2013 utah department of technology services accomplishments report

8/13/2019 2013 Utah Department of Technology Services Accomplishments Report

1/33

Consistent with global trends, many Utahns use social media as a way to aggregateinformation from many different sources including government. DTS supports a

variety of statewide social media services, particularly those associated with the

Utah.gov portal. For example, the number of followers of Utah.gov on Google+ hasgrown from 3,000 to over 92,000 in just the past 7 months. These diverse resources

on Twitter, Facebook, Pinterest, and Google+ provide the latest updates on new

services and information. Utah.gov was recognized with Public Technology InstitutesWeb 2.0 award for innovative use of Web 2.0 technologies.

EnterpriseCoordination ofSocial MediaEnvironments

Utah Receives A Grade in Digital States Survey

The CTO Office coordinated the

states response to the Digital States

Survey, which is a comprehensivestudy that examines best practices,

policies and progress made by state

governments in their use of digital

technologies to better serve their

citizens and streamline operations.

Utah was one of only two states to

receive an A grade in the survey.

In addition to being named the top

state overall, Utah was also

recognized with the first placeaward in Enterprise Information and

Communication Technology and was

one of the top five states in the areas

of transportation, finance and

administration, and adaptive

leadership.

Online ServicesIn 2013, the state of Utah delivered

over 31 million online transactions.

Over a third of these were financialtransactions involving some kind of

payment. Utah.gov providesindexing and analysis services to

help manage and direct the public to

over 1000 different online services,as well as a 24x7 online support

channel to answer users onlinequestions. Over 60 new online

services were added to the Utah.gov

domain in 2013.

CTO

ande

Gov

DEPARTMENT OFTECHNOLOGYSERVICES2013ACCOMPLISHMENTSREPORT

, ,


2/33

DTS Mobile

StrategyThe DTS Mobility Strategy for

the State of Utah was completed

and approved by the CIO in

April 2013. The strategycontains simple statements and

objectives supporting two majorgoals:

Increase the productivity and

effectiveness of the State's

increasingly mobile workforcethrough efficient provisioning

and technical support.

Ensure that highly mobile Utah

citizens are able to access andutilize the State's onlineservices and information

regardless of the platform they

choose to utilize.

One of the initiatives identified in

the plan was to increase thenumber of department-level

websites with responsive or

mobile friendly design. Sincecreating this objective, the

percent of department levelwebsites with responsive or

mobile-friendly design has almost

tripled from 11% to 32%.

Utah DigitalGovernment Summit2013

The CTO Office coordinatedthe 2013 Utah Digital

Government Summit,

providing training andnetworking for digital

government workers

throughout the state. Thisevent has brought together

several hundred participants

each year in an effort toelevate the way digital

Updated Utah.Gov PortalThe CTO Office oversaw the development and release of a major upgrade to Utahsaward-winning portal, Utah.gov. The new portal introduced several new innovations

including and enhanced master data index, a new responsive design, new geolocation

services, and an improved smart search. Utah.gov received over 20 major awards in2012, including:

! Best of State 2012 as the Best Web-Based Community Resource

! 2012 Communicator Award of Distinction as Best Government Website

! Excellence.gov Award for best use of social media

! Government Customer Support Award for Customer Focus Excellence! Best in Class Interactive Media Award

! GovMark Council Award for Best Digital Program

WSCA-NASPOPublic Cloud HostingContractsThe CTO Office participated asthe lead state for the

development and award ofone of the first Public CloudHosting contracts available toall WSCA-NASPO states, cityand county governments, andfederal agencies that wish toparticipate. The contracts offersubstantial cost savings oncommercial cloud platforms forGIS data and applications,and a wide variety of otherhosted application servicesand servers.

Mobile DeviceManagementContractThe CTO Office andPurchasing developed an

invitation to bid for a MobileDevice Management solution

that supported key securityneeds, application distribution,and management of multiple

types of mobile devices andoperating systems. The MDM

rollout commenced in July2013.

DataCommunications RThe CTO Office has assistewith the last several contra

for Data Communications

equipment and services. Utis the lead state for thisprocurement. This contractrequest fully embraces

convergence of technologifor data communications,

software designed networkand hosted network service

will be a multi-vendor awarcontract and is a very highvolume contract used by m

WSCA-NASPO states.


3/33

DTS has successfully implemented a Dashboard to display metricsfor stakeholders and internal DTS use. The new Dashboardprovides transparency into availability of systems, applications,project status, customer satisfaction reports, and hosting andstorage consumption. The visibility into these metrics helps the agencies analyze use of DTS services and allowsfor monitoring at the touch of a button.

DTS Dashboard

Unified Communications VoIP Core Installation

DTS awarded a contract toimplement a Voice-over-Internet Protocol (VoIP)platform for voice services.VoIP technology utilizes the network toplace and route calls. Many of the DTSvoice systems supporting ExecutiveBranch agencies are reaching end-of-life.DTS currently supports over 20,000 stateusers, including 42 PBXs (these arestand-alone systems); and over 250smaller key systems. DTS has developeda road map for moving to the nexttechnology for voice related services

VoIP is the future of telephonycommunications.

DTS has installed two platforms toprocess VoIP calls on the network: one inthe SLC Data Center and one in theRichfield Data Center. The platforms arefully redundant and capable of handlingover 20,000 users throughout the state.System administration is managed on asingle platform and offers the same toolsfor voice services to all state employees,regardless of their location.

DTS is currently evaluating andprioritizing sites to migrate to VoIP andthe new platform. This effort isdependent upon agency site readinessand funding.

Data Classificationand RiskAssessments

Increase DataSecurityDTS Security has been working witheach of the agencies on a DataClassification and Risk AssessmentProject. The Data classificationproject identifies and quantifiessensitive information, which allowsDTS to implement additional securitysafeguards where needed. Thevalue in security risk assessments is

to document security risks and

vulnerabilities for each data set andplan for mitigating activities so thatthese risks and vulnerabilities are nolonger present. DTS Securitycontinually seeks ways to improvesecurity for the States data.

Infrastructure



4/33

Desktop

AccomplishmentsOf the 14,827 computers

supported by DTS, 3,817new computers were

installed (26%replacement).

Pushed out ZEN 11 Client toall the networked desktops.

Averaged 4.6 on CustomerSurveys, 96% on InitialResponse for Remedy ticketsand 96% for Time toResolve for Remedy tickets.

Completed 21,756restoration tickets, 16,657request tickets, and 98projects.

Approximately 7,700desktops have beenmigrated to Active Directory.

Desktop staff continue to beinstrumental in the VirtualDesktop Implementation,

Zen, and Active Directoryprojects.

Hosted Email, Communications, and Collaboration Servicesthrough GoogleDTS successfully migrated and transitioned 23,000 State email users toGoogle Apps. There was a limited support impact to DTS Apps Support andHelp Desk staff. DTS provisioned 3,144 Google Message Discovery accountsfor added security. The Desktop team was also able to complete thefollowing throughout the project:

Facilitated decommissioning of GroupWise system to save nearly $180,000per quarter in licensing costs

Facilitated decommissioning of servers to reduce overhead costs and costavoidance of almost $500,000 in Tivoli storage costs

Decommissioned ProofPoint email filtering system

Decommissioned Blackberry Enterprise ServicesEvaluated and developed methodology for deploying a new Instant

Messenger replacement.Evaluated options for consolidating fax services statewide.

End-of-Life Network Equipment Replacement

DTS replaced end-of-life chassis for Capitol campus switches, core networkswitches, and hosting switches in the SLC Data Center. This project requiredthe coordination of many agencies, followed by intensive testing after

installations were completed. The required upgradesensure network reliability and business continuity.

Enterprise Wireless Project

DTS centralized the wireless guestnetwork known as CapNet, allowing

all network traffic to be handled by adedicated wireless controller in theSalt Lake Data Center. Thisconfiguration allows a centralizedcontent filtering of Internet traffic andenhances security by routing guestwireless traffic outside of the Stateinternal network.


