2016

Sustainability Practice in ITS

Neelam Jha
Roll No : MP15024
XLRI –BME : 2015-2018
 Sustainability Practice in ITS
Contents

Abstract ................................................................................................................................................... 2
About the Department............................................................................................................................ 3
Breaking the barrier: ........................................................................................................................... 3
Collaboration................................................................................................................................... 3
Effect on 3 Ps................................................................................................................................... 4
Change is the Only Constant ............................................................................................................... 4
Learning Organisation ......................................................................................................................... 5
Knowledge Sharing Session(KSS) .................................................................................................... 5
Integrated Quality Management System ........................................................................................ 6
Daily Management .......................................................................................................................... 6
Healthy Mind Resides in Healthy Body (Participation in Sports) ........................................................ 7
Volunteering Activity .......................................................................................................................... 7
Conserve Resources ............................................................................................................................ 8
Way Forward....................................................................................................................................... 9
Annexure ............................................................................................................................................. 9
Acknowledgement ............................................................................................................................ 13

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 Sustainability Practice in ITS

Abstract
This is a Live project taken up on Sustainability as a part of XLRI Curriculum.

Project Organisation

Area : Group Information Services* , TATA STEEL

Sustainability Officer – Ms Priya Ranjan (TATA STEEL)

Consulted: Mr Bhaskar Bandopadhyay (CQA – Head IT , TATA STEEL)

*Group Information Services is also known as ITS.

This project aims to study Sustainability practices in ITS Department to assess current status and
deployment of sustainability Practices. How, as Department, we are playing role in propagating
disruptive technology that is changing lives by bringing in speed, breaking geographical barrier. How
have we adopted sustainability practice in our day – today work where we have a unique platform to
share knowledge in KSS sessions. How KSS session has become a channel to showcase IT work to
propagate sharing and learning culture. How knowledge is made ubiquitous by KSS and KM Portal.
How employee engagement planned in CSR activities to teach school children and various initiatives
like providing mobile app for Car-pooling, TMH OPD Booking – all these initiate are towards reducing
carbon footprint .

Scope – Assess Sustainability Practices in ITS department.

Technology touches our lives by making processes streamlined, efficient and cost – effective. Use of
technology has been a major driver towards sustainable development. Sustainability has three
elements namely – 1) Society 2) Economy 3) Environment. With growing constrain on natural
resources, it is imperative that the impact on environment should be minimised while maintaining
growth of society and Economy. Any organisation is not only assessed on its financial performance
but also on Sustainability Report and therefore three bottom-line concept is gaining popularity
where performance on three Ps being measured.

The Project aims to study

1. Take inventory of current sustainable Practices followed in ITS Department

2. Are these practices deployed uniformly in the department?

3. Way forward. Recommend area that can be benefited by Sustainability Practice.

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About the Department
Group Information Services of Tata Steel Limited also called and known as Information Technology
Services (ITS) is an internal (in-house) IT service provider to all the divisions and departments of
TATA STEEL. The Aspiration statement of ITS is as follows:

What we aspire for Tata Steel ...

Make Tata Steel a real time, agile, informed, knowledge based and connected enterprise. Create
business value for Tata Steel and its partner organization by enriching and IT enabling business
processes for its sustenance, growth & globalization; Contribute to the communities we serve.

And in so doing ...

Be recognized as a catalyst for change and a solution provider of choice to Tata Steel. Position IT as
an attractive business proposition for other Tata Steel entities. Create and leverage knowledge, Lead
the adoption and innovative use of information technology. Enhance our capability to deliver value
through partnerships. Create a stimulating work environment, where people are valued and expertise
recognized.

Breaking the barrier:

TATA STEEL is among the top ten global steel companies with annual crude steel production
capacity of 29 million Tons. It has its Production facilities spread across countries i.e. India, the UK,
the Netherlands, Thailand, Singapore, China and Australia. Operating companies within the Group
include Tata Steel Limited (India), Tata Steel Europe Limited (formerly Corus), NatSteel, and Tata
Steel Thailand (formerly Millennium Steel).

As TATA STEEL operation footprints are growing across the globe, the perceived challenge required
a well-connected Infrastructure which would enable employees to collaborate without any boundary
barrier and in a secure way.

ITS Department is continuously evolving its infrastructure support for the same. It has been taking role
of evaluating and injecting technology and best practices in our Organisation. It also supports learning
across organization e.g. bringing in awareness on IT Security Risk, Developing IT Security Policy.

Collaboration
The collaboration platform includes Lync, e-mail along with workflow applications that connects
people over Intranet. Web based systems are using responsive design and also deployed in End user
devices like IPad , Smart Phone etc. The IT Infrastructure has been constantly upgraded to provision
for its upcoming demand of connecting people dispersed across geographical region. Following table
presents the detail.

