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Green Tech Tips from Microsoft for Large Organizations

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Today's webinar is Green Tech Tips from Microsoft for Large Organizations. My name is Kami Griffiths and I would like to thank Becky Wiegand and Jim Lynch for answering questions on the Chat, and I would like to introduce Anna Jaeger (AJ), from Tech Soup, the co-director of our Green Tech Program (AJ) Hi, Kami and everyone on the phone. As Kami mentioned I'm the co-director of the Tech Soup Global Green Tech Initiative. And what we do, our mission is to help non-profits and libraries and other social benefits organizations to reduce their environmental impact through the effective use of technology. So we've invited some speakers from Microsoft to talk with us today, in particular about how you can use Microsoft technologies to reduce your impact. So, they'll tell you a little bit about tools and best practices. Let me first introduce Francois Ajenstat. (FA) Francois, why don't you tell us a little bit about what you do there at Microsoft? (FA) Hi, everyone and thanks for joining us today. My name is Francois Ajenstat, and I'm the Director of Environmental Sustainability at Microsoft. I effectively look after our own internal operations, how we as a corporation can reduce our own environmental impact; and so, looking at our carbon footprint and what we can do there, but also looking at how technology can help our customers reduce their own impact, whether it's talking about energy, carbon or any other environmental aspects; so it's really an internal as well as an external point of view and I'm really excited today to share with you some of the capabilities that we have to help you reduce energy, reduce costs, and overall help the environment. (AJ) Excellent, thank you. Also, we have on the line Steve Lippman (SL), also from Microsoft. Steve, why don't you tell us about your job? (SL) Thanks. It's great to be here with all of you today. I'm on a citizenship team as well as sitting on our corporate environmental strategy team, and so I focus on talking with and engaging with non-governmental organizations and policy makers around environmental issues related to IT. So, working on everything from partnerships with the United Nations environment program to help them leverage technology to achieve their mission, to providing this type of guidance to significantly smaller organizations, as well as sharing ideas and our point of view with governments about ways to unlock the potential of information technology to address environmental issues. (AJ) Excellent. Thanks, and let's go ahead and get started with the presentations. (FA) Great. Well, today we are going to be talking about sustainable IT, with a specific focus on non-profit organizations and large non-profits. I strongly encourage all of you to use the Chat Room soon and Ready Talk to ask questions, ask for clarifications, anyway we can ensure that this session addresses your needs. And so let's start first by talking about why should we even care about environmental sustainability? I think first of all that a lot of you have probably heard of Green IT; and overall, from all the surveys that we've seen, a majority of organizations have started to create Green IT plans and look at sustainable IT within the broader context of your organizations' sustainability programs. And so this is definitely top of mind for a lot of customers out there. The next big point is that when we talk about green IT or sustainable IT, it's also a discussion about efficiency and how do we run more efficient operations? Whether you have 10 pcs or a 1000 pcs, thinking about sustainability is also a discussion about saving energy and saving money. So, really thinking about running more efficient operations. But also, on the bottom left, IT has a tremendous opportunity to help reduce carbon emissions worldwide. We talk a lot and we'll talk a lot today about green IT; IT today represents about two percent of the world's greenhouse gas emissions. You may think that two percent is not a big number, that's all the servers, pcs and networking equipment that is plugged in around the world, but it is roughly the same as the airline industry. The airline industry is at three percent. And so when we talk a lot about green IT, it's in that two percent. But there is also a discussion about IT for Green and how do we apply IT effectively to help other industries build energy, transportation and energy grids to be more efficient? And here there is a tremendous opportunity to save about 15% of the world's emissions, which is roughly erasing all the emissions from the US or China. And then, finally, IT becomes much more critical in driving the company's overall sustainability program and being a critical part of what the organization might do to reduce their impact on the environment. And so the framework that we follow to help drive environmental sustainability is really threefold. It's reduce, manage and rethink. Reduce is probably the place that most people think about. It's how do I reduce energy, how do I use my IT equipment more efficiently to reduce costs and reduce energy? But second, you can't reduce what you don't manage, so management becomes extremely key; and here we'll talk a lot about reporting and dashboards and different ways that you can help track your environmental initiatives. And then, finally, it's about rethinking business practices. Once you've ironed those efficiencies out, how do you start looking at ways you can maybe reinvent the way you do things in a way that has a lower environmental footprint. So, reduce, manage and rethink is really the framework that we are going to follow in our chat today and we'll explore different technologies and different approaches that you can use to reduce your environmental impact. And