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Green It

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OPEN UNIVERSITY MALAYSIA
FACULTY OF BUSINESS MANAGEMENT
MASTER OF BUSINESS ADMINISTRATION
BMIT 5103
INFORMATION TECHNOLOGY FOR MANAGERS
Individual Assignment

Abdul Matheen Abdul Sattar - S1409012172
Telephone: 7965141
Email addresses: abdul.matheen@villacollege.edu.mv

Lecturer Name: Ahmed Shareef

Learning centre: Villa College Eydhafushi Campus

Trimester: January 2014

VILLA COLLEGE EYDHAFUSHI CAMPUS
MBA B11

GREEN IT

Abdul matheen abdul sattar s1409012172 ACKNOWLEDGEMENT
I would like to express my deepest heartfelt appreciation to my lecturer who has given guidelines, advice and support during his hectic schedule which will not be forgotten. Without the supervision and commitment this dissertation would not have been possible.
I would also like to thank people whom I have interviewed to get the information from the different companies; Hussain Meeaadh from Baa Atoll Office, Thoriq Abdul Rahman from Baa Atoll Education Center and Mr.Prashaad from Sonevafushi Resort. Without their engagement and full support this project would be incomplete.
Finally I would like to express the deepest appreciation to my classmates, where this project could not have been accomplished without the support of you all.

ABSTRACT
This research involves the study of the attitudes namely the awareness and readiness of IT managers towards Green IT adoption. The goal is to identify how much companies are aware and readiness towards Green IT adoption and propose the best way on how the companies can go green. This has been done by interviewing the IT managers of three different companies and observing their working environment. This research will also highlight the manager’s perception of the company’s readiness towards Green IT adoption.

TABLE OF CONTENTS Contents | Page No | Acknowledgment | 3 | Abstract | 4 | 1.0 Profile of the Company or Institution | | 1.1 Baa Atoll Council | 6 | 1.2 Baa Atoll Education Centre | 6 | 1.3 Sonevafushi Resort | 7 | 2.0 Profile of the Senior IT Managers Interviewed | | 2.1 Baa Atoll Council | 8 | 2.2 Baa Atoll Education Centre | 8 | 2.3 Sonevafushi Resort | 9 | 3.0 Interviewed Questions and Answers | | 3.1 Baa Atoll Council | 10 | 3.2 Baa Atoll Education Centre | 11 | 3.3 Sonevafushi Resort | 12 | 3.4 Other Questions and Answers | 13 | 4.0 Recommendations | | 4.1 Recommendations for Baa Atoll Council | 16 | 4.2 Recommendations for Baa Atoll Education Centre | 18 | 4.3 Recommendations for Sonevafushi Resort | 20 | 5.0 Overall Conclusion | 22 | 6.0 References | 24 |

1.0 PROFILE OF THE COMPANY OR INSTITUTION
1.1 Baa Atoll Council
Baa Atoll Council was established on 1965 in B.Eydhafushi. When it was first introduced they have only 3 employees including the Atoll Chief. But now they have 31 employees working in different departments. The main work or objective for the Atoll Council is to facilitate to all the island councils at Baa Atoll in providing different kinds of services to the citizens of the islands. They have departments like administration, human resource, finance, policy planning, infrastructure and economic development. Here the whole process or work is digitalized and all the employees have IT knowledge equivalent to their assigned tasks. (Abdul Baagir Ahmed, 2014)

1.2 Baa Atoll Education Center
Baa Atoll Education Centre was the first government school in the atolls which was opened on 24th February 1978 by the then Minister of Education, Honourable Abdul Sattar Moosa Didi. When it was first established the name of the school was Baa Atoll Community School. The institution was established with the objective of universalizing primary education beyond Male’ the capital city. Initially the school began with 58 students and only having 3 teachers. The institute presented its first batch of secondary students to the London O’Level examination in January 1995. After that secondary education at advance level was introduced for the first time in 2001. The growing enrolment from the students from other islands shows the trust and belief of the people on the quality of education imparted at Baa Atoll Education Centre. Currently they have 685 students studying from grade 1 to 12. They have currently employed 32 administrative staffs and 73 teachers overall. This institution has also digitalized their works. The employees also have IT knowledge depending on their tasks assigned. (baec, 2014)