5/33

Improved Design Services

During 2013, DTS SolutionsDelivery added investmentsin resources and toolsets toenable improved servicesfrom a strong, centralizeddesign staff.

As a result, the team partnered withmany agencies on major projects thatprovided the agencies with betterdesigns and graphics, and also helpedthe agencies contain costs and usedollars more wisely. The overall resultallowed customers to implement designsthat were fresh, current, accessible, andconsistent with best practices.

For example, the Department ofHeritage and Arts collaborated withSolutions Delivery for websitedevelopment, support and maintenance.In June, this team rolled out a totallyredesigned site for the Department and

its subdivisions. The new websiteactually combines six previous divisionWebsites into one, enhancing the unityof the department, and improving thecustomer's experience. The new websitealso uses a consistent set of tools foreasier on-going content managementand site maintenance. The new websiteincorporates accessibility guidelines andit is more mobile-friendly.The work on thenew site was accomplished usingcentralized Solutions Delivery staff. Thisapproach eliminated the need for DHAto have dedicated web designers. On-

going maintenance and support for thesite will also be handled by thecentralized staff. This frees up thousandof dollars for DHA to use for other

IT needs.

The Department of Insurance alsopartnered with Solutions Delivery torewrite their department website. Withour team of graphic designers focusedon the project, the work wasstreamlined, and the new site waslaunched in a matter of weeks.

Like DHA, development, support and on-

going maintenance is provided by acentralized team from Solutions Deliverywithout the need for Insurance tomaintain permanent staff. (Again, thissaves dollars for other technologyneeds).

These are just a couple of examples of avariety of successful partnershipsbetween DTS and the agencies we serveDuring Fiscal Year 2014, the SolutionsDelivery group will continue to invest innew knowledge, skills, and ideas inorder to add value to the servicesprovided by this team.

Solutions

Delivery



6/33

Saving Agency

Dollars through

Reusable Code

and ArchitectureIt has been the goal of SolutionsDelivery to produce code basedupon a standard and consistenttechnical stack for the followingreasons:

Easy maintenance, asdevelopers can easily identifyand support an architecturethat is standard to them, even ifthey have not developed theapplication.

Ease in deployments, as theHosting group can writeautomated solutions basedupon being able to anticipateapplications written on thesame architecture.

Reusability of code, asapplications are written withconsistent interfaces and writtento best practices as opposed tosupplying a solution to a uniquesituation.

The results of such practices havereaped rewards for the agenciesduring FY2013, as we have beenable to produce new apps basedupon good foundation code,without starting from the bottomup.

One good example of this is thenew DHS Licensing System, thatwas written in FY2013, basedupon the existing code from alicensing system developed for

another Agency. We were ableto leverage existing foundationcode and produce a applicationthat fits DHSs custom needswithout having to start fromscratch and in the process havesaved DHS tens of thousands ofdollars.

Lower Cost Alternatives for Database UsersOver the years, the Solutions Delivery Database group has been able to implement moreand more efficiencies in association with managing the shared database environments. Thishas resulted in continuous rate reductions for the customers that house their databases withinthose environments.

During recent years, however, the database group has looked for ways to pass on evenmore savings to customers with very large databases, as sometimes it is possible to find evenmore efficiencies in managing large, single databases.

Therefore, in FY2013, there was not only a rate reduction to those smaller customers, housedwithin the shared environments, but an option was presented to the largest customers foradditional savings as well.

This pilot program, begun in FY2013 will become fully functional in FY2014. The goal of thedatabase group, will be to prove the value of the program to the customer during the year inorder to make this pilot a permanent solution.

New PartnershipsThe Solutions Delivery Developmentteam continues to partner with variousState agencies that are interested indeploying new streamlined solutions toreplace old manual processes. Theseagencies are interested in securingdevelopment resources for a short timeto achieve these goals, without having toestablish a dedicated, full-time staff.

A good example of this is thepartnership this past year between DTS

Solutions Delivery and the office of theLegislative Fiscal Analyst. In July, DTSwas approached by the Legislative FiscalAnalysts (LFA) to write an application toautomate theFeeSchedule. In the past,

this has been a manual process of dataentry and then re-entry into differentspreadsheets and applications.

The new automated process, designedand written through this collaborationcan easily save hundreds of man hoursevery year.The goal was to keep theapplication simple yet robust enough togather the data and manage theworkflow. The project was deliveredwithin budget and was created andtested on a very strict timeline.This newsystem has not only saved man hours

during Fiscal Year 2013, but it hasprovided the foundation for newfunctionality that will result in additionalcost savings during the first part of Fiscal

Year 2014.


7/33

New DatabaseDeveloped for InvoiceInformation

DTS Cost Savings

Cost Savings of $1 millionRealized in 2013In FY13, DTS Finance and Administrationincreasingly collaborated with customers

both internal as well as external to

provide superior customer service, tocontinue to save the state money, and

build on past accomplishments. The

finance team saved the state over $1million by: negotiating with vendors for

year-end computer purchases ($183,

000), changing the SAS softwarecontract billing method ($50,00),

working with IBM on maintenancerenewals ($200,000), and negotiating

with auditors from Adobe to ensure statesoftware compliance ($600,000).Thesesavings were accomplished as DTS

worked on behalf of the State ratherthan agencies negotiating directly with

vendors themselves.

Over 85% of DTS Finance customers aresatisfied with the service received and

over 50% said performance of staff is

getting better. The survey results indicatethe Finance Team is continually working

toward a better relationship withcustomers both internally and externally.

The DTS Finance Group is looking

forward to assisting customers thisupcoming FY14.

DTS Receiving

Centers

The Receiving Team processed a totalof 8728 total items of which 3566

were imaged including; thin clients,desktops, workstations and laptops.

DTS Receiving completed the

installation/registration keys forsoftware for the Zenworks Project,

which will help with State devicetracking and management.

DTS Receiving was able to create a

new process for tracking products

from start to finish.

DTS Receiving also developed a new

Return process so all manufacturerdefects as well as shipping damages

are resolved during the shipping

process.

Financ

eandAdmin

istration


In FY13 DTS Accounting paid 8,791 invoicestotaling $73,651,341. The Accounting Team alsodeveloped a new database to store all invoicepayable information. The database incorporatesmany added improvements that offer benefits tostaff and customers including a quicker and moreefficient way to provide status information.


8/33

Software InventoryDTS initiated a major project to

inventory software on all 22,000desktop devices located

throughout the State of Utah. The

main purpose of this project wasto enable DTSto reconcile and

bring State Agencies into

compliance with the vendorsoftware licensing requirements

and respond to agency concerns

regarding the number of licensesowned and being used. While this

project up front sounds simple, it

was really quite complexrequiring considerable efforts to

find computers, load assetmanagement software on each

computer in use, and

decommission devices no longerneeded while not interfering with

the daily work of 22,000 State

employees.

To date, the project team has

been able to decommission more

than 12,000 computers that areno longer in use; a problem which

affected many agencies. By

getting these computers out of thesystem, DTS has been able to

reclaim software licenses to reuseon other devices already in use oron new equipment. This is a huge

cost savings to the agency

because it not only ensures theyare not billed for devices no

longer in use, but it saves theagencies money by being able to

reallocate software licensed on

these devices to other computers.

In addition, the Team has loaded

asset management software onnearly 4,400 devices enablingmany of these computers to

automatically report back through

the asset management software.This has or will increase the level

of confidence agencies have in

DTS to manage software loadedon their computer devices.

Implementation of New IT Procurement System

On June 10thDTS Finance the new State IT Procurement System. The new systemprovides an online shopping type experience for customers which will allow the most

frequently purchased items to be requested quickly and with minimal information from

the buyer. For these frequent items, bulk pricing can be negotiated with contractedvendors by DTS Procurement, eliminating the need for customers to seek out quotes

and bids to find best pricing. DTS Finance staff also assisted in the restructure of

approval paths and trainings for state employees.

