Small schools (K12 and Colleges with less than 1,000 students) are accustomed like all of us to accessing email around the clock.  We know email is habit forming at best and compulsive at worst.  The new economy proves funding 24/7 in-house email services can be staggering as budgets are slashed.  Many schools have embraced the cloud, migrating email services to Google.

Annual costs to support a legacy back-end email server, software licensing and required related services (anti-spam, anti-virus, filtering and backup) must also run 24/7 while “people” costs include training and technical support.

Some legacy email solutions actually require a dedicated server to cannibalize a CPU — not virtualization friendly.  Think OpenText’s WorstClass FirstClass email server.

The green financial picture.
What’s an overlooked annual cost by IT and financial managers?  Electricity.  The cost to power all your school servers 24/7 can be rather shocking….sorry.

The first time I collaborated on a college’s annual budget, I was surprised energy costs for just three buildings on a small campus ran above $260,000/year.  Same probably applies for K12 district buildings.

Server costs and email requirements
If your school is running real industrial servers (1U or even 3U units) there are significant annual costs, regardless of rack, blade or tower servers.  Many schools on tight budgets re-purpose Pentium desktops to be “servers” along with those old, energy sucking CRT monitors.  Not a good idea.  And don’t be so moved by the marketing and PR efforts for “green” servers, they run all day and still cost a surprising amount over a three to five year lease.
…you do lease your school’s servers?

How to fight the power
So how much does your school’s servers cost to power year-round?  Gather total watts for EVERY computer in your server room which includes KVM/SAN/DNS/RTSP/CIPA filter and spam/virus systems along with all attached monitors and run the numbers.

Don’t overlook HVAC costs too.  Even small server rooms required large HVAC.  Is there a large server room at your school?   You should be looking at a rather BIG number. Hopefully your school has negotiated an acceptable rate from your regional electrical conglomerate.  For many small schools this is reasonably accurate:

Monday – Friday:
7:00am to 7:00pm 5 cents / kilowatt hour
7:00pm to 7:00am 3.5 cents / kilowatt hour
Weekends:
7:00am to 7:00pm 3.5 cents / kilowatt hour
7:00pm to 7:00am 3.5 cents / kilowatt hour

Remember servers run weekends, holiday breaks AND all summer long — even though K12 districts mostly sit empty.  Yes empty….lights are on but nobody’s home and your still burning your energy budget.

Your CFO will think its outrageous believe me, followed by a call to auto-shut down idle office and lab computers.   By the way, run the numbers for ALL computers at your school campus-wide:  computing labs along with Library, business offices and dedicated computing studios.

Re-coop costs
It helps if your IT staff embed energy-saving measures in their system configurations.  This means computers are configured to power off, dictated by your school’s traffic patterns of actual use.  Configuring monitors to “dim” is NOT energy savings (guys, the monitor still requires power in “dim” mode) so just power it off.  Believe me the time it takes a student to push the power-on button is worth the green effort.  Present the modified numbers by your CFO….it will become mandatory in the default configuration.

Can you believe lab computers are configured to NEVER sleep?  Yep – power consumption is burning money 24/7/365.  Stranger than fiction to watch a school’s budget burn up right in-front of your eyes.  Irresponsible and outdated attitudes are simply passed-on in the way of increased tuition or higher taxes for a K12 school district.

Obsolete Certification
Ironic that email administrators have been known to use established certifications as an excuse to continue running an expensive, legacy system.  Remember your school (tuition or taxpayer) is paying for certifications, some approaching $1,000 to re-enforce legacy email solutions.

I have watched the use of FUD (fear, uncertainty and doubt) while addressing alternative email solutions with a college email administrator…a true “deer in the headlights” moment.  And of course the issue of being certified was part of the reaction.  It scares the hell out of them. Discussions about changing email become a threat to some or political firestorm for others.   In the end you need to convey that shifts in the computer marketplace continue to accelerate, and email is now apart of that discussion.

Conduct an energy audit.
After partnering with a regional energy conglomerate to implement a college’s first-ever energy audit, I learned much about implementing efficient measures directly impacting the organization’s IT carbon footprint while reducing annual energy costs.

Today’s students are more aware of their need to reduce carbon footprints while junior faculty are embracing green energy savings at home and at school so there is real momentum despite an IT team’s outdated approach to let everything run all day and all night.

At one operations meeting with College executives I learned the school was going to partner with the energy conglomerate for a financial gift.  I simply asked to consider negotiating a $0.15 shaving off our kilowatt/hour costs….the school did not recognize that avenue of thinking.  Remember that $260,000 annual energy bill.  One would hope a-quarter-of-a-million-dollars would change the way people think.

Google Apps for Education
By migrating from an internal email server (and associated services mentioned above) to Google Apps for Education (GAE) schools eliminate ALL server related AND energy costs.  And maybe, just maybe if your school is forward thinking you can reduce expensive Microsoft site licensing with GAE’s bundled suite.
Yesterday Google announced two more states have adopted GAE for 3,000 schools across Colorado and Iowa.  I see lots of financial and energy savings as well.

Its all about change and I know change is hard.  May I recommend Switch: How to Change Things When Change Is Hard.  At the same time I believe sharing the spreadsheet energy cost saving should be enough for most decision makers.

Tags: Google, Google Apps for Education, email server, Postini, technology budget, increased tuition, taxpayer, tipping point, carbon footprint, K12, trends