again, I highly encourage all of you to use the Chat to ask questions or for clarifications as we go through this. So let's drill into reduce. Looking at reducing energy demands the first thing that we hear from organizations like yours is that we want to be able to reduce power consumption. How do I do that? How do I that on the desktop as well as on the server, and effectively run IT more efficiently? Second, which is a big problem across organizations, is how do I increase the utilization of my machines? And here we'll talk about a number of technologies that will help, but in utilization there is a tremendous and probably one of the biggest opportunities to save energy. And then, finally, it's how do you help find efficiencies in the business and what tools are available to help find the low hanging fruit and opportunities to plan the Green IT estate. So when we talk about reducing power consumption or talk a lot about the power management tools that are available in the products, I'll talk about the ones that are in the newly released Windows 7, but also what's available on the server side with Windows Server 2008. In order to increase utilization, virtualization is really one of those key capabilities that we bring to bear that will help you not only increase how much computing you do out of each machine, but also will help you turn off machines that aren't effectively being used so that you can reduce energy, reduce cooling, but also reduce physical assets. We'll talk more about that. And then, finally, we'll talk about a tool that can help you find different opportunities to drive virtualization and to drive power management within your organization. So looking at reducing energy demands we'll start first, obviously, on the desktop side. With Windows 7, that just came out on October 22nd, we really thought about energy efficiency as a core guiding principle of that release. We've made power management on by default in Windows 7; and effectively what that means is that you won't have to go into the control panel or have to figure out all the settings in order for power management to be enabled. We do that in the background so your machines will automatically go to sleep after a certain period of time if they are not being used; and we just see research as more effectively in the background. One of the examples I like to use is if I think about my machine right now, I don't have a network cable plugged into my machine, I'm using wireless, so Windows 7 actually turns off the ethernet adaptor so that it doesn't consume energy. It's doing the same thing right now with Bluetooth so that we minimize how much energy is being consumed by Windows. The NRDC, The Network Resources Defense Council, did a study, and they found that on average organizations can save about $50 per pc per year just by using power management settings. You think about that $50 per year, if you have 100 pcs that starts adding up to some real savings for your organization. And also some real energy and carbon savings that you can have. In a few moments I'll show you a demo of some of the new capabilities in Windows 7, before I do that, I also want to talk on the server side of things with Windows Server 2008. We've also made some big changes there. We've seen generally that Windows Server 2008 is about 10% more efficient than previous versions of Windows. And when you think about the number of servers that you have in your organization that starts adding up to some core and important savings. But we've also provided some centralized management capability so you can start deciding what are the right policies for your organization. So again, Windows clients or Windows 7 and Windows Server have built-in energy efficiency capabilities at no additional cost, it's built into the product. And so what I wanted to do is actually show you some of these power management capabilities in Windows 7. So I'm going to go ahead and share my desktop and you should start seeing that in a second. Great. That should be up on all of your screens. With Windows 7 we've really tried to make the experience a lot easier to use, and really make your everyday tasks as simple as possible. When it comes to power management, if you look on the bottom right hand corner you can see that what we've tried to do is service some of the power management capabilities right up front. So, for example, if you were using Windows XT in order to turn on power management you have to go into the control panel and figure out where the power options are figure out how to turn on these things. Here, it's just a matter of one click. And I can choose the right setting for my particular needs. But if I wanted to do more, again it's just one click and now I can see all of my various power options, I don't have to think about the control panel and what's the right thing, it's brought to me right up front. And so I can go into maybe the power saving plan or the maximum battery life plan, there are a lot of these different plans that are available to serve my needs. Now if I wanted to go even further I can go and change the plan settings and now I have a lot more configuration options. So I can go and maybe dim display after 10 minutes, maybe turn it off after--there are different settings. So you can see how easy it is to just change the settings just to your particular needs. (AJ) Francois, if I could just interrupt you just for one moment. I think folks are seeing the screen loading a bit slowly. So we are just coming up, your power management is just coming up now for most folks I think. (FA) Oh, wow. Okay. And so now you see the on battery plugged in screen, correct? (AJ) Yes.