The new system allows for a great amount of transparency that was not previously

offered. With the new system, customers of DTS can track the progress from request

until delivery to the end user; information that took a lot of time and many reports toobtain previously. In addition various other enhancements to the overall process that

will allow DTS to be more efficient, effective and transparent in serving its customers intheir procurement needs.

DTS Establishes Internal Audit Team

In January of 2013, an internal audit function was established at DTS. The internalaudit group currently has an audit manager and two staff auditors- one is assigned to

oversee HIPAA compliance audits and the other auditor works with state agencies

who accept credit card payments to ensure compliance with PCI regulations.

The internal audit group created

policies and procedures manual. The

manual will provide guidance toensure internal audits will be

properly planned, test work

adequately documented, internalaudits will be properly reported.

Standard forms have also beencreated that will help the audit

process at DTS.


9/33

First Release of a Statewide Address Points Map Layer

AGRC oversaw the construction and first release of a statewide map layer containing thelocation of Utah addresses. This new public domain resource provides value to any process that needs to identify discrete addresses withina specific area or to find address locations at an enhanced level of locational precision. Emergency Response, Point oDelivery Sales Tax, and Elections Management are three important application areas. The statewide address pointlayer was built utilizing the expertise of Utahs county-level governments. This effort was made possible by a grantobtained from the Department of Commerces National Telecommunications and Information Administration (NTIA),and facilitation by AGRC and the

Web API for Using Geographic Data:api.mapserv.utah.govAGRC published an application programming interface (API) that allowsprogrammers to build in requests for geospatial data and services into new and

existing applications. This allows the information content in Utahs State

Geographic Information Database (SGID) to be put to work locating,

displaying, and analyzing agency business data without any special GIS

software or skills on the part of the end user. The initial release includes

functionality for the location of addresses and highway/milepost locations,

whats at? queries against jurisdictional boundary data, and map data

display. The address location component of the API will support traffic safety

AGRC



10/33

Map Technology

Support to State

AgenciesThe value of map-enabled datacontinues to grow for guidingmanagement, improving theefficiency of operations, andcommunicating and coordinatingamong agencies and withdecision-makers and the public. Inadditionto SGID activities, AGRCcompleted mapping technologyprojects, including applicationdevelopment, database hosting,data development, coordinationand strategy. Among these,significant efforts included:

a web-application to manageDAF Grazing ImprovementProgram grants

contributions to the Utahsresponse plan for the FederalHighways MAP-21 roadsinventory requirements

updates to WatershedRestoration Initiativemanagement application

support/hosting for the statearcheological site database

legal descriptions for Utah roadownership assertions

broadband speed andavailability for consumers andinstitutions

maintenance of incorporatedboundaries, road centerlines,and voting precincts

operation high-precision TURNGPS network, now with over300 registered users

In FY 13, AGRC partnered onmap technology initiatives withthe following agencies:

Departments of Agriculture &Food, History & Arts,Environmental Quality, Health,Natural Resources, Public Safety,Transportation as well as the 911Committee, GOED, Lt. GovernorsOffice, PLPCO, Public ServiceCommission, State TaxCommission, and SITLA.

High Resolution Aerial

Photography PartnershipThrough funding partnerships with the USGS,

State, and local government, AGRC successfullycontracted for the acquisition and delivery of 5"resolution aerial photography covering 2,110

square miles of the urbanized areas along theWasatch Front. The imagery

collection flights were flown inthe Spring and published in

November. This public domainimagery is the latest addition to

the State GeographicInformation Databases (SGID)

aerial photography collectionthat is made available for

download or use as a webservice.

Since 1991, AGRC has maintained the State GeographicInformation Database (SGID), a central repository of digital mapdata layers that depict both general map reference data as well asimportant agency business data. SGID data content and relatedweb services are publicly available via AGRCs highly utilizedgis.utah.govwebsite.
http://gis.utah.gov/datahttp://gis.utah.gov/datahttp://gis.utah.gov/data


11/33

Hum

an

Services


Automated Forms at ORS

During 2013, the infrastructure andbatch forms which are generated byORS were implemented through AdobeLiveCycle. The batch forms make up 70percent of the volume of forms which aregenerated by ORS. At the moment, 63batch forms and 13 interactive formshave been deployed to production. Thebatch forms include all of the highvolume forms indicated as priorities byORS, including notice to withhold, manyorder modifications, and many of the IVRfollowup letters. The interactive formsare all internally facing (used by ORSemployees) and include the visitor log,ORSIS access request, conflict of interest,

exercise agreement, and vacationrequest forms.

A number of internal security and HRforms also were developed in AdobeLivecycle and put into production.Creating workflow processes withinAdobe Livecycle has greatly enhancedthe ability to generate a form, obtainapprovals, store images of the form(s)and produce reports rapidly. Theautomated processes which are beingused have greatly simplified internalforms processing.

A combined team of ORS and DTSemployees are working on bothenhancing the framework for theinteractive forms and on increasing thenumber of forms deployed. From thebeginning of the process, ORS and DTShave worked closely in creating theenvironment, defining and creating theforms, and in integrating the forms withother applications, ranging from themainframe to the Content Managementsystem used by ORS. DHS recentlylicensed Adobe Livecycle for theremainder of the department so otherscan see similar improvements in thecoming years.

State of Utah

GARY R. HERBERTGovernor

GREG BELLLieutenant Governor

DEPARTMENT OF HUMAN SERVICES

PALMER DePAULIS

Executive Director

Office of Recovery Services

LIESA STOCKDALE

Acting Director


12/33

Benefits

The SAFE Trust Fund Accounting system

will increase worker productivity anddata accuracy by:

Automating all data transfers from the

Office of Fiscal Operations (OFO) tothe DCFS Regions

Improving data integrity by providing

additional validations

Eliminating current duplicate data

entry

Automating the Request for Funds

Process and making it more efficient

by eliminating email and surface mailcommunications about the process

Affording greater monitoring and

security of signatures and theapproval process

Automating manual calculations

Supporting the OFO and SAFETechnical Support Teams by providing

remote assistance for the new system

Providing reports to detect dataintegrity errors

During fiscal year 2013, a majorfocus of work for the DTS team atDHS was to move the existing SAFEDatabase from older hardware andsoftware to state-standard MicrosoftSQL Server Database Software andWindows hardware and to moveforward on SAFE Modernization.The database conversion will be

completed during fiscal year 2014.Modernization is an ongoing effortfor several years. The first part ofSAFE Modernization, the web-basedSAFE Trust Fund Accounting Modulewas completed and deployed duringfiscal year 2013.

The new web-based SAFE Trust Fund

Accounting Module provides

functionality for DCFS to managetrust accounts for foster children for

whom DCFS has custody. The system

replaced QuickBooks accounting formanaging trust accounts. The SAFE

Trust Fund Accounting Module servesto meet a federal certification

requirement.

The architecture and framework builtto support the SAFE Trust Fund

Accounting Module lays the

foundation for future web-basedmodules that will replace legacy

SAFE functionality as part of the

SAFE Modernization effort. Because

the SAFE Trust Fund AccountingModule was the first SAFE

Modernization Module, there was a

significant investment in thatarchitecture and framework in order

to be able to implement the

functionality. The SAFE Trust FundAccounting Module was built to

utilize the new Microsoft SQL Server

Database Platform that will be thenew database platform that SAFE will

use following database conversion.The project provided the initial

proving ground for changes to the

SAFE Software Development LifeCycle that becomes the basis for

Agile Methodologies that will be

used throughout the SAFEModernization effort.

The completion of the SAFE TrustFund Accounting Project duringFY2013 has provided importantbenefits to the Division of Child andFamily Services. Additionally, thework to complete the SAFE Trust FundAccounting module has provided theinitial architecture, framework and

software development methodologiesupon which the rest of SAFEModernization will be based. Thework done in FY13 is now setting thestage for further progress.

