2017 best practices - Nascio

2017

State IT Recognition Awards

2017 BEST PRACTICES In The Use of Information Technology In State Government

NASCIO 2017 State IT Recognition Awards

TABLE OF CONTENTS NASCIO 2017 State IT Recognition ......... 1 Award Finalists

Enterprise IT Management ................. 15 Initiatives

NASCIO 2017 State IT Recognition ......... 2 Awards Categories

Improving State Operations ................ 17

Cross-Boundary Collaboration .............. 3 and Partnerships Cybersecurity ................................. 5 Digital Government: ......................... 7 Government to Business Digital Government: ......................... 9 Government to Citizens

Information Communication .............. 19 Technology Innovations Open Government and Data, .............. 21 Information and Knowledge Management State CIO Office Special .................... 23 Recognition 2017 Awards Judges ......................... 25

Disaster Recovery/Security ................ 11 and Business Continuity Readiness Emerging and Innovative ................... 13 Technologies

NASCIO represents state chief information officers and information technology executives and managers from the states, territories and District of Columbia. 201 East Main Street, Suite 1405, Lexington, KY 40507 P: 859.514.9153 • www.NASCIO.org • [email protected]

National Association of State Chief Information Officers

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AWARD FINALISTS

AWARD CATEGORIES

NASCIO 2017 State IT Recognition Award Finalists

NASCIO 2017 State IT Recognition Award Categories

Cross-Boundary Collaboration & Partnerships * State of California: Virtual Integrated Mobile Office Project (VIMO) State of Texas: Texas Veterans Portal State of Utah: Innovating Cloud Solutions with Cooperative Purchasing

Emerging & Innovative Technologies State of Colorado: Colorado DRIVES State of Minnesota: Transforming Enterprise Services to the Cloud * State of Utah: Utah Driver License Appointment and Public Meeting Notice Reminders

CROSS-BOUNDARY COLLABORATION AND PARTNERSHIPS Projects recognized in this category focus on identifying, planning, coordinating, sharing, integrating and/or joining formerly non-integrated, IT-related organizational goals and strategies.

Cybersecurity State of Colorado: Fighting Vulnerabilities with 2-Step Verification State of Indiana: Indiana Information Sharing & Analysis Center * Commonwealth of Pennsylvania: Risk-Based Multi-Factor Authentication Commonwealth of Virginia: VITA Web Application Vulnerability Scanning Program

Enterprise IT Management Initiatives State of Michigan: MiLogin State of Rhode Island: Statewide ePermitting Initiative * State of Wisconsin: STAR Project: The Blueprint for Efficient State Government

CYBERSECURITY Projects recognized in this category incorporate IT security and privacy into strategic state initiatives, disaster recovery planning and continuity of government operations.

EMERGING AND INNOVATIVE TECHNOLOGIES This category recognizes projects utilizing, or providing oversight for, technologies on the cutting edge of the industry. Emerging technologies include, but are not limited to, wearables, 3-D printing, autonomous automobiles, unmanned aerial systems and sensors. Projects in this category may be in an implementation or beta stage. ENTERPRISE IT MANAGEMENT INITIATIVES Projects focused on planning, organizing and executing enterprise-wide technology initiatives are recognized in this category.

Improving State Operations State of Georgia: Fraud Management Solution * State of Michigan: Michigan Forest Inventory System State of Utah: Utah’s Watershed Restoration Initiative

Digital Government: Government to Business * State of Minnesota: Tempo Go Live: Modernizing Collaboration and Data Sharing State of Mississippi: Mississippi Secretary of State Business One Stop Shop (BOSS) Commonwealth of Pennsylvania: eInspection: Application Oil and Gas Surface Activities Inspection Report

DIGITAL GOVERNMENT: GOVERNMENT TO BUSINESS This category recognizes innovative applications that foster improved interaction between government and business, including better service at less cost to business for regulatory compliance, new business formation and day-today government-to-business interactions.

Information Communications Technology (ICT) Innovations State of Georgia: Department of Transportation Emergency Operations Center * State of Minnesota: Minnesota Geospatial Commons State of West Virginia: DMVNow Kiosk Program: Introducing 24/7 Government ATM

DIGITAL GOVERNMENT: GOVERNMENT TO CITIZEN This category recognizes governmental applications that provide innovative services or communication channels for citizens, provide for open government, increase government’s efficiency and/or stimulate citizen engagement and interaction.

INFORMATION COMMUNICATIONS TECHNOLOGY (ICT) INNOVATIONS This category recognizes initiatives or services that leverage communication technologies to transform government and/or promote economic development, interoperability and improved quality of life.

Digital Government: Government to Citizens * State of Georgia: Georgia Division of Child Support Services Mobile App State of Idaho: Idaho Retirement Information System (IRIS) Commonwealth of Pennsylvania: myCOMPASS Mobile App

Open Government & Data Information and Knowledge Management State of Michigan: Michigan State Police Department Unifies Data, Improves Visibility into Criminal Activity * State of Oregon: MAGI Medicaid System Transfer Project State of Utah: Discover: Utah’s Base Map and Imagery Services

Disaster Recovery and Business Continuity * State of Michigan: Michigan Cyber Civilian Corps

State CIO Office Special Recognition * State of Colorado: Strategy of Success: Playbook and 5-Year IT Plans State of Louisiana: IT Consolidation and Enterprise Architecture State of Maine: TechNight

DISASTER RECOVERY/SECURITY AND BUSINESS CONTINUITY READINESS Projects centered on the strategic and coordinated response to natural and man-made disasters are recognized in this category. Executed or planned projects may include business continuity strategies, plans and/or guidelines for risk assessment, critical staff and equipment, external communications and employee awareness.