(FA) Okay, great. So this is where you go to have a few more changes to some of your power management settings. And if you are an organization with more advanced needs you can actually go into this advanced options screen and actually have much more fine grained settings to the user, and all of this is also available to be managed via group policy settings. So in this case I'm just going to go in and save my changes and close this window. And so now I've changed my power management configuration on Windows. But one of the new capabilities that we've added in Windows 7 is this new action center. And the action center is a way to surface different configuration options that you have and so again we can optimize the machine for your particular needs. And one of the new action center settings that we have is on troubleshooting, so as you see on your screen on the bottom left there is a troubleshooting option, I click on that and we now have the new troubleshooter for power usage. And there is a number of additional ones that you can use for other configuration options in Windows 7, but for power, really this turns power management from something that was complicated into something that is as simple as the wizard. So on the screen I'm going to press next and Windows will look at all the different power management settings that are available on the machine, see my configuration and look at the best practices based on Energy Star settings so that I can optimize Windows effectively. And in this case as you can see there were four issues with my machine. And so Windows 7 has actually fixed the machine to make it much more energy efficient than it was before. And so those are just some quick examples of how Windows 7 can help you control power management on the desktop and enable you to use resources and energy much more efficiently. But of course the software is one thing that you can do, but another thing that you can do is start thinking about how do I purchase the most energy efficient equipment possible? Notebooks are generally more efficient than desktops; a desktop will consume between 80 and 100 watts of power while a notebook will be in the range of about 20 watts, which is about the same as a compact fluorescent light bulb. And so if you have the option and you choose notebooks you'll have a dramatically more efficient experience. But also start looking at standards such as EPEAT or Energy Star 5.0, which are guidelines set by the EPA around the right energy efficiency capabilities, but also-I'm thinking more broadly of EPEAT-of the overall environmental impact of a particular machine. And then as I mentioned use the power management settings that you have in the operating system with Windows 7. As you know we've made some improvements. But if you are not upgrading to Windows 7, you can look to some free tools such a tool called Edison, which is available on the Microsoft website, that enables you to optimize power management on XT or Vista, so that you can start getting real savings as early as today. You don't have to wait, you can get those things today. So we talked about power management on the client side and on the server side, the next big opportunity to reduce energy is around virtualization. And virtualization can be considered complicated to some people, but effectively the concept is to take a number of different machines and make them run simultaneously on one machine. So here is a very simple scenario. Let's say I have four computers or four servers in my environment that are running different tasks; maybe one of them is my web server, the other one is my database server, I have a fileshare, etc. The average utilization of a server is around 15% for most organizations. So you are only using 15% of the computing power of that machine. But when you think about energy usage, as soon as you turn on a server you are using about 60-70% of the energy of the server. So, as you can tell, right away we are wasting a lot of energy. And so when you think about virtualizing a server, you are effectively taking some of these servers that have low utilization and moving it to another another server, so you increase the utilization of that server and as a result you are turning off that machine, so you are not going to be drawing power for that machine that you virtualized; it means that you can actually repurpose that machine and you reduce cooling if it's in a server room and potentially you also reduce the amount of hardware that you have to purchase in the future, because you can start thinking about virtual machines rather than physical machines that are purchased. And that by far is one of the big areas that people are seeing some tremendous savings, because the servers consume so much energy; and when you have limited server space, this is a place where you can also see a number of savings. Now, Microsoft provides virtualization capabilities in Windows Server 2008 and those capabilities are available directly out of the box, so you can start using those very easily with Windows Server 2008. (AJ) Francois, if I can interrupt you here for a moment. Can you take a quick poll, any of those of you in the audience raise your hand, push your little raise your hand button, if you are already virtualizing some of your servers or have played around with virtualization. Ok. Got a few hands raised there, maybe half a dozen. You can lower your hands. And how about, who in the audience knows what virtualization is or understands what virtualization is, if you could raise your hand. Great. Shows that probably a couple dozen more folks raised their hand. Okay. I'll let you keep going then. (FA) Okay. And virtualization, I highly encourage everybody to look at it. Even if you have few servers, two or three servers, or if you have 100 servers, there's a lot of opportunities to save money and save energy. Now we also provide tools to help you identify servers that could be virtualized. And we have a free tool on the Microsoft website called the Microsoft Assessment and Planning Toolkit, or MAPT for short. You can get that at Microsoft dot com slash MAT; and