SAFE Trust Fund Accounting Module


13/33

Recent events have increased the states emphasis on data security, something thathas always been important to Tax. Responding to Deloitte recommendations that

agencies take more responsibility for the security of their information systems, Tax

hired two staff that are now focused on security at the agency. Specific steps arebeing taken to enhance the security posture of the agency, overseen by a project

management group that meets at least monthly. The executive director is also serving

as chair of the newly formed Security Council tasked with encouraging agencies toimplement the Deloitte recommendations across the enterprise.

Security

Enhancements

Tax

Commiss

ion

VADRS: Utah First State toImplement Motor VehicleFunctions

A new instance of GenTax is coming,focused this time on the motor vehicle

functions administered by the Tax

Commission. Much of the preparatory

work has been done during FY2013,

with roll out scheduled for early

FY2014. Tax partnered with Fast

Enterprises to be the first state to

implement motor vehicle functions

using GenTax, garnering significant

attention from other states anxious to

follow in their footsteps. The project

team is completing development work

and has been immersed in testing the

system since March of 2013.

Preparations are being made for

training employees across the state

and converting existing data.

Clean Up of SystemsWith all tax types in GenTax, DTS

helped the agency eliminate severasmall applications that are no longe

needed, reducing the number of

systems requiring support and thenumber of places where sensitive

taxpayer information is stored.



14/33

Paperless Renewals

Agricu

lture

and

Foo

d

Department Business FormsDTS has worked with DAF to preserve,standardize form numbering, and trackapprovals for department businessforms. DTS has also assisted thebusiness as they put new procedures inplace to manage and standardize

business forms.

New Application Advantages: Source documents for forms will

be stored in a business formsrepository folder instead ofbeing inadvertently destroyed.

Source documents will nolonger need to be recreatedmanually at every revision.

Forms revisions will bepublished only after beingreviewed by the appropriate

people. Forms revisions will no longer

break automated processes ofail to include requiredinformation.

Standard general layout,including numbering (a newbusiness process will requireconsistent logos, seals,headings, etc.)

Estimated Savings:

Time spent re-creating busines

forms instead of simply editingexisting documents.

Product Registrations Online Applications and Renewals


The enhancement to the Licensing and Establishment Registration applications allows customersto opt-in to get paperless renewals via email. This enhancement will also send emailscontaining a link to the renewal web page to all customers with an email address on record,stating that it is time to renew license/registrations and they can go paperless. As otherapplicable applications are enhanced, the paperless renewal option will be added to thoseapplications also.

Advantages Include:

Customers receive renewal notices faster.

Non-English speaking customers can use web browsers to translate.

Customers can opt in to receive future notices via email

Foreign customers will no longer have to wait 1-2 months for postal mail to begin selling products.

Office workload is reduced and manual errors eliminated.

Postage fees reduced.

Estimated Savings: Up to $50,000 in postage, envelopes and handling

The enhancement to Product Registrations allows registrants of Feed, Fertilizer, and Pesticide products to logon to the web site torenew registrations, edit list of registered products, submit product labels, and choose paperless renewals. It also allows new

companies to register products and the public to lookup information about animal feed,fertilizer and pesticide products sold in Utah.

New Application Advantages: Allows customers to receive renewal notices faster. Allows customers to opt-in to receiving future renewal notices via email only. Faster turn-around for customers registering products. Reduced work load in the Plant Industry division. Reduced work load for the Administrative Services payment receipts staff. Reduced mailing costs for renewal notices.


15/33

Using the resources of the shared Solutions Delivery Design staff, Insurance was able to launch an updated industry facingwebsite for Insurances Captive Insurance Division at http://captive.utah.gov.

The new Utah Insurance Department Captive InsuranceDivision website utilizes state of the art web technologies toensure it responds well to all screen sizes by adapting theelements and navigation based on the screen size. This

includes everything from desktop computers to web-enabledtablets and smartphones.

To say that the Director of the Captive Division is excitedabout the new site is an understatement. He is excited that,the new design makes it easier for people to navigate thesite and find what theyre looking for. One link providesbasic information about what a captive is; another link liststhe advantages to forming a captive in Utah, while anotheroffers answers to frequently asked questions (FAQs) aboutfees, taxes, investment restrictions, and more. As he puts it,Now, anyone interested in keeping up with the news from

our division and the site can just sign-up to receive tweet notifications.

New State of the Art Website for Captive Insurance

Consumer Portal Enables Residents to Track ComplaintsWorking with DTS developers, Insurance was able to implement a Consumer Portal enabling residents to enter andtrack consumer complaints at https://insurance.utah.gov/complaint/index.php.

Although the public has already had an electronic means of initiating a consumer complaint, the new Consumer Portal

gives the consumer the ability to upload information related to their complaint online. Also, consumers can nowactually track the progress of their complaints via the website / Consumer Portal.

Insu

ranceD

ept.


During FY2013, DTS has been able to assist the Utah Insurance

Department (UID) with their goal of making services more

accessible to the public. Many projects have been completed

to automate processes that previously required manual

intervention and to enable the public to directly access services
https://insurance.utah.gov/complaint/index.phphttps://insurance.utah.gov/complaint/index.phphttp://captive.utah.gov/http://captive.utah.gov/


16/33

GoCentral is a mini portal of sorts. It was designed to be a gateway for severaldifferent applications used within the Governors office. Currently, it is comprised ofa common authentication mechanism and two web applications, the GovernorsCalendar and CAT, the Constituent Services Tracking System.

Both applications were released and have gone through several major upgradesduring the last year. The users of the applications are happy with the functionalityand have reported efficiencies being gained with the new programs. DTS willcontinue to add new applications to GoCentral as occasion permits.

Implementation of GoCentral

2012 Presidential Election and Reapportionment

DTS Staff oversaw the 2012election

The DTS GO staff oversaw therunning of the 2012 election and theprocessing of its data. Not only did staffdeal with reapportionment, but thisyears election had a higher-than-normalturnout. The staff spent a great deal oftime making sure applications weretuned and had enough hardware onstandby to support the increased

utilization. From an IT perspective, theelection was a great success.

Among the more significant initiativesundertaken by DTS was that ofredistricting / reapportionment. Afterthe last census, the state legislatureredrew congressional boundaries, whichhad an effect on other boundaries cleardown to the voting precinct level.During that process, DTS staffimplemented a geo-location featurewithin VISTA, the states election

management system. The staff had towork with the counties to adjust to usingGIS in creating their precincts.

Additionally, the staff had to workclosely with AGRC and lieutenantgovernors office staff to comply with anew law requiring the verification ofthose boundaries. This was anenormous undertaking. The staffcompleted it on time and the processwent very smoothly.

Gov

ernorsO

ffice



17/33

DTS has worked with Public Safety to classify the data contained in Systems used by Public Safety.

Using this information, Risk Assessments were conducted on all Public Safety systems. Risks identified

were mitigated through policy changes and/or technology enhancements.

UCJIS Rewrite

BCI Rewrite is a 4 yearproject to modernize theUtah Criminal Justice

Information System (UCJIS)UCJIS provides criminal justiceinformation to law enforcement

agencies.

Applicant Background Check (ABC)

ABC is a new online application used by

education, health, and other state

agencies. The application automatesapplicant enrollment, background

processing, and agency notification. The

system uses Interfaces with theAutomated Fingerprint System (AFIS),

National Crime Information Center(NCIC), Criminal History, Statewide

Warrant System, and other sources as

needed. The ABC system has decreasedthe time needed to process applicants

from weeks to days.