Requirement Technology Enabler Implementation

Virtual Place Video Conferencing , Tele- MD online , Doctors Online ,
presence Board Meeting
Connecting People Email , Collaborative Workflow Lotus Notes , Employee Self
Application , Office Automation Help ,Workflow System, KM
Portal
Communication Intranet Departmental Site ,
Centrally deployed
applications, Awareness on
IT Security Risk through
deployment of specially
designed Screen server on
all Desktop / Laptop

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Effect on 3 Ps
The availability of latest communication infrastructure has helped in reducing need of domestic /
foreign travel, thereby reducing carbon footprint along with the cost.

Sustainability Bottom-lines Benefit

People  Time Saver, Increases reach to people ,Increasing
effectiveness
Planet  Reduced Carbon footprint because of reduced travel,
Minimal Use of Paper.
Profit  Travel Cost saved, Increased Efficiency.

Change is the Only Constant

Application of IT has been constantly changing the way we work - in a more sustainable way – as the
scale of operation is growing .Technology is reducing processes latency thereby increasing
effectiveness.

Here are presented few cases to show how Technology is bringing in change.

Workflow Applications
Number of workflow applications has been automated where user fills in Electronic Form requests are
routed electronically to concern people. Each step of approval is actually conducted electronically
which may finally culminate to a business transaction in Auto or Non-Auto mode depending upon
process automation level. In TATA STEEL , paperless office was visualized in 1998 and initiative of
Office Automation was taken up to identify applications for automation and implement .This was a
major shift in way of working which also helped in standardizing process along with reducing paper
consumption.

Plant Operation Report (PLOP)

The Plant Operation Report contains daily production report and this is discussed every day in
despatcher meeting where Senior management do meeting over Telephone line. In the past, the
report were centrally printed and distributed to departments for Daily Despatcher meeting. This is now
available on User Access Devices (Smart Phones, Laptops).

Mobile application:
Employee Self-help site has been developed with many common employee – centric services
bundled in one portal. Hospital Management system is one of common services which is very popular
as it has reduced wait time to visit OPD .The site uses secured authentication. Following
functionalities are available with employees.

 View TMH Emergency Contact Numbers

 View Appointment List
 View Report
 View Medicines

These functionality has been extended on Mobile devices under app name as TMH Lite . This is
available to TATA STEEL employee as well as External Patients.

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Learning Organisation
ITS Department has a need to keep up pace with upcoming technologies. Therefore it constantly
works towards picking of Technology Idea that is in our context, quickly evaluate the idea, get the
best practices and adopt it in our Organisations context to reap benefit of early adopter. It had
knowledge sharing in informal way from age old day known as Thursday-Talk, Lotus Notes Discussion
Database. However, since last 5 years, the practice of KSS (Knowledge Sharing Session) has been
more structured now and with expanded reach over web-Ex. The KSS sessions has also been
conducted across continent despite the time zone difference.

Knowledge Sharing Session(KSS)

TATA STEEL has Intranet based, In-house built KM Portal for Knowledge Management. There are
knowledge Communities and sub- Communities who engage themselves in contributing in the
process by contributing Knowledge Piece, Ask Expert, using knowledge from the site. There is
evaluation criteria on knowledge contributed.

So far more than 450 sessions conducted in KSS and is now well established platform in ITS. This
builds awareness among employees. The weekly session has ensured building Knowledge Asset is
built upon consistently. There has been constant rejig in KSS session to make it relevant in current
context. The KSS platform is also been used as vehicle for important communication within
department. Each year , knowledge area is identified for contribution . In year 2012-2013,”Green IT “
was identified as Knowledge area for contribution in KSS.

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Integrated Quality Management System

Aligned to corporate Vision, ITS is early adopter of ISO way back in year 1994. The processes were
standardised and standards were maintained. The Quality Management system since then has
evolved from bulky paper manuals on standards and work instruction to maintaining it in electronic
media by in-house developed Document Management System .Standards / work instruction and
policies are maintained centrally in electronic form in the system and is under version control.
Change in standard can be suggested by any ITS employee .The online request goes for evaluation to
CQA team. Any change in the standard is presented to review committee. The change in standard is
taken up after approval of the committee. Integrated Quality Management System handles quality
requirement on three dimensional aspects.

1 . System Design and Development (ISO 9001-2015)

2. IT Security Management (ISO:27002-2013)

3. IT Service Management System ( ISO 20001: 2011)

The standards are co- authored and under version control to track changes.

