Please read this newsletter to know the end-of-year cutoff dates for procuring technology.

DTS has implemented a new Strategic Plan Dashboard to measure success in meeting strategic goals for FY2020 – FY2023.  This was a large effort that required the support of many groups within DTS to accomplish.  The Strategic Plan Dashboard measures the following goals:

Today marks an important milestone for the soft launch of Utah’s new Business Portal and can be viewed at my business.utah.gov. Utah’s Business Portal is an all-in-one resource for managing businesses in Utah. In order to access the Manage page, you will need to log in using UtahID and be associated with a Utah business with DWS. The official launch will be Wednesday, July 1 and will be heavily marketed.

The Department of Technology Services has launched an online chatbot to help Utah.gov visitors find the important COVID-19 information they need. The automated text support tool called, Porter, is found on the homepage of Utah.gov. Porter will help with routine COVID-19 support questions and allows customer service agents to focus on helping with complex questions.

Porter uses machine learning to consume frequently asked questions from users and finds answers from agencies across state and local government to learn how to best serve Utahns. Developers are inputting additional information and analyzing answers provided to help improve responses.

Porter will help connect residents to information about COVID-19 case counts, services for people with disabilities, Medicaid guidance, distance education, unemployment assistance, and more.

DTS has recently posted a new Product Description for UtahID: Identity and Access Management (IAM). You can see it here. UtahID: Identity and Access Management (IAM) is the State of Utah’s identity provider and the standard method of authentication. It is a complete identity access management solution implementation. The system is a single sign-on (SSO) solution for both identifying and authenticating users. It is the infrastructure DTS has implemented for IAM. 

For DTS customers needing to configure conference rooms with audio visual equipment to facilitate hoteling and web conferencing needs, the options in this guide should be considered.

In general, a conference room will need:

1. Video display capability
2. Video capture capability
3. Video sharing capability
4. Audio capability
5. Collaboration capability
6. Network access

Here is the latest DTS Procurement Newsletter. 

And here is the latest DTS Telecom Procurement Newsletter. 

We are nearing our 10K transaction milestone for the State of Utah, and a big part of that is due to many of our state employees taking the initiative to adopt eSign during the COVID-19 pandemic. We created a video showcasing just how amazing our users have been with utilizing electronic signatures, which you can watch from this month’s newsletter. Please find the link to that below. As always, please feel free to contact us at DTSeSign@utah.gov for any questions you may have.

Megan Gordon is the new Executive Assistant for DTS. If you need anything from the executive team, please contact Megan at megangordon@utah.gov. We are glad you are here, Megan. Welcome to the DTS team. 

The increase in users and usage of Zoom has made it a target for potential hackers. Zoom video conferencing software has known security vulnerabilities. Uninvited guests can join meetings and present disruptive behavior, and hackers may be able to access a Zoom user’s webcam and microphone or obtain credential data and remotely access a user’s computer.

Use these general reminders and settings recommendations to assist you in hosting and managing secure conferences in Zoom. You can also watch this video here. 

We have recently updated the Enterprise Web Filter Policy. You can see it here. 

Enterprise Web Filter Policy

We are postponing the 2020 Utah Digital Government Summit until later this Fall. Stay tuned for a new date. 

In an effort to practice social distancing in response to COVID-19, some State of Utah employees have been asked to work remotely if possible. DTS has shared some information that provides a few simple tips to help you succeed at working from home. You can see more here. If you need help, please contact the DTS Help Desk at dts.utah.gov and click on ‘Get Help’.

You can see the March eSign Newsletter here. To provide helpful resources for those of you who may be new to eSign, we have created a page on our site that concentrates on teleworking. This page was created with your most recent questions and requests in mind, and as we get more responses from our users, we will continue to add on to the web page as necessary. On this page, you will find step by step instructions on how to send out basic documents for signatures, as well as videos and links to help you get familiar with electronic signature.

DTS has partnered with the Department of Health to design and develop the new Maternal Mental Health Referral Network, which was released earlier this week. You can see it at maternalmentalhealth.utah.gov. The online network contains information on over 100 health care providers throughout Utah, who specialize in providing maternal mental health. Residents can easily search for providers based on their location, insurance, or service offered.  

In one to two clicks, the user can either be speaking with, setting up an appointment or on their way to their desired service provider.  Equally efficient is the method in which new providers can apply and be added to the Maternal Mental Health Referral Network.

In developing an application that places a premium on performance, efficiency, and promoting maternal mental health, new technologies were utilized and implemented.  Built with a React front-end, the release of the MMHRN application marked the first time that the Solutions Delivery team had deployed a project to the Google Cloud. Other “firsts” included the utilization of:

Cloud Build:  A Google product that converts code to a deployable image.  Cloud Build is serverless and only runs when its services are requested.  Once the request has been completed, Cloud Build then shuts down. In addition, you only pay for the services that you are utilizing.

PostgreSQL in the Google Cloud . Instead of using Oracle or MS SQLServer, we used PostgreSQL to improve performance, which is an open source DB in the Google Cloud.

Cloud Functions:  This is another serverless product from Google.  Cloud Functions allowed us to monitor builds in Google Cloud by sending the results of the build to Slack.

Google Storage: Google’s Version of S3  

GraphQL:  GraphQL provides a complete description of the data in your API, giving front-developers the power to ask for exactly what they need and nothing more.  It also makes it easier to evolve APIs over time, and enables powerful developer tools.

Kubernetes Secrets:  Kubernetes Secrets let you store and manage sensitive information, such as passwords, OAuth tokens, and ssh keys. Storing confidential information in a Secret is safer and more flexible.  In the MMHRN application, we deploy into a Kubernetes environment that resides in the Google Cloud.