Enhanced Statewide Warrants

The warrants system is another online

application that provides warrant

information to Law Enforcement and the

public. Enhancements have been madeto give law enforcement visibility to all

information pertaining to the warrant.Law Enforcement agencies now have the

ability to add additional information

(addresses, warnings, etc.) that is thenshared with other agencies attempting to

serve the warrant. The warrant system isinterfaced with other state databases to

provide law enforcement with the most

current address information available.Address information is used by the

application to generate letters notifyingthe persons listed on warrants of thewarrants existence and gives instructions

on how to clear up the warrant.

Driver License RewriteThe Driver License Rewrite project started in 2010 and will be completed in 2014. In

fiscal year 2013, programs were deployed providing access to the Association ofMotor Vehicle Administrators (AAMVA) systems. These applications provide

connection to the national Problem Driver Pointer System (PDPS), the Commercial

Drivers License Information System, and other driver related systems. Theseapplications are very complex and required years of development, coordination,

and testing with AAMVA.

New business automation applications were also deployed that provide businessprocessing for Medical Reviews, Hearings, and Points. Business processing ensures

that departmental actions are acted on in accordance with current rules andpolicies; and, appropriate timelines are also enforced by the application. The new

processing takes advantage of previously deployed automated letter creation and

mailings applications.

PublicSafe

tyDEPARTMENT OFTECHNOLOGYSERVICES2013ACCOMPLISHMENTSREPORT


18/33

During FY2013, the Department of Technology Services initiated a collaborative project with state agencies toperform a security risk assessment of all state data systems. This security risk assessment insures that DFI properlyidentify and review data security threats and existing mitigation controls. From this comprehensive data securityreview, the agency has improved its data security awareness and mitigation controls which will better secureinformation systems that store, process, or transmit confidential data.

New Loan Review Application

ETS brings greatercollaborationNew examination applications are beingdeveloped by the Federal Deposit InsuranceCorporation with input from state banking

departments and the Federal Reserve Board.They are being developed under theExamination Tools Suite, or ETS initiative.ETS aims to bring greater collaboration andmodern technology to the examination toolsand will combine current examinationapplications GENESYS (GENeralExamination SYStem) and ALERT(Automated Loan Examination Report Tool)into a single examination tools suite calledSAGE (Supervisory Application GeneratingExams).

The first phase of the ETS initiative was to

develop and deploy a new loan reviewapplication know as ETS-ALERT and wascompleted in FY2013. The Department ofFinancial Institutions (DFI) has adopted thisnew loan review application which includesthese major feature improvements:

! Simplified data import function! No reliance on Microsoft Word,

Excel, or Access! Integrated tools (LPAT and Loan

Sampling)! Excel-like capabilities of sorting,

filtering, and arranging data

! Interface with SAGE to simplify thReport of Examination creationprocess

! Electronic eLinesheets and eDiscuonly

! Allow examiners to scan or savesupporting documents, such as anappraisal or financial statement foattachment to a particular loanseLinesheet

! Greater ability to manage the loareview process

Examiner SchedulingThis past fiscal year the DFI made efficiency improvements in the exam scheduling process. With the transition to Gmail

and other Google Apps, the agency took advantage of Google Docs and its collaborative functionality in GoogleSpreadsheets. Agency industry supervisors can now make individual changes to a centralized share scheduling

spreadsheet. During their periodic scheduling meetings, agencymanagement projects on screen the shared scheduling spreadsheet andcan collectively work more efficiently through examiner resourcescheduling. This new automated approach to exam schedulingeliminates the manual process of consolidating and updating papercopies of the scheduling report. Additionally, through Google Docsshare capability, the agency can now easily share updated examscheduling information with examiners out in the field.

Finan

cia

lIns

titutions



19/33

DTS developed a way to electronically provide licensees with copies of DABCs monthly price books.In the past, DABC provided one hard copy of their price book to licensees for free. With the ability

to provide electronic copies, DABC no longer sends hard copies of their price books to licensees. If a

licensee wants a hard copy, they can purchase a copy from DABC. DTS also enhanced thesubscription maintenance program which monitors which licensees want hard copies and keeps track

of how many books they have purchased. The savings of this system to DABC is approximately

$50,000 per year.

Digital Price Book

Electronic Employee Evaluations

Each Year, store managers are required to perform yearly employee evaluations. In thepast, managers did not have the ability to save those evaluations. They could onlycreate the evaluation, print it and then close the program. So the hard copy was theonly record of these evaluations.

DTS has created a new electronic system that allows the mangers to create, save, print

and approveemployeeevaluations. It alsogives RegionalManagers the abilityto review and lock allevaluations createdby the managers.

Maintenance featureshave also built intothe system to allowfor updates to goals.

Job descriptions and

job requirements canbe quickly updated.

Centralized OrderingDuring the past fiscal year, DABC has seen the need to implement Centralized Ordering. Up until now, store managers have been

creating and submitting their own store orders. This has created several issues for the department:

! No consistency of how each manager places their order.

!Hoarding of popular products.

!Inability to monitor stock outs, inventory fluctuations, item counts, etc.

!Inconsistent size of orders and work flow in the warehouse.

DTS was able to create a program which allows the purchasing department to create

orders from the office. In addition to the Centralized Ordering application, many toolswere created to help monitor out of stocks, inventory levels, 14 day safety stock, as well

as a number of different items in the store and an algorithm that calculates sales on items

on SPA.

AlcoholicBeverage

Contro

l



20/33

The Ambient Water Quality Management System version 2.0 development

was completed by DTS and the the system was deployed to production for

the Division of Water Quality to help perform quality control and reportsample data to the Environmental Protection Agency. Features of the new

version of the system:

ATTAINS federal reporting and field trip planning modules included in thisrelease.

Provides a central point for the collection and dissemination of waterquality data for staff and outside entities.

Possible use by the Division of Oil, Gas, and Mining at the Department ofNatural Resources for the reporting and recording of water samples at

permitted mining operations.

Ambient Water QualityManagement SystemDeployment

DP-1 RewriteDTS worked in conjunction with DEQ to rewrite the agencys DP-1 system.

was able to develop and deploy a department wide purchasing system. The nesystem allows any agency employee to initiate a purchase request and track the

status through delivery and payment. Additional features include:

Individualized workflows and approval criteria for each division

Improved status tracking from request to final payment.

Performance reporting identifies potential process bottlenecks.

Database MigrationDTS has worked to migrate the Oracle Database to the enterprise environment. This process involved replacingaging physical servers with VM servers, which improved speed and efficiency; 24 hour support has been improved;

and, DTS was able to gain and repurpose 1/2 FTE to improve support of DEQs document management system.

DTS also migrated Radiation Controls database from the Sybase platform to DEQs enterprise Oracle Database.Applications were updated and improved during this process, including the deployment of a simplified document

scanner interface. DEQ has recognized ongoing savings of $16,000 annually through the elimination of licenses.There is also an additional estimated savings expected of $15,000 annually through the reduction of serverrequirements.

Environmen

tal

Qua

lity



21/33

DTS worked with DOH to implement the Medicaid 5010 project, which allows vendors tosubmit real time HIPAA eligibility and claim transactions in the newly required 5010 EDI

standard. This significantly improved the slower batch processes in place and meets the

requirements of the federal governments new standard.

The 5010 project was implemented using Oracles Service Oriented Architecture (SOA),

becoming one of the first SOA installations in the state. It is the architecture on which the

new MMIS application will be based, thus giving DTS staff experience in preparation ofsupporting this technology.

5010Implementation BringsMany Improvements

USIIS Upgrade Increases Functionality

The Utah StateImmunization InformationSystem (USIIS) wasenhanced with several

major upgrades during2013The vaccine inventory management sub-system was enhanced to function with

third party Electronic Medical Record

(EMR) systems. Previously, Healthproviders using a third-party were

unable to utilize the full functionality of

USIIS to track and order vaccines, andsubmit usage accountability reports to

the Department of Health. This upgradegreatly simplifies this process for the

providers, as though they were entering

USIIS through the native applicationdeveloped by the State.