OPEN GOVERNMENT AND DATA, INFORMATION AND KNOWLEDGE MANAGEMENT This category recognizes a state’s efforts to manage data as a strategic asset, including making data more transparent, as well as strategies, processes, applications, solutions, initiatives and/or programs to use, process, leverage or manage information and content.

* - Award recipient

IMPROVING STATE OPERATIONS This category recognizes technology initiatives and business process improvements implemented to make government operations more efficient and effective.

STATE CIO OFFICE (OR EQUIVALENT) SPECIAL RECOGNITION Projects initiated and implemented by the state CIO’s office are recognized in this category. The category is open to a variety of projects.

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CROSS BOUNDARY COLLABORATION AND PARTNERSHIPS STATE OF CALIFORNIA

Virtual Integrated Mobile Office Project (VIMO) Virtual Integrated Mobile Office (VIMO) is a smartphone-based application used by Parole Agents to access real-time critical parolee information. VIMO enhances digital information security by using state of the art technologies that include mobile device management, application sandbox or container enforced, 2 factor authentication, and 256-bit AES encryption. VIMO is an outstanding example of information sharing and collaboration between state and county government as it was implemented through a partnership between the California Department of Corrections and Rehabilitation (CDCR) and San Diego County Probation. The opensource platform permits any interested government agency to participate via Memo of Understanding, reducing project risk, allowing for rapid application deployment and cost-effective implementation of future technology enhancements. VIMO allows Parole Agents to access parolee information, mug shots, scars, marks, tattoos, supervision notes, conditions of parole, drug tests, cautions, warrants, and alerts about each parolee they supervise even when they are not within range of a cellular network. This improves agents’ ability to confirm parolees are complying with conditions

of their release from prison. It also eliminates the dependency on paper-based files, administrative tasks required for parolee category of supervision, and maintaining a paper Field Book. VIMO exemplifies innovation in government. The collaborative development approach allows for shared development costs, lessons learned, and larger pool of expertise to resolve issues and provide future enhancements at lower cost. The mobile application makes innovative use of smartphone technologies by leveraging talk to text functions, hyperlink and mapping which are all time saving features. Moreover, CDCR’s innovative approach of implementing VIMO by partnering with San Diego County Probation, allowed them to go from conception to proof of concept (POC) in less than 6 months. CDCR plans to use their existing smartphone and mobile infrastructure for future officer and public safety enhancements as well as additional cost efficiencies and enhancements. They plan to implement a GPS tracking application interface in 2018 that will reduce the need for dual entry of more than 60,000 GPS events monthly.

Corporate Partner: DXC Technology 3

CONTACT Jeffery L Funk Director of Enterprise Mobility Department of Corrections & Rehabilitation 916.358.2117 [email protected]

L to R: Douglas Eckenrod, Parole Administrator; Neil George, Information Systems Analyst; Jon DeRoco, Parole Agent; Mary Pastor, Parole Agent; Craig Wilson, Parole Agent; Rebecca Spencer, Subject Matter Expert; Bryan Morden, Information Systems Analyst; Daniel Warstler, Parole Agent; Arnold Fitt, Parole Agent Not Pictured: Jeffery Funk, Director of Enterprise Mobility; John Kennedy, Parole Agent; Nick Johnson, Parole Agent; Linda VanDyke, Information Systems Analyst; Mel Scott, Subject Matter Expert

“Virtual Integrated Mobile Office (VIMO) is the largest paradigm shift for the Division of Adult Parole Operation in the past 20 years. VIMO will help decouple Parole Agents from being desk bound. VIMO allows the department to reduce time spent in administrative tasks and redirect that time to supervision of offenders, re-focusing on the core mission of Public Safety and Offender Rehabilitation.” Russell J. Nichols, Director, Enterprise Information Services, CDCR 4



CYBERSECURITY COMMONWEALTH OF PENNSYLVANIA

CONTACT: Erik Avakian Cheif Information Security Officer 717.772.4240 [email protected]

Risk-Based Multi-Factor Authentication The Pennsylvania Office of Administration partnered with the commonwealth's Department of Human Services to implement an enterprise risk-based multifactor authentication service (RBMFA) to provide additional security for cloud-based services and remote access. RBMFA is an important control which vastly reduces the risks associated with user accounts compromised through phishing attacks and lost or stolen devices. A worker needing to access a resource protected by RBMFA is required to pre-register in the system from a work-issued device located on the commonwealth's network. During this process, the worker is authenticated against the enterprise active directory and prompted to set-up their challenge/response questions and PIN. The service encompasses a risk profile which considers various factors including the data or application being sought, the geographical location of the request, whether the request originates from on or off the network, the nature of the device being used and the number of access attempts within a given time period. Based on this risk assessment, the system controls access with either requiring one-factor (user ID and password) or multi-factor (user ID and password, plus an additional factor) to further authenticate the user. 5

The service supports various types of second factor authentication to meet various agency use cases and business needs. The service went live at the end of June 2016 and currently serves over 15,000 users with more added monthly. The underlying architecture provides the foundational backbone to expand the service to VPN, privileged user access and additional systems that are in the cloud or being considered for migration to the cloud. RBMFA will also be available for public-facing applications to provide the public with enhanced security and assurance that their credentials are protected. By providing a single, enterprise-wide system and architecture, Pennsylvania has reduced security risk and overall costs while ensuring agency business and regulatory requirements are met. The RBMFA solution directly aligns with Governor Wolf’s “Government that Works” agenda, the commonwealth's enterprise IT strategic plan, the National Governors Association’s Call to Action for Governors, the National Governors Association Cyber Compact and the NASCIO State CIO Priorities for 2017.

