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 these IT Optimization efforts, we have documented savings of over $103 million dollars over the past 30+ months. As a result, DAS OIT and agencies refocused IT spending on things that make Ohio a better place to live and do business. In fact, the State “flipped” IT spending from being 80% infrastructure and 20% application focused to currently 50% infrastructure and 50% applications. 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! The progress we have made over the last four 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

Data Analytics Training Resources - 04.13.2018

Governing Magazine recently issued an article, “Why Policymakers Should Learn to Be Data Analysts,” which stresses the importance of leveraging data analytics to make well-informed and sound policy decisions. The article provides links to a number of training resources, including a few that are available at no cost. For example, “Solving Public Problems with Data,” and “Intro to Data Science.” Additionally, the Ohio Data Analytics team is working on targeted training courses to assist agencies in taking advantage of the platform. Look for further communications for these upcoming opportunities.

As reported in previous newsletters, Governor Kasich is working to take data analytics to the next level in Ohio. The focus is on ensuring that data analytics becomes a tool that will help Ohio tackle complex problems and find solutions; fully leveraging the power of the data that already exists throughout state government to make a real impact on Ohioans’ lives.

Currently, Ohio has programs and services offered by more than 120 agencies, boards and commissions and data is collected and stored in more than 2,600 separate systems. Valuable insights can be derived from these data sets. Governor Kasich believes that the information provided can help Ohio address some of its greatest challenges, such as infant mortality, child welfare, opiate addiction, persistent poverty and school dropout rates. 

Over the last several months the state has established an enterprise data lake as part of the Ohio Data Analytics program, which is now available for agencies to leverage. Additionally, the release and award of the Data Analytics Platforms and Data Analytics Experts RFP, has pre-qualified 50 firms to perform exploratory projects in various data analytics domains. Currently, there are two exploratory projects underway. The first is Infant Mortality in coordination with the Ohio Department of Health, the Ohio Department of Medicaid, the Ohio Department of Job and Family Services, and the Ohio Department of Mental Health and Addiction Services. Infant Mortality expected outcomes are novel, actionable interventions to reduce and prevent Ohio’s infant mortality rate. Currently awarded, the Ohio Bureau of Workers’ Compensation has kicked off an exploratory project to analyze and optimize the managed care organizations (MCO) within the state.

The state has scheduled the first Analytics Day for May 15th. Be on the lookout for additional information!

For more information on Ohio’s data analytics efforts please reach out to OhioDataAnalytics@das.ohio.gov.


Coming April 30: A Transformed myOhio - 3.30.2018

The new myOhio launches on April 30.  Here are some additional steps you can take to prepare today for the new myOhio go-live: 

  • Check out the myOhio tutorial site for a new educational video that gives a tour of the details of the new site.  You also can rewatch the introductory highlight video there.
    • Set up the password reset options that are available to you and be ready to set up additional options when you first log in to the new myOhio on or after April 30.
    • When logging in to the new myOhio for the first time, all users will be required to set up or confirm at least one of the following self-service password reset options: personal email, personal mobile phone number or security questions.
    • One option is required; setting up all three is recommended to allow users to select the security option that is most convenient at the time a password reset is needed.
    • Existing answers to security questions will not carry over to the new myOhio. The answers will need to be re-established.
    • Employees can enter their personal email and mobile phone number in the current myOhio now and the information will carry over to the new myOhio. 
    • Non-employees can enter their personal email in the current myOhio now and the information will carry over to the new myOhio.  The mobile phone number option will be available to non-employees only after the new myOhio launches.
  • Be prepared for a go-live outage: myOhio.gov and all OAKS applications will be unavailable from 7 a.m. Saturday, April 28 until the morning of Monday, April 30.

This project is part of the Ohio Digital Experience program of the Ohio Department of Administrative Services. Questions and comments can be sent to Ohio.Digital.Experience@das.ohio.gov.


BWC Successfully Upgrades to SharePoint 2016 - 03.23.2018

The Ohio Bureau of Workers’ Compensation (BWC) recently upgraded from Microsoft SharePoint 2007 to SharePoint 2016 by leveraging the DAS Enterprise SharePoint Team’s best in class migration and integration processes. With SharePoint 2007 no longer being supported by Microsoft, it was time to make the needed technology advancement. And, of course, BWC knew their staff and customers would benefit from the latest in SharePoint innovation.

BWC Project Manager, Jennifer Day-Haeger stated, “The team’s number one priority was to migrate BWC to a supported platform with as little interruption as possible to the business. We first set out to convert our externally-facing Medical/Managed Care Operations Portals and BWC Staff Intranet. Despite the complexity of the task, the team was able to complete this process in less than two months.”