The common format for exchangingelectronic messages in the health worldis the Health Level 7 (HL7) format. A

web-service was implemented this year

to allow for message exchanges bymany providers who had requested this

service, as well as to meet the Centersfor Disease Control (CDC)

recommendation that states provide this

service. A two-way real-time HL7interface was also developed to provide

several major public health departments

in the state a more efficientcommunication path. Both of these

upgrades have increased the usabili

USIIS to both the State and health cproviders.

A Vaccine Ordering Module System(VOMS) web application was addedUSIIS in May 2013. This allows hea

providers participating in the federa

Vaccines for Children program to orvaccines electronically from the CDC

This process was previously a paper-based process. Significant time savi

to both the provider community and

States Immunization Program staff hbeen the result.

Dep

t.o

fHe

alth


The Utah Medicaid application wasenhanced to accept attestations from

eligible providers who adopted

Electronic Health Record (EHR)technology and disperse incentive

payments. Utah Medicaid was the fi

state in Region 8 to achieve this goaThe Medicaid and DTS team working

on the project received a Departmen

of Health award recognizing theirefforts and the importance of this

project in improving both the efficien

and effectiveness of the department.


22/33

New Online Hunting and Fishing SystemDTS worked with DNR to release a newOnline Hunting and Fishing applicationon January 15, 2013. This is the latest

revision of the 10 year old licensingapplication. The revision was acollaborative effort between the DTSWildlife Licensing development team,Utah Interactive, the business users atthe Division of Wildlife., and public input(during the design and testing phases).

All of the business logic was removedfrom the web front end and placed in thebackend database in a set of five storedprocedures. This allows the new webfront end to be lighter (smaller codesize), easier to customize (look and feelseparated from the backend logic), andless prone to security issues (SQLinjection and Cross Site Scripting

vulnerabilities were accounted for, testedand eliminated). This approach alsocreates an insulating layer between the

front end customer and the database,improving DNRs ability to protect thecustomers data.

The update includes the addition ofseveral new marketing features:

Customers can review all current andprior licenses (both those purchasedand received as gifts) along with allDNR sponsored training andeducation.

The system summarizes the results tosuggest additional buying andlearning opportunities for thecustomer, such as featured additionallicenses (combination licenses,

specialty hunting licenses or earlylicense renewal) which gives thecustomer full credit for the remaining

months on the current license, and thecustomer may purchase trainingcourses.

Improved buying experience forlicenses purchased through a draw,specifically locking the customerselected license for a longer period oftime allowing them to procure it viacredit card, debit card, gift card, orother electronic means. In the past thetimeout lock was very short and oftenresulted in a payment being processedfor a license already returned to thedraw pool, confusing and frustratingthe customer and sales staff.

Natu

ralResources


During FY2013, the Department of Technology Services initiated a collaborative project with state agencies toperform a security risk assessment of all state data systems. This security risk assessment ensures that DNR canproperly identify and review data security threats and existing mitigation controls. From this comprehensive datasecurity review, the agency has improved its data security awareness and mitigation controls which will bettersecure information systems that store, process, or transmit confidential data.


23/33

Inspired by a shipping model used by 1-800-CONTACTS, the Utah StateLibrary designed and installed a system to automate circulation of media forthe blind and vision impaired. This new system uses a two-stage scanner toverify the identity of the media via bar code and ensure that all parts of the

media are present by RFID tags. Items then pass on a conveyer belt to asorter to be returned to the shelves. As employees return items to theshelves, the items are scanned allowing them to be returned to the closestshelves. This also ensures that items more commonly checked out work theirway to the closest shelves reducing time to pull requested media.

By implementing this system, media is now available to be checked outwithin 3-5 days from the time it is returned. Under the previous manualsystem, items were taking up to thirty days before patrons could requestthem.

Automated Media Circulation

The Department of Heritage and Arts collaborated with DTS for

website development, support and maintenance. In June, this teamrolled out a totally redesigned site for the Department and its

subdivisions. The new website actually combines six previous division

Websites into one, enhancing the unity of the department, andimproving the customer's experience. The new website also uses aconsistent set of tools for easier on-going content management and

site maintenance. The new website incorporates accessibilityguidelines and it is more mobile-friendly.

Heri

tage&

Arts


Improved Department Website


24/33

Improved Corporate Incentive Program

The Governors Office ofEconomic Development andDepartment of Workforce

Services collaborated on aproject to automate thecollection of economicindicators from businesses whohave received corporateincentives. The CorporateIncentive program isresponsible for bringinghundreds of jobs to Utah. In

order to evaluate the efficacyof this program, companiessent aggregated statistical

information to the Departmentof Workforce Services who inturn shared it with GOED.GOED uses the data toevaluate both the efficacy ofpast incentives and also directfuture awards to areas wherethe funds will have the mosteffect.

This year GOED developed aweb form integrated with aninternal database allowing

industry reporters to submitindicators directly. Theefficiency gained has saved afull-time employee movingforward and drasticallyreduced the time required tocompile the data into afinished report.

EconomicDevelopment


During FY2013, the Department of Technology Services initiated a collaborative projectwith state agencies to perform a security risk assessment of all state data systems. Thissecurity risk assessment ensures that GOED can properly identify and review data securitythreats and existing mitigation controls. From this comprehensive data security review, theagency has improved its data security awareness and mitigation controls which will bettersecure information systems that store, process, or transmit confidential data.


25/33

DTS upgraded the production environment of the UDC Public Web Site to use the

new content management tool (JOOMLA), previously installed in development fortesting. The team created and installed a new administrative function for the web

site to allow the Public Relations Officer to edit and control the publishing ofcontent provided by other designated agency staff. DTS installed a new extension

to the web site to provide a forum for open, online discussion between members

of the public and the UDC leadership. Additionally, a new extension was installedfor the website to allow and enhance direct access to the web site through mobile

devices.

Case Action Plan Module

Second module of O-TRACKconverted to webenvironmentA two and one-half year project, thiswas the UDCs highest priority. It was

part of the long-term strategic plan fordecreasing recidivism and increasingeffectiveness of program interventions

with offenders.

CAP supports all offendersprogramming throughout the agency

covering such areas as: case

management and administration,auditing, assessments, case planning,

offender management reviews,

education, employment, treatment,prison visiting, release planning,

reporting to the Board of Pardons and

Parole, parole supervision, and thecollection and management of numerous

areas of offender information.

This module is used by staff inInstitutional Operations (Prisons), Adult

Probation and Parole, Programming

Services, Correctional Industries,Planning and Research, the Board of

Probation and Parole, and other units.Because of data now available,

Corrections will also be able to better

assess offender progress and programeffectiveness.

Correct

ionsDEPARTMENT OFTECHNOLOGYSERVICES2013ACCOMPLISHMENTSREPORT

DTS created a comprehensive list of agency systems for UDC, and provided

orientation and assistance to the UDC management in completing a dataclassification exercise. This resulted in each system being designated as

restricted, private, or public. This enables the agency to prepare assessmentsand plans for improving the security protections for all of its data systems.

DTS and UDC organized and conducted risk assessments on 70 systems

operated by the UDC. This provided for a thorough review of all agencyapplications, a better understanding of each at a detailed level, the identification of potential threat sources and actions,

the review of existing mitigating tools and methods in place, an assessment of current risks, and planning for further

protective actions to be pursued to protect the data and the applications.

F-TRACK Mobile

Pilot ProjectDTS and UDC conducted a pilotproject exploring the use of mobile

devices to access and use the F-TRACK web application in activeparole supervision activities.Approximately 10 devices were used.Several parole agents used them fora month in their various workassignments and locations to directlyaccess information, and perform andrecord their activities. This was ahuge success, as access was easyand fully functional. Significant time

savings were reported. This also

provided opportunity to implementand test the evolving securityproducts and approaches DTS isusing for mobile technology goingforward.