L to R: Bharath Kayita, Office of Administration; Nayan Mitra, Office of Administration; Steve Dunn, PA Gaming Control Board; Brian Stewart, Department of Human Services; Mark Hoke, Office of Administration; Somya Sharan, Deloitte; Matthew Ashenfelder, Department of Human Services; Jason Hebbe, Office of Administration; Erik Avakian, Office of Administration ; Keith Hartung, Department of Human Services; Jim Weaver, Office of Administration; Frank Morrow, Office of Administration; Harish Ayengar, Deloitte. Not pictured: Bhaskar Gupta, Deloitte; Kathy Neff, Office of Administration; John Miknich, Department of Human Services

“We want to be able to take advantage of new technologies that can help us reduce costs, be more efficient and provide better service to the public. This new service gives us an added measure of security so we can do all of those things while still protecting sensitive data and systems.” Governor Tom Wolf, Pennsylvania

CORPORATE PARTNER: Deloitte 6



DIGITAL GOVERNMENT: GOVERNMENT TO BUSINESS

STATE OF MINNESOTA

CONTACT: Bridget Fitzgerald Program Manager, Projects & Services Minnesota IT Services 615.757.2702 [email protected]

Tempo Go Live: Modernizing Collaboration and Data Sharing Tempo Go Live was the culminating effort of a project that transitioned the Minnesota Pollution Control Agency (MPCA) from their legacy data systems to a new system, Tempko, an off-the-shelf product. The project partnered Minnesota IT Services staff with MPCA staff to update their main monitoring system, which in turn helped them achieve their mission to protect and improve the environment and enhance human health. The Tempo system brought together previously isolated MPCA functions of permitting, enforcement, remediation, prevention, inspections, emergency management, watershed project management, and contract and fiscal management. A key benefit to the Tempo system is collaboration and information sharing within the agency to leverage and build on the work of colleagues, and to improve data quality and reporting. It also allows more Minnesota businesses to submit applications and compliance reports to the agency digitally, decreasing the number of staff touching them, and reducing reliance on paper. With a “touch” taking anywhere from 15 minutes to hours of staff time, the online options are quicker and garner more efficient transactions for staff and customers. Customers receive immediate copies of

what was submitted for verification and, in some cases, nearly immediate approval to proceed with the requested activity. Additionally, a significant benefit is the ability to digitally receive and record permitting application fees, fees for service, annual remittances, and penalties levied for permit non-compliance that total around $25M annually. The system also provides an audit trail. For this project, new hardware was purchased and set up, satellite systems were incorporated with the new system, and staff were trained and prepared for the switch. This move to a modern, web-based information and data management system centralized the major functions of the MPCA, promoted agency efficiencies, improved the citizen experience, and is helping the MPCA further its mission to protect and preserve Minnesota’s environment.

L to R: Jessica Parker, MN.IT Projects & Services Director; Alex Hokenson; Paul Kim; Mary Kimlinger; Alton Dunkley; Kristin Kirchoff; Anna Alexander; Lisa Gibbs; Nick Coleman; Deb Charpentier; Martina Cameron; Gail Toussaint; Henry Bochenski; David Fawcett; Paula Connell, MPCA Data Services Manager; David Knight; Tad Schindler, MN.IT Business Intelligence Support Services Supervisor; Jared LaFave; Sara Mueller; Bridget Fitzgerald, MN.IT Program Manager; Lisa Mojsiej

“Tempo Go Live could not have been possible without a strong partnership between Minnesota IT Services and the Minnesota Pollution Control Agency, and I am proud to say that our combined efforts succeeded in modernizing the system that monitors, tracks, and supports state efforts to ensure that Minnesotans have clean water, air, land, and healthy communities.”

Bridget Fitzgerald, Program Manager 7

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DIGITAL GOVERNMENT: GOVERNMENT TO CITIZENS STATE OF GEORGIA

CONTACTS: Jerry Baker Senior Project Manager Department of Human Services 404.852.9705 [email protected]

Georgia Division of Child Support Services Mobile App The Georgia Department of Human Services (DHS), Division of Child Support Services (DCSS), launched a new child support mobile application, GA DCSS Mobile App, in September 2016 to assist customers with making child support payments on their mobile devices. In addition, the app offers a range of other self-service options. It allows customers to review their payment history; view scheduled appointments, case activities and details of child support orders; chat with a DCSS representative; and receive notifications and alerts about important information regarding their cases. The document upload and signature capture features will allow customers to provide necessary signatures and documents without the inconvenience of visiting a child support office. Georgia is the first state in the nation to make a fullservice child support mobile app available to customers. The app is providing significant relief to customers by offering secure access to their child support case on mobile devices, and it enables DCSS to enhance highvolume, mission-critical services. In addition, the new payment medium is resulting in the recovery of more support payments and increasing federal incentive dollars to the state.

