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).

New Disability Leave Module is Live - 1.11.2019

We are pleased to share that the new Ohio Administrative Knowledge System (OAKS) Disability Leave Module is live as of January 7, 2019.  

The disability claim submission process moved from a series of paper-based forms into the online OAKS Human Capital Management (HCM) system.


Access:  

  • The online disability claim pages for agency human resources and disability claims processors are available in HCM as a new component under the Main Menu navigation. 
  • There is a new online page for Employees via myOhio Self-Service to submit claims and upload required documents. 
    • The online format will provide easy document upload and retrieval functionality within the OAKS module and fully support electronic storage.
  • There is a new page for agency human resources offices to electronically submit the employer statement and upload documents.
    • Our online process continues to allow either the employee or the agency human resources office to complete the initial and supplemental claim submission.
  • There is new claim tracking functionality for the agency human resources office to view the real-time status of submitted claims.

Training:  

  • Online training simulations are available in ELM for both the employee and the agency human resources disability claims processors. They will guide you through the steps to submit and process a new disability claim.

Support:  

  • The first line support for the employee applying for disability leave remains the same – employees should continue to work with their agency human resources office.
  • For agency human resources offices – The first line of support for agencies remains the same – agencies should direct questions to their assigned disability benefit management representatives in the DAS Disability Services Unit.
  • You may also use the phone option: 614-466-8857 or 800-409-1205, option 4.

We appreciate your support throughout our transition to the online disability leave claims process.

Note: The paper claim forms will continue to be available in cases where online access is not available.

For questions about the new module, contact your agency human resources representative.


Ohio eMarketplace - 12.21.2018

On Monday, December 17th, the DAS Office of Procurement Services announced the new State of Ohio eMarketplace as officially live and open for business. This new eProcurement solution is now available for the 12 Early Adopter Agencies via the Ohio | eProcurement tile in myOhio to make Pcard purchases. The eMarketplace launched with more than 60 catalogs with 37 additional catalogs coming soon. Within the first three business days, 362 Pcard users logged in to make more than $7,900 worth of purchases. 

Two web-based training courses as well as supplemental materials were made available to Pcard users and Agency Administrators. In addition, 194 state users participated in six live webinars to review training and ask questions. Initial Supplier Partners also took web-based training with 33 suppliers participating in three live webinars. 

To provide support through the Go Live period, most of the project team is co-located at the OSS Contact Center to support the OSS Associates with support calls and emails and provide swift issue resolution for users.  

More information is available on the eProcurement website


Strategic Plan for the Advancement of Drone Technologies Published - 12.14.2018

DriveOhio, the state’s center for smart mobility, and the Ohio Unmanned Aircraft Systems (UAS) Center announced a new strategic plan to support UAS research and development, facilitating the state’s ongoing leadership position in this transformational technology. With this plan, Ohio demonstrates its commitment to investing in the research and infrastructure needed to advance UAS technology in developing new jobs, business investment and economic growth.

The strategic plan details three main initiatives:

•    FlyOhio to develop an unmanned traffic management system, bringing about the widescale use of drones 
     for delivery and transport;

•    Ohio UAS Center Operations to facilitate the use of the technology for a broad range of business
     services; and 

•    Workforce Development to educate and create the skills needed for smart mobility jobs around this
     technology.

For details and resources related to the 2019 strategic plan, visit the Ohio UAS Center website. Additionally, Government Technology (“Ohio Researches Drones to Help Manage Traffic Control”) and StateScoop (“Ohio pushes for air traffic control system for drones in latest strategic plan”) recently ran articles featuring the initiatives outlined in the plan.


Technology Board Publishes IT Statement of Direction - 12.7.2018

On Friday, December 7, 2018, the Technology Board published the IT Statement of Direction. This enterprise IT statement of direction provides a roadmap, its purpose is to set a course for the state IT community, and its audience is state IT leadership and the IT vendor community.

In developing the view of the future, the Technology Board worked with technology leaders across Ohio, and learned from other states, standards bodies and the private sector. Ohio is poised for its next evolution of technology that includes migration to public cloud operating models; ensuring cybersecurity for Ohio’s agencies, citizens, and businesses; leveraging a growing pool of data to support state decision makers; and taking advantage of digital technologies to improve interactions between government agencies and constituents.

The statement of direction defines high-level technology focal points, which include: Unlocking Public Policy for Social Good; Creation and Delivery of Customer Facing Experiences and Services; and Government Process Optimization. The document also details supporting enterprise IT initiatives for each focal point. Short as well as medium/long term goals are provided for each of the identified enterprise IT initiatives. 

The statement of direction also proposes a new model that will help the state rapidly deliver services that will dramatically improve the interaction between government and the people and businesses the state serves. This new concept, the innovation and collaboration center, will be made up of small teams from both the private and public sectors. This will allow the state to take advantage of the rapid pace of innovation occurring in the private sector and fuse it with specific state program knowledge from Ohio agencies.

Visit the IT Optimization Web page (Resources/Strategic Resources Tab), to read the statement in its entirety and to learn more about the Technology Board’s recommendation for Ohio’s path forward.


Ohio Data Analytics Training Dates Released for 2019 - 11.30.2018

The Ohio Data Analytics (ODA) team is excited to share ODA 101, ODA 201, and ODA 202 training dates have been released for 2019 through March, including two ODA 101 webinars. Over 300 agency staff have enrolled in these training courses. All dates can be viewed when registering or on the Ohio Data Analytics myOhio page under News and Events.

ODA 101: Fundamentals of Ohio Data Analytics and System Overview highlights the fundamentals of Ohio Data Analytics and provides a comprehensive system overview of the state’s big data technologies. Over 200 agency staff have already completed the course! Currently, there are two live webinars available through March – Register here for ODA 101.

ODA 201: Data Lake Onboarding and Data Governance for Data Owners is an instructor-led course providing agencies who are engaging with Ohio Data Analytics an understanding of how to onboard and govern data on the data analytics platform. The course empowers agencies to “own” their data within the data analytics platform. ODA 101 is a pre-requisite to ODA 201 – Register here for ODA 201

ODA 202: Introduction to the Data Lake Value-Add Analytic Tools is an instructor-led course aimed to provide agencies who are engaging with Ohio Data Analytics an understanding of the recommended self-service and value-add tools readily available for data analysts and developers to interact with data on the data analytics platform. ODA 101 is a pre-requisite to ODA 202 – Register here for ODA 202.

Ohio Data Analytics myOhio page. Ohio Data Analytics has a program page available under myOhio “Resources,” listed under “Programs.” The “Resources” tab includes onboarding forms; technical job aids; reference materials, such as Ohio Data Analytics Key Terms; and more! In addition, the Ohio Data Analytics team has partnered with Learning on Demand to present recommended resources for anyone that is new to the Ohio Data Analytics platform or would like to learn more about data analytics – see “Training – Internal.” Navigate to “News & Events” to learn about data and analytics work across state agencies, upcoming trainings, and more!

Ohio Data Analytics 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. To learn more visit analytics.ohio.gov.

 

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
 

 

IT Optimization Resource Documents

Strategic Resources

Accomplishments

Agency Briefings

Business Partner Briefings

All Hands Presentations

Workforce Resources