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).

Kick-Off Into Action – Opportunities to Improve Outcomes for Individuals with OUD in the Criminal Justice System - 10.12.2018

On October 9th, 2018 the second collaborative data analytics project, Opportunities to Improve Outcomes for Individuals with Opioid Use Disorder (OUD) in the Criminal Justice System, was kicked off by Jessica Dennis of the Ohio Department of Rehabilitation and Correction (DRC) in partnership with the Ohio Department of Mental Health and Addiction Services (OhioMHAS), Ohio Department of Medicaid, Ohio Department of Health (ODH), Ohio Department of Job and Family Services (ODJFS), State of Ohio Board of Pharmacy, Ohio Attorney General’s Office, and The Supreme Court of Ohio & The Ohio Judicial System. Derek Bridges from the Ohio Department of Administrative Services presented opening remarks to all of the agencies in attendance, representing the truly collaborative nature of this project.

During the program overview, Sandy Starr, Deputy Director of OhioMHAS, stated, “A focus of the project is determining gaps in diagnosis, treatment, social supports, and care management for individuals with OUD.” Specifically: 

  • Who should we target for early intervention?
  • What service needs are we overlooking? 
  • Where should we be focusing our efforts?
  • When is the best time to intervene?
  • How do we improve reentry programs?

The day’s events proceeded with a Predictive Tools and Data Visualization session in which the team provided a demonstration of the tools used to predict opioid use and recovery related trends. A Research Roundtable was also conducted where participating agencies and identified research staff had the opportunity to discuss the details about their respective data sets, related biases and nuances, and existing research and evaluations relevant to the project. Brian Fowler, Chief Data Officer at the Ohio Department of Health, then facilitated a Governance Guidance discussion, leveraging the governance coordination required for the Infant Mortality Analytics project and reviewing related questions. A Technology Session was also held to for topics related to data ingestion and logistics, including solution architecture and data flow review, data access and monitoring procedures.

Ultimately, this analytics project seeks to better understand the relationships between opioid use, its involvement in Ohio’s criminal justice systems, and the availability of existing services and programs that are associated with improved outcomes. This information will assist state leadership in developing policies as part of a comprehensive approach to reduce opioid overdoses and deaths, as well as improve public health and safety outcomes.

The Ohio Data Analytics program will unlock state data that drives meaningful social change to make a difference for Ohioans – fixing communities, restoring hope to those most in need, identifying inefficiencies, creating jobs and economic growth, adjusting policies, and predicting and preparing for otherwise unexpected events.

For questions or additional information, please contact Ohio Data Analytics at OhioDataAnalytics@das.ohio.gov.


Ohio Earns an “A” on Digital States Survey - 10.5.2018

Thanks to the hard work and dedication of Ohio agencies, boards and commissions, the state maintained its top ranking in the Center for Digital Government’s Digital States Survey! Maintaining Ohio’s “A” grade from the 2016 survey cycle is a direct result of the state’s ongoing dedication to innovation and the collaborative IT Optimization effort. 

Not only did Ohio receive another top score for 2018, but the state also received recognition through the following Digital States Survey Category Awards:

  • Transportation: 2nd place ranking
  • Adaptive Leadership: 3rd place ranking
  • Health and Human Services: 5th place ranking 

The Digital States Survey provides a common reference for all 50 states in the ongoing work of finding better ways to do the public’s business. Overall, the survey evaluates states based on actions supporting state priorities and policies to improve operations or services, hard- and soft-dollar savings/benefits, progress since the last survey, innovative and citizen-centric services, and effective collaboration. Ohio was one of only five states to receive the “A" distinction. Georgia, Michigan, Missouri, and Utah also received the top score. 

States will receive their awards on October 21at a presentation in San Diego, California.To see the full list of state grades and awards, click here: http://www.govtech.com/cdg/digital-states/Digital-States-Survey-2018-Results.html.

 

Thank you to everyone who assisted in the 2018 Digital States Survey response!


