News from the Office of Enterprise Technology Services
January 2016
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howz.IT, Newsletter of Hawaii's Technology Transformation, Smart.Safe.Connected
On Jan. 7, Chief Information Officer (CIO) Todd Nacapuy led an information session on eSign Services, an electronic signature solution being implemented across departments. The solution is an example of enterprise shared services, one of six CIO priority areas featured this month in howz.IT.

In this edition...

CIO priorities for 2016

CIO Todd Nacapuy and his new executive team have identified six priority areas that leverage technology to increase effectiveness and efficiency, reduce waste, and improve transparency and accountability in state government. Each aligns with the Ige Administration’s goal to ensure an effective, efficient and open government. Readers can expect to read more about each priority in upcoming editions of howz.IT as progress is made.

IT Workforce Development

Photo of ETS "All Hands" Meeting on Oct. 16, 2015
Prioritizing IT workforce development will increase the state’s ability to modernize government processes, systems, solutions and services while reducing over-reliance on third-party consultants. This begins with expediting the filling of current vacancies and ongoing efforts to expand career path opportunities and retain public sector workers. 

Since Todd Nacapuy became state CIO in May 2015, the Office of Enterprise Technology Services (ETS) has successfully filled 18 vacancies (visit ETS’ IT Positions in Recruitment webpage for current opportunities).

In addition, ETS and the Department of Human Resources Development (DHRD) are partnering on an IT Broadbanding Pilot Project to update the current position classification system that is more than 40 years old, inflexible, complex, labor intensive, and unresponsive to changing needs — particularly as it relates to IT positions. In this instance, “broadbanding” is a term applied to having wide salary bands, much more encompassing than with traditional state salary structures. Ultimately, the intent is to provide more options for state employees. Pictured above, DHRD Director James Nishimoto and CIO Nacapuy in October 2015 briefed ETS personnel about the pilot project.

Read more in a recent story in the Honolulu Star-Advertiser, “State would groom its own IT experts.”

IT Governance

IT Governance: Project Request Timeline
Strong IT governance involves the implementation of governance procedures across enterprise (statewide) programs and projects to ensure successful outcomes and positive return on investment (ROI) to the extent possible.

Featured in howz.IT last month, Gov. David Ige and CIO Nacapuy have launched a new, mandatory governance process under which major IT projects must pass several review “gates” during four key phases: 1) pre-initiation (concept); 2) initiating; 3) planning; and 4) contract execution and implementation.

As Nacapuy said in a recent interview with StateScoop, “The IT governance realm helps you understand the finance pieces of it, the project management pieces of it, and it helps you grow as an IT individual.”

Read more in the StateScoop story,
Hawaii gov. orders new IT project controls to prevent future failures - See more at:
Hawaii gov. orders new IT project controls to prevent future failures” as well as the Star-Advertiser's “Upgrade required: State works to modernize IT systems.”

Enterprise Shared Services

Photo of eSign Services Briefing
Enterprise shared services provide centrally managed “Service-Oriented Infrastructure” (SOI) that leverages the entire scope of the state enterprise and related economies of scale. For example, SOI areas include cloud services, data management, data center, network, security, and unified communications.

Two specific projects that fall under this category are eSign Services and the Office 365 project, both previously featured in howz.IT. Pictured above, ETS IT Technical Analyst Micah Hwang recently led an internal briefing on eSign Services, highlighting how the solution can and is replacing inefficient paper-based processes within departments. An update on the Office 365 project is provided further below.

Enterprise Programs and Projects

HRMS Graphic Illustration
Like the previous CIO priority, enterprise programs and projects also maximize positive ROI — by leveraging economies of scale and setting standard platforms for IT systems. ETS will work with departments to facilitate the establishment and execution of programs and projects identified as priority and/or enterprise in scope. Over time, areas will include asset management, budget, finance, grants, human resources, payroll, procurement, taxation, and time and attendance.

Specific projects that fall under this priority include the Department of Taxation’s Tax System Modernization project, for which ETS is serving in an independent verification and validation (IV&V) role, as well as the Department of Accounting and General Services’ (DAGS) new State Building Asset Management system and DHRD’s Human Resources Management System upgrade, which both achieved functionality in 2015.

Open Government
Under the priority area of open government, ETS will build on established open data and transparency platforms to facilitate open government mandates.

Much progress has been achieve by the State of Hawaii in recent years. The following are open government and transparency resources developed and/or supported by the ETS team that are available today:

Cyber Security

Photo of Security Operations Center
Ensuring a sound cyber security posture for the state involves the establishment of statewide policies and standards, maintaining the security posture of the State Network, and direct departmental remedial actions, if necessary, to protect government information or data communication infrastructure.

