News from the Office of Enterprise Technology Services, State of Hawaii
Jan. 5, 2017
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CIO Todd Nacapuy at Holiday Tech Job Fair
State jobs in information technology were among many opportunities showcased at the 17th annual Holiday Tech Job Fair, held last month by the High Technology Development Corporation. Leaders such as CIO Todd Nacapuy shared insight with hundreds of job fair attendees. Read more in this month’s howz.IT.

In this edition...

ETS continues progress into the New Year

The Office of Enterprise Technology Services (ETS) begins 2017 with a strong track record of successes and clear priorities for the new year. Formally established last July by Act 58 of 2016, the new office, led by Chief Information Officer (CIO) Todd Nacapuy, accelerated several modernization initiatives and achieved measurable goals in a short period of time. A few highlights follow:

eSign Service nears 100,000 transactions

Document being eSigned

Fifteen months after the governor’s office piloted eSign Service in October 2015, approximately 98,000 (and counting) unique electronic transactions have been processed across departments, representing a reduction and associated savings in the use of paper, ink, and process time.  

Last January, ETS began expanding the electronic signature solution to departments across the executive branch, furthering Gov. David Ige’s paperless initiative and increasing government efficiency. The eSign Service program is also saving valuable time that can be better used working on issues facing the people of Hawaii. As a result, state government is transforming from a paper-based system to one that is leading the nation with digital documents and electronic signature capabilities. 

In addition, as part of the program, executive branch users are provided, at no additional cost to the state, unlimited access to Adobe Creative Cloud applications, including many modern, up-to-date technical tools, avoiding duplicative purchases and resulting in reductions through quantity versus single-unit purchasing. 

Executive branch migrates to Office 365

From October 2015 to November 2016, the total number of licenses increased from approximately 9,000 to more than 12,390, and total mailboxes utilized increased from approximately 7,000 to 11,800.

Last year, ETS assisted departments in completing the migration of the majority of executive branch departments to Office 365. This project included the activation of 12,390 Office 365 licenses that are now being utilized by departments and the migration of over 11,800 mailboxes from mostly IBM Lotus Notes email systems.   

Along with bringing most departments onto one unified communication platform, benefits include fortified security, greater disaster recovery capability, expanded applications and services, added tools for collaboration, and long-term budget sustainability.

ETS partners with UH on data center colocation

Todd Nacapuy, UH President David Lassner, Gov. David Y. Ige and UH CIO Garret Yoshimi

In March 2016, ETS formalized a memorandum of understanding with the University of Hawaii Information Technology Services to reduce risks associated with some of the state’s IT systems while saving taxpayer dollars. Under the terms of the collaborative agreement, some IT systems currently housed at that state’s primary data center in the downtown Kalanimoku Building are migrating to the UH IT Center, to the extent possible, to provide true resilient backup for the first time.

By leveraging UH’s new data center, ETS is able to address some of the state’s most critical systems while reducing duplicative spending, including costs associated with designing, building, maintaining, powering and staffing an entirely new data center. The agreement represents an annual cost reduction in the millions of dollars.

IT Governance ensures effectiveness, cost-efficiency

IT governance workflow for executive branch technology programs and projects

In December 2015, ETS announced a mandatory IT governance process and worked throughout 2016 to implement that process across the executive branch to ensure success for IT programs and projects. Since them, ETS collaborated with the Department of Budget and Finance to incorporate IT governance directly into the budget preparation process for the upcoming biennium. Specifically, departments and agencies were required to develop and maintain their multi-year IT strategic and tactical plans and roadmaps along with their budget request submittals for consideration as part of the state’s overall IT strategic plans.

This is a game-changer for Hawaii state government, as this level of coordination will create opportunities to make IT initiatives more effective and cost-efficient by taking advantage of economies of scale, improving and better coordinating project timelines, and, in some cases, renegotiating proposed contract terms, conditions and prices in the favor of the state.

CIO sets priority areas for IT

2016 CIO Annual Report
To continue the progress highlighted above, ETS has identified seven priority areas to continue progress and further identify, prioritize and advance programs and projects that achieve ETS’ legislatively mandated duties. These priority areas are:
  • IT Governance 
  • Cybersecurity 
  • IT Workforce Development 
  • Services-Oriented Infrastructure
  • Enterprise Programs and Projects 
  • Open Data 
  • IT Cost Transparency
A notable addition is IT Cost Transparency. In support of Gov. David Ige’s goal for an effective, efficient and open government, IT Cost Transparency includes processes and tools that enable the state enterprise to model and track the total cost to deliver and maintain IT services, ultimately restoring the public’s trust in government by improving cost-effectiveness, transparency and accountability.

Read the CIO’s Annual Report to the Legislature for more information. Also, watch for future editions of howz.IT as we feature these priority areas each month.