Since the launch of the GA DCSS Mobile App, the DCSS Customer Contact Center continues to experience a reduction in call volumes, and local child support offices are seeing fewer customer visits. As a result, DCSS staff is able to focus more attention on case management functions and thereby strengthen services to Georgia’s families. The DHS Office of Information Technology (OIT) developed the app in-house and worked closely with other state agencies whose services and functions often overlap with DCSS. The technical team also collaborated with the GeorgiaGov Interactive team at the Georgia Technology Authority, which tested the app’s functionality and recommended changes to make it easy to use and accessible for people with a range of disabilities. The GA DCSS Mobile App is elevating DCSS’ operational effectiveness by enhancing the availability of automated services and providing convenient options for customer interactions.

Venkat Krishnan Chief Information Officer Department of Human Services 404.556.8198 [email protected] Front Row (L to R): Ananias Williams, Deputy Chief Information Officer; Chandrika Darapaneni, Mobile App Developer; Amit Kiswani, Mobile App Lead and Architect; Prasad Chitturi, Web Team Lead; Arlene Foster, Business Analyst; Namrata Khatri, Business Analyst; Venkat Krishnan, Chief Information Officer Back Row (L to R): William Mitchell Jr., Mainframe Developer; Murali Gangineni, .Net Developer; John Hurst, Deputy Director Department of Child Support Services; Kishore Pattanaik, .Net Developer; Ronnie Currie, Child Support Application Manager; Ravi Vaddamanu, Java Developer; Carmen Winston, Business Analyst Lead; Jerry Baker, Sr Program Manager

Amit Kiswani Lead/Architect Mobile Applications Department of Human Services 404.656.2565 [email protected]

“The new Georgia mobile app provides significant relief to customers by offering secure access to their child support case on mobile devices, and it enables DCSS to enhance high-volume, mission-critical services. Over 62,000 have downloaded the app, providing an easier method to review case status and make payments. In addition, we have seen an increase in the number of credit card payments.” Tanguler Gray, Director, Division of Child Support Services, Department of Human Services

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DISASTER RECOVERY/SECURITY AND BUSINESS CONTINUITY READINESS CONTACT: Paul Groll, MS, CISSO, CISSP Deputy Chief Security Officer Cybersecurity and Infrastructure Protection Department of Technology, Management, and Budget Executive Sponsor, Michigan Cyber Civilian Corps 517.241.2011 [email protected]

STATE OF MICHIGAN

Michigan Cyber Civilian Corps In today’s threat landscape, it’s not a matter of if but when a cyber attack will occur. The question is: do you have the resources in place to address the attacks no matter where they occur? The State of Michigan detects tens of thousands of attempts to infiltrate its network on a daily basis. Realizing that small and medium sized businesses and local governments are likely facing the same threats, the State of Michigan created the Michigan Cyber Civilian Corps (MiC3), an all-volunteer force of cyber defenders to supplement its publically available resources. Michigan is unique among the states in having a volunteer cyber civilian corps, and is routinely sought out for guidance by other states. The original idea came from Governor Rick Snyder and was announced at the 2013 North American International Cyber Summit. The MiC3 started as a partnership among Michigan’s Department of Technology, Management & Budget (DTMB), Merit Network of Ann Arbor, MI, and other partners. Members were sought and recruited throughout the state, chiefly by word of mouth. In 2016, this initiative underwent a significant reboot: the State of Michigan became the sole operator of MiC3. Michigan has made aggressive benchmarks for success, including pending new legislation to create

a program that allows volunteers to provide services to a broader slate of organizations. Michigan is also actively exploring new ways to increase membership. The vision of the MiC3 is to have an experienced, certified group of subject matter experts across a wide range of cyber defense skills, with knowledge of the tools and techniques used by attackers against systems, and the expertise to defend those systems. Volunteers come from government, academia, business, finance, healthcare, and other sectors. Michigan is committed to growing MiC3 to 200 members by 2019 and investing in continued training. This will ensure Michigan organizations have a low cost response option in case of cyber disruption. The investment in training and certification will ensure the volunteers’ skills are up to date. The MiC3 will continue to serve as a national model while supporting Michigan’s cyber ecosystem in case of large-scale attacks to critical infrastructure.

Michigan Cyber Civilian Corps (MiC3) Team

“The individuals who make up the Michigan Cyber Civilian Corps should be very proud. Through hard work and proactive thinking, this team has become a national leader in cyber security. As we continue to move forward in this digital age, it becomes increasingly more important to protect against potential technological threats. I am confident that Michigan is in good hands with this dedicated team working on the front lines to secure our digital assets.” Governor Rick Snyder, Michigan

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EMERGING AND INNOVATIVE TECHNOLOGIES STATE OF UTAH

Utah Driver License Appointment and Public Meeting Notice Reminders Utah’s digital strategy provides a user experience that delivers government content and useful interactions to the visitor’s screen of choice. In order to achieve this strategy, Utah is leveraging new technologies and expanding services in three exciting areas: • Automation • Digital assistants • Semantic web Reminder Bots When a resident schedules an appointment with the Driver License Division (DLD) or subscribes to receive notifications for public meetings, the appointment notification emails they receive are coded to be used by Google’s bot called Google Now. The structured markup, added to emails, allows Google Now to automatically add the appointments and public meetings to the resident’s Google calendars and reminders. By implementing Google Now and the associated Google Now Cards, Utah pushes valuable information directly into the hands of users. Google Now Cards are available on most Android phones and any iPhones using the Google app and Gmail. The Google Cards remind users of an appointment and deliver estimates of how long it will to take to arrive, even when they need to leave based on current traffic conditions.