that's a tool that you can use and it will tell you what the average utilization of your servers is, you can determine which server can be virtualized. It will tell you, of your pcs, which ones are running XT or Vista and which ones could be upgraded to run Windows 7. It's a great tool and it provides you with some reports that can help you plan your Green IT deployment. One of the big things that I've seen people use this tool with is, you know there are servers that exist in organizations that actually do nothing at all. They are just sitting under somebody's desk or they are running an old, old application that nobody is actually using anymore. And so it's a great tool to help you find those servers that are doing nothing at all and could be turned off, without even being virtualized; and you would be amazed in large organizations how many of those servers exist. And this tool helps you identify some of those servers in the business. So that was effectively reduce; and lots and lots of opportunities here to save energy, save costs and save the environment. When we think about managing the energy, we always say that you can 't reduce what you don't manage. And if you don't manage and you don't measure what you have, everything I've just talked about is going to be hard to quantify; it will be hard for you to share with your stakeholders the savings that you've seen, but it might be also hard for you to justify some of the capital investment. And so management is key. And here Microsoft provides two sets of.... First, on the IT side, we provide capabilities to help you manage your IT more effectively, thinking about energy, how do you optimize servers for power management specifically; and then by reporting, analytics and scorecards to help you start tracking your environmental performance indicators, and start seeing how all these initiatives that you have in your organization can help you drive your overall environmental goals. So when you think about the IT side of the house, this is where Microsoft's system center set of tools comes through. But here you can use these IT tools to help you manage your group policies and ensure that the right power management settings are in place. Now oftentimes users will go ahead and turn off power management even if it was on because they have perceptions that the machine will not perform as well if it's turned off at night or that there might be some issues if the screen saver is not on. And so this is a way for you to take control and start ensuring that the right settings are in place. But it also helps you set up and manage your virtual server environment. Whenever you virtualize it's critical to have the right management infrastructure in place. It also helps you do capacity planning so that you know if you have any application whether you should put that application in a virtual environment because you have some extra capacity or whether you should purchase new equipment. So, great capabilities available in systems center. Now when it comes to managing the business, here Microsoft provides some capabilities in the box with Microsoft Dynamics AX. We have an environmental dashboard that's available to help you track energy consumption and your greenhouse gas emissions. You effectively get a scorecard that lets you see your goals, track performance and have all that sent automatically from your, but if you prefer to roll out your own, we have reporting capabilities in Microsoft Sequel Server that can help you drive reports so you can start communicating with management or with your stakeholders how you are actually doing on your environmental initiatives. So, a lot of riches here and I think the key point is, if you are going to drive any sustainable program, make sure that you have the right management structure in place so that you can improve performance and reduce your overall environmental impact. Now lastly, this is in my mind always the fun part; but this is where we start thinking about new ways to run our organizations to be more efficient and where we can rethink some of our business practices. And there are some obvious areas where by rethinking how we work we can not only have an impact on the environment but also on productivity and on costs. One of the big things that always comes up is how do I start reducing travel and promoting more telework opportunities for my employees, my constituents? This is a great place again for cost savings, but also for productivity gains. Lots of opportunities to move to this paperless office that we've been talking about for decades. But now that reality is coming through in the context of environmental benefits. The average employee in the organization today, according to the EPA, consumes about 10,000 sheets of paper a year. And that's a big environmental impact, but it's also a big cost for all of you and it means that you need printers and faxes and all that to take care of that. And then finally there are opportunities also to think about online services and reduce the energy cost of your server rooms or your data centers by moving to new online services. So in this particular section we're going to talk about unified communications technology, the opportunities to go....for its digital notetaking software or e forms, and then we'll talk about online services and the opportunities that are there. So thinking about travel and commuting, unified communications capabilities is key. This really enables you to reduce business travel and also increase telework. If I don't have to go on a plane, well that means I didn't have to purchase that plane ticket and I didn't have to emit the carbon to travel from one location to the other, but it also means that I increased productivity because I didn't have to spend the time going through security lines and waiting at the airport, etc. So there are some tremendous opportunities here for