News from the Office of Enterprise Technology Services
February 2016
View this email in your browser
 
howz.IT, Newsletter of Hawaii's Technology Transformation, Smart.Safe.Connected
Group photo
Leila Kagawa
Todd Nacapuy
The Office of Enterprise Technology Services (ETS) was pleased to engage IT transformation stakeholders and advocates at the Transform Hawaii Government (THG) Annual Coalition Meeting on Feb. 11. Speakers and panelists included (top, from right) Bryan Butteling, software engineer and DevLeague graduate; Leila Kagawa, ETS IT enterprise program manager; Sudesh Kumar, THG Leadership Committee member; state Chief Information Officer (CIO) Todd Nacapuy; and Steve Auerbach, director of the Pacific Center for Advanced Technology Training. Kagawa participated in an insightful panel discussion on IT workforce development, while Nacapuy provided an update on his CIO priorities for the state.

In this edition...

State requests proposals to modernize payroll, time and attendance

 
The State of Hawaii has issued a request for proposals (RFP) to modernize its payroll and time and attendance systems to provide greater functionality and efficiencies in serving more than 75,000 full- and part-time employees statewide.
RFP-ERP16001 webpage
Led by the Department of Accounting and General Services (DAGS) in partnership with ETS, the Enterprise Payroll and Time and Attendance Modernization project represents a significant opportunity to further Ige Administration efforts to transform the culture of government to embrace and accelerate the adoption of more efficient, less paper-dependent ways of doing business.
 

“Our state payroll personnel do an amazing job each pay cycle, especially considering that the current system is extremely manual and paper-based. We appreciate their work and look forward to building on that foundation to add 21st Century payroll capabilities and efficiencies.”

— Douglas Murdock, Comptroller
 
The DAGS central payroll system provides pay checks and deposits to employees across all Executive Branch departments (including the Department of Education and the University of Hawaii), as well as the Judicial and Legislative Branches, the Office of Hawaiian Affairs, and the Hawaii Health Systems Corporation. However, the current system is more than 40 years old, runs on the mainframe, and relies heavily on paper-based processes.

The RFP addresses two key components of an “enterprise resource planning” (ERP) system, which integrates and manages core administrative functions of a large enterprise like state government. Examples of ERP functional areas are acquisition, asset management, budget, finance, grants management, and human resources, in addition to payroll and time and attendance.

Departments and jurisdictions interested in participating in the project should engage the ERP team at ets.erp@hawaii.gov.
 

Integrated IT system to enhance state asset management

In addition to payroll and time and attendance, other areas of ERP are making progress. In the area of asset management, DAGS and ETS collaborated in the successful launch of the State Building Asset Management (SBAM) system, an integrated inventory management system for more than 6,000 state-owned or operated buildings, facilities and other similar structures. 

Live since September 2015, SBAM now provides a centralized, “big picture” dashboard view for officials to use to make informed asset management decisions. In addition to building asset categories, SBAM maintains information that includes initial service date, building aliases, land parcel data, and square footage. The program also uses data from the state Office of Planning’s Geographic Information System (GIS) system, and plans are underway to add legislative district and ceded land data.

State Capitol
Hawaii Art Museum Building
Honolulu International Airport Tower
The project team overcame a major challenge, in that building information was stored by more than three dozen state agencies. The team met with each of these agencies to understand their data characteristics, supporting each of them in data cleanup, characterization, and migration to SBAM.

To facilitate continued maintenance of data, user training sessions were provided in September to onboard a total of 96 registered users authorized in the system. The focus was to allow users to review and edit data and to implement change control processes as well as evaluate future implementation of workflow processes.
 
As a result, within one month of SBAM’s launch, an estimated 98 percent of state buildings, facilities and site assets are already logged into the system.

Mainframe communication upgrades to TCP/IP


Representing a move from 1970s technology to the 21st Century, the state mainframe team has successfully completed the conversion from using the SNA/SDLC (Systems Network Architecture / Synchronous Data Link Control) protocol for cross domain access between the state, Judiciary, and City and County of Honolulu mainframe systems.  

All users are now utilizing a direct TCP/IP (Transition Control Protocol / Internet Protocol) connection across jurisdictions. The primary driver of this conversion was IBM’s discontinuance of hardware and support services for the 3745/3746 Front End Communication Processor, effective March 2016, necessitating this move in order to maintain availability to departments/agencies.
 
Congratulations to ETS Senior Enterprise Architect Mike Domai and team members Ellen Fujita, Hugh Matsumoto, Myles Murakami, and John Yim for a job well done!

eSign Update: 7,180+ transactions to-date


Since the governor’s office began piloting ETS’ eSign Services last fall, more departments, agencies and programs have begun adopting the electronic signature solution. Since Oct. 1, 2015, there have been more than 7,180 unique eSign transactions with approximately 985 active users throughout the Executive Branch.

eSign Services replaces traditional, manual steps with the advantages of working in the cloud — delivering speed, efficiency, compliance and instant global access. The solution also adheres to latest best-practice policies for online security and applies them at every level — from the application code and networks to physical facilities.

Office 365 resources available to state users


With the majority of Executive Branch departments migrated to Office 365, ETS would like to remind users that resources are available online at the o365.hawaii.gov.
o365.hawaii.gov
Visit the state-maintained site for informational videos on the various Office applications and tools, upcoming brown bag sessions (and how to request one), and more.

UH News

UH Information Technology Center awarded LEED Gold

The Information Technology Center (ITC) on the University of Hawaii at Manoa has been awarded the Leadership in Energy and Environmental Design (LEED) Gold certification by the United States Green Building Council. The 74,000 square-foot, six-story, state-of-the-art facility hosts all of the UH enterprise information and communication technology systems serving all 10 UH campuses throughout the state of Hawaii.

UH IT Center

The architects at Ferraro Choi and Associates, the UH System Office of Capital Improvements and Information Technology Services collaborated on the building design with a firm commitment to environmental stewardship from the inception. The ITC includes an 8,000 square-foot Tier II Data Center that required specialized design strategies to optimize energy consumption and efficiency in support of the LEED Gold certification.

Read the UH news release

Forward howz.IT to a friend or colleague

Published by the Office of Enterprise Technology Services, State of Hawaii, howz.IT is the newsletter of Hawaii's technology transformation. Forward this edition to a friend or colleague so they can subscribe and receive updates. Subscribe here
Facebook
Facebook
Twitter
Twitter
YouTube
YouTube
Website
Website
State of Hawaii Seal
Copyright © 2016 Office of Enterprise Technology Services, State of Hawaii, All rights reserved.


unsubscribe from this list    update subscription preferences