Improving Agency Efficiency This effective online tool annually schedules over 60,000 appointments to streamline the operations of the DLD. In 2016, over 30,000 appointment reminders were sent to gmail accounts with the Google Now Cards markup embedded in the email. Marking up the email content to be indexed and understood by intelligent digital assistants improves the number of appointments that happen on schedule, improving the lives of the residents of Utah, and making the DLD more efficient.

CONTACT: David Fletcher Chief Technology Officer 801.538.3476 [email protected]

Better Government Connections Utah’s award winning Public Meeting Website provides the residents of Utah with a single, online location where information regarding all public meetings, hearings, and bond notices can be easily searched and followed from all government bodies (more than 1,000 agencies) in the state including county, city, and school districts. The system sends out over 200,000 meeting and posting reminders annually to residents with code embedded to enable Google Now calendar appointments, reminders, and traffic information.

L to R: Kyle Charlesworth, Utah Interactive Product Manager; Michael Rice, Utah Interactive Director of Operations; Todd Holbrook, State of Utah Bureau Chief Driver License Division; Cortney Taylor, Utah Interactive Front End Web Developer; Keaton Gerrard, Utah Interactive Product Manager; Glen Fairclough, State of Utah Archives PMN Product Manager; Anthony Booyse, State of Utah Chief Technical Architect

“We are excited to take the most innovative and cutting edge ideas from the private sector and apply them for government use. The same technology that helps travelers track their flights and hotel reservations are allowing Utah governments (State, County, and City) to interact with and engage the residents of Utah through public meetings and driver license appointments.” Mike Hussey, CIO, State of Utah

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ENTERPRISE IT MANAGEMENT INITIATIVES STATE OF WISCONSIN

STAR Project: The Blueprint for Efficient State Government While many states moved on to more modern computer systems, Wisconsin was still operating on systems developed in the 1960s, ’70s, and ’80s. And while every Wisconsin state agency uses the same accounting principles, civil service rules and procurement policies, they were relying on a disparate set of administrative systems to support financial, human resources, payroll and purchasing activities. All told, Wisconsin’s 58 state agencies were running 140-plus different systems. Those legacy systems were no longer meeting agencies’ business needs, resulting in processes that weren’t efficient or effective. Meanwhile, this patchwork was making it impossible to generate accurate reports at the state level and fueling risk around talent and technical obsolescence. More than a decade ago, the state set out to fix the situation with the Integrated Business Information Systems (IBIS) Project. Starting in June 2005, a team gathered more than 6,600 requirements and subsequently chose the PeopleSoft platform. But by April 2008, the IBIS Project – and the vision for enterprise IT transformation – was put on hold. Following the election of Governor Scott Walker, who has articulated a commitment to leaner, more

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efficient government, Wisconsin revisited the need for a statewide enterprise resource planning (ERP) solution. Launching the State Transforming Agency Resources (STAR) Project in 2014, leaders set forth an ambitious vision: to migrate all agencies to a single ERP platform for finance, procurement, and human resources, and do so on a highly aggressive timeline without disrupting day-to-day operations for the state’s 35,000 employees. Under the leadership of Department of Administration Assistant Deputy Secretary John Hogan, Project Director Dawn McCauley, and State CIO David Cagigal, STAR has been highly successful – meeting timelines, coming in below budget, and achieving engagement and support across the broad base of agencies. As the project wrapped up, the State of Wisconsin became a data-driven government, and is poised to realize nearly $100 million in savings over the next decade. Wisconsin’s approach to enterprise IT transformation offers a blueprint of best practices for any state seeking to implement an enterprise platform for greater consistency, higher efficiency and enhanced transparency.

CORPORATE PARTNERS: Accenture Gartner Consulting

CONTACT: John Hogan STAR Project Executive Sponsor Assistant Deputy Secretary Wisconsin Department of Administration 608.266.1741 [email protected]

Front Row (L to R): Tim LeFave, STAR Executive Director; Nikki Zaug, Agency Readiness Liaison; Kyle Beck, Development Team Lead; David Cagigal, State of Wisconsin CIO, Project Sponsor Back Row (L to R): John Hogan, Department of Administration Assistant Deputy Director, Project Sponsor; Shelly Young, Finance Section Chief; John Driscoll, Procurement Section Chief; Gordon Klindt, Infrastructure Bureau Director; Brian Knoch, HCM Section Chief; David Wirth, Organizational Change Management Bureau Director; Tom Laux, Project Manager; Tighe Bronaugh, Business Intelligence Data Architect