1.3 Sonevafushi Resort
Sonevafushi was built on the desert island of Kunfunadhoo. When it was established in 1995 it was a small local resort and after that quickly turned into the international chain of hotels and spas. “The owners of Soneva are a couple Eva and Sonu Shivdasani, which they have no idea that their intensely personal vision of a locally crafted villa and environmentally responsible lifestyle would form the basis of successful collection of world-class resort and spa” (Soneva, 2014).
“Today the Sonevafushi have many imitators like yachting experience, Soneva in aqua, breathtaking remote but accessible natural locations, effortlessly chic accommodation, incredible food, truly memorable activities and inspiring ethos of sustainability and services that is uncannily intuitive” (Soneva,2014). To facilitate to all these activities currently Sonevafushi has employed 354 staffs in different departments.

2.0 PROFILE OF THE SENIOR IT MANAGERS INTERVIEWED
2.1 Baa Atoll Council
Name: Hussain Meeaadh
Age: 21
Gender: Male
Educational Qualification: O’Level, O’Level and Certificate 3 in Information Technology
Experience:
Worked at Eydhafushi Council as a Multi-purpose office manager.
Currently Atoll Council IT technician (1 year)

2.2 Baa Atoll Education Centre
Name: Thoriq Abdul Rahman
Age: 32
Gender: Male
Educational Qualification:
GCE O’Level
Foundation in Information Technology
Experience:
2003 – till date – Assistant IT officer at Baa Atoll Education Center

2.3 Sonevafushi Resort
Name: Pradeep Nair
Age: 37
Gender: M
Educational Qualification: Diploma in Electronics and Tele communication | Industrial training institute - India | Diploma in computer HW and Networking | CGIHT - Bangalore | Microsoft Certified Systems Engineer (MCSE) | Microsoft Corporation | CCNA | Course completed | Diploma in corporate IT Management | Indian School of Business Management and Administration | Bachelors in Information Technology | Indian School of Business Management and Administration |

Experience: (Job profile in Maldives)
2001 May – 2005 September – worked at System Administrator, Villa Hotels
2005 September – till date – working at Sonevafushi Resort Systems Administrator, Assistant IT Manager and IT Manager

3.0 INTERVIEWED QUESTIONS AND ANSWERS
3.1 Baa Atoll Council 1. How aware are you regarding Green IT?
Actually I don’t have much information regarding Green IT but I know some information about Green IT. I can say that it is to find ways to mange and sustain the using of technology. It can also be used to reduce the cost of electricity and thus it will lead to efficiency in the work place. 2. What factors that influence your awareness and readiness towards Green IT adoption?
It will be more efficient and can reduce the cost. It is also a concern that although it is very important to implement but there were no awareness within the staffs as well as the society. Although I want implement as it will increase the organizations productivity by reducing cost, the top level managers need to get the information and first we need to make them aware about this concern. 3. According to your understanding of Green IT what is your company’s readiness towards Green IT adoption?
Top management is not aware about Green IT and as IT technician I’m doing some woks to make them aware of this important fact.

3.2 Baa Atoll Education Center 1. How aware are you regarding Green IT?
The truth is that I am not aware of Green IT concept. But according to the word ‘Green IT’ I think it is like using of environmental friendly IT systems. It might also be like using of energy efficiency technology in order to reduce the use of electricity. 2. What factors that influence your awareness and readiness towards Green IT adoption?
Here we are using a large number of papers daily in administrative purposes. Sometimes I think of a way how to minimize or reduce the number of paper usage. Likewise electricity cost is also increasing day by day as the school expands. I my opinion there should be a way which we can reduce the energy usage. So, I think the implementation of Green IT will help me in reducing the energy and cost. 3. According to your understanding of Green IT what is your company’s readiness towards Green IT adoption? Actually I can understand what Green IT is but I don’t think that that top management is aware of this concept. Even though they know about this first I have to propose a plan and make them aware of this concept. Right now we have managed to switch off all the PC’s, printers and air-condition systems not in use. I think we should do much more than this.