Updated Web Sites


26/33

DTS has been working with UDOT to create new public web pages, allow updates into database,internal interface, revised Federal Safety Funding screen, revisions to new public web pages, and

current database and data gathering.

This will provide more accurate and consistent funding and project information for a variety of usersfrom UDOT management to legislators and citizens. The public will be able to locate the information

visually. Information will be available on all projects and will be updated automatically from existing

data sources. Ultimately, the Transparency in Government Spending site will provide additionaltransparency to the departments project information.

UDOT Projects provides easy public access to all pertinent data. Providing the public a manageableway to obtain project information 24/7. On-line information about UDOT funding sources for the

various aspects of UDOTs activities and indicates how these funds are spent will be available. DTS willutilize GIS techniques to deliver information to the system user.

UDOT Projects(TIGS)

Motor Carrier - URoute Updates

Project provides enhancedelectronic permittingfunctionsThis project will provide enhanced

electronic permitting functions to blendcurrent web-based the current web-

based permit application and paymenttools with automated and semi-

automated routing functions. System

interfaces will include both staticinformation, such as infrastructure

(bridge, tunnel, high-masts and otherroadway inventory), and dynamic

information such as construction

roadway restrictions and incidents.Additional elements of the project will

include a permit holder notification sub-

system which would allow for pushingroute-specific closure and incident

information to permit holders. The

specialized information technologysoftware needed for this project at the

Utah Department of Transportation is to:

Provide software for an interactive

truck / load routing system for specific

vehicle envelopes and load types.

Online automated routing functions

interface with DEPARTMENTs trucking

permit system to allow for rapidrouting of certain load configuratio

Send selected route data to Motor

Carrier System (MCS).

Functionality to provide divisible an

non-divisible bridge (vehicle wheel

base) formula calculation and retucalculation to departments Permit

system.

Automated routing for specific vehic

envelopes and load types.

Provide historical routing data to alcustomer to select from previous

routes.

Create dynamic linkage/interfaces UDOT system

Tran

sportat

ion



27/33

Deployment of the Online Wage Claim application allows Utah

residents to report wage claim or wage discrimination issues online

Addition of Carrier Tracking for Policy Applicatio

The Policy application monitors Utah employers for workecompensation coverage and enforces work flow processin

for open investigations against employers. TCarrier Tracking component adds the ability track accuracy and timeliness of data beingsubmitted by insurance carriers and gives ab

to Policy staff to enforce penalties for untimelor inaccurate data.

Online UI Lookup Application

Successful deployment of this application allows insurancecarriers and claim administrators to look up theUnemployment Insurance (UI) Number for employers theyare currently covering for Workers Compensation. Thisapplication is provided to allow the carriers to prepare forthe Labor Commissions next phase of policy data reportingthat will require the UI number.

Labo

rCommiss

ion


During FY2013, the Department of Technology Services initiated a collaborative projectwith state agencies to perform a security risk assessment of all state data systems. Thissecurity risk assessment ensures that ULC can properly identify and review data securitythreats and existing mitigation controls. From this comprehensive data security review, theagency has improved its data security awareness and mitigation controls which will bettersecure information systems that store, process, or transmit confidential data.


28/33

During FY2013, DOC has been able to implement many other improvements, including: Secured Credit Card point of sale: Credit cards for point of sale moved from an internet approval

application to a more secure telephone card swipe. Telephone lines had to be dropped andprocesses revamped.

UCCOracle Database update: The UCC application moved from 10G to 11G. The database nowresides on the same database server with CSD and LES/MLO. Now, all Commerce applicationsare on the same Oracle server, saving the agency money.

Content Manager Virtualization

Implemented SSL

New Online Pharmacist Training Application

2013

AdditionalAccomplishments

The License Enforcement System (LES) isthe primary application used throughoutCommerce for licensing, registration,renewal, and investigative functions, and

essentially all administrative functions ofthe agency charged to them as theirstatutory duties.

During FY2013, Commerce completed amajor upgrade of the LicensingEnforcement System to a new web-enabled version of the Software. Thenew software contained manyimprovements in functionality, including:

Being web-enabled; thereby

eliminating the physical restriction andsupport issues of a client serverapplication.

An integrated document management

system that, once deployed, will allowusers to be able to bring up a recordsassociated images without having togo back and forth between twosystems.

Templates to allow for new on-lineself-service screens that the publiccan use.

Integration of the on-line screens to themain software and the elimination ofthe need to interface and load datafrom an outside source.

The implementation team was taskedwith the following:

Managing all user acceptance testing Training the trainer Modifying and validating all interfaces

to and from other applications Creating all new templates Modifying and Rewriting reports.

The new system was deployed inDecember 2012 and the project wascompleted on time and within budget.

Com

merce


Move to Web-Enabled Version of Licensing

Enforcement System


29/33

Database conversion was completed with the following benefits: data isencrypted at rest and databases are hosted by the central DTS databasegroup. This is a very important and significant accomplishment. Much ofthe HR information for the employees of the state is considered personalprivate information and therefore must be considered sensitive in natureand secured appropriately. In an effort to protect this information DHRM,working with the DTS central database group, converted all of DHRM from

using Sybase database supported by DTS staff to using Microsoft SQLdatabase supported by the central DTS database group. This allowedDHRM to encrypt the data and reduce the cost of acquiring encryptionlicensing from Sybase. This has been a big win for both IT and the DHRMbusiness staff.

Conversion from Sybase toSQL Server

Upgraded Business Objects Reporting Environme

DTS collaborated to move DHRMs existing outdated SAPBusiness Objects reporting application to new hardwareand upgraded software.DTS worked very closely with the Business Staff in DHRM. This became a

very good partnership between IT and Business to accomplish a muchneeded upgrade. The system that was being used prior to this upgradewas very outdated and there was no staff from DTS that could simplyupgrade to the new Business Objects product. Since DHRM depends soheavily from a Business prospective on this tool it became imperative tosuccessfully find a way to move forward with an upgrade.

Time Entry InterfaceDTS and DHRM partnered withFinance, DFCM and State Mail tocreate an interface that would

extract, transform and send data topayroll. Prior to the automation,DFCM and State Mail payroll werebeing hand entered by ERIC staffwhich took two full days to complete.This new process reduced time andresources and was subsequentlyselected for the Governors Awardfor Excellence. This was a significantwin for DHRM considering the timeand effort it was taking the DHRMERIC staff to gather review andprocess manually the informationfrom State Mail. This automation

saves the business staff time andeffort and reduces cost.

Huma

nResourceMgt.



30/33

In January, 2013, the Utah Affordable Care Act (ACA) project was formally organized. Pre-mobilizationactivities included the planning, staffing, and federal funding required to deliver all requirements necessary forUtah to meet the enrollment and eligibility requirements and deadlines for the ACA.

The project has met all project deliveries, on time and above expectation, and remains well within the projectbudget. The project remains slightly ahead of plan forOctober 1, and January 1, 2014 production deadlines.CMS reviewed the progress of the ACA implementation project in Utah. This is a summarization of the report:Utah has accomplished an amazing amount of work bringing the states E&E (Eligibility and Enrollment) system

in compliance with the Affordable Care Act in a very short time, and we look forward to the Final DetailedDesign Review, which we will begin planning for early August.

ACA Project

DWS Website Redesign

Jobs.Utah.Gov is the mostused State WebsiteThe site consists of four majorapplications: job search (UWORKS),

unemployment (CUBS & CATS), andpublic assistance (myCase). With theexception of CATS, the remaining three

applications were integrated with each

other to allow shared customers to movebetween services/apps. DWS staff along

with DTS staff worked with Utah

Interactive to develop a new, consistentlook and feel for the website utilizing

standard web development tools likeBootstrap. This was done to provide

consistency and mobile responsivenessacross all applications in jobs.utah.gov.

Once the new framework was approved,

This was a large project to complete in ashort time frame.