State hires Chief Information Security Officer

Photo of Vincent Hoang
Windward Oahu resident Vincent Hoang has joined ETS as the State of Hawaii’s chief information security officer (CISO), a position approved by the Legislature in 2016.

In place since Dec. 1, Hoang is responsible for establishing cybersecurity standards for the executive branch and ensuring that system operations stay current with best practices. 

“The state is fortunate to have an individual of Vince’s caliber leading our cybersecurity program, which safeguards our critical IT infrastructure and protected data.”

— CIO Todd Nacapuy

Mr. Hoang brings 20 years’ experience in developing and implementing effective information technology strategies, including the application of cybersecurity, network management, and systems design to improve business outcomes. He earned a bachelor of science from the University of California, Riverside, and holds a wide variety of technical competencies:

  • Certified Information Systems Security Professional (CISSP);
  • Global Information Assurance Certification (GIAC) Systems and Network Auditor (GSNA);
  • Certified Information Security Manager (CISM) and Systems Auditor (CISA);
  • Cisco Certified Design Professional (CCDP) and Associate (CCDA); and
  • Certified Network Professional (CCNP) and Associate (CCNA).
Cybersecurity graphic image

ETS builds on state-led cybersecurity program  

The 2016 Legislature’s approval of three new cybersecurity positions within ETS, including the CISO position, will help to improve upon the effectiveness of the state’s cybersecurity program, which protects all three branches of government that today share a common access point to the Internet. These positions are part of the transitioning of the cybersecurity program from a vendor-led operation to a more sustainable state personnel-led team.

ETS’ approach to cybersecurity includes network topology, technology and software tools, continuous monitoring and information sharing, response to threats and recent incidents, and awareness and education. It is not a one-size-fits-all approach, but rather requires flexibility in the face of different threats, vulnerabilities and risk tolerances, and includes various countermeasures.

In 2017, ETS is focused on filling remaining cybersecurity support positions to assist departments in further securing their endpoints and proactively searching for vulnerabilities in the state government network. ETS will continue to increase the cybersecurity team’s visibility into department networks in conjunction with the deployment of industry-standard security tools.

Learn more in ETS' quarterly cybersecurity report to the Legislature

Photo of HawaiiPay session

Payroll modernization begins ‘Fit/Gap’ analysis

With its notice to proceed issued in October 2016, the Enterprise Payroll Modernization project (HawaiiPay) is well underway. Initially, most state employees will not see any significant changes to payroll as new backend processes and technology are implemented. Payroll personnel will be the first to benefit from streamlined work processes and modern functionality such as immediate access to the information available online. For them, this means learning improved business processes that will result in a more accurate and efficient payroll cycle. 

“The HawaiiPay project is a worthwhile investment, addressing the many risks associated with the current  40-year-old system — a fragile, inflexible, manual, and paper-intensive way of doing business ... Our payroll personnel do an outstanding job each pay cycle, and updated processes and technologies will assist them in adding modern functionality and efficiencies, expanding security and disaster recovery capabilities, and enhancing system performance, timeliness, and payment accuracy.” 

— Roderick K. Becker, Comptroller, State of Hawaii

HawaiiPay timeline showing sequence: Start Up and Analysis; Design & Build; Test; Deployment; and Support
The HawaiiPay project is currently in the Analysis stage, which includes a major project activity called Fit/Gap analysis. This is a process where the delivered functionality of the PeopleSoft Payroll software is compared directly to the state’s payroll requirements, one by one. Requirements are carefully reviewed and each comparison is determined to be a “Fit” or a “Gap.”

Fit vs. Gap

A “Fit” is where the chosen solution (e.g., PeopleSoft in the case of the HawaiiPay project) supports a specific requirement directly.

A “Gap” is where a requirement is not met. When Gaps are identified, the next step is to determine how to address each.

In some situations, there may be many options available to fulfill the requirement, while other cases may need to be reconsidered. For HawaiiPay, the project team will work closely with payroll subject matter experts to determine exactly what functionality the new system will provide and how it will be implemented. This is why participation from payroll and HR experts during the Fit/Gap process is essential. 

Photo of ETS Enterprise Programs Manager Leila Kakawa at Holiday Job Fair

Holiday Tech Job Fair showcases opportunities in state government IT

The ETS team along with dozens of employers participated in the High Technology Development Corporation’s (HTDC) 17th annual Holiday Tech Job Fair, held Dec. 28 at the Japanese Cultural Center’s Manoa Grand Ballroom. CIO Todd Nacapuy and CISO Vincent Hoang were among the many employer representatives who shared the variety of job opportunities in the area of technology that exist across public and private sectors in Hawaii. Click here to view the photo album.

ETS LinkedIn site
The state technology team is continuously seeking applicants for the IT positions, ranging from IT security roles to specialist positions in support of modernization projects such as HawaiiPay.

For more information, visit ETS’ IT Positions in Recruitment webpage or LinkedIn Careers page.  

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