3.3 Sonevafushi Resort 1. How aware are you regarding Green IT?
In the sense of Green IT, it is the way to minimize the It waste and at the same time disposing the IT waste safely in a way which will not get any harm to the environment, like using the minimum number of servers and printers. Use the cartridges which can be re-used again. More than that virtualization of servers, using of cloud computing, that will surely reduce the consumption of IT materials.
Before we started using re-fill toners monthly there were around three big plastic bags of toner to dispose. Currently we have managed to change 85% the lighting systems to LED. 2. What factors that influence your awareness and readiness towards Green IT adoption?
Because of the situation it is very difficult to adopt full Green IT standards as the place like Maldives we don’t have proper tools to do so. Previously that Green IT was not managed well but I think the waste management part we can be able to do in a better way now, because we have a newly appointed environment manager. Right now we have lots of IT waste like damaged desktops, batteries and other accessories which is stored. We don’t have a better and safe way to dispose those wastes. Even staffs requests to give them items like batteries to re-use them for some other purposes. We didn’t allow giving them those things because we don’t know how they are going to use those things and how they are going to dispose that waste. Before when we have a subsidiary company working with a Thailand company we use to send some few IT waste to Thailand through air in order to dispose safely. But now we are not working with them anymore and we need to find a best way to dispose these waste as there are lot to dispose. 3. According to your understanding of Green IT what is your company’s readiness towards Green IT adoption?
Throughout this year we have several planes to manage the Green IT in a sustainable way. We (IT department) are in coordination with the environment department in the planning process. Depending on the time availability we have initially planned to teach or give Green IT information to the school students, staffs as well as top management to make them aware. Wide spread information sessions will be surely conduct. We do have information about Green IT and we do are in need of implementation, but cost and time does matters.
3.4 Other Simple Questions and Answers Asked Questions | Baa Atoll Council | B.A.E.C | Sonevafushi | 1. Did you work to improve the life efficiency of the IT assets? | Yes | Yes | Yes | 2. Are all the IT assets purchased, enters into the asset management database or sheet? | Yes | Yes | Yes | 3. When you buy any hardware for IT purpose did you consider buying ‘energy star certification’ products? | Yes | No | Yes | 4. Does your company use any IT assets recycling process? | Yes | Yes | No | 5. Does your company prefer to buy recycling IT assets rather than consumables? | Yes | No | Yes | 6. Did you ensure that all the desktops have disabled their screensavers, so that they go into power saving mode? | Yes | No | Yes | 7. Are you trying to replace desktop computers to lower-power laptops? | No | Yes | Yes | 8. Did you managed to replace desktop units to thin client solutions? | Yes | Yes | Yes | 9. Did you inform all the employees to turnoff the PC’s when it is not using? | Yes | Yes | Yes | 10. Do you have multi-functioning devices instead to separate printer, fax, scanner and photocopier? | No | Yes | Yes (50%) | 11. Are you using normal fax service or virtual fax service? | Normal | Normal | Normal | 12. Are all printers in your company installed with a toner saving solutions? | No | Yes | Yes | 13. Do you have an integrated print management service in your company? | No | Yes | Yes | 14. Are you using wireless networks or fixed line networks? | Fixed | Fixed | Both | 15. The lighting system in your office is intelligent and energy efficient? | No | No | Yes | 16. Do you have energy saving air condition system installed in your offices? | No | No | No | 17. When you are in need of extra servers do you consider server virtualization as a basic implementation method? | No | No | Yes | 18. Does your company practice intelligent refreshing in servers in all environments to improve their operation efficiency? | No | No | Yes | 19. Are all the servers in your company are energy efficient servers in terms of power supply? | No | No | Not all (50%) | 20. Have your networks been converged (voice/date, fixed/wireless) to reduce the number of switches needed in your data centers? | No | No | No | 21. Does your company conduct information programs to reduce IT related waste? | No | No | No | 22. Does your company manage to dispose IT related waste safely? | No | No | No | 23. What are the things you are doing in order to recycle or re-use IT hardware | Switching the needed parts | Switching the needed parts | Nothing yet | 24. IT related operational tools like batteries and printer cartridges are recycling or re-using in your company? | No | No | Yes | 25. Can all employees in your company use digitalization of work process or a web interface to do their basic tasks | Yes | Yes | Yes | 26. Are e-mails or electronic signatures accepted in your company as a valid method for approving or authorizing process? | No | No | Yes | 27. Does your company use electronic payment system? | No | No | No | 28. Are e-billing system used by your company? | No | No | No | 29. Does your company have an internal based intranet tool for communicating within the company? | Yes | No | Yes | 30. Is your company use video conferencing instead of travelling? | No | No | Yes | 31. Is your IT unit capable of working, staffs at their homes? | No | No | Yes | 32. Does your company provide information to employees regarding telecommuting, video conferencing and other IT related issues? | No | No | No | 33. Is green IT information given to employees? | No | No | No |