Due to the sensitive nature of cyber security activities, specific details are not disclosed as a practice. However, in this area, the state is increasing utilization of resources offered by the Center for Internet Security (CIS) / Multi-State Information Sharing & Analysis Center (MS-ISAC), which is the focal point for cyber threat prevention, protection, response and recovery for the nation’s state, local, tribal and territorial governments.

Office 365 project meets benchmark goals

Shortly after becoming CIO, Todd Nacapuy announced a significant acceleration for the state’s Office 365 project, from a previous two-year implementation schedule.

At the time, approximately 3,000 user licenses had been deployed. Since then, in just over six months, ETS has worked with departments to successfully deploy an additional 8,400+ user licenses — totaling more than 11,400 to-date — along with the many tools and enhanced resources now available to state personnel.
Graph of Office 365 Project Progress
The project scope includes most Executive Branch departments, excluding the Department of Education and University of Hawaii. Benefits include fortified security, greater disaster recovery capability, expanded applications and services, added tools for collaboration, and long-term budget sustainability. (Product support for Lotus Notes, which the majority of state workers had been using for email under various agreements, ended last year on June 30 for those agencies under ETS’ scope, with limited best-effort support provided, if necessary, to ensure business continuity.)
Hawaii Office 365 Webpage
As part of the project acceleration, the ETS team expanded deployment resources, providing awareness and communications materials, and offering ongoing and usage support including brown bag sessions. In addition, a new Office 365 webpage was established as a central resource for all user support — before, during and after onboarding.
Deployment of any remaining licenses is pending department timetables. For example, the Department of Taxation, which recently launched its Tax System Modernization project, has opted for a limited deployment at this time to accommodate the modernization initiative as well as annual tax deadlines.
ETS appreciates the collaborative spirit of department personnel that has been instrumental to the success of this project.

Hawaii GPC improvements underway

ETS is executing plans to add stability, capacity and redundancy to the Hawaii Government Private Cloud (GPC). Aligning with the state’s larger, long-range data center strategy, the ETS team is migrating GPC services from the Kalanimoku Data Center to an offsite location.
Workload Types in the GPC: 59% Windows; 38% Linux; 3% AIX
As is well documented, the state’s primary data center in the Kalanimoku Building is unable to support long-term growth. It is nearing its power and cooling capacity, and its age and infrastructure fragility make adding capacity both costly and risky. This leaves the state with limited disaster recovery mainframe available to help improve recovery time (increase availability).

Affecting GPC customers only, this initial transition is expected to be seamless. However, to minimize the potential for any disruption, ETS is implementing a two-phase approach involving the movement of departments’ Development/Testing (DEV/TEST) virtual machines in January, followed by Production (PROD) virtual machines in February.
So far, implementation is going extremely well, with the DEV/TEST migration successfully completed last week.

Office of Planning, ETS completing groundwork for GIS program upgrade

ETS is partnering with the state Office of Planning Statewide GIS Program (OP/GIS) to upgrade the state’s GIS capabilities to take advantage of current trends in Web GIS and cloud services. The ultimate goal is to make it easier for all state employees, contractors and the public to use, make and share maps on any device at any time. The target date for the new system launch is June 2016.
OP/GIS Webpage
As plans move forward, additional information and resources will be available on the OP/GIS webpage, including a future page for users.

The Statewide GIS Program serves more than 150 state GIS data and system users from 11 departments, and it includes 250 data layers from state agencies and all four counties. Examples of use range from the Department of Health’s Flu Vaccine Locator, to the Legislature’s Find Your Legislator App, to county maps providing shelter locations in emergency situations.

The first step is to review the GIS data that the program currently collects, documents and shares both within the state and externally, and then look at ways this data can be better managed and shared. This important due-diligence is now underway.
Photo of Hawaii House Chamber

Relating to information technology…

With the opening of the 2016 legislative session on Jan. 20, several bills have already emerged that have the potential to impact information technology and modernization efforts. These include the following measures:
S.B. 2807 and H.B. 2278 are companion bills, introduced as part of the governor’s package, with the purpose of formally establishing ETS through the consolidation of the Office of Information Management and Technology and DAGS’ Information and Communication Services Division, including all related information technology functions. The reorganization is intended to create greater efficiency in state government and clarify roles and responsibilities in new governance processes by consolidating the two programs that already fall under the oversight of the CIO.
S.B. 2541 was introduced by Sen. Jill Tokuda, chairwoman of the Senate Committee on Ways and Means, to authorize the state CIO to use or transfer funds, appropriated in the 2015 State budget Act (Act 119, SLH 2015), to Executive Branch departments and agencies for projects that have been approved by the governor. The intent of this bill is consistent with recommendations made in ETS’ Act 119, Section 41, SLH 2015 Report to the Legislature, submitted in December.

For more information on these and other bills, visit the state Legislature’s website.

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