The electronic Document Management system for Quality System is implemented company wide.
This gives huge benefit in terms of paper saving, tracking, Searching, accessibility of the document.

Daily Management
ITS has implemented Daily Management in all sections. This practice starts with identifying Roles
and Objective of a Team /Section and Measurement KPI to measure effectiveness of the team. List

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of measurable KPIs have owners defined and is maintained on respective Team/Section’s DM board.
Every day there is 20-min standing meeting by all team members at their respective designated DM
place. There are Service KPIs at department level, the measurement values are auto captured from
various systems. This is reviewed every month .

The Completion of first year was marked with in-house celebration by planting a Tree in the
department campus.

Healthy Mind Resides in Healthy Body (Participation in Sports)

ITS Department understands need of physical fitness for possessing mental agility. There is sports
committee in the department who works in a way to maximise participation of employee in various
sports activity. The sports activity range from indoor games – table tennis , carom to outdoor games
/activities – cricket , volleyball , trekking .There is constant effort in maximising participation .

Volunteering Activity
ITS Department is participating in TATA Engage Program for involvement in CSR activities where
employees are engaged in various CSR initiatives. We have adopted schools where volunteers from
the department take computer classes. There was exposure trip to Pipla village by Lady volunteers
from TATA STEEL. ITS participated in the same .

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Conserve Resources
ITS department is doing its bit to conserve resources by recycling material for innovative use. In Year
2012-2013 a Green IT team was also formed in the department to sensitise on resource
conservation.

Water
ITS department has 5000 cubic litre capacity of rain harvesting. The water harvested is used for
garden.

New design Taps have been installed in all the wash basins to ensure wastage of water is minimised.

Electricity
Department follows policies of ensuring PCs are switched off after people leave for home in the
evening.

Pooling Resource
MD Online viewing is arranged in Conference room where MD online is projected on 30 inch LED
Monitor for common viewing of it by group of people.

ITS employees are participating very actively in car-pooling to reduce carbon footprint.

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Re-Use Waste
The wooden packing box of server was re-modelled and made in a form of trolley to carry heavy
material e.g. PC / Server etc. shifting.

E Waste Management
The corporate application OCMS (Obsolete Capital Management System) has been implemented for
departments to declare Obsolete PC, printer etc for its disposal . ITS Facilitates this process of E-
Waste channelling for its proper disposal by involving Hardware partners like IBM,HP.

Way Forward
The Mapping of ITS Processes to 17 identified Sustainability Goals and 169 Targets may be useful in
quantifying sustainability initiatives in the department and get the three bottom-line Impact.

Bring Awareness on Sustainability: The awareness on sustainability in IT context will ensure

sustainability is embedded in IT Projects right from the beginning.

And the journey has just begun……..

Annexure

Following Table presents 17 identified Sustainability Development Goals which has been further
drilled down to 169 targets for the 17 Goals. The highlighted ones are in context of ITS .

map to Sustainable
Goals.xlsx

Goal 1: End poverty in all its forms everywhere:

Goal 2: End hunger, achieve food security, improved nutrition and
promote sustainable agriculture:
Goal 3: Ensure healthy lives and promote well-being at all ages
Goal 4: Ensure inclusive and equitable quality education and promote
lifelong learning opportunities for all
Goal 5: Achieve gender equality and empower all women and girls
Goal 6: Ensure availability and sustainable management of water and
sanitation for all
Goal 7: Ensure access to affordable, reliable, sustainable and modern
energy for all
Goal 8: Promote sustained, inclusive and sustainable economic growth, full and productive
employment and decent work for all

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Goal 9: Build resilient infrastructure, promote inclusive and sustainable industrialization and foster
innovation
Goal 10: Reduce inequality within and among countries
Goal 11: Make cities and human settlements inclusive, safe, resilient and
sustainable
Goal 12: Ensure sustainable consumption and production patterns
Goal 13: Take urgent action to combat climate change and its impacts*
Goal 14: Conserve and sustainably use the oceans, seas and marine
resources for sustainable development
Goal 15: Protect, restore and promote sustainable use of terrestrial eco-systems, sustainably
manage forests, combat desertification, halt and reverse land degradation and halt biodiversity loss
Goal 16: Promote peaceful and inclusive societies for sustainable
development, provide access to justice for all and build effective,
accountable and inclusive institutions at all levels
Goal 17: Strengthen the means of implementation and revitalize the global
partnership for sustainable development

Moments Captured..

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Acknowledgement
The content of the project report is based on information from KM Sites, Intranet and working –
experience in the department.

Photo Contribution by :

Mr Arnab Banerjee, Convener – KSS, ITS

Ms Priyanka Bose , Convener – BKVM School ,ITS

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