4.0 RECOMMENDATIONS
4.1 Recommendations for Baa Atoll Council
From the interview itself I have found that the IT technician in the Atoll Council has no much information about the Green IT and he is not aware how to manage and sustain the IT system Green. But I have also found that unknowingly they are still doing some works in line with the Green IT. Here are some suggestions that I’m going to suggest Baa Atoll Council to manage a Green IT. * As the Atoll council is using around 40 desktop computers, it will be much more cost efficient if they try to replace desktop computers with the lower-power laptops. * They need to have multi-functioning devices instead of separate printer, fax, scanner and photocopier. If they use multi-functioning devices means they will be able to reduce a huge cost of the electricity. * Need to use virtual fax service instead of the normal fax service. As the interview goes on I found that a large number of paper are consuming every month for fax printouts. If the Atoll Council implements virtual fax service the cost of the paper will be minimized. * They also need to have an integrated print management service that will improve printing efficiency through introduction of Manage Print Service (MPS). * As they are using fixed networks it is advisable to change it to wireless networks as it will save more money. * The lighting system needs to be changed to an intelligent and energy efficient system in order to reduce the cost. * Currently they don’t have an energy saving air condition systems installed, so they need to install energy saving air condition systems like inverter air conditioners. * When I questioned about the consideration of the server virtualization the IT technician wasn’t aware of the concept. Actually right now they are in need of an extra server and my recommendation is to consider server virtualization instead of purchasing an extra server. * Need to practice intelligent refreshing in servers in all environments to improve their efficiency of the operations. * They need to have energy efficient servers in terms of power supply in their data centers. * They need to converge their networks in order to reduce the number of switches needed in the data center. * Need to conduct information programs to the citizens of Eydhafushi as well as the staffs of the council in order to reduce IT related waste. So disseminating this information widely will increase awareness of the recycling and re-using of the resources. * They need to find ways to dispose IT related waste safely. This will help in reducing environment polluting and thus it might lead to an interest for the rest of the employees. * Need to purchase operational tools like batteries and printer cartridges that can be recycled and re-use again. * As e-mails or electronic signatures are not accepted in Atoll Council currently as a valid method for approving or authorizing process, they need to accept e-mails or electronic signatures as a valid method for approving or authorizing process. This will certainly again reduce the number of paper usage. * They need to implement electronic payment system and e-billing system in the office. * As there is no use of video conferencing they need to implement video conferencing technique instead of travelling that will cost huge sum of money. * The IT system needs to be designed in a way that the It units are capable of staffs working at their homes. * In order to increase awareness regarding telecommuting, and video conferencing and other IT related issues the Council needs to provide information to its employees with the help of the IT expert or a IT specialist. Furthermore with this information they also need to give information about Green IT to the employees.
Basically the information which I have gained from the face to face interview I understood that the Council is in line with Green IT in some areas unknowingly but most of the areas they are not in line with the Green IT concept. I have also understood that that the IT technician in the council was not fully fit for the job for this integrated and huge IT system in the Council. He is not aware about most of the Green IT areas as well as the IT system in the council. So one of my suggestion, is also to give more training to the IT technician related to the IT systems and other relevant information. If not it will be favorable to recruit a new IT professional who will be fully fit for the job.