“With the STAR Project, Wisconsin achieved not just incremental improvements, but rather a fundamental transformation of the way it runs state government. In less than three years, we migrated from a patchwork of outdated and expensive applications and embraced a unified ERP system for Finance, Procurement and Human Resources. Data-driven and enterprisefocused decision making is now a reality for Wisconsin.” John Hogan, STAR Project Sponsor, Assistant Deputy Secretary, Wisconsin Department of Administration 16



IMPROVING STATE OPERATIONS STATE OF MICHIGAN

Michigan Forest Inventory System The Michigan Department of Natural Resources (DNR) Forest Resources Division (FRD) manages 4 million acres of state forest land to support economic, environmental and recreational needs of Michigan residents and the forest products industry. Management includes the annual inventory of 10 percent (400,000 acres) of the state forest, which is part of a continuous 10-year cycle that provides a complete and comprehensive review of the entire state forest system. This review cycle helps resource managers propose treatments to keep forests healthy and economically productive. Prior to 2015, this inventory process was labor and paper intensive and took up 40 percent of a state forester’s time over a 12-month period. FRD has over 80 foresters operating in remote field offices across the State of Michigan with many duties beyond conducting forest inventory. The DNR asked DTMB to help automate this inventory process so state foresters could reduce this 40 percent commitment to 20 percent - returning 20 percent to pursue other important management activities, including timber sale preparation and administration, conducting prescribed burns, and wildland firefighting. In 2015, The State of Michigan launched the Michigan Forest Inventory (MiFI) system. This new system 17

transformed a paper-based inventory process into a fully automated, mobile enabled solution that allows state foresters to complete all field work with a portable lap-top device and software that captures data for every acre in the state forest. With this system, staff can: • Electronically evaluate forest parcels, measuring forest density, forest type and age, and other biometric data • Record attributes about the health of the tree canopy and soil conditions, which helps protect forests against both native and non-native forest pests and diseases • Update data attributes for other conditions not associated with trees, such as forest roads, bridges, culverts and other forest infrastructure to assist in long-range infrastructure upgrades • Electronically update our Timber Sale system if the inventoried forest stands are ready for commercial harvest The MiFI application combines mobile technology, state-of-the art tablets and geo-spatial data to make our foresters more efficient in collecting the data necessary to make sound decisions for management of the 4 million acre state forest.

CONTACT: Jim Hogan General Manager Supporting DNR Department of Technology, Management and Budget 517.373.6702 [email protected]

L to R: Jim Hogan, DTMB; Jason Stephens, DNR Not pictured: Brian Maki, DNR

"The Michigan Forest Inventory (MiFI) is an excellent example of a cooperative software development project between the Michigan Department of Natural Resources (MI DNR) and the Michigan Department of Technology, Management and Budget. MiFI provides our field foresters the modern software tools needed to collect stand-level forest inventory data and to track management activities in the 4 million acre state forest system of Michigan." David Price, Forest Planning and Operations Section Manager, MI DNR Forest Resources Division 18



INFORMATION COMMUNICATIONS TECHNOLOGY INNOVATIONS STATE OF MINNESOTA

CONTACT: Dan Ross Chief Geographic Information Officer, Minnesota Geospatial Information Office Minnesota IT Services 651.201.2460 [email protected]

Minnesota Geospatial Commons The Minnesota Geospatial Commons is a collaborative public website where technologists can access hundreds of geospatial resources composed of data, metadata, maps, services, and applications. This site provides users a single place to search for resources contributed by a variety of publishers, including state, regional, county, academic, and nonprofit organizations. Operated by the Minnesota Geospatial Information Office (MnGeo), a program of Minnesota IT Services (MNIT), it averages approximately 40,000 page views a month. The primary audience for the Commons is geographic information systems (GIS) professionals, who otherwise spend a high percentage of their time gathering data for any particular project. The Commons leverages the open source data management system CKAN for search and discovery, and an FTP site for data distribution. A customdeveloped “broker” interface allows publishers to stage new data sets within a standardized data system, validate the contents, and approve them for sharing with state agencies or the public. After initial approval, most data updates are processed automatically, streamlining operations for all publishers.

The data from this site recently played a role in the successful management of an avian influenza outbreak across Minnesota. MnGeo has also documented significant usage by the private sector. When an engineering firm or real estate company needs access to spatial data, they’ve discovered they can obtain the latest and greatest from one website. They can quickly find information, assess the suitability of a resource, and download data in a variety of formats. Standards and best practices on documentation and metadata have ensured that the site contains useful, understandable data. By working across boundaries, the Commons supports MNIT’s strategic goal of improving government operations through collaboration and shared technology. When an authoritative data source provides spatial data to be published on the Commons, it is providing that data to all state agencies and the public via one process. The success of the Commons is evident in its growth, starting with just nine publishers and less than 200 data resources when it launched in March of 2015, and growing to over 600 resources from 25 publishers within two years. It can be found at https://gisdata.mn.gov/.

