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[ howz.IT ] Newsletter of Hawaii's Technology Transformation. Smart.Safe.Connected

Welcome to howz.IT

We’ve renamed our e-newsletter (formerly OIMT News) to reflect the collaborative efforts of our entire State of Hawaii technology team. That team consists of the Office of the Chief Information Officer (CIO) in partnership with the Department of Accounting & General Services’ (DAGS) Information & Communication Services Division (ICSD) and many other departments and agencies across the Executive Branch – and beyond.

We hope our e-newsletter continues to serve as a transparent and informative resource to officials, state employees, transformation partners, and citizens as we communicate and further the progress we have made toward our vision of a smart, safe and connected Hawaii.

In this Issue...

State Moves to Targeted Strategy for ERP

Last week, Governor David Ige announced a results-driven strategy for the state’s Enterprise Resource Planning (ERP) initiative, to be led by Comptroller Douglas Murdock with support from CIO Keone Kali.
Also known as the Statewide Unified Resource Framework (SURF), the State of Hawaii’s ERP initiative was originally envisioned as a single, all-in-one solution to integrated and manage important administrative functions, including human resources, payroll, time and attendance, finance, grants, acquisition, and budget. But the single ERP solution faced the realities of state budget constraints.
Governor Ige and CIO Kali address state personnel who will continue to be the driving force of the SURF program.

“The state remains committed to the goals and continuation of the SURF program, and we are focusing on priority projects that can stabilize and improve the efficiency of government operations and services now.

– Governor David Y. Ige
Instead of proceeding toward a single ERP system at this time, the current ERP procurement has been cancelled, and the state will set out to modernize and improve the individual ERP functional areas through more targeted projects. This approach builds on progress thus far and allows the state to achieve benefits in the short term while staying within budget, with the intent of integrating sub-components as they are established.

The Governor further said that the state will use a business-like approach to prioritize projects that can be ready to deliver efficiencies and cost-saving benefits within the next two years under current funding.

The SURF Executive Steering Committee (ESC), led by the Comptroller as its executive sponsor, will determine which priority projects will be undertaken using available ERP funding and potentially leveraging existing systems.

SURF (Statewide Unified Resource Framework)

ERP Frequently Asked Questions

The following are a few top Frequently Asked Questions (FAQ) about the SURF program and the state’s ERP procurement and acquisition strategy:
 

What will happen to all the work completed through the ERP procurement process?

The members of the SURF Evaluation Committee and the functional and technical “subject matter experts” from throughout the state who participated in the procurement process and other related activities have done outstanding work that will have long-lasting benefits. The work completed by these dedicated staff members has already resulted in significant accomplishments, including fostering a spirit of cooperation across departments to accomplish a common goal, and identifying opportunities for departments to collaborate in other areas in addition to ERP.

The work completed so far will have many uses going forward. The comprehensive statewide requirements for ERP can be used for targeted projects. Also, many current business processes have been documented, paving the way for these processes to become more consistent across departments, and providing opportunities for departments to achieve “quick wins” through their own process improvement efforts.

What has the SURF program accomplished so far?

The SURF program has already made significant progress through several interim and associated projects that were intended to lay the foundation for the future ERP system. These include:
  • Human Resources Management System Upgrade: Improved technical foundation resulting in more reliable access and better performance. Used by HR professionals statewide. System go-live: January 2015.
  • Asset Management: Better financial reporting capabilities helps managers maximize the use of state assets. Used by the DAGS Public Works Division. Working to migrate other departments. System go-live: November 2014.
  • Grants: Improved view into revenues and expenditures to better predict spending and support compliance. Used statewide for new federal awards. System go-live: August 2014.
  • Budget Variance Reporting: Near real-time information on budgeted vs. actual expenditures, which helps managers make better decisions about spending. Used in Budget & Finance; statewide rollout to be planned. System go-live: February 2015.
  • Uniform Chart of Accounts: Allows consistent statewide financial classification and reporting, resulting in better accounting quality, more efficient reporting, and faster data analysis.
  • Business Process Alignment: All state departments collaborating to document current ERP-related business processes that helped to identify and implement some early process improvements, and paved the way for statewide initiatives that require standard processes.
  • Infrastructure Improvements: ERP funds supported significant infrastructure improvements that will be used for SURF and other initiatives statewide. These improvements are in the areas of Hawaii’s Government Private Cloud, network hardening and expansion, cyber-security and data center transition. They reduce the state’s risk, increase capacity, provide a more cost-effective technology environment, and contribute to the state’s technology modernization.