ODX Phase 1 Mission Accomplished – and then some - 9.28.2018

The Ohio Digital Experience (ODX) program completed Phase 1 within budget and planned duration. Adoption of ODX’s enterprise products during this initial phase yielded significant value through approximately $17M in cost avoidance, exceeding the program’s expectations:

  • Ohio Departments of Job and Family Services (JFS) and Taxation (TAX), $5M and $2M respectively in contractual and implementation savings
  • myOhio and Supplier Portal, $5M and $3M respectively by bypassing stand-alone projects and stand-up of required resources
  • $1M for creation of approximately 20 front-ends through use of the ODX Digital Toolkit
  • $1M through creation of 20 websites that leveraged ODX’s tools and accelerators

Beyond these financial benefits, the ODX program has delivered value to the State of Ohio through increased security, operational efficiencies, centralized regulatory compliance, higher productivity, and an enhanced user experience. With the successful completion of Phase 1, ODX has brought to life its vision to provide a more secure and intuitive digital experience through enterprise identity and user experience tools and capabilities.

ODX, an extension of IT Optimization, released its request for proposals in March 2016 after conducting extensive discussions with agency CIOs, DAS OIT legal personnel, Ohio’s chief information security officer, Gartner leadership, and other state chief information officers; and through engagement of National Association of State Chief Information Officers (NASCIO) forums. The ODX contract, “Enterprise Identity Validation, Authentication and Fraud Services,” 0A1161 was widely circulated and awarded in October of 2016. The expressed goal of Phase 1 was to implement a meaningful set of pilots that would demonstrate the program’s ability to integrate its products with both high-profile / high-volume applications requiring legacy integration and an emerging class of business applications.

Despite a delay in establishing the program’s infrastructure, ODX delivered the first pilot release, a partnership with TAX, within six months of program mobilization. This release established ODX’s enterprise foundation, while simultaneously standing up the program’s 24x7 fully-operational, cloud-based infrastructure and service organizations. The remaining three pilots – eLicense, myOhio, and the Ohio Business Gateway – built upon this foundation, resulting in a catalog of six enterprise identity and user experience products supported by a number of enterprise identity and enabling tools.

Releases beyond the planned pilots for Phase 1, completed in partnership with JFS, the Ohio Office of Budget and Management, and others resulted in:

  • Onboarding of 80,000 state workforce users, including employees, contractors, and county workers
  • Access to applications for 300,000 constituents
  • Integration of 180+ business applications beyond the scope for Phase 1
  • Onboarding of all 88 counties

Agency adoption of ODX’s product suite above and beyond the initial scope for Phase 1 demonstrates the effectiveness of the program’s scalable platforms and repeatable processes for both identity and user experience, enabling efficient agency onboarding and lowering barriers to and cost of adoption. As agencies and programs onboard to this enterprise platform, they avoid ongoing and redundant costs associated with security, privacy, and ADA solutions that would otherwise be maintained at the agency and program level, while also allowing quicker reaction to policy or cyber events since changes can be rolled out globally. 

For questions related to onboarding to OH|ID and ODX, please contact Derek Bridges or Elizabeth Robinson at derek.j.bridges@das.ohio.gov or elizabeth.robinson@das.ohio.gov. For general inquiries, please contact the ODX mailbox at ohio.digital.experience@das.ohio.gov.


Ohio Benefits Wins 2018 APHSA Award - 9.21.2018

The Ohio Department of Administrative Services (DAS) along with its partners, the Ohio Department of Medicaid (ODM), the Ohio Department of Job and Family Services (ODJFS) and the Governor’s Office on Health Transformation, were recognized with the prestigious 2018 American Public Human Services Association (APHSA) Award for Excellence in Health and Human Services Technology for Collaboration Across Boundaries for the Ohio Benefits project. This achievement is significant given both the reputation of APHSA and the highly competitive field of government entrants from across the country.

The award was announced during an awards ceremony at the annual APHSA IT Solutions Management (ISM) Conference in Seattle, Washington attended by more than 1,000 federal, state and local government health and human services leaders. 

Click here to see the video on Ohio Benefits shown at the award ceremony, which demonstrates the noteworthy transformation enabled through this project for Ohioans.

“I am proud of the entire Ohio Benefits team and their dedication and commitment to deliver the Ohio Benefits system,” said Cynthia C. Dungey, ODJFS director. “I am even more proud, however, that we simplified how Ohioans apply and renew their benefits. Because of Ohio Benefits, we can engage them in the process of identifying employment opportunities as soon as possible to reduce their reliance on benefits.”

On hearing of the award, Director of ODM, Barbara Sears, also offered her congratulations to Ohio Benefits. “Receiving an APHSA ISM Excellence Award is a wonderful and fitting honor for the collaborative transformation delivered by Ohio Benefits. This important recognition positions Ohio at the top of a small, elite group of States who have successfully transformed their health and human services programs. Well done!”

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


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

 

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