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HHS-OCIO-2011-0002.001 Appedix A

Appendix A

Definitions and Procedures

“Ineligible” Equipment

OPDIVs may designate a set of electronic equipment to be ineligible to comply with some or all the goals in section 2(h) of the EO for security or other sensitive or mission critical reasons.  Please refer to EO 13423 Implementing Instructions at http://www.fedcenter.gov/_kd/Items/actions.cfm?action=Show&item_id=6825&destination=ShowItem

The determination of ineligible can be decided at the OPDIV level and must be due to security, emergency support or any sensitive/mission critical circumstances that are unique to the Agency and that could render the equipment ineligible for compliance.   By practical implication, this is understood to mean a system may be declared ineligible if its operational integrity or the functionality necessary to perform its intended purpose in meeting the business requirements of the agency would be compromised by strict compliance.   

This guidance is not intended to render a large number of Agency electronic equipment ineligible for compliance with the Executive Orders.

The written justification can be in the form of a memo.  A copy of the document should be forwarded to the HHS Electronic Stewardship Chair and should be noted in the monthly reporting spreadsheet.  Submitting the justification electronically is acceptable.

 

“Power Management”

ENERGY STAR features place monitors and computers into a low-power “sleep mode” after a period of inactivity to conserve energy.  This feature must be “enabled” on eligible computer desktops, laptops and monitors to ensure power savings.

 

Power Management “Enabled” for Monitors

Power Management enabled on monitor means that the monitor is set to enter “sleep” mode or turned off after a specified period of inactivity. The specified period of inactivity for eligible systems must be set to a specific time frame, and not “Never.” ENERGY STAR recommends that this time frame be set at 5 to 20 minutes of inactivity.

 

Power Management “Enabled” for Desktop Computers

Power Management enabled on desktop computers means that the desktop is set to enter “system standby” or “hibernate” after a specified period of inactivity.  The specified period of inactivity for eligible systems must be set to a specific time frame, and not “Never.”  ENERGY STAR recommends that this time frame be set at 30 to 60 minutes of inactivity. The "Turn off hard disks" setting does not save much power, and can be ignored.

 

Power Management “Enabled” for Laptop Computers

Power Management enabled on laptop monitor means that the monitor is set to enter “sleep” mode or turn off after a specified period of inactivity, and the laptop computer is set to enter “system standby” or “hibernate” after a specified period of inactivity. These power management features must be enabled in both the “plugged in” and “running on battery” modes.  The specified period of inactivity must be set to a specific time frame, and not “Never.”  ENERGY STAR recommends that this time frame be set at 5 to 20 minutes of inactivity for the monitor and 30 to 60 minutes of inactivity for the computer.

 

Powering Down Devices

The powering down of electronic devices as an energy saving means was considered for this policy but rejected. The logistics of implementing it was deemed too costly and the software for controlling it is not nimble enough to handle the wide range of exceptions that would be needed. Also, the Computer Power Management Best Practices Resource Guide at the Federal Electronics Challenge web site says in part:

“While you might save an additional watt or two by turning off a computer instead of placing it in system standby or hibernate mode, forgetting to shut down your computer, just a handful of times, will negate an entire year’s worth of incremental energy savings. Surveys and interviews with IT managers consistently conclude that policies “requiring” users to turn off their PCs at night result in only about 70-90% compliance. You will save more energy by using CPM [Computer Power Management] settings, because they automatically put computers into low-power sleep modes.”

http://stateelectronicschallenge.net/pdf/sec_computer_power_management_guide%20.pdf

Although powering down is not a part of this policy, OPDIVs are free to explore the option of implementing it.

“Evidence”

“Evidence can be any documentation that demonstrates compliance including Standard Operating Procedures, user account scripts, reports, screen prints, etc.  Submitting the evidence electronically is acceptable. 

 

Best Practices for Energy Efficient Use of Electronic Devices

Power Management

  1. The following minimum power management settings should be maintained at the OPDIVs/STAFFDIVs at the Department of Health and Human Services:
    1. All eligible monitors should be set to sleep or turn off after 20 minutes of inactivity.
    2. All eligible computer desktops and laptops should be set to enter standby mode or sleep mode after 60 minutes of inactivity.
  2. Each OPDIV/STAFFDIV should be responsible for implementing, maintaining, and reporting on power management settings on computers and monitors in use within their OPDIV/STAFFDIV.  Each OPDIV/STAFFDIV should develop guidelines for deeming computers and monitors ineligible from the power management requirements. The guidelines should provide instructions for identifying mission-critical or sensitive equipment, and provide a system for tracking ineligible equipment.
  3. Each OPDIV/STAFFDIV should select an appropriate software solution for power management. At a minimum, the selected software solution must be able to set power management features on computers and monitors.
  4. Each OPDIV/STAFFDIV should deploy and maintain their selected software solution.
  5. Each OPDIV/STAFFDIV should manually set power management settings on eligible equipment for which it is unable to manage under the selected software solution and educate the user on the importance of power management.
  6. Each OPDIV/STAFFDIV should develop and utilize guidelines to ensure that power management computers can still receive administrative software updates. The guidelines may reference the use of the power management software solution for this purpose, or may outline a separate procedure.
  7. Each OPDIV/STAFFDIV should report annually through the Federal Electronic Challenge website on the power management status of all computers and monitors in use at their OPDIV/STAFFDIV. This report should include the percentage of ineligible equipment versus eligible equipment with power management enabled.
  8. Each OPDIV/STAFFDIV should develop and provide training or educational materials to users which provide information on power management policies and implementation.
  9. Each OPDIV/STAFFDIV should annually review the power management solution at their OPDIV/STAFFDIV, and may select and implement different or additional software solution(s) to meet the needs of their OPDIV/STAFFDIV. 

 

Duplex Printing 

  1. Each OPDIV/STAFFDV should implement duplex (double-sided) printing as the default setting for all compatible eligible faxes, copiers, printers or print queues, and other equipment. 
  2. Users should be instructed to use duplex printing whenever possible.  
  3. However, systems may be configured to allow individuals to select settings for single-sided printing as required to meet specific business needs,  
  4. OPDIVs and STAFFDIVs are required to maintain evidence that Duplex Printing features are implemented as the default setting within their organizations. 
  5. Local, non-networked printers (to include eligible faxes, copiers, printers and other equipment) that are capable of duplex printing, but are not configurable from a central console may be excluded from detailed reporting and configuration requirements. 
  6. However, it is recommended that installation standards be established or modified by each OPDIV to specify duplex printing as the default setting during maintenance or installation of local printers.
  7. Exemptions should be justified, approved and signed by the OPDIV CIO and sent to the HHS OCIO.


Environmentally Sound Practices for Disposition 

Broken or obsolete electronics should be recycled in an environmentally sound manner.  The following environmental hierarchy – from most to least preferred - should be followed for managing end-of-life electronics:

  • Reuse
  • Refurbishment
  • Recycling
  • Incineration or Land filling

This environmental hierarchy captures the specific end-of-life processes required by federal regulation and facilitated by the General Services Administration (GSA).

Federal Management Regulation (FMR) Subchapter B - Personal Property, 41 Code of Federal Regulations (CFR) 102, mandates reuse of personal property, to the extent practical. This recycling resource presumes that a facility has fully considered reuse and refurbishment options prior to moving down the end-of-life electronics management hierarchy to consider recycling options. Federal property sent for recycling must be declared for abandonment/destruction.

See Appendix B for more information on environmentally sound disposition.