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 these IT Optimization efforts, we have documented savings of over $103 million dollars over the past 30+ months. As a result, DAS OIT and agencies refocused IT spending on things that make Ohio a better place to live and do business. In fact, the State “flipped” IT spending from being 80% infrastructure and 20% application focused to currently 50% infrastructure and 50% applications. 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! The progress we have made over the last four 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:
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).
DAS OIT Enterprise SharePoint Service Model Expansion - 05.19.2017
Expanding and enhancing SharePoint’s offering to support business needs and drive productivity in Ohio’s agencies.
The Department of Administrative Services (DAS) Office of Information Technology (OIT) has launched the expansion and enhancement of its SharePoint Service that it offers to state agencies.
As part of an overarching goal of statewide IT consolidation, DAS OIT has envisioned a strategic Enterprise SharePoint Service in a multi-agency shared service model. This model will allow for continued growth and expansion of services and offerings to meet the collective business needs. This will provide a cost effective and efficient manner and drive the productivity for the participating agencies. To achieve this vision, DAS released a Request for Proposals (RFP) to the vendor community to identify a partner to collaborate with and to aid in the migration of state agencies to the expanded platform and to serve as a Managed Services Provider.
While the solution is predominantly a cloud-based platform, it can accommodate agencies with specific on-premises needs.
At present, DAS has selected a vendor and identified the Department of Medicaid to serve as the pilot agency for the expanded SharePoint Service. Medicaid will benefit from a variety of new features and enhanced functionality, including workflow, unified search, and expanded reporting.
The plan is to expand to additional agencies after the conclusion of the Medicaid pilot. The team is currently working closely with the Office 365 Governance Committee on enterprise standards and is actively preparing for the Department of Medicaid pilot implementation.
For any questions or to learn more about the new SharePoint solution, please contact Deven Mehta.
DAS OIT Employees Receive Star Awards
Several DAS OIT employees were recently honored with a DAS Star Award. The award provides special thanks and recognition to DAS employees who Do Awesome Stuff every single day.
The following DAS OIT employees received DAS Star Awards:
Elizabeth Robinson, Innovation and Process Improvement: Elizabeth Robinson was recognized for her ability to analyze complex processes and identify innovative solutions. She has demonstrated these capabilities numerous times, including her efforts to improve the employee transfer process and as part of her involvement in the implementation of Identity Management Services.
Jon Gibson, Outstanding Customer Service: Jon Gibson was recognized as a DAS employee who goes above and beyond to provide exceptional customer service. When Jon recently took a vacation, his duties had to be split between 17 different workers and program areas. He is always willing to help, even when things are outside of his scope of duties. Jon is also dedicated to training others and sharing his knowledge.
Spencer Wood, Extra Mile Award: Spencer Wood was recognized for leading the technical side of the Liquor Modernization Project (LMP). Over the past two years, he managed the LMP through the requirements, design, build, and deployment phases. Spencer did all of this while continuing his day-to-day responsibilities of running and operating the IT infrastructure for the state.
Customer Service Center (CSC) Team, Team Excellence Award: (The CSC Award recipients include: Lori Bailey, Loretta Barrett, Johnny Booth, Linda Brown, Cheri Clark, Roderick Daniels, Joyce Davenport, D’Lana Donaldson, Sharon Gustafson, Jayme Hilbrand, Richard Holycross, Robert Ladin, Danny Lantz, Andrew Lavender, Ted Maurer, Glen Patterson, Monick Robinson, McArthur Ruggs, Prem Srivastava, Lamar Stevens, Jeremy Swartz, James Valentine, Ron Vance, Greg Vesco and Cassandra Yancey.) The CSC Team was recognized for their efforts to implement several new processes, including: Quality Assurance, First Contact Resolutions, P1 Engagement, and Customer Backlog Management. These new processes have resulted in driving escalations down. As Brian Hernandez, DAS OIT Deputy Chief Operating Officer, stated, “The Customer Service Center has now become quite diverse and more efficient on how daily business is handled and as we grow, these traits will assist in the continuation of IT Optimization.”
Visit the DAS Star Award Web page for additional information.
Enterprise Master Data Management (MDM) RFP - 05.05.2017
DAS is working on a Request for Proposals (RFP) for enhancing the Ohio Benefits Master Data Management (MDM) solution into an Enterprise MDM service and establishing formalized data management practices. Through this RFP process, the state is seeking to:
Some of the benefits associated with the Enterprise MDM solution include:
Our target is to release the RFP in May. For more information please contact Deven Mehta.
Ohio Department of Education Skype Broadcast - 04.28.2017
On Wednesday, April 7th, the Ohio Department of Education (ODE) hosted a Skype Broadcast event with 800 attendees. The event leveraged the DAS OIT Skype for Business service, which is part of the Office 365 suite.
The 40-minute webinar on the Ohio Teacher Licensure System, was tailored towards the early learning community and stakeholders. A recording of the webinar is still available on the Skype Meeting Broadcast portal.
Skype for Business uses one platform for calling, conferencing, video, and sharing. The service enables users to host up to 10,000 people on the Internet and can be viewed on nearly any device. The meetings include polling, sentiment tracker, and Yammer to create a dialogue during the broadcast.
For more information on Skype for Business, please contact the Customer Service Center at email@example.com.
Common IT Security Tips that Keep You Secure1 - 04.21.2017
Keeping safe and secure while connected is not just about how your system is setup, it is also about how you use it. Listed below are some common IT security tips that will help you operate in a much more secure and productive workplace.
Make sure to lock your screen when you are away from your desk.
Screen locks help prevent insider attacks from those seeking to easily manipulate or steal information. Even if you are leaving for just a few minutes, be sure to lock your screen.
Do not write down your passwords or user credentials.
If an internal or external attacker gains access to your desk area, they will immediately look for written passwords and authentication material. Post-it notes, index cards, etc. are not secure from attackers and they are definitely not out of sight when stored under your keyboard.
Do not re-use your work password for other systems and services.
Avoid using the same password across multiple accounts or systems. Cyber threat actors steal login credentials from numerous systems that may be more insecure (e.g., online shopping sites) to try to access more secure systems, like online banking or office systems. These credentials can also be leaked online for other cyber criminals to exploit.
Do not install unauthorized software on any office systems.
The installation of unauthorized software can negatively affect your workplace security posture. The unmanaged software can pose a direct security threat either because it may be malicious software itself, or because it is not part of the patch management system in your environment. The unauthorized software can allow attackers to compromise known vulnerabilities and potentially steal information.
Do not check your personal email while on office systems.
By checking your personal email on your office computer, you are extending the risk profile of your workplace to include your own personal activities. Attacks that target you as an individual, are now extended to the entire enterprise. If you open suspicious attachments in your personal email on your office computer, you can infect your system (and eventually many other systems) with malicious software like ransomware that may prevent you or your colleagues from performing their duties.
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:
IT Optimization FAQs
IT Optimization Information Center
IT Application Center
IT Enterprise Services portal
SUMS Resource Center
Central Payment System
IT Strategy and Investment Management
9-1-1 Program Office
Research and Advisory
Shared Web Hosting
Telecommunications Contract Management
Ohio IT Statutes and Administrative Rules
Governor's IT-Related Orders and Directives
State of Ohio IT Policies
State of Ohio IT Standards
State of Ohio IT Bulletins
Enterprise IT Procedures
IT Guidelines and Best Practices
Enterprise IT Architecture Resources
Statewide Enterprise Buys
Next Generation Telephony Service