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

CIO team assists governor’s office in piloting ‘eSign Services’

In today’s digital world, paper processes are inefficient, expensive and wasteful. To facilitate the State of Hawaii’s move to this more efficient, less paper-dependent way of doing business, state Chief Information Officer (CIO) Todd Nacapuy and his team have identified an enterprise-wide electronic signature/record solution for the Executive Branch. The governor’s office began using this service on Oct. 1 and will be processing all documents electronically to the extent possible.
Governor signs document electronically
Micah Hwang demonstrates eSign Services process
Gov. Ige with the eSign Services team
Last month, the state eSign Services team held a demonstration session for Gov. Ige and his staff. Pictured with the governor are (from left) Karen Higa, Michael Otsuji, Debra Gagne, CIO Todd Nacapuy, Micah Hwang and Darryl Lajola. The governor’s office has since instructed departments to submit documents using an electronic routing form template. Signed electronic documents will be returned to departments via email, encrypted inflight, rather than the traditional hard-copy process.
 
This solution encompasses much more than just collecting signatures electronically and offers the following benefits:
  • Automates the process, from document creation, collaboration and execution, to archiving and management (storing documents securely within state systems)
  • Replaces traditional, manual steps with the advantages of working in the cloud — delivering speed, efficiency, compliance and instant global access
  • Adheres to latest best-practice policies for online security and applies them at every level — from the application code and networks to the physical facilities
Traditional document folder
Since taking office on Dec. 1, 2014, Gov. Ige has signed roughly 1,180 departmental documents.

Where possible, the goal is to eventually implement an electronic signature process across all departments.

Also in this edition...

Consolidation of IT agencies to provide clarity, facilitate success

Last week, CIO Todd Nacapuy announced to state department directors the initiation of efforts to consolidate the Information and Communication Services Division and the Office of Information Management and Technology as a single Office of Enterprise Technology Services (ETS).

The new office emphasizes a focus on enterprise (statewide) initiatives that will seek efficiencies and cost savings through economies of scale and shared assets, prioritizes development of baseline policies and standards governing state IT, and aligns with the CIO’s strategy to provide services-oriented infrastructure to the departments — thus enabling them to focus on delivering true business value.
 

“We have an opportunity to work together to leverage resources to improve and enhance business operations. This reorganization will centralize and better synchronize our modernization and IT workforce development efforts while ensuring continuity of service and security.”

— Todd Nacapuy, CIO, State of Hawaii
 
Pending completion of the formal reorganization, the two agencies will immediately begin working as one cohesive team under ETS. Both agencies already fall under the oversight of the state CIO.

As such, correspondence, websites and social media accounts will reflect the new office name (all other operational documents will remain unchanged until the proposed formal reorganization is implemented). Bookmark, friend or follow ETS to stay up-to-date on reorganization developments.
ETS website
ETS Facebook
ETS Twitter

October is Cyber Security Awareness Month

Recognizing the State of Hawaii’s vital role in identifying, protecting and responding to cyber threats, Gov. David Ige has proclaimed October “Cyber Security Awareness Month” in Hawaii.
Cyber Security Awareness Month Proclamation
The state observance coincides with National Cyber Security Awareness Month, recognized by President Barack Obama and various public and private sector agencies to encourage all citizens to learn about cyber security and put that knowledge into practice in their homes, schools, workplaces and businesses. To raise public awareness nationwide, the annual Stop.Think.Connect. campaign empowers the American public to take security precautions and understand the consequences of online actions and behaviors.
ETS is doing its part by coordinating between state branches of government, aligning the State of Hawaii’s cyber security approach with national frameworks, and deploying additional security tools and practices to increase protection against network-based threats.

Concern about identity theft ranks slightly higher than fears of job and healthcare loss, according to a 2010 national survey conducted for the National Cyber Security Alliance and Anti-Phishing Working Group. Fifty-four percent of Americans were extremely concerned about loss of personal or financial information. By comparison, 53 percent were concerned about losing their jobs, while 51 percent feared not being able to provide healthcare for their family.
Graph showing issues concerning Americans

Tips for individuals to connect with care:

  • When in doubt, throw it out — Links in email, tweets, posts and online advertising are often the way cybercriminals compromise computers. If it looks suspicious, even if the source is known, it’s best to delete or, if appropriate, mark as junk email.
  • Get savvy about Wi-Fi hotspots — Limit the type of business conducted and adjust the security settings on devices to better manage who can access machines.
  • Protect your money — When banking and shopping, check to be sure sites are security enabled. Look for web addresses starting with “https://” or “shttp://” indicating that the site takes extra measures to help secure information (“http://” is not secure).
For additional cyber security resources, visit www.stopthinkconnect.org or the state Cyber Security Team webpage at: http://ags.hawaii.gov/icsd/cyber-security

Professional Development Day showcases PM expertise

State insight was showcased at last month’s Professional Development Day, presented Sept. 3 by the Project Management Institute Honolulu Chapter. The annual event provides participants with an opportunity to update their project management skills, network and share information with others in the discipline, and learn of additional tools and services available to them.
 
The 2015 theme was “Leading Organizations with the End in Mind,” and ETS Project Manager Debra Gagne, a certified Project Management Professional, offered a preview of a new project management process, now in development, to ensure end-goal success for state IT projects and programs.
Debra Gagne presents at Professional Development Day
Debra Gagne with a state team member
(Left) Debra Gagne, PMP, presents at this year's Professional Development Day. (Right) Ms. Gagne discusses fall 2015 goals with a team member.

The ETS-led project management initiative is intended to provide a clear and efficient workflow for State of Hawaii project managers to “Initiate, Plan, Execute, Monitor and Close” projects using a methodology based in part on Project Management Institute best practices.
 
Ms. Gagne is part of the Program Management Center of Excellence within ETS. A past administrator for the state Information and Communication Services Division, she joined the state after accumulated 27 years’ experience in information systems working for HR outsourcing firm Hewitt Associates, headquartered in Lincolnshire, Illinois. She was instrumental in building the foundation for a world-class IT enterprise and led the corporate task force for business continuity and disaster recovery.

State welcomes fall TIP participants

The fall 2015 Transformation Internship Program (TIP) session officially kicked off in September, setting the stage for students to work collaboratively with state personnel to advance transformation initiatives.
TIP group photo
TIP participants
TIP participants
TIP was launched in 2013 in partnership with the Department of Human Resources Development to provide Hawaii undergraduate and graduate students the opportunity to work alongside innovators within state government and gain hands-on experience in a wide range of areas.

The fall session’s 11 participants include students from the University of Hawaii at Manoa, UH West Oahu, and Hawaii Pacific University. Projects range from digitizing request forms to upgrading content management systems.

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Published by the Office of Enterprise Technology Services, State of Hawaii, 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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