ 6↑ 6 5↑4

↔4

↔

KTO2. Replace for business

utility not refresh

5 56

↔1 5 6↔

5↔

6↔ 6↔ 3↔3

↔4

↔6 4↔ 4↓

4↔

KTO3. Power consumption minimised for

end user access devices.

4 56

↔4 5 6↔

5↔

5↔ 4↔ 5↔ 5↑ 4↓ 6 4↔ 4↔4

↔

KTO4. Minimise end user access

devices4 5

5↔

1

5

4↔ 4↓ 4↓ 4↔ 5↔ 3↑ 6↑

6

5↑ 4↔4

↔

KTO5. Minimise and consolidate

print5 5

6↔

4 5 6↑5

↔5↑ 5↔ 5↔ 2↓ 6↑ 6 4↓ 4↑

4↔

KTO6. Rationalise networks

4 64

↔4 4 4↑

4↔

3↔ N/A 3↔2

↔4

↔4 3↓ 4↓

4↔

KTO7. Tackle supply chain N/A 5

5↔

1 4 3↑5

↔4↑ 4↔ 4↔

4↔

5↑ 5 4↑ 2↓ 4↑

Roadmap – Progress with key target outcomes (1-8)-14)

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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

systems4 5

4↔

N/A 4 6↑4

↔4↔ N/A 5↔

3↔

6↑ 5 4↔ 4↔4

↔

KTO9. Virtualise and consolidate

hosting arrangements

4 44

↔5 4 3↔

4↔

6↑ 4↔ 5↔3

↔6↑ 6 4↔ 3↔

4↔

KTO10. EU Data Centre

Code of Conduct

endorser status

N/A N/A4

↔N/A 3 6↑ 5↑ 3↔ N/A 5↔

3↔

5↑ N/A 4↑ 4↑ 4↑

KTO11. Server rooms are run

energy efficiently

N/A N/A5

↔N/A 4 4↔ 4↑ 3↓ N/A 4↔

3↔

6↑ N/A 3↔ 4↔4

↔

KTO12. Storage capacity

minimised5 4

6↔

4 4 4↔ 4↑ 3↓ 4↔ 3↔4

↔6↑ 5 3↓ 3↓

2↔

KTO13. Minimise need

for disposal and land-fill

N/A 56

↔4 3 5↑

6↔

6↔ 6↔ 5↔3

↔6↑ 5 4↓ 4↓

3↔

KTO14. Reduce business travel 4 4

4↔

N/A 4 5↔ 5↑ 5↓ 5↔ 5↔ 5↑5

↔5 4↔ 4↔

4↔

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 2013...15 out of 21 central departments completed, peer reviewed Average maturity of 2.9

And now for the 2nd 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)

JISC’s tool for Higher Education Sector

UK Government ICT footprint April 13

CategoryEnergy 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

276,554,199

42.6% 33,186,504

151,280,678 464,495 595 71 326

End User IT 145,402,517 22.4% 17,448,302 79,538,085 464,495 313 38 171

Telephony 106,341,205 16.4% 12,760,945 58,170,766 309,324 344 41 188

Networks 69,839,997 10.8% 8,380,800 38,203,875 323,495 216 26 118

Imaging 42,305,123 6.5% 5,076,615 23,141,748 464,495 91 11 50

AV 8,170,255 1.3% 980,431 4,469,293 309,324 26 3 14

TOTAL 648,613,295 100% 77,833,595 354,804,445 N/A 1586 190 867

10 central UK government organisations – some 460k staff

And the 3rd ...

Read across for eGovernment

Roadmap 14th 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 EstatesReduce greenhouse gas emissions from the whole estate by 25%Publish real-time energy use for buildingsBuy more sustainable and efficient productsAdopt “Closed Loop” practice of buying consumables that use recycled material from government waste eg paper, tonerEngage 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….. ….

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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?

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Digital by default eGov programme• 1 billion government transactions per annum, across 650 different

types• In 2011 82 % 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.UKCab Office to publish standards for Digital

From April 2014: All arms length bodies and agencies publishing on Gov.UKAll new customer services to be Digital

By April 2015 : 3 key exemplar legacy services transitioned to digitalService managers appointed and digitally trained for all transactional servicesAll transaction types > 100k pa to be re-designed

Challenge to join up with GGC (Waste)

GGC targets for WasteReduce 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?)

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Conclusions

• A lot more to do but we’ve 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

& …

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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

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Useful web sites

See http://www.cabinetoffice.gov.uk/content/government-ict-strategy for Government’s ICT strategy

See https://www.gov.uk/government/publications/greening-government-ict-strategy

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