The UI websites are some of the oldest inthe Department. Many of the screens

and functions were so old that it

wouldnt allow the new features of theweb design to work. The team not only

added the new changes to the UI websites, but also rewrote many of the older

pages. The new site also has a

responsive design. The CATS website isone of the oldest in the department and

most difficult to convert. Because of the

efforts of the team, the UI web sites area success and also are size responsive to

the different web environment from a full

desktop to the smallest smartphone.

The myCase team worked many hours to

coordinate the look and feel of myCaseto be consistent with other pages on

jobs.utah.gov. This provided a cleaner,

simpler and more user-friendlyexperience to the customer as they used

all of the systems across the DWSapplications. At the same time, myCase

was updated to a more current version

of Tomcat 7 and Liferay 6.1. Thisallowed for better performance of the

overall application.

Wor

kforce

Services

http://jobs.utah.gov/http://jobs.utah.gov/


31/33

eREP Upgrades

Overall Reduction of defects &Change requestsChange Requests decreased from 92to 47. Production Defects decreasedfrom 55 to 39.The decrease is attributed tostabilization in practices of reviewingrequests (size/scope), and bettertesting efforts to ensure the delivery ofcode is correct the first time.

One DecisionDTS helped DWS move from a batchprocess to issue eligibility benefits toan online immediate issuance. Thisresulted in savings of 150 hours amonth of nightly batch time and hoursof on-call nightly monitoring.

JBoss-drools for Risk EngineeREP's implementation of the Droolsrisk engine was a significanttechnology improvement to theprevious rules engine. The risk engineallowed business to create new rulesfor evaluating the eligibility of casesmore efficiently without requiringcode changes.

The primary long term benefits of thisnew technology are the following:

Reduce number of servers needed

to support eREP Improve overall performance for

eligibility determination

Remove dependency onunsupported software

Finance WebgrantsWebgrantsis an online system that allowsDWSto post funding opportunities (grants)that are available through the Department so that outside persons/employers that are

interested may apply for funding opportunities that are available.

Webgrantsallows internal staff to post all information associated with the grant onlineand for others to createloginsand apply for the grants online. The entire process canbe handled through an online exchange, includingEDOsignatures. Forms can becreated within the system and are customizable. All attachments can be addedthrough the system and the grantees can upload any information that may be needed

for their proposals.

Webgrantsis set up so that grantees are able to submit claims (invoices) directlythrough the system. The goal is to have an interface built withFINETso that paymentscan be made automatically without having to go through the Accounts PayableProcess.

CATS UpgradesThe CATS desktop system and Website had several large projects completed in FY13:

Improved process for processing large wage files Allowing employer to submit an EFT for a future quarter (Pre-payment)

Complete overhaul of security on the website including:- Encrypting all files that are uploaded

- Encrypted passwords in the database

- New process for user registration requiring stronger passwords- New procedure for retrieving lost passwords

- Archiving of sensitive data after a set amount of time

- Updated Wage File Processor to encrypt wages files sent on CD

In adhering to the Governors request to have more services online, CATS has

successfully increased the number of employer online filings over the years.

Utah once again has won theTriple Crown award from theDepartment of Labor for having

the number one rated systems inBenefits, Tax, and Appeals. Boththe UI Benfits system (CUBS) andthe UI Tax system (CATS)reworked the web application toa common look and feel withinDWS. It also created responsivedesigned mobile web pages thatresized and displayed contentbased on the target devices.


32/33

Increased Security for the Division of Finance

Over the past year, severalupdates were made to ITsystems to improve security

Internal Firewall.Finance finishedimplementation of an internal Firewall

across all of their servers. This internalfirewall, along with the States perimeterfirewall, helps to prevent unauthorizedaccess and disclosure of sensitive data.

24 X 7 Monitoring.Finance implemented24 X 7 monitoring for all servers. DTShas a monitoring system that will detectdata movement at the perimeter firewalland block the transmission. A warmbody DTS Security employee will contactthe Division before allowing the data totransmit.

GEO Blocking.Finance implemented GEOblocking at the States perimeter firewall.Certain regions are blocked fromaccessing any of Finances servers.

Data Redaction.Finance redactedsignificant amount of sensitive data in theState Data Warehouse. Over 6.9 millionrecords were redacted in the historicalData Warehouse and over 2.1 million

records in the current DataWarehouse. The records redacted werethose containing Social Securitynumbers.

Server Scans.Finance has scanned all oftheir production servers containingrestricted data. The DTS SecurityDepartment runs these scans andprovides the results. Working withinternal System Administrators, allpossible vulnerabilities have beenremediated.

Oracle Database Encryption.Finance haspurchased the Oracle licensing that willallow implementation of Oracle database encryption at rest. Along with thePayroll system, all Oracle data baseswill be encrypted.

File Encryption.Finance has implementedautomated processes for encryptinginterface files received from agenciesand departments throughout the State.Interface files are transmitted across a

secure protocol.Once received andloaded into environments, Finance

immediately encrypts and stores the filesin history long enough to insure theyprocess correctly and can be used forrecovery in the event of a failure. Aftersuch time, the interface files are deleted.

Encrypted Transmission of Data.Financehas implemented encrypted transmissionof data (https). Most recently, Financemoved the Content Manager systembehind a secure certificate whichencrypts the data as it is transmitted fromthe application server to the users

desktop. Restricted applications likePayroll, Finet, and Cognos haveencrypted transmission of data.

Administra

tive

Serv

ices


The Office of State Debt Collection implemented a Drivers License Look-up process using the Public Safety web service. Thisallows real time access to drivers license data. Data used in the past was several years old. OSDC also implemented an autoload process which automatically loads interface files after they are put on the server. It also logs data about the load process.


33/33

FLEET Finalized

Repair Price

Management

SystemThe Repair PriceManagement system (RPM)is an online applicationused for call centercapabilities. Internal FleetOperations personnel usethe system to record repairand maintenanceperformed by vendors forState vehicles. As areplacement to using anoutside vendor for thispurpose, the system allowsDAS personnel to verifycharges and performquality control. Warrantywork and unnecessarylabor and/or parts can becaught and provide costsavings to the State.RPM is easy to use andallows personnel to recordall information on onescreen. It displays allrelevant information for thevehicle in order to makeinformed decisions. Behindthe scenes, work ordersare created and loaded toFleetFocus (vendor productthat houses all vehicledata) for historicalpurposes.

Payroll EnhancementsTravel Management Deployment. Travel reimbursements for DAS employees are nowbeing paid through payroll.

Upgrade to Enhancement Pack 5 (EHP5). SAP completely revamped the look and feel ofESS as well as the way that ESS is configured. SAP changed from JAVA based coding toWeb Dynpro for ABAB (an SAP proprietary language).Converted the Way Roles are Assigned on Employee Self Service (ESS). In the past, payrollrequired a form from the agencies notifying Finance if they want their department to have

basic ESS or ESS with time entry. Finance modified 14 programs and changed the processto allow the agencies to do the election online.

Archives Integration with GmailThe Archives APPX system has integrated with Gmail in a number of different ways. Withinthe application, users can connect to a Gmail account and send an email. Sometimes theaccount connected to is a shared account such [email protected] on the place in the application that users interact with this feature, the agencycan send a records officer an email, or order boxes from the automated storage retrievalsystem to be delivered to the research center. The contents of the latter are a list of boxespicked by the user through a related automated process, and the data then becomes part

of the body of the email message.

Another feature is the online records officer training. In this case, new records officers areapproved by the chief administrative officer, after the CAO has received an automatedemail from APPX explaining the steps of the training process and the actions that theperson needs to take. These emails are sent from the shared Gmail account mentionedabove, and APPX controls all of the email traffic, including invitations sent to recordsofficers whose training is about to expire. In addition, in-person training registration hasbeen integrated with the Google Calendar so that registrants will be sent a notice that willappear on their calendar
mailto:[email protected]:[email protected]

2013 utah department of technology services accomplishments report

Documents