everybody to start saving. Now that doesn't mean we are never going to get on a plane again, but it's an opportunity to think about and make the decision do I really need to be taking this meeting in person? If you think about this particular webcast, Steve and I are actually in Seattle, while the Tech Soup crew is in San Francisco. In the old days we'd probably want to travel so we were all in the same room to do this particular webcast, but now we can do it all virtually. And unified communications capabilities are key. But the other thing that we hear is that one of the inhibitors to remote meetings and remote travel is the fact that we need better collaboration tools. And here Sharepoint, for example, can help you do group collaboration and enable this distribution and collaboration environment. Very key and the technologies are available today for all of you to use. Something about the paperless office, as I mentioned today the average worker consumes 10,000 sheets of paper a year, there, there are lots and lots of opportunities to take some processes and move those online. So think about digital forms. Microsoft provides a tool called Infopass, so they can take these paper-based forms and move them online. That improves efficiency, helps you manage your data more effectively, but this is a place where, again, lots and lots of opportunities. We also talk a lot about the concept of the deskless worker. One of the big environmental impacts that we have is your own building. If we have to consume physical space that means we need to heat that space, and we need to provide that environment for all the employees, but can we have a new work environment where rather than have physical spaces we promote parawork, people working from different places around the world. This is very important so that you can help move to this new world of work. And then something that may sound a little silly, but digital note taking is also taking off. I don't actually use a physical notebook anymore, I use Microsoft One Note, to type all of my electronic notes. That means that I can search it, I can share it, there's a lot more flexibility that wasn't available before when I had just physical paper. And then the last area in the area of rethink is around online services. There's a whole new set of online services that are being available where you can start thinking about hosting some of your IT equipment in third party hosted facilities. You can start thinking about rather than running physical packages in your environment, can I run some of these web-based packages to run my operations, so that I don't have to incur the physical cost of that equipment, the energy, etc. that goes into running a particular application. I can let a third party operator take care of that for me. At Microsoft we run some of the most complex data centers in the world. And these data centers are extremely energy efficient. So when you consider how you run your IT today and the energy consumption of that, we are actually running that dramatically more efficiently, so there's overall savings that you can see for the environment by moving to this highly efficient data center environment. And this is one of the considerations that you might want to put in play when you look at some of these online services: how efficiently are they running, is this a place where they are thinking about the environment as part of their operations? But we are seeing a lot of our customers and a lot of organizations looking at this new model as a new way of working.So, we've talked a lot about how to reduce energy, how to manage that footprint and how to rethink business practices, and we want to just really share with you some of the capabilities that are in place that you can all use after this webcast today. And hopefully expand how you might be thinking about Green IT. It's more than just power management, although you should be doing that, too. It's the whole collection of these capabilities that you can use and that you can start sharing with your stakeholders some of the things that you are doing.So, five things in five minutes. Anna, do you want to take this one? (AJ) Sure thing and thanks so much for putting this in. Again I Anna, of the Green Tech initiative here at Tech Soup, and we are running an educational campaign for the first three weeks of November. And what we are trying to do is encourage people to take a few easy steps to reduce their power usage of their ITT equipment. So for the first week we are really pushing 5 things in 5 minutes. These are five things that you can do, each of them in under five minutes, to reduce your power usage. And you can come to us at Tech Soup dot org. green tech slash energy and find out more about our campaign. But these are the five things: Setting power management; turning off your computer at night, if that works with your IT department. And if they encourage you to keep it on we have some suggestions about things, ways that IT can change the things that they are doing so you can power off at night or go into hibernate mode. And then we have a few other things that cost a little bit of money up front but then you should start seeing savings within a year. Again they are things that were mentioned earlier in the presentation, like choosing EPEAT hardware or Energy Star. One clarification, all EPEAT hardware is already Energy Star compliant. If you are looking at EPEAT it is Energy Star saving already. And they have a great product catalogue at EPEAT, where you can go and look at hardware by vendor and find the equipment that is right for you. And so I invite you to join us at Green Tech and look at our campaign, we are also running a contest as part of that. If you do two of these five things you can be eligible to win our contest. It's a quick survey; again, under five minutes to take the survey; tell us about what it is that