IT Optimization

 

Since launching the IT Optimization program in fiscal year 2012, DAS OIT and agencies have successfully centralized IT infrastructure and established a common direction for our IT community. Through IT Optimization efforts, we have documented savings of over $162 million dollars. As a result, DAS OIT and agencies refocused IT spending on things that make Ohio a better place to live and do business. The state spend has “flipped” from spending less than 19 cents of every IT dollar on public facing services and systems to more than 59 cents of every IT dollar spent. This is a result of migrating 90% of our infrastructure to the cloud and increasing adoption of shared services, such as enterprise VoIP (50,000+ profiles), email, mainframe services, and the engagement of local government and higher education in co-location services in the state’s data center. We continue to achieve great things together – because it takes all of us, working together and in concert, to continue to make the difference that we are making for Ohio and our citizens.

We have come a long way… but there is more to do! As infrastructure consolidation will successfully complete in early FY19, IT Optimization is evolving to ensure continuous improvement in enterprise application service offerings, legacy systems modernization, and next-generation business models.

Ohio is positioning as a national leader for a digital future that includes intelligent automation, autonomous and connected vehicles, machine learning and robotic process automation, digital citizen engagement and paperless processes. The central organization is structured to reduce complexity and bureaucracy, increase the use of shared IT applications and services, and support advanced BI and data analytics, while strengthening IT strategic planning, and governance functions. 

The progress we have made over the last seven+ years is tremendous and could not have been achieved without your hard work and support. We need to build on this momentum to continue to increase efficiencies, improve service, reduce complexity, and realize savings.

Ohio’s IT Optimization has laid a foundation for success. DAS OIT and agencies will continue their work on the following three priorities:

  • Creating high-quality citizen and business experiences with State programs
  • Supporting State employees with common and efficient enterprise solutions
  • Providing secure and reliable information technology solutions

Additional details regarding Ohio’s three year IT strategy are outlined within the “Ohio IT Strategy: January 2016” document, which is available on this IT Optimization Website (Resources Tab/Strategic Resources).
 

Stu Davis
State CIO/Assistant Director

The Modernized Gateway is Live! - 7.13.2018

On July 2nd, the modernized Ohio Business Gateway went live for the approximately 650,000 business users and filers across Ohio. This milestone marks the culmination of years of collaboration and coordination across the business community, the Lt. Governor’s Office, Department of Administrative Services and the Gateway Service Partners. The result of this effort is a more secure, streamlined and user-friendly modernized Ohio Business Gateway.
 
In its two weeks since launch, the Ohio Business Gateway successfully processed more than 175,000 transactions with a value of more than $300 million. Additionally, over 70,000 users have established their OH|ID – many of which are well before their filing deadline. 
 
The Gateway Help Desk has received a higher than average volume of calls from business users who are logging into the modernized Gateway and navigating their account settings and features for the first time. Given the consistent high call volume, the team has been closely monitoring the call center metrics and deploying measures and sharing information with help desk team members to more efficiently assist their business users.  
 
In addition to help desk support, the modernized Gateway’s Help Center houses hundreds of how-to articles, video tutorials, and FAQs to assist users in completing their transactions. In addition, Gateway users now have the ability to request help or ask a question 24/7 by using the system’s online help case functionality. 
 
The Gateway Project Team will continue to focus on optimizing the help desk as upcoming tax filings will ensure consistent high volumes of calls into August. Additionally, a “hypercare” team has been established to support Service Partners to triage and resolve issues as they are identified. 
 
This launch of the modernized Gateway is a big step forward in making doing business in Ohio easy and efficient by providing e-government services that are simple and secure for our business users. 
 
If you have questions regarding the modernized Ohio Business Gateway, you can email: GatewayCommunications@governor.ohio.gov


Successful Deployment of Ohio Benefits Process Automation Pilot - 6.29.18

The Department of Administrative Services and the Ohio Benefits project successfully deployed their second pilot process automation in Hamilton County. The automation, referred to as the “Baby Bot”, has not only produced time savings for county workers, but moreover, it has dramatically reduced the processing time required to enroll newborns in Medicaid in Hamilton County.  The “Baby Bot” is designed to seamlessly receive newborn information from the five Managed Care Plans, add the newborn to their mother’s Medicaid case, generate a Medicaid billing number, and then send this information back to the appropriate Managed Care Plan.

The “Baby Bot” joins the previously deployed “Disability Onset Alert Bot” as the project’s two pilot process automations that are focused on reducing the county’s administrative burden so they can focus on higher value and impact activities through the creative use of technology.  In the first three weeks in production, the “Baby Bot” enrolled 126 newborns in a managed care plan the same day that Hamilton County received their information. The “Baby Bot” effectively eliminated any delay in getting newborns covered for medical treatments in their most vulnerable initial days. When it could previously have taken up to five to six days to process the newborns, the ability for 126 to be processed the same day they are received is significant.

An additional 119 newborns that were sent from the Managed Care Plans were reviewed by the “Baby Bot” and identified as requiring further caseworker review based on its assessment. In these instances where newborns were not processed end-to-end, the caseworker is notified and provided with a guided path to directly address the issue identified in the case. These “Smart Exceptions” provide further time savings by removing the investigative work previously required to resolve an issue. The “Baby Bot’s” activities have resulted in almost 13 hours of overall time savings for Hamilton County workers; time that can now be spent on high value tasks that require their attention.

In recognition of the innovation milestone, Hamilton County Job and Family Services (HCJFS) Chief Operating Officer Tim McCartney stated, “The “Baby Bot” highlights the potential that process automation has to help our Counties reduce the administrative burden on our staff, and allow them to focus on the higher value activities that are more worthy of our time and talent. We greatly appreciate the opportunity to play a role in this truly innovative endeavor and appreciate the State’s partnership.”