Front Row (L to R): Tanya Mayer, Metropolitan Council; Karl Hillstrom, MNIT partnering with Agriculture; Joe Sapletal, Dakota County; Nancy Rader, MNIT /MnGeo; Andrew Koebrick, MNIT/MnGeo; Joe Liebler, former MNIT Employee Middle Row (L to R): Mike Dolbow, MNIT partnering with Health; Zeb Thomas, MNIT partnering with DNR; Tyrone Spratt, CBTO for Agriculture/DLLI; David Fawcett, MNIT partnering with MPCA Back Row (L to R): Brent Lund, MNIT/MnGeo; Dan Ross, MNIT/MnGeo; Mark Kotz, Metropolitan Council; Kirk Breen, MNIT; Paul Weinberger, MNIT partnering with MnDOT; Anita Scott, CBTO Department of Health; Alison Slaats, MNIT partnering with Agriculture Not Present: Hal Watson, MNIT partnering with DNR

“Minnesota IT Services constantly strives to improve our state’s existing systems and enhance user experience. The Minnesota Geospatial Commons reflects that effort. Thanks to our partnerships with organizations, agencies, and different levels of government, Minnesota’s geospatial data - once spread out across multiple agencies - is now easily accessible and readily available in one place.” Thomas A. Baden, Jr., Minnesota IT Services Commissioner and Chief Information Officer

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OPEN GOVERNMENT AND DATA, INFORMATION AND KNOWLEDGE MANAGEMENT STATE OF OREGON

MAGI Medicaid System Transfer Project The primary objective of the OregONEligibility (ONE) project was to enable Oregon’s Medicaid agency – Oregon Health Authority (OHA) – to create a state-based eligibility determination system that included functions to process program eligibility for MAGI Medicaid applications. The implemented solution expanded application accessibility and improved application processing efficiency through a Worker Portal for State staff and an Applicant Portal for Oregonians. The successful implementation of the project allowed OHA to overcome a number of significant challenges. Examples include:

• 370,857 case benefits authorized, including 40,435 HealthCare.gov applications • 816 Community Partners are using the ONE system to provide application assistance to Oregonians • Paper correspondences to applicants generated in 7 languages; 5 alternate formats: large print, braille, oral presentation, audio tape and computer disk • Integration with Federal Data Services Hub for real-time verification of income, citizenship, immigration status, and incarceration status • Centralized and verified enrollment data for Coordinated Care Organizations with system • Manual processes required throughout the reconciliation activities implemented between ONE application/case lifecycle including client matching, and Oregon’s Medicaid Management Information manual verifications, concurrent eligibility match, System (MMIS) enrollment, and renewal. The lack of standardized • Integration with state shared service providers processes coupled with technical limitations created like Image and Records Management (IRMS) and variables in the way in which information was Publishing & Distribution to scan/index and recorded and maintained. generate client correspondence • Applicants being forced to complete multiple • Processing of renewals for approximately 560,000 versions of the same application depending on where households, and 600+ additional Community they started their application from. Partners using the ONE system for application • Lack of standardized automated reports to support assistance federal reporting requirements on performance • Integration with external vendors like MessageMedia metrics. to support electronic notifications (SMS) for public user notifications As of May 2016, OHA has achieved the following milestones: • Further automation and self-service capabilities to support MAGI Medicaid application and renewal • 234,795 Oregonians enrolled in MAGI Medicaid processes benefits using the ONE system 21

CORPORATE PARTNERS: Deloitte

CONTACT: Vivian Levy, MPA OHA Business Director - IE & ME ONE Project and MAGI Eligibility Policy Team Manager Oregon Health Authority Health Systems Division 503.519.3512 [email protected] First Row (L to R): Ronald Buchanan, Chief Information Security Officer; Brian Swick, ETS Solutions; Chetan Joshi, OHA Information Architect; Christy Pietrok, Human Services Specialist III Triage Lead; Kristie Taylor, Medical Policy Analyst III OHA; RiosNoonkester Geovana, Human Services Specialist II Lead Worker; Krystalyn Salyer, Program Analyst II; Guadalupe Benhumea, Medical Policy Analyst III OHA; Vivian Levy, Business Systems Manager OHA Second Row (L to R): Annette Young, IT Asset Management Analyst; Tammy Krone, IT Director Business Operations; Stephan Young, Fiscal Analyst; Theresa Gibb, Operations Policy Analyst III ; Tifini Linford, HSS III Lead Member Services; Yer Vue-Xiong, Policy Analyst III; Christy Garland, Policy Analyst III; Kristen Duus, CIO Third Row (L to R): Mark Engeldinger, UAT Test Lead; Kim Simmons, Security Architect; Rick Schlachter, Project Management; Wes Charley, Member Services Director; Angela Maerz, HSS III Lead Member Services; Trina Young, HR Business Partner; Serena Sischo, Business Analyst Member Services; Jewel Kallstrom, Policy Analyst III Back Row (L to R): Mick J. Mitchell, Health Systems Director of Business Operations; Debbie Estabrook, Deputy CIO; Dave Komanecky, Technical Manager; Sean Nickerson, Project Manager; Dave Griffith, Business Analyst; Susan Stigers, Public Affairs Specialist; Cynthia Propeck-Bartram, Analyst; Christopher Sermon, QC Analyst

“The National Association of State Chief Information Officers Award for the One implementation is richly deserved. This project allowed the Oregon Health Authority to standardize MAGI Medicaid eligibility determinations. Implementing under tight timelines with ongoing builds was challenging, yet we’re pleased to see the finish line. We look forward to centralization to further efficiencies and improve the member experience. Congratulations!” Lynne Saxton, Director, Oregon Health Authority

