News from the Office of Enterprise Technology Services, State of Hawaii
March 3, 2017
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howz.IT: Smart.Safe.Connected
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For the first time, Hawaii joins other states in using the GSA Schedules Program to leverage the buying power of the federal government in the procurement of IT services. This provides streamlined access to additional, cost-effective services in support of modernization projects as well as ongoing operations and maintenance. Read more in this edition of howz.IT.

In this edition...

Hawaii government agencies now able to leverage GSA for IT services

GSA logo
The State Procurement Office (SPO), in partnership with the Office of Enterprise Technology Services (ETS), recently announced that Hawaii state and local government agencies have access to the U.S. General Services Administration (GSA) Schedule Program for procuring information technology (IT) services, under GSA Schedule 70.

“We are always looking at what options our specialists have in their procurement toolbox. The GSA Schedule 70 is another tool available to the Hawaii procurement workforce. It is allowable as a cooperative under our Procurement Law and we encourage vendors to consider responding to the GSA Open Solicitation for these services.”

— Sarah Allen, SPO Administrator
 
GSA website

The GSA Schedules Program was developed to assist federal employees in purchasing. Use of GSA Schedule 70 by Hawaii state and local agencies is for the solicitation process only and requires the approval of each jurisdiction’s CIO or designee. ETS has issued specific procedural instructions for executive branch departments/agencies, excluding the Department of Education (DOE), University of Hawaii (UH), and Hawaii Health Systems Corporation (HHSC), which require approval by their respective CIOs or designees.
 

Code Challenge bill continues to move forward

Hawaii State Capitol photo
Proposed as part of Gov. David Ige’s administrative package, House Bill No. 1329, Relating to Technology Development, appropriates funds to the High Technology Development Corporation (HTDC) for grants to participants in the 2017 and 2018 Hawaii Annual Code Challenge (HACC).
The intent is to facilitate the development of the proofs of concept created during the challenges into working prototypes. ETS strongly supports this bill as it would not only facilitate the continuation of this program but further the practical application of solutions.
2016 HACC photo

The inaugural HACC, held in summer 2016, was the result of collaboration across public and private sectors. In coordinating the event, ETS partnered with HTDC and various other departments and agencies, as well as community partners, to engage the local tech community in ensuring an efficient, effective and open government. The event also provided opportunities for participating individuals and teams to network and showcase their skills to the public and private-sector professional communities and to explore career opportunities within the state itself.

For more information about the measure, visit the HB1329 status page on the Legislature’s website.

Payroll project heads into Design & Build stage

HawaiiPay logo
With the help of agencies across the state enterprise, the Enterprise Payroll and Time & Attendance Modernization project (HawaiiPay) recently completed more than 50 hours of Fit/Gap sessions as part of the project’s Payroll Phase. It is now moving into the Design & Build stage where the project team will finalize the associated system configuration.
Business process alignment is critical to optimizing end-to-end processes and automating non-value-added tasks. During the Design & Build stage, the project team will begin to identify specific and significant business processes, policies, procedures and organizational change considerations that will need to be addressed when migrating to the proposed solution.
Fit/Gap session photo
In March, the HawaiiPay project completed its Analysis stage, which includes a major project activity called Fit/Gap Analysis. Here, stakeholders helped determine whether delivered PeopleSoft functionality is a “Fit” or “Gap,” with the latter requiring further configuration analysis.

Led by the Department of Accounting and General Services’ Accounting Division in coordination with ETS, the project team is committed to ensuring that each user, supervisor and manager understands the project, the changes, and the amount of support available before and after “go live.” To read more about the team’s efforts to implement an Organizational Change Management (OCM) approach to successfully transitioning organizations from one system to a new one, read the most recent HawaiiPay News.
 
More information about the HawaiiPay project is available at erp.hawaii.gov/HawaiiPay.

Agreement enables eSign, accessibility and creative initiatives cost-effectively


In 2015, ETS secured an enterprise license agreement with Adobe that not only supports ETS’ eSign Service electronic signature solution, but also authorizes the installation of all Adobe Document Cloud and Creative Cloud applications on the devices of most state executive branch departments (excluding DOE, UH and HHSC). In addition to the greater efficiencies provided by eSign, other benefits include more accessible web content produced by state agencies, for example.
eSign photo
Web accessability graphic
Cybersecurity graphic
As such, departments and attached agencies need not conduct their own purchases and instead may take advantage of the economies of scale negotiated under the ETS-Adobe enterprise agreement. In fact, since this enterprise agreement took effect, the executive branch’s total spend on Adobe products has decreased by half — all-the-while providing a common platform for electronic signature capability, web accessibility tools, and creative applications.
 
There is no additional cost to departments, as funding of the program is managed centrally by ETS to maximize economies of scale.
 
Other areas where ETS is leveraging economies of scale by negotiating similar agreements involve tools such as Infowise, Akumina for SharePoint, and Malwarebytes.

Office 365 makes encryption easy

 
With the majority of the executive branch transitioned to Office 365, significantly enhanced collaboration and security tools are available to state personnel.
 
As featured in past newsletters, this includes “Do Not Forward” and “Encrypt Only” options for sending email to other state Office 365 users. To select these options, users simply create a new email message and choose from the Set Permissions menu.
Sample email

To encrypt messages to ANY recipient (whether recipients are on Office 365 or not), simply include *secure* in the subject line, as shown above.
 
This is important knowledge because data loss protection (DLP) tools restrict the transmission of information that appears to be “personally identifiable information” (PII), such as Social Security numbers, unless they are encrypted. Office 365’s encryption tools allow for the secure transmission of protected information to intended recipients, in keeping with agencies’ responsibility to safeguard the information on behalf of members of the public and employees.
 
For more tips and information, visit the Office 365 state user resource webpage.

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