What will happen to the Executive Steering Committee (ESC) and the SURF program?

The SURF Executive Steering Committee will determine which targeted projects should be undertaken using available ERP funding. In the coming months, the SURF program and the ESC will remain in place to support implementation of targeted ERP projects.
 

My department has been waiting for ERP to address some issues we are facing. If ERP will not do that with the selected targeted projects, is my department able to procure the new systems we need?

Departments may pursue needed system projects and should follow the state’s governance process defined in Administrative Directive 11-02. This governance process will help ensure that the state continues to use ERP-related technology investments to achieve the SURF program goals.
 

How can I learn more about SURF program?

Visit the SURF website at erp.hawaii.gov or contact the SURF program at OIMT.ERP@hawaii.gov.
 

Watch for the SURF Report

In future issues of howz.IT, watch for regular updates from the SURF team and about ERP projects via the SURF Report. In the coming months, the SURF Executive Steering Committee will be identifying priority targeted projects.

GIS Software Free to All Hawaii K12 Schools

If you’re an educator or student eager to try out the very latest, state-of-the-art mapping tools, here’s an opportunity for you.
Through a partnership between the Maui Economic Development Board’s Women in Technology (WIT) and geographic information system (GIS) supplier ESRI, ArcGIS 10.3 desktop software is available at no charge to all K12 public, private and charter schools throughout Hawaii.
The goal is to help young people discover new worlds through maps and data and use this deeper geographic understanding to improve their communities.

For more information, visit WIT’s recently launched Hawaii K12 GIS Community Hub at gishawaii.com. The new hub is designed to engage educators, students and industry partners with school projects, pictures, collected data, lesson plans, news events, tips and tricks, and more.
 

“We want it to become the Hawaii GIS Networking Central – the place for Geo Techies to be inspired, stay connected and collaborate.”

– Isla Young, WIT’s K12 STEM Education Director
 
The Women in Technology Project is a statewide initiative of the Maui Economic Development Board, funded in part by the U.S. Departments of Labor, Education, and Agriculture as a workforce development project.

Encryption Available for State Office 365 Users

Under an agreement with Azure Rights Management, email protection options have been expanded for state users of Microsoft Office 365 to offer “Do Not Forward” and “Encrypt Only” options for sending email to other state Office 365/Exchange users. 
In Outlook
  • Create a new email message
  • Go to Options
  • Drop down the Permission list
In the Outlook Web App
  • Click on the ellipsis (…) above the message
  • Click on “Set permissions >”
To encrypt messages to state users NOT on Office 365/Exchange, simply include *secure in the subject line of the message.

The state’s Office 365 Project, which involves the migration of state personnel from Lotus Notes or other email applications to the Office 365 product suite, has progressed into a two-year implementation phase across Executive Branch departments.

Those migrating to the new Office 365 environment will see substantial cost reductions for software and desktop tools, including the full suite of Office 365 applications (e.g., Microsoft Outlook, Word, Excel, PowerPoint and more) as well as added functionality, up-to-date antivirus protection and desktop operating system.

For more tips, state Office 365 users may visit the Office 365 SharePoint site. See “How To and Tips for Users.”

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Published by the State of Hawaii Office of the CIO, howz.IT is the newsletter of Hawaii's technology transformation. Forward this issue to a friend or colleague so they can subscribe and receive updates. Subscribe here.
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