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).

State CIO Receives Award at NASCIO Conference - 5.10.2019

At this year’s National Association of State Chief Information Officers’ (NASCIO) Midyear Conference, State CIO Ervan Rodgers was honored with a 2019 StateScoop 50 Award. Specifically, the award was in the “State Up & Comer of the Year” category. 

The award recognizes individuals that are driving state government technology. Recipients are determined through state and local IT community nominations, a StateScoop review, and finally reader votes. The 50 award recipients were selected through more than two million votes. Additional details are available in a recent StateScoop article, “2019 StateScoop 50 Awards Recognize Top State IT Leaders and Projects.”

State CIO Rodgers was also a speaker at the NASCIO conference along with DAS OIT Chief of Staff Katrina Flory. They led a breakout session entitled, “Collaborating with K-12 and Higher Education.” The discussion highlighted Ohio’s partnership efforts, including:

  •  Ohio Academic Resource Network (OARnet): OARnet is a partnership between the Ohio Department of Higher Education and The Ohio State University (OSU) that provides the state’s network backbone.
     
  • State of Ohio Computer Center (SOCC) Co-location: The state provides data center co-location services to local governments, K-12 schools and higher education (e.g., OSU, University of Cinicinnati, Northwest Ohio Computer Association (ITC), Bowling Green State University, and Kent State University).
     
  • Ohio Supercomputer Center: OSU’s super computer is housed at the SOCC.
     
  • Procurement – Cooperative Purchasing: Many State of Ohio contracts are available to K-12 schools and higher education (e.g., VoIP). The state also leverages contracts negotiated by OSU for VMWare and ServiceNow.
     
  • MARCS/MARCS in Schools: Multi-Agency Radio Communication System (MARCS) that supports first responder communications, university police, and patrols. MARCS in  collaboration with the Buckeye State Sheriffs’ Association, Ohio Association of Chiefs of Police and Motorola developed a radio that enables school personnel to press a panic-like button, signaling local emergency responders of an emergency at the school.
     
  • Ongoing Engagement: The state continues its collaboration efforts through a variety of channels (e.g, Technology Board, Multi-Agency CIO Advisory Council, meetings with OSU to identify areas for collaboration, OARnet Governing Board).

For more information on the conference visit NASCIO and review StateTech Magazine’s article, “NASCIO Midyear 2019: How Ohio Government and State Schools Work Together on IT Initiatives.”


DAS OIT - InnovateOhio Collaboration Continues - 5.3.2019

On April 29, 2019, the DeWine-Husted Administration introduced the InnovateOhio Platform and the vision for how the platform will modernize and improve service delivery at the State of Ohio. This announcement represents an ongoing partnership between InnovateOhio and DAS OIT.

The InnovateOhio Platform, established by Executive Order 2019-14D, 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, who the Governor has named Director of InnovateOhio.

The InnovateOhio Platform leverages two integrated and scalable capabilities that enable the State to better align with Ohioans’ expectations for delivery of services conducted in the digital channel:

  • Customer Experience allows rapid and agile online development with state standards based on industry-leading design. It enables single-sign-on, maintains compliance standards, and establishes a single user identity across state systems.  
     
  • Analytics and Data Sharing enables secure and efficient data sharing in any format and provides for state-of-the-art advanced analytics to be applied in real time. 

“DAS OIT and the state’s IT resources stand ready to serve as the technical engine supporting InnovateOhio, and we are looking forward to the many opportunities to use technology to further the initiatives envisioned by the DeWine-Husted administration,” said Ervan Rodgers, State Chief Information Officer.

“We are very excited to be part of InnovateOhio’s strategy as we work together to put the customer at the center of everything we do,” stated Derek Bridges, Chief Data and Analytics Officer. “We appreciate the agencies who have been involved thus far and look forward to working with all of our state agencies and programs to bring InnovateOhio’s vision to fruition.” 

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


ServiceNow April Release - 4.26.2019

Our agency partners also had projects released this month, including the Department of Developmental Disabilities Release Management module and the Department of Taxation Remote Access. The DAS released the first step of the Cost and Billing Project for the Office of Finance.

One of the highlights of the release is the new ServiceNow mobile application. Users can now access their requests and approvals from their mobile phone, along with their knowledge bases and incidents. This increased functionality allows users to utilize ServiceNow from anywhere, which increases efficiency and productivity. 

Another project that was released was the Service Alignment project, which “tidied up” the services in the service catalog and added new categories and subcategories to the navigation area.  It also enhanced the Enterprise Service Metrics page. We encourage our service managers and owners to review their services and provide feedback if there are further changes needed.

Our agency partners also had projects released this month, including the Department of Developmental Disabilities Release Management module and the Department of Taxation Remote Access. The DAS released the first step of the Cost and Billing Project for the Office of Finance.


MARCS Deploys Equipment to Richland County Following Tornado - 4.19.2019

COLUMBUS — The Ohio Multi-Agency Radio Communication System (MARCS) quickly deployed a Tower on Wheels (TOW), portable generators and cache of radios to northern Richland County on Sunday evening following a tornado which struck the area near Shelby.

The Richland County Sheriff’s Office contacted MARCS, part of the Ohio Department of Administrative Services’ Office of Information Technology, after the tornado struck the region. MARCS responded immediately by offering a TOW, which allows first responders to have portable radio coverage across the affected area. Two towable generators also were provided to the Shelby Police Department.  

The TOW enabled first responders to have in-building radio coverage during search and rescue operations. The portable generators provided power as needed and determined by the commanders at the scene. The extra radios were assigned to responders who did not have MARCS radios at their disposal.

“DAS acted quickly after hearing from the Richland County Sheriff’s office,” said MARCS Program Director Rick Schmahl. “After an event, such as a tornado, there are search and rescue missions in buildings that are dangerous to enter. The aftermath of a tornado and resultant structural damage necessitate that we provide absolute coverage.”

Following the tornado, mutual aid from surrounding agencies, volunteers such as the Ohio Red Cross and others, created additional radio traffic. MARCS users in the area were able to utilize the TOW with their current radios. By utilizing this platform, all responders were able to communicate seamlessly with each other during the response and recovery following the storm.


ServiceNow Back-to-Baseline Initiative - 4.12.2019

The Enterprise Service Management team is working on a new initiative to take ServiceNow applications back-to-baseline to reduce cost and time when upgrading to new versions of ServiceNow.

As part of this effort, the Enterprise Service Management team hosted a Back-to-Baseline Asset Workshop on April 8th and 9th at the DAS Surface Road location. In ServiceNow, Asset Management automates customer IT asset lifecycles with workflows. 

The workshop provided an opportunity to collaborate with agency partners from the Ohio Environmental Protection Agency and the Ohio Departments of Developmental Disabilities, Education, and Public Safety.

We would like to thank our agency partners for their continued support and collaboration on enterprise ServiceNow projects.

 

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