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STATE CIO OFFICE SPECIAL RECOGNITION STATE OF COLORADO

CONTACT: Tauna Lockhart Chief Communications Officer Governor’s Office of Information Technology 303.764.7731 [email protected]

Strategy of Success: Playbook and 5-Year IT Plans Although the consolidation of information technology for Colorado’s executive branch agencies occurred in July 2008, strategic planning for asset acquisition, system replacement, and IT project funding was not managed as an enterprise until recently. Today, the Governor’s Office of Information Technology (OIT) has a robust enterprise strategic planning process that includes the OIT Playbook as well as 5-Year IT Plans for each of our agency customers. These initiatives have allowed for data-driven decision-making, active monitoring of service level delivery, and improved financial planning for IT expenditures. The Colorado General Assembly specifically requested a better way to plan for IT expenditures in alignment with both OIT and state agency priorities. The creation of the 5-Year IT Plans allowed for one-stop answers. Additionally, the Plans allowed OIT to identify the categories in which money was required for IT: ongoing maintenance and support, eliminating technology debt, modernizing old technology, and addressing citizen demand for mobile and innovative solutions.

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In parallel to creation of the Playbook and 5-Year IT Plans, OIT set aggressive goals for customer service. OIT has seen a steady increase in service excellence since the fall of 2014. In the first year, we saw a 25 percent increase in our Net Promoter Score (NPS), 20 percent in the second year, and 21 percent this past year. Additionally, OIT has seen a 13 percent increase in our employee engagement score. As part of implementing enterprise IT initiatives, OIT has seen $36.7 million in savings over the last three years. OIT has engendered trust with the state agencies, and has been successful in securing critical funding from the Colorado General Assembly for IT initiatives. OIT’s focus on strategic planning, a clear Playbook, and 5-Year IT Plans has enabled better collaboration both internally and with our customers, which in turn drives greater efficiencies and effectiveness year over year.

The Governor’s Office of Information Technology Team

“Our organization has been in relentless pursuit of customer service excellence. Winning this award for the State of Colorado is a testament to the hard work of people at every level of the organization to ensure efficient, elegant and effective delivery of government services.” Suma Nallapati, Secretary of Technology & Chief Information Officer, State of Colorado

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NASCIO 2017 STATE IT RECOGNITION AWARDS JUDGES

Claire Bailey

Lynn Born MicroPact

James Collins

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Will St. Germain

Nikhil Deshpande

Joanne KriebergWolin

Paula Newsome

Deborah Stevens

Renu Pandit

Shannon Stotenbur

Theresa Pare-Curtis

Brett Stott

Amy Powe

Chris Tonjes

Jacquelyn Pyun

Joshua Verville

Shannon Rahming

George Wang

Morgan Reed

Jim Weaver

Billy Rials

Leonard Welch

Mike Ryan

Keith Wine

Georgia

CGI Technologies & Solutions

"The awards hold a special place in the state IT community. The NASCIO awards present an opportunity to recognize the many unsung IT people across the nation delivering innovative solutions for their states. The program also serves as an impressive repository of ideas for sharing and collaboration."

Dewand Neely

Meredith Bickel Galen Bock

NASCIO Awards Chair Chief Information Officer, Delaware

Todd Kimbriel

IBM

Wyoming

James Collins

Brenda Decker

Compuware Corporation

Wanda Burgamy ServiceNow

Debra Cammer Hines

Texas

Phil Dixon

Florida

Rachelle Faherty

Michigan

Tiziana Galeazzi

Esri

Sally Gallerani

Security Mentor

Deborah Giles

Pennsylvania

Google

City of Chandler, AZ Michigan

New Hampshire

Chad Laidlaw Richard Leadbeater Dan Lohrmann

John MacMillan

EY

Texas Technology Consortium Inc

Mike Maher

Jaque Cassella

Tony Gillespie

Lynn Marquedant

Connecticut

Roseanne Cinnamond

ViON Corporation

ForeScout Technologies, Inc.

Nancy Gillis

Tyler Clark

Green Electronics Council

James Close

Mary Catharine Grau

Illinois

Red Hat

Dell EMC

Sherri McGee Douglas County, NV

Kay Meyer SAS

Indiana Oregon

Deloitte

New Hampshire Oklahoma Colorado Nevada

Arizona

Mississippi Gartner

CompTIA

Minnesota

KSM Consulting

Washington

Bojan Cubela

Dean Johnson

Dean Myshrall

Kelly SamsonRickert

Salesforce

Georgia

Connecticut

Maine

Stu Davis

Joshua Karstens

Mahesh Nattanmai

Scott Spenser

Ohio

Maine

Florida Optum NIC

District of Columbia DXC Technologies Illinois

Pennsylvania Connecticut

Grant Thornton LLP

Jennifer Saha

Connie Michener

New York

Microsoft Corporation

Oracle

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VISIT THE NASCIO AWARDS LIBRARY FOR ADDITIONAL BEST PRACTICES Hundreds of successful information technology initiatives are chronicled in the nominations submitted for the NASCIO State IT Recognition Awards. View full nominations from 2001 to present in the Awards Library. Nominations are shared to foster the exchange of ideas and best practices among states.

NASCIO.org/Awards/SIT 27

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201 East Main Street, Suite 1405, Lexington, KY 40507 P: 859.514.9153 • www.NASCIO.org • [email protected]