IT Optimization

 

Since launching the IT Optimization program in fiscal year 2012, DAS OIT and agencies have successfully centralized IT infrastructure and established a common direction for our IT community. Through IT Optimization efforts, we have documented savings of over $162 million dollars. As a result, DAS OIT and agencies refocused IT spending on things that make Ohio a better place to live and do business. The state spend has “flipped” from spending less than 19 cents of every IT dollar on public facing services and systems to more than 59 cents of every IT dollar spent. This is a result of migrating 90% of our infrastructure to the cloud and increasing adoption of shared services, such as enterprise VoIP (50,000+ profiles), email, mainframe services, and the engagement of local government and higher education in co-location services in the state’s data center. We continue to achieve great things together – because it takes all of us, working together and in concert, to continue to make the difference that we are making for Ohio and our citizens.

We have come a long way… but there is more to do! As infrastructure consolidation will successfully complete in early FY19, IT Optimization is evolving to ensure continuous improvement in enterprise application service offerings, legacy systems modernization, and next-generation business models.

Ohio is positioning as a national leader for a digital future that includes intelligent automation, autonomous and connected vehicles, machine learning and robotic process automation, digital citizen engagement and paperless processes. The central organization is structured to reduce complexity and bureaucracy, increase the use of shared IT applications and services, and support advanced BI and data analytics, while strengthening IT strategic planning, and governance functions. 

The progress we have made over the last seven+ years is tremendous and could not have been achieved without your hard work and support. We need to build on this momentum to continue to increase efficiencies, improve service, reduce complexity, and realize savings.

Ohio’s IT Optimization has laid a foundation for success. DAS OIT and agencies will continue their work on the following three priorities:

  • Creating high-quality citizen and business experiences with State programs
  • Supporting State employees with common and efficient enterprise solutions
  • Providing secure and reliable information technology solutions

Additional details regarding Ohio’s three year IT strategy are outlined within the “Ohio IT Strategy: January 2016” document, which is available on this IT Optimization Website (Resources Tab/Strategic Resources).

IT Optimization Case Study Released - 9.14.2018

DAS OIT recently released the “Transforming State Government - IT Optimization Case Study.” The study provides an overview of Ohio’s IT Optimization journey and outlines the path forward for the state. It identifies the transformational changes our state has undergone as a result of successful statewide collaboration. The topics addressed in the study include:

•    Pre-Optimization Landscape
•    Driving a Consolidated IT Function for the State
•    IT Optimization Highlights
•    Alignment of Focus and the IT Community
•    Operating Information Technology as a Business
•    Migrating to Cloud Technologies and Operating Models
•    Taking an Enterprise Approach to Platforms and Services
•    Creation of Essential Core Services
•    Protecting State Data and Assets
•    Cloud First
•    Transforming State Government
•    IP Enabled Public Safety for a 21st Century Digital Constituent

Based upon the IT Optimization foundation, Ohio is poised for its next evolution of technology that includes migration to public/private cloud operating models; strengthening cybersecurity for Ohio’s agencies, citizens, and businesses; leveraging a growing pool of data to support state decision makers; and taking advantage of digital technologies to improve interactions between government agencies and our constituents.

Thank you to everyone who has participated in and contributed to Ohio’s IT Optimization journey! Please take a moment to read about the impressive results that we have achieved together. The study is available on the IT Optimization Web page (Resources/Strategic Resources tab). If you have any questions, please contact it.transformation@das.ohio.gov


Farewell to State CIO Stu Davis - 9.7.2018

Stu Davis, our state CIO and the DAS assistant director, is leaving state service after nearly eight years in this position and over 30 years of public service. During his leadership as the State CIO, Stu has partnered with state agencies as well as local governments and higher education to help transform the state’s approach to IT through the IT Optimization strategy. Together, through close collaboration, the state has achieved many transformational accomplishments in IT, including:

  • Savings of more than $162 million through consolidation of infrastructure;
  • Remediation of the State of Ohio Computer Center (SOCC) and consolidation of more than 30 agency data centers to the primary data center;
  • Refocusing IT expenditures from IT infrastructure to public-facing applications;
  • Centralized cybersecurity functions, raising the state’s cybersecurity profile through enterprise solutions; 
  • A 98 percent reduction in IT hardware spending and 88 percent reduction in spending on IT maintenance and repairs; and
  • Establishment of enterprise shared services, such as enterprise document management, enterprise data analytics, VoIP and email.

Thanks to the IT Optimization effort, Ohio is well positioned as a national leader for a digital future that includes intelligent automation, autonomous and connected vehicles, machine learning and robotic process automation, digital citizen engagement and paperless processes.


Ohio Benefits Process Automation Pilot Wins 2018 Government Innovation Award - 8.31.2018

The Department of Administrative Services (DAS) and the Ohio Benefits project were recently announced as winners of a national 2018 Government Innovation Award for the Ohio Benefits Process Automation Pilot Project. The Government Innovation Awards are an annual celebration of the nation’s top federal, state and local government IT disruptors, innovators and emerging leaders facilitated by 1105 Public Sector Media Group and Washington Technology and Defense Systems. This achievement is significant given the highly competitive field of entrants from across the country in three categories: Public Sector Innovation, Industry Innovators and Rising Stars. 

The teams will be recognized formally as part of the Government Innovation Awards dinner to be held on November 8, 2018 in Tysons Corner, Virginia. Additionally, Ohio Benefits will be profiled this fall in 1105 Media’s publications, GCN and FCW, along with the other winning innovations.