Recognizing the effective deployment of the “Baby Bot” and how it has continued a track record of success for the pilot project thus far, Barbara Sears, the Director of the Ohio Department of Medicaid, added, “I believe we have only scratched the surface of the potential that process automation has to impact our State and County agencies. The “Baby Bot” directly supports Medicaid’s goal of using innovation to streamline and enhance our processes and operations.  I look forward to the continued expansion of this capability across the State and County agencies.”

As the Ohio Benefits Program Director, Deven Mehta drove home the collaborative effort required by the team and the benefits produced for caseworkers, “The results of the “Baby Bot” effort can be directly attributed to the collaboration and dedication between Hamilton County, and the Departments of Medicaid and Administrative Services. The team had a vision for how this automation could truly make an impact and I am very excited to see Ohioans benefiting from this.  I look forward to the continued expansion of the “Baby Bot” and future automations.”

With the successful deployment of the “Baby Bot,” and the “Disability Onset Alert Bot,” the Ohio Benefits team will focus their efforts on the statewide expansion of these two pilot automations and the identification of additional opportunities to support caseworkers within the Ohio Benefits system.

For any specific questions related to the Ohio Benefits project, please contact Deven Mehta (Deven.Mehta@das.ohio.gov).


InformaCast Resources Now Available

As DAS OIT begins planning for the InformaCast Emergency Notification and Paging deployment, a section dedicated to InformaCast is now available on the Next Generation Telephony Service (NGTS) Web page. The new InformaCast section includes documentation and planning information, as well as a recorded demonstration, which highlights many of the important features of InformaCast.  

Please feel free to visit the NGTS Web page to see this demonstration and other important resources. New items are frequently being added as InformaCast planning and migrations get underway.

If you have questions or need additional information, please contact Eric Schmidt, Assistant State Chief Technology Officer, at eric.schmidt@das.ohio.gov or 1-614-466-2741. 
 

Learning on Demand and the new MyOhio - 6.15.2018

We are excited to announce that you are now able to access Learning on Demand (LOD) via the new MyOhio portal.  The new portal provides you with single sign-on (SSO) access via MyOhio. Below you will find the new login procedure:

  • Go to myOhio.

  • Sign on with your OH|ID Workforce User ID (formally referred to as the State of Ohio User ID) and password. 

  • Click on My Workspace.

  • Select Applications. (Please note that this link is available under the “Quick Access” options or to the right of “Dashboard” on the title bar under “My Workspace.”)

  • Click on Learning on Demand. 

LOD can support your development through innovative online learning tools and resources that can be accessed 24 hours a day, 7 days a week and is mobile ready.

LOD provides you with a diverse library of content such as books, videos, online courses, SkillBriefs and development challenges. These resources cover a wide variety of topics to meet the various training needs from business skill development to technical training. Also, the wide range of e-learning tools and resources will help answer questions regarding your professional development. 

Please review and adhere to your agency’s training guidelines, policies, and procedures regarding the use of these e-learning tools.

For more information, please contact LearningonDemand@das.ohio.gov.


all for State Data Analytics Projects! - 6.8.2018

Does your agency have data sharing or analytic needs? During Analytics Day on May 15, the discussion centered on potential use cases and idea generation. The Ohio Data Analytics team is here to assist you with formulating use cases and moving initiatives forward. Please contact us at OhioDataAnalytics@das.ohio.gov with your questions and ideas and we would be happy to meet with you to discuss.

The ODA program exists to unlock state data that drives meaningful social change to make a difference for Ohioans - measure the outcomes of state-funded programs, develop policies to promote the effective, efficient, and best use of state resources, and identify, prevent, or eliminate the fraudulent use of state funds, resources, or state programs.

Technology Board

A newly created Technology Board will help to enhance enterprise IT alignment and ensure agency interests are represented within the IT governance process and duplicative activities are minimized. The board aligns agencies according to common purpose within five Lines of Business (LoB). Agency CIOs will be aligned by LoB to facilitate the discussion of opportunities, issues, and concerns within their partner agencies. We have selected five Line of Business Leads (LoB Leads) to drive long-term acceptance and sustainability of IT solutions that support the State’s objectives for IT Optimization. The LoB, their associated LoB Leads, and partner agencies are organized as follows:

Line of
Business
LoB
Lead
Partner
Agencies
Health and Human Services
Michelle Burk
Department of Developmental Disabilities
Aging
Developmental Disabilities
Health
Job & Family Services
Medicaid
Mental Health & Addiction Services
Opportunities for Ohioans with Disabilities (formerly Rehabilitation Services Commission)
Veterans Services
Business and Industry
Mark Walker
Department of Taxation
Bureau of Workers’ Compensation
Commerce
Development
Industrial Commission
Insurance
Public Utilities Commission
Secretary of State*
Taxation
Administration and Finance
Michael Carmack
Department of Education
Administrative Services
Auditor*
Budget and Management
Education
House of Representatives*
Legislative Information Systems*
Lottery
Regents
Senate*
Treasurer of State*
Public Safety & Criminal Justice
Vinko Kucinic
Department of Rehabilitation and Corrections
Adjutant General
Attorney General*
Public Defender*
Public Safety
Rehabilitation & Correction
Supreme Court*
Inspector General
Youth Services
Infrastructure and Environment
Rick Magni Environmental Protection Agency
Agriculture
Environmental Protection
Natural Resources
Ohio Turnpike & Infrastructure Commission*
Transportation
* Voluntary participation
 Agency Engagement Dashboard 06.01.2016

 

IT Optimization Resource Documents

Strategic Resources

Accomplishments

Agency Briefings

Business Partner Briefings

All Hands Presentations

Workforce Resources