you , what changes you made and you will be entered to win. One of the prizes is that your organization will be featured on Tech Soup dot org. So, I do encourage you to join us. And if you want more information beyond what we have at Green Tech, Climate Savers computing initiative has a lot of information and we have many links with them because they have step by step guides about how you can set power management on most modern operating systems. And since it's already in Windows 7, you probably don't need to go there for Windows 7, but XT, Vista, Mac OS 9, Mac OS 10, all of those are included. And here on the next slide we have the url for what I was talking about and we'll be sure to send that out as well. But make sure to enter the contest before November 20th, as that's when it will close down. (SL) This is Steve, I just wanted to jump in with one other contest that Microsoft is sponsoring around the launch of Windows 7, in recognition for the great work that NGOs do; and that is 7 Ways to Change the World. It's a contest where we ask people to upload short video clips describing how you would accomplish your social change mission using Windows 7. We'll be selecting seven winners to give them a new pc with Windows 7 and nonprofit grants of $7000. We are really not looking for high production values here. No James Cameron Titanic style effects. Someone with a good idea sitting for 90 seconds in front of a webcam and describing how you would use that technology and conveying the excitement and enthusiasm has a great shot of winning. We have a nice number of entries, but I would say that if this was Powerball I would definitely buy a few tickets. There's definitely a nice chance to win and all of your organizations are exactly in the sweet spot of the types of organizations that we are looking to feature. So, it's due relatively soon, it's November 11th, but again, we are not looking for anything fancy, just great ideas. (AJ) Great. Thanks so much for that, Steve. We do have a question from the audience. They say they have seen different levels of Energy Star, 3.0, 4.0, 5.0. What do they mean? (FA) So the Energy Star guidelines are really guidelines provided to some of the computer manufacturers to determine what are the most stringent energy efficiencies that you can use. So, today the latest guidelines are Energy Star 5.0. This is the new guideline that became effective in July 2009, that enables you to get the maximum lowest power consumption on your computers. And that really helps you by not only how much the pc consumes but how much it consumes when it's in sleep mode and thinks about all of the different requirements that are required to, earlier when you saw me changing my power management settings, the Energy Star spec actually tells me how quickly my monitor should dim or when my power management settings will actually turn on. So it's a broader set of guidelines available. At Microsoft it is the standard that we look for when we purchase equipment for our organization. (SL) Just to amplify what Francois said as you speak about 5.0; this is, the EPEAT standard has some different cues or levels of ....over goals, but the Energy Star 5.0, these are not essentially competing different levels, they are just the most recent standards. So we certainly encourage people to look at Energy Star 5.0 for your procurement. (AJ) Excellent. Well, unfortunately we are out of time for questions, but we will be taking follow-up questions in our emerging technologies forum in the Tech Soup community. On the screen is the cue, the url there, but we will also send it out in an e-mail afterwards. So, if you have any questions please feel free to join us there, and Steve, Francois and I will all be available to answer your questions, as well as we will be tapping into our broader array of technology experts around the world in our forum. So I encourage you to follow us there. (KG) Thanks, Anna. This is Kami, again, to do a wrap-up. For those of you who are not sure of all the things that Tech Soup has to offer, we have helpful articles on different technology topics of interest to the non-profit and library community, you can find donated software on the community forums that Anna just mentioned as well as important upcoming events and conferences. So we'd like to thank Ready Talk; this webinar is made possible by them. They have donated the use of their system to help Tech Soup expand awareness of technology to the nonprofit sector. Ready Talk helps non-profits and libraries in the US and Canada reach geographically dispersed areas and increase collaboration through their audio conferencing and web conferencing services. So, again, thank you everyone for participating today and thank you to Steve and Francois for your presentation. It was an excellent presentation; lots of great information. So, if you have additional questions, please post them to the community forum or send us an e-mail. And again, we did do a presentation earlier today. If you'd like a copy of that as well, we can send that to you. So, thanks to everyone again, and to Lindsey for posting the Chat, and Jim. Have a great day everyone. Thank you so much. (FA) Thanks everyone.

Video Details

Duration: 42 minutes and 53 seconds
Country: United States
Language: English
Genre: None
Views: 75
Posted by: techsoupglobal on Dec 10, 2009

This session, with environmental experts from Microsoft, will help you learn how to reduce the environmental impact of your information technology and how to effectively use IT to improve your organizations’ efficiency. We’ll discuss ways that greening IT can help you reduce energy, resource usage and costs. Whether you are thinking about data centers, server virtualization, or using group policy settings for power management, this session will provide practical tips and resources.

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