The Ohio Benefits Process Automation Pilot Project, is being recognized in the Public Sector Innovation category, for transformative tech-driven initiatives in federal, state and local government. The award-winning project has successfully deployed two pilot process automations, the Disability Onset Alert Bot and the “Baby Bot,” which reduce counties’ administrative burden so they can focus their time on higher impact client activities. 

The Disability Onset Alert Bot verifies information about an individual’s date of disability onset, compares it with medical records, leaving alerts it is unable to process for caseworker attention and creates a journal entry to record its work and then clears the alert. 

The “Baby Bot,” just successfully piloted in Hamilton County for processing information on client’s newborns, is able to receive newborn information from five Managed Care Plans, add the newborn to their mother’s Medicaid case, generate a Medicaid billing number, and then send this information back to the appropriate Managed Care Plan. 

For any specific questions related to the Ohio Benefits project, please contact Deven Mehta (Deven.Mehta@das.ohio.gov).


ODD Releases RFP for Exploratory Analytics Project - 8.24.2018

The Ohio Department of Developmental Disabilities (DODD) released an RFP to conduct an exploratory applied analytics project to develop detailed claims analytics and reports to drive insights into claims data and optimize claims performance and minimize fraud. The project will be awarded to one of the State's 70+ pre-qualified vendors established under Contract 0A1199 Supplement Two.

The Ohio DODD Claims data mart contains over 286 million records of billing information since the calendar year 2002. Claims data can be linked to DODD individuals, providers, services, and projected cost/budget, which results in a much larger and complex data set. Querying billing data associated with the other entities described above can be very difficult, time-consuming, and resource-intensive for complex reporting or analysis.

Claims information with individuals, providers, and cost projection/budget data in the State of Ohio Data Analytics platform will provide distributed processing power, faster storage, and analytical tools for data science processing and statistical analysis. DODD power users will be able to run faster queries. Analytical and projection algorithms implemented against data will be able to provide results fast and in a timely manner. For additional details please visit the Procurement Opportunity Search Detail

The Ohio Data Analytics Initiative exists to unlock state data that drives meaningful social change to make a difference for Ohioans; measure the outcomes of state-funded programs; develop policies to promote the effective, efficient, and best use of state resources; and identify, prevent, or eliminate the fraudulent use of state funds, resources, or state programs. To contact the ODA team please email the ODA inbox at ohiodataanalytics@das.ohio.gov.


Gateway Modernization Project Update - 8.17.2018

Since the modernized Gateway went live on July 2, 2018, business users have been accessing and filing transactions through a simplified and more secure platform. As of August 15, 2018, Gateway users have successfully filed more than 963,000 transactions, with a total value of more than $2.9 billion. 

Gateway users – from CPAs to small business owners to corporate employees – have been proactively going online to explore the new Gateway. More than 220,000 users accessed the modernized Gateway between July 2 and August 15, 2018. 

These figures highlight the business community’s experience and ability to successfully navigate the modernized Gateway’s functionality and file their transactions in a timely and efficient manner. A help desk is in place to continue to support users who have yet to access the modernized Gateway and those who need assistance ensuring their accounts align as a part of the modernization. 

The mission of the Gateway Modernization Project is to make doing business in Ohio easy and efficient by providing e-government services that are simple and secure. Over the coming months, the project team will continue design, development and testing activities for Phase 2 of the project and assess business user and Service Partner-suggested system enhancements for potential future implementation.

For questions related to the Gateway Modernization Project, please contact Angelo Serra at angelo.serra@das.ohio.gov.

Technology Board

A newly created Technology Board will help to enhance enterprise IT alignment and ensure agency interests are represented within the IT governance process and duplicative activities are minimized. The board aligns agencies according to common purpose within five Lines of Business (LoB). Agency CIOs will be aligned by LoB to facilitate the discussion of opportunities, issues, and concerns within their partner agencies. We have selected five Line of Business Leads (LoB Leads) to drive long-term acceptance and sustainability of IT solutions that support the State’s objectives for IT Optimization. The LoB, their associated LoB Leads, and partner agencies are organized as follows:

Line of
Business
LoB
Lead
Partner
Agencies
Health and Human Services
Michelle Burk
Department of Developmental Disabilities
Aging
Developmental Disabilities
Health
Job & Family Services
Medicaid
Mental Health & Addiction Services
Opportunities for Ohioans with Disabilities (formerly Rehabilitation Services Commission)
Veterans Services
Business and Industry
Mark Walker
Department of Taxation
Bureau of Workers’ Compensation
Commerce
Development
Industrial Commission
Insurance
Public Utilities Commission
Secretary of State*
Taxation
Administration and Finance
Michael Carmack
Department of Education
Administrative Services
Auditor*
Budget and Management
Education
House of Representatives*
Legislative Information Systems*
Lottery
Regents
Senate*
Treasurer of State*
Public Safety & Criminal Justice
Vinko Kucinic
Department of Rehabilitation and Corrections
Adjutant General
Attorney General*
Public Defender*
Public Safety
Rehabilitation & Correction
Supreme Court*
Inspector General
Youth Services
Infrastructure and Environment
Rick Magni Environmental Protection Agency
Agriculture
Environmental Protection
Natural Resources
Ohio Turnpike & Infrastructure Commission*
Transportation
* Voluntary participation
 Agency Engagement Dashboard 06.01.2016

 

IT Optimization Resource Documents

Strategic Resources

Accomplishments

Agency Briefings

Business Partner Briefings

All Hands Presentations

Workforce Resources