Due to the BWC’s data security and critical business operations requirements, the team worked nights and weekends to provide an efficient, non-disruptive upgrade. Before migrating to production, each site area required a test migration to validate data transfer calculations and to provide an opportunity to remediate any problems. The team worked multiple shifts to monitor overnight migrations as well as to ensure that questions from BWC stakeholders were answered expediently.

During the conversion process, governance policies had to be reengineered to match the SharePoint 2016 environment and to align with Ohio’s strict data retention guidelines. Melissa Roach, BWC Legal Division Information Governance Program Manager, worked with the team to learn more about DAS’ governance plans and to promote collaboration and communication across agencies. To further facilitate adoption, training, and information sharing, BWC will continue to take advantage of the DAS Enterprise SharePoint team onsite support as well as the DAS team backup support.

“Now that the SharePoint upgrade is complete, BWC’s focus has turned to improving the user experience and expertise with the product via training and collaboration with the DAS Enterprise SharePoint team. We need to position BWC to operate at optimum efficiency,” said James McAndrew, BWC Chief Information Officer. “The BWC Information Technology staff worked hand in hand with the DAS SharePoint Team to migrate to 2016 in a manner that was seamless. In less than six months, we migrated over 50 sites or the equivalent of one terabyte of data. I am very happy with the process and the outcome, and plan to continue to work with the DAS SharePoint Team to further our capabilities in this arena while also finding ways to reduce operational costs to benefit all Ohio residents.”
If you would like more information on Enterprise SharePoint Services, please contact Deven Mehta.


DRaaS Accepting Customers! - 3.16.2018

The DAS OIT Team is excited to announce that the new Distributed Systems Disaster Recovery as a Service (DRaaS) site in Cleveland, Ohio, is ready to accept customers! This highly anticipated endeavor provides server imaging and storage at a geographically disparate site from Columbus, Ohio. 

DRaaS offers many features including:

  • Ability to have live workloads and a replicated copy of data plus a disaster recovery (DR) practice copy of the same data, at a specific point in time, will be made available in Cleveland. The practice copy allows a customer to test DR without interrupting the current replication. This leaves the data in sync in case of a real DR scenario.
  • Replicated data in Cleveland can be used to failback to SOCC during a test or true disaster. 
  • Replicated data is encrypted over the wire and encrypted at rest for both SOCC and Cleveland sites.
  • Three tiers of storage; performance, general, and capacity, are available in Cleveland. 
  • The same proven storage technologies that are available at the SOCC; fiber channel SAN, storage virtualization, and enterprise storage arrays, are also available in Cleveland.
  • Storage systems are integrated with VMware Site Recovery Manager (SRM) to handle the failover and failback of virtual machines (VMs) from the SOCC to Cleveland.
  • Open Systems, such as AIX, can also take advantage of failing over and failing back.
  • Ability to opt-in to DR protection for almost any VMware guest located in SOCC production or metro-service by leveraging the DAS OIT Enterprise Storage Service to replicate storage.
  • DR services run on VMware vSphere and leverage SRM to orchestrate the DR failover and recovery process.
  • Ability to practice DR by running an SRM recovery plan, while keeping the production site up and data synchronized.
  • Ability to failback to the SOCC in the event a disaster is declared, assuming the source infrastructure is still solvent.
  • Ability to run VMs at the DR site to support geodiversity requirements.
  • Any virtualized AIX partition running on IBM Power8 or higher hardware can be replicated and synchronized at the Cleveland DR facility.
  • All the LUNS associated with replicated partitions will be placed in a Global Mirror by the storage team and made available to the replicated server.
  • The hardware technology used at the DR site is IBM Power8 and mirrors the SOCC systems configurations with respect to memory, HBAs, and network adapters.
  • Ability to practice DR by animating a logical partition, while keeping your production site up and data synchronized.
  • Ability to failback to the SOCC in the event a real disaster is declared, assuming the source infrastructure is still solvent.
  • Network support for firewall and load balancer services.

For more information on this new service, please contact the Enterprise IT Customer Service Center by phone at 1-614-644-6860 or 1-877-644-6860 or by email at CSC@ohio.gov.


DAS OIT Hosts Second IT Optimization Event - 03.09.2018

On March 1st, DAS OIT hosted the second in a series of IT Optimization Summit sessions for state agency IT staff. The overall theme of the summit is, “Instilling Intellectual Curiosity into Ohio’s IT Leadership.” The Multi-Agency CIO Council (MAC) and Technology Board designed the session agendas to showcase the state’s IT expertise and provide examples of how the State of Ohio is implementing new and relevant technologies and approaches across the agencies. 