Members of the Solutions Delivery team who were responsible for the design, development and deployment of this site include: Austin Haws, Aaron McElwee, Joseph Sharp, Keaton Walker and Casey Wardle.

In an effort to be more responsive to agency needs, we are making some changes to DTS development resources.

Dept. of Administrative Services: Kim Matheson and her development team will report to Bri Lifferth. They are currently housed at the new Taylorsville State Office Building.

Dept. of Agriculture and Food: Eileen Duffield-Wolff and some of her development team will report to Bill Boudreau. They will be housed at the DAF building.

These teams were previously part of the DTS Solutions Delivery team. This change will help the DTS team better understand the agency business needs, and can help innovate and enhance systems ongoing.

Utah’s Maps on the Hill exhibit will be available for viewing on Tuesday February 25, from 9:00am to 12:00pm in the Utah State Capitol Building Rotunda. 

Maps on the Hill, a free event, is a great way to learn how current mapping technology is being applied to important issues across a wide range of disciplines including economic development, natural resources, infrastructure management, public lands and environment issues, efficient services delivery, and more.  Maps on the Hill is expected to draw over 35 map exhibits from all levels of government, private sector firms, and higher education. Utah’s elected officials and the public are invited to come learn about the various mapping projects from professionals and students.

Maps on the Hill is organized by the Utah Geographic Information Council (UGIC), a statewide user group of Geographic Information System (GIS) professionals, in partnership with the State of Utah’s Automated Geographic Reference Center (AGRC).

More information is available at http://ugic.org/maps-on-the-hill.

The eSign website is now live! This site allows users a way to access their accounts, see how the state as a whole is progressing in our adoption of transforming manual paper processes into a digital experience, and learn more about eSign’s many functionalities. The site also has information on upcoming training opportunities and product enhancements. Go to eSign.utah.gov to check it out. 

CIO Mike Hussey recently recorded a podcast about creating a culture that fosters innovation and emerging technology in state government and how the state is preparing to secure the 2020 elections. Check it out here. 

DTS will start installing critical Windows security patches within the next few days. This will affect state employees who have laptops and desktops with Windows. If you have Windows on your laptop or desktop computer, you will see a prompt that will force your computer to reboot after the patch has been installed. 

The Department of Technology Services (DTS) Enterprise E-fax Service offers electronic faxing features that deliver outbound faxes to their destinations and inbound faxes to email-enabled multifunction devices (MFD), network folders, email accounts, and fax accounts powered by a web browser. With the convenience of a web browser, a user can access their faxes and use the features and functions of the Enterprise E-fax solution. You can see more here. 

The Division of Archives recently sent the following message:

The National States Geographic Information Council (NSGIC) recently conducted the 2019 Geospatial Maturity Assessment, a national effort to document each state’s current practice of geospatial development practice and use. Utah received a B+, which is the highest grade received by any state. According to the assessment, “collaboration, transparency, and increased efficiency in government are hallmarks of mature state GIS programs.”  You can see more here. 

The 2020 Security Awareness Training will be available soon for employees. All Executive Branch State employees must complete the Security Awareness training annually. One of the most important elements of our defense and protection of the State’s information assets is user awareness and training. As an authorized user of the State’s information resources, you have an obligation to help protect the confidentiality, integrity and availability of the State’s data. Part of that obligation is completing the required annual security awareness training.

In a June 2019 post “SGID Then and Now,” AGRC touched on where we thought the SGID is going. Based on the survey responses from that article, we have changed direction in some areas and taken on new tasks in other directions. Now we’d like to share our vision, based on user input, for improving the SGID in general and relaunching the SGID product.

Keep Reading

When you dig into the history of mapping, it’s remarkable how certain things come about. If you zoom in far enough, you discover seemingly coincidental occurrences that ended up playing pivotal roles in the development of digital maps and the product we now call “GIS.” It’s interesting to see how these connections mesh together when you zoom back out.

Keep Reading

When it comes to holiday shopping, you need to be careful that you don’t fall prey to criminals. Here are some tips to following for your holiday shopping: https://www.cisecurity.org/newsletter/8-shopping-tips-for-the-holiday-season/

The Utah Governor’s Office of Management and Budget (GOMB) is leading the Social Services Blueprint Solution, a significant effort to synchronize service delivery across several state social services programs. The programs currently include the Department of Human Services (DHS), the Department of Workforce Services (DWS), and the Department of Corrections (DoC).  The departments at the center of this effort serve several thousands of vulnerable Utahns each year. Their social services programs comprise the largest share of all budget expenditures across all fund types in Utah at 34%, or about $6.3 billion. All of these work environments share common goals, challenges, workflows, measurements, and strategies. 

The goal of the project is to improve quality outcomes for the most people as efficiently and effectively as possible. This will require data integration. DTS plays an important role in providing the tools and technical expertise to synchronize data and systems between the agencies. 

GOMB expects the project to produce:

• Reduction in lengths of service for each program
• Reduction in recidivism or multiple engagements for each program
• Reduction in average caseload sizes for each program
• Increased client achievement of case management objectives upon first attempt
• Further identification of program bottlenecks / difficulties in handoffs between program

We look forward to contributing to this great project and working with GOMB to continue to improve social services within Utah.

The Communicator Awards is the leading international awards program recognizing big ideas in marketing and communications. Founded over two decades ago, The Communicator Awards receives over 6,000 entries from companies and agencies of all sizes, making it one of the largest awards of its kind in the world.  The Award of Excellence, their highest honor, is given to those entrants whose ability to communicate positions them as the best in the field. The Award of Distinction is presented for projects that exceed industry standards in quality and achievement.  Utah.gov received