4.2 Recommendations for Baa Atoll Education Centre

From the interview I understood that the institution or the IT superior does not have proper knowledge about the Green IT concept. Although without the understanding of this concept I found that they are trying to implement or already they have implemented some tools that are in line with the Green IT concept. Here are some suggestions that I’m going to suggest for the Green IT weaker areas. * As they do not consider buying any ‘energy star certification’ hardware for IT purposes, rather only considering cost and buying the cheapest and cost effective hardware. So I recommend buying ‘energy star certification’ hardware when purchasing any hardware for IT purpose, that will lead to reducing the energy usage and thus reduce the electricity cost. * They prefer to buy consumables rather than recycling IT assets. But to be in line with the Green IT concept I suggest minimizing the use of consumables and buying recycling IT assets. * Need to ensure that all the desktops have disabled their screensavers, so that they go into power saving mode. * They need to use the virtual fax service instead of normal fax so that will lead to huge reduction in paper cost. * Fixed line networks will cost more than a wireless network. So that they need to use wireless network instead of fixed line networks. * Need to change the office lighting system to an intelligent and energy efficient system. * It is advisable when there is a need of an extra server; need to consider server virtualization as a basic implementation method as it will be more cost effective and higher data security. * Need to practice intelligent refreshing in servers in all environments to improve their operation efficiency. * They need to have servers that are energy efficient in terms of power supply. * They also need to converge the networks to reduce the number of switches needed in the data centers. * They need to have wide spread awareness or information programs to the citizens of the island related to reducing of IT related waste. Furthermore they need to find a way that they can dispose the IT related waste safely. * They can start using batteries and printer cartridges that can be recycle or re-use again like re-filling toner. * As it will be very much cost effective way to accepting of e-mails and electronic signatures as a valid method for approving or authorizing process. So I suggest using this method. * They can also start using of electronic payment and e-billing system. * According to Mr.Thoriq several times he recommended to the top management of implementation of a internal based intranet tool for communicating within the company. But according to him every time they refuse to do so due to the implementation cost. But I advice to make the top management aware of long time benefits of this implementation and soon introduce this tool in the operations. * They need to start using video conferencing instead of travelling every time. * Until today they did not provide information to their employees regarding telecommuting, video conferencing and other IT related issues like Green IT. So I suggest giving this information to all the employees and making them aware about these problems or areas. Then the company will be able to implement any Green IT policy most efficiently as the employees will be the one who is going to use or support these implementations.

According to Mr.Thoriq although he wants to implement these Green IT tools in the business the challenge is the policies of the institution as well as the top management. First Thoriq needs to make sure that he does thoroughly understand the concepts and tools of Green IT. Then he can make plans to give the information about Green IT to the top management as well the staffs. That will help in the increase in the awareness and thus leading to readiness towards Green IT adaptation.

4.3 Recommendations for Sonevafushi Resort

Based on the interview I understood that the IT manager is very well aware and his readiness towards Green IT adoption. Not only him but the whole top management was aware of the Green IT and they have lots of plans to make their IT Green. As we all know that the Sonevafushi is well known for eco-tourism and in my opinion the IT system also should be operating in line with their other Green operations along with their best practice. They should find ways and make the Green IT sustainable in future. Here are the recommendations for the areas they are lacking in implementation of Green IT. * Until now they do not have or use any IT asset recycling process. More than 70% of the IT related waste is stored and kept for until they finds a way to dispose the assets safely or more environmental friendly way. According to Mr. Pradeep recently they have recruited a new manager called environment manager and now he have started working in corporation with the environment department to find the efficient way to dispose those IT related waste environment friendly. So I recommend implementing a procedure as soon as possible and starting disposing the IT related waste safely. Until now they did not dispose those wastes because it won’t be safe just to throw or send to Thilafushi due to the toxic and hazardous acids that will be very harmful to the environment. * They need to use virtual fax service instead of normal fax service. According to Mr.Pradeep they are using ‘Elephant Dunk Paper’ which is environment friendly paper what depending on the cost it is expensive than normal paper. But if they use virtual fax that it would obviously saves a huge amount of money or it reduces cost of consumables. * As for now they are using multi-functioning devices instead of using separate printer, fax, scanner and photocopier for 50% of their departments. According to Mr.Pradeep they are going to use multi functioning devices for their 90% of the departments before the end of this year 2014. So I suggest implementing this as soon as possible, because it will save lots of energy and money. * They need to change all the fixed line networks to wireless networks. Currently 50% is wireless and remaining 50% is fixed networks. When they use wireless it will saves cost of the cables, network switches etc again this will saves money. * The air condition systems they are using in their offices are not energy saving air condition systems. So it is advisable to change the air condition systems to energy saving systems. According to Mr.Pradeep they have started changing the air conditioners to energy saving systems. * Right now they have their fixed servers inside their data centers but in future when they need extra server they are going to virtualizes their servers. So my suggestion is not to buy any server when in need and go for virtualization of servers. * As they did not conduct any information programs to reduce IT related waste to the society or staffs it is advisable in split of a widespread awareness of the need to recycle and reuse resources. But as per the IT manager they are going to start information programs to schools, society and staffs to make them aware of IT related waste. * Until today they didn’t manage to dispose IT related waste safely or recycles or re-uses it. So I, suggest implementing a best way to dispose or recycle or re-use this waste safely. Based on the interview they are going to implement their best practice very soon. * They did not use electronic payment system or neither e-billing system. I advice to implement these two systems soon and in long run they will get to reduce cost. * Until today they did not provide information to their employees regarding telecommuting, video conferencing and other IT related issues like Green IT. So I suggest giving this information to all the employees and making them aware about these problems or areas. Then the company will be able to implement any Green IT policy most efficiently as the employees will be the one who is going to use or support these implementations.