The March 1st session centered on Ohio’s use of cloud technology. The session included speakers from the Ohio Departments of Administrative Services and Education; Ohio Department of Developmental Disabilities; Ohio Development Services Agency; and the Public Utilities Commission of Ohio. Speakers detailed their experiences with leveraging cloud solutions to deliver state services. The agenda for the day included:

• Cloud Governance (Cloud Strategy, How to Get to the Cloud, Cloud Development/DevOps, Staffing & Training, Hybrid Cloud, and Salesforce)
• Cloud Experience (Salesforce, Azure, and Microsoft Dynamics)
• Agile versus Traditional Software Development 

The following additional IT Optimization Summit session is planned for March 22nd:

• Leveraging Existing Enterprise Solutions/Tools – Skype & Video Conferencing, OneDrive, SharePoint, ServiceNow, Enterprise Document Management, and Ohio Digital Experience

We hope you can join us in-person or via video for the last session on March 22! The event will be held at the Ohio Department of Transportation Auditorium from 8:30 am -12:00 pm. If you are unable to attend, or if you want to view prior sessions, all of the event links are available on the right-hand side of the IT Optimization Web page. (Please note: If you are interested in attending, please contact your agency supervisor.)

If you have any questions regarding the IT Optimization Summit, please send an email to it.transformation@das.ohio.gov

Tips for attending the IT Optimization Summit remotely:

  • The link to the live session will be posted prior to the event on the right-hand side of the IT Optimization Web page. The same link will be used to access the recorded session.
  • Users will need a version of Microsoft Silverlight installed to view the live Webcast and/or watch it later. This is a free download from Microsoft. Mac users can download Silverlight through Safari. (Please check with your agency IT help desk if you need to have Silverlight installed.)
  • If the broadcast volume is too low, it can be adjusted by checking:

- The computer’s sound card.
- The Silverlight player’s volume control. (There is a speaker icon that controls the audio on the bottom right of the player).
​- The external speakers volume knob.


DAS OIT Hosts IT Optimization Summit - 02.23.2018

DAS OIT recently hosted the first in a series of IT Optimization Summit sessions for state agency IT staff. The theme of the summit is, “Instilling Intellectual Curiosity into Ohio’s IT Leadership.” The Multi-Agency CIO Council (MAC) and Technology Board designed the session agendas to showcase the state’s IT expertise and provide examples of how the State of Ohio is implementing new and relevant technologies and approaches across the agencies.

The February 16th session discussed Ohio’s IT Optimization journey to date. Through the statewide focus on consolidation and collaboration, the IT Optimization effort has:

  • “Flipped” IT spend from 80% infrastructure focused (2011) to 60% enterprise applications focused (2016).
  • Saved $160 million in IT operations in the last three years.
  • Reduced IT hardware spend by 98% and IT maintenance repairs by 88%.
  • Driven more than 800% in efficiency gains by migrating from a “physical asset” orientation to a “virtual cloud” model.
  • Driven a ten-fold increase in consolidated and virtualized servers (6,200+).

The February 16th agenda focus was Leveraging New Tools and Technologies including:

  • Data Analytics
  • Intelligent Automation
  • Continuous Improvement Through Agile Adoption

The following additional IT Optimization Summit sessions are planned:

  • March 1 Session: Leveraging Cloud (Platform and Software) – Cloud Governance, Cloud Experience (Salesforce, MS CRM, Azure), and Agile vs. Traditional Software Development
  • March 22 Session: Leveraging Existing Enterprise Solutions/Tools – Skype/Video Conferencing, OneDrive, SharePoint, ServiceNow, Enterprise Document Management, and Ohio Digital Experience

Please join us in-person or via video. The summit events are held at the Ohio Department of Transportation Auditorium from 8:30 am -12:00 pm. If you are unable to attend, all of the session links are available on the right-hand side of the IT Optimization Web page. (Please note: If you are interested in attending, please contact your agency supervisor.)

If you have any questions regarding the IT Optimization Summit, please send an email to it.transformation@das.ohio.gov.

Tips for attending the IT Optimization Summit remotely:

The link to the live session will be posted prior to the event on the right-hand side of the IT Optimization Web page. The same link will be used to access the recorded session.

Users will need a version of Microsoft Silverlight installed to view the live Webcast and/or watch it later. This is a free download from Microsoft. Mac users can download Silverlight through Safari. (Please check with your agency IT help desk if you need to have Silverlight installed.)

If the broadcast volume is too low, it can be adjusted by checking:

  • The computer’s sound card.
  • The Silverlight player’s volume control. (There is a speaker icon that controls the audio on the bottom right of the player. The volume is adjusted by simply clicking on the speaker and adjusting the level.) 
  • The external speakers volume knob.

In addition, there were a couple of technical issues encountered at the February 16th  session. These issues are now resolved for future sessions.

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