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).

Ohio Selected for National Cybersecurity Partnership - 7.12.2019

The State of Ohio is one of seven states and territories selected by the National Governors Association to participate in a partnership to advance cybersecurity. The goal is to develop strategies to enhance statewide cybersecurity, particularly at the local level.

“Every local government, no matter its size, uses technology to serve its citizens,” said Governor Mike DeWine. “By assisting local governments in implementing proven cybersecurity controls, we are helping reduce the risk to their systems and their communities.”

The Ohio Department of Administrative Services (DAS) will lead Ohio’s efforts, beginning with the establishment of a workgroup comprised of State of Ohio staff, and local government staff, including county, city, and K-12 schools. Their goal will be to identify ways to empower locals to better leverage existing financial and staffing resources to increase their overall security. NGA experts will help guide the efforts.

“Our focus will be on prioritizing cybersecurity controls so local governments can effectively apply their resources to protect their systems,” said DAS Director Matt Damschroder. “By implementing preventative measures such as vulnerability management and system configuration, we reduce the need for more expensive fixes after an incident.”

Damschroder noted that fully implementing the six basic controls established by the Center for Internet Security will stop 85% of cybersecurity threats. Those controls are:

  • Inventory and control of hardware assets
  • Inventory and control of software assets
  • Continuous vulnerability management
  • Controlled use of administrative privileges
  • Secure configuration for hardware and software on mobile devices, laptops, workstations, and servers
  • Maintenance, monitoring, and analysis of audit logs
The workgroup is expected to meet from July through December, 2019. The other states and territories working with staff from the Homeland Security and Public Safety division of NGA Solutions: Arkansas, Guam, Louisiana, Maryland, Massachusetts, and Washington.

Managing Data Access: Keeping Data Secure on the InnovateOhio Platform - 6.28.2019

Making data meaningful can transform how state agencies deliver their services, and the InnovateOhio Platform harnesses the power of applied analytics and secure enterprise data sharing to enable agencies to become more effective and efficient. Secure data sharing? That means every agency controls who can access its data. Let’s take a look.

Step one for an agency is always to onboard data to the platform. During that onboarding phase, the agency names a data owner who will control all access to the data set(s) being onboarded to the platform. That data owner is assigned as the owner of the appropriate Active Directory group in the Forefront Identify Manager (FIM) Portal so they can set up access and manage ongoing data set access requests. 

At this point, only the data owner has access to the data.

Once the data is on the platform, the data owner can then provision access according to the agency’s needs. Each data owner approves/denies access requests in ServiceNow and physically grants/revokes data access in the Forefront Identify Manager (FIM) Portal. The group of users with access to the data set(s) therefore grows to include any person to whom the data owner has granted access. This is how access is managed long-term.

Note: Any third party data scientists will be assigned access via the data owner as well. The platform’s three administrators will also always have access to the entire platform for support purposes, but remember, the platform’s audit capabilities allow agencies to track who is accessing the data and monitor interactions. 

You can find a more detailed look at this data security process on the InnovateOhio Platform myOhio page.

The InnovateOhio Platform, established by Executive Order 2019-15D, is a key component of the InnovateOhio vision, helping state agencies improve service delivery by becoming more customer-centric and data-driven. 

“InnovateOhio’s mission is to establish a culture in state government that views Ohio citizens and job creators as our customers, and through that, improve their journey through government systems and deliver better customer services,” said Lt. Governor Jon Husted, Director of InnovateOhio.

More information about the InnovateOhio Platform is available on the InnovateOhio website. For general inquiries, please contact the InnovateOhio Platform team.


"Get In Line, Online" BMV Pilot Program - 6.21.2019

Governor Mike DeWine, Lt. Governor Jon Husted, and Ohio Bureau of Motor Vehicles (BMV) Registrar Charles Norman recently announced the pilot of a new, virtual queuing system to better serve Ohio drivers who visit deputy registrars for BMV services such as license renewal or vehicle registration.

The new system, which went online on June 17, 2019 at 12 deputy registrar locations in the state, will allow customers to "Get in Line, Online" and advance in the queue without physically waiting in the office. After checking in online, customers have a four-hour window to arrive at the deputy registrar location, check in at a self-service kiosk, and claim their spot in line.

“Our goal is to change the culture of state government so every service is designed with the customer in mind,” said Lt. Governor Jon Husted, who serves as Director of the newly-formed InnovateOhio. “We want ours to be the most innovative, creative state in the Midwest, which starts within state government by using technology to offer better services to Ohioans, and this is a great first step for the BMV.”

Through use of the new system, BMV will continually review wait and processing times to further manage efficiency and improve customer service. If found to be successful, the system could expand to other deputy registrars in other parts of the state.

Additional information is available in a press release from Governor Mike DeWine’s Office.


Staying Customer-Centric and Data-Driven in the Modern Age with the InnovateOhio Platform - 6.14.2019

At the end of April, Governor Mike DeWine and Lt. Governor Jon Husted, Director of InnovateOhio, introduced the InnovateOhio Platform to help state agencies become more customer-centric and data-driven in the modern age through user experience, digital identity, and analytics and data sharing capabilities. 

The DeWine Administration has placed a renewed focus on customer experience with the goal of streamlining government services and finding ways that the state can better serve Ohioans at a lower cost. With customers conducting more of their lives in the digital channel, it is imperative that the state adapt its services and use technology to lead an innovative path toward a better, stronger Ohio. The InnovateOhio Platform uses its customer-centric and data-driven focus areas to unify service delivery across agency borders and to share information across programs, ultimately making our state better for the people we serve. 