Throughout the interview I have found that implementation of Green IT was a concern for them but huge cost that will incur to implement and time constraints are their major barrier to implement. However according to Mr.Pradeep I found that they have many Green IT plans to implement in this year as well as coming years. Moreover I have found that some areas they are constantly improving the use of Green IT.

5.0 OVERALL CONCLUSION

The three companies or an institution which I have interviewed in this assignment is basically from three different disciplines. They nature and the work are totally different from each other. Baa Atoll Council is the main body to oversee all other island council works throughout Baa Atoll. However Baa Atoll Education Center is an educational institution which gives education from Grade 1 to 12 students. On the other hand Sonevafushi is a well known high quality resort which is famous for eco-tourism. So basically the usage and purpose as well as IT size will be totally different from each other. In this assignment I have mainly focused on their awareness of Green IT and how much each company has implemented their Green IT tools. For this I have asked a different set of questions from five different areas. They are procurement, office environment, data centers, corporate citizenship and work practice. From these five areas I have asked each company regarding their Green IT implementations 33 questions which I have given 1 point for each implementation. The results are Sonevafushi 20 points, Baa Atoll Council 13 points and the least is Baa Atoll Education Centre getting 11 points. By looking at the procurement area I have found that generally all the three companies have improved in this area including purchasing, managing, recycling and re-using of IT assets. But I think B.A.E.C score is appeared lower than other two so, they need to improve in buying energy star certification products and they also need to prefer buying recycling or re-usable IT assets rather than consumables.
Office environment is mostly improved by Sonevafushi Resort. They have been implemented most of the tools that I have asked in the interview in the office environment. Here I suggest all the three companies to implement virtual fax service instead of normal fax service. More over I advice to all the three companies to change the fixed line networks to wireless networks. Furthermore I have found that there is no energy saving air condition system installed in either of the companies. So I recommend changing the air condition system to energy saving air condition systems.
While looking at the results of Data Centre area I have found the Baa Atoll Council and Baa Atoll Education Centre does not make any efforts in increasing the energy efficiency in data centers. Both the companies need to establish and implement policies related to improving the efficiency of power supply to servers and their intelligent refreshing. More over all the three companies need to reduce the number of switches in data centers; voice, IP and data networks need to be linked together.
By looking at the corporate citizenship activities, three companies have made no efforts to re-use consumables or waste goods and give Green IT information to the citizens or the staffs. All three companies need to conduct information sessions to citizens and staffs related to Green IT management and sustainability. They also need to have strict rules on purchasing re-usable IT assets rather than buying consumables.
Work practice area is another area which the companies have not performed well. The companies are in efficient in using of applications and mobile office environment. The companies need to implement the use of electronic payment systems and e-billing systems. Moreover all the three companies need to concentrate on giving Green IT education to their staffs and carbon charge-back mechanism. On the other hand Baa Atoll Council and B.A.E.C need to use video conferencing rather than travelling. I have also found that although there is a companywide concerns on the necessity of Green IT management, concrete strategies or directions are lacking.

6.0 REFERENCES

baec (2014). About Us [ONLINE] Available at : http://www.baec.edu.mv/about-us. [Last Accessed 17/3/14].

soneva (2014). About Us. [ONLINE] Available at: http://www.soneva.com/about-us. [Last Accessed 11/3/14].

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