Credit: Jenny Harvey and Robin Nachman/HRES
Above is the text of the happy email sent to Holyoke Center tenants by Property Assistant Berley McKenna upon the completion of the Smart Strip installation project. Berley, along with Bjorn Storz of Harvard Real Estate Services’ Sustainability Group and a team from UCIO/UIS headed by UIS Director of Support Services, Robert Cahill, showed what can be accomplished with a bit of cross-departmental collaboration.
The Problem
Peripheral devices, such as desktop computers, monitors, chargers and printers, that are plugged in to typical power strips draw “phantom power,” even when the devices are not in use. In a building with as many tenants as the Holyoke Center tower, this can quickly add up, both in terms of cost and energy usage.
The Solution
Plug every desktop computer in the Holyoke Center tower into the master outlet in a Smart Strip surge protector power strip. These simple devices use the computer “Shut Down” option to power down as many as five peripherals that are plugged into the slave outlets. It also has two “always on” outlets for devices that need to remain on, such as fax machines.
The Process
Once the scope of the project was determined the HRES Sustainability Group realized that this project would only work as a team effort between the Office of the University Chief Information Officer and the Holyoke Center Property Management Team. The expertise of the UCIO/UIS group was needed to verify the equipment, to participate in the installation process, and also to provide ongoing support and troubleshooting should any issues arise. The Property Management Team must be notified of any project impacting tenants and daily operations. Beside this necessary coordination for the building’s daily operation, the Property Management Group’s involvement was important to facilitate the liaison with tenants and the UCIO/UIS, to communicate with tenants and to ensure access to the required areas of the building.
HRES and UCIO/UIS tested and verified a number of new-generation power strips and decided that the Smart Strip was the best choice for our project. Upon getting the go-ahead from all parties, the Sustainability Team ordered 700 of them directly from the manufacturer, BITS Limited, at a cost of $17 each. The Smart Strips were paid for by the Property Management group.
Communication
Communication was a key component of this project; communication between the Harvard groups managing the project and communication with tenants. Each tenant received an email that introduced the Smart Strip project and a half-sheet flyer, describing in detail how the Smart Strip works, was left at each workstation following the installation.
The Installation
Given the large scope of this project, the HRES Sustainability Group brought in a temp to assist UCIO/UIS with the installation. Although we allotted two weeks to switch over the 700 devices, it took only one. Along the way the installers discovered that some PCs had not been plugged in to surge protectors at all, so there was the unintended benefit of ensuring that all PCs are now protected from power surges.
The Benefits
The most direct benefit for users is the simplification of the shut down and power up process of their work station. The main global benefits are the reduction of greenhouse gas emissions and of electricity cost. The annual electricity consumption per workstation will be reduced by 70% if the computer is “shut down” instead of “logged off” for all non-business hours.
Lessons Learned
Here are some things to keep in mind if you plan a similar project.
Do Smart Strips make sense for your group?
According to Eric D’Souza, the power strips aren’t for everybody. Some laboratory and office equipment, for instance, requires to be constantly powered-up.
Get the lowest price possible. (Note: The information below is correct as of April 2009)
Ordering “by the case” (12 per case) directly from the manufacturer gives you the lowest possible price. Make sure to ask for the “Harvard University pricing” when you order. Contact: Bryan Johnson, Sales Manager - BITS Limited - 813-425-5744 / bryan.johnson@bitsltd.net
Orders of fewer than 12 Smart Strips should be made through NESCO, the University’s preferred electrical supply vendor. NESCO offers competitive pricing, free shipping, and next day delivery for in-stock items. Contact: Patty McKay, Inside Sales Manager - NESCO - 781-737-1015 / pmckay@nescoweb.com
Get your local IT team involved early on.
While HRES and UCIO/UIS managed the majority of the installations in Holyoke Center tower, the Graduate School of Education chose to have their own IT team install the devices in their office. As their IT team would also provide future support, this made good sense.
Saving energy still comes down to people.
The Smart Strips only prevent phantom load when computers are shut down. Common area signs and occasional reminders in emails, departmental newsletters, and on intranets all help.
Let the Office for Sustainability (OFS) know about your project.
OFS, the department charged with helping the University reduce greenhouse gases by 30% by 2016, helps share best practices that support this effort, so be sure to keep them informed.
What do you do with the old power strips?
This is another example of collaboration between Harvard departments. HRES donated our old power strips to various OFS affiliated groups within the University who plan to distribute them to local community groups. You can also contact Harvard’s recycling guru Rob Gogan if you can’t find a new home for your strips and want to recycle them.
Contacts
HRES:
Bjorn Storz
Program Engineer for Sustainability
UCIO/UIS:
Robert Cahill
Director, UIS Support Services
and
Eric D’Souza
Senior Project Manager, IT Planning Initiatives, UCIO
Communication was a key component of this project...