Customer-centric

Customers have high expectations for personalized and modern services, security, and privacy, and it’s important that Ohioans’ experience with state government meets these expectations. Today, the digital experience is inconsistent across the state’s digital landscape. The InnovateOhio Platform will improve the online experience by focusing on: 

  • Mobility – Making websites and information available on any device, from anywhere
  • Security and privacy – Ensuring compliance with state, federal and NIST regulations
  • Single sign-on – Providing access to any system with one username/one password
  • Personalization – Tailoring content to the individual

By focusing on the customers’ points of view, the InnovateOhio Platform will simplify how customers receive information and services from the State of Ohio.

   Data-driven

Data is a crucial component in decision making because it can take problem solving from hindsight to foresight. As data capabilities mature from traditional business intelligence to analytics, data moves from being descriptive to prescriptive. Instead of acting only on trends from the past, agencies can use insights to guide and inform policy, and achieve more impactful future outcomes.  

By making data both accessible to decision-makers and actionable, the InnovateOhio Platform will help agencies solve the state’s most important challenges in new and innovative ways. The InnovateOhio Platform will also enable agencies to deliver data in impactful ways within the user experience.

“The InnovateOhio Platform’s focus on the customer and using data to make decisions will ultimately make Ohio a better place to live, work, and do business,” said Derek Bridges, Chief Data and Analytics Officer. “We look forward to continuing our partnership with agencies, enabling data sharing to solve problems and providing a more user friendly way to deal with the government.”

More information about the InnovateOhio Platform is available on the InnovateOhio website. For general inquiries, please contact the InnovateOhio Platform team.


Ohio County Child Welfare Solution is Transforming Service Delivery for Children and Families - 5.31.2019

In an effort to streamline health and human services program delivery, standardize business processes, and improve outcomes, the Department of Administrative Services (DAS) and the Ohio Department of Job and Family Services (ODJFS) recently launched a revolutionary new capability that transforms the way our children in the foster care system are supported and served. This new tool is focused on enhancing the ability for the county to provide a more tailored, intuitive and comprehensive set of services to our children.  

Ohio’s children and families are supported by Child Welfare Case Workers who are now empowered with a transformative new tool, called Traverse. Traverse empowers Child Welfare case workers and supervisors to make better decisions for the children throughout the life of their case by automatically analyzing all of a child’s information to provide a quick, meaningful snapshot of specific, detailed information related to a person, case, or topic. Resulting in greater insight, and better decisions for Ohio’s children. Furthermore, its mobility serves as an easy and efficient data collection tool accessible from anywhere for the case workers. 

The intuitive design of Traverse allows workers to collect documents, photos, audio, or video from anywhere—connected or disconnected—using a point-of-entry capture philosophy that is context aware. It creates an organized, easily accessible electronic case file, while reducing the burden placed on children and families to provide documentation. As of May 2019, over 50 counties were currently live with the Child Welfare solution, with another 28 more planned in the coming months.  

While the immediate effects seen throughout Ohio are centered around increased efficiencies and improved business processes, the true influence is already being realized by children, foster parents and kinship providers. Children and parents see the worker getting the work done and sending it on to service providers. Interventions are starting immediately, which means families can get on the path to healing sooner. Additionally, agencies are reporting their enhanced ability to do much more at the front door with the child and family, because specific information that is unique to a family is readily available and easily accessible. Families are benefiting from the identification of creative ways to stay together.

“We believe strongly in providing the best tools available to caseworkers so they can better protect Ohio’s children,” said Kimberly Hall, director of the Ohio Department of Job and Family Services. “In support of this effort, we requested funding of $3.4 million for this tool in our Fiscal Year 2020-21 budget submission.”

The impact of the Traverse functionality was reinforced by Angela Sausser, Executive Director of the Public Children Services Association of Ohio, when she stated, “Having access to a search engine for the children services database allows caseworkers to receive information in real-time to prevent missed opportunities for coordinating critical care for children and families. This mobile solution allows children services caseworkers to be more efficient in the field by allowing them access to the system remotely, ensuring the necessary information is communicated to partners such as the Medicaid managed care plans, and improving engagement with families. The impact of this technology is transformative to Ohio’s children services system.”

Ohio’s Chief Digital Officer, Deven Mehta, also stated, “DAS has been committed to the transformation of health and human services from the start, and this addition serves as the capstone achievement of our and ODJFS’ efforts. Our hope is that the impact created through this new solution will leave a lasting impact on citizens and children of Ohio and provide the workers the ability to make more efficient and smarter decisions when serving their clients.”

 

 

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
Nate Huskey
Department of Health
Aging
Developmental Disabilities
Health
Job & Family Services
Medicaid
Mental Health & Addiction Services
Opportunities for Ohioans with Disabilities
Veterans Services
Business and Industry
Scott Brock
Development Services Agency
Bureau of Workers’ Compensation
Commerce
Development Services Agency
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
Higher Education
House of Representatives*
Legislative Information Systems*
Lottery
Senate*
Treasurer of State*
Public Safety & Criminal Justice
Vinko Kucinic
Department of Rehabilitation and Correction
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
Facilities Construction Commission
Natural Resources
Ohio Turnpike & Infrastructure Commission*
Transportation
* Voluntary participation
 

 

IT Optimization Resource Documents

Strategic Resources

Accomplishments

Agency Briefings

Business Partner Briefings

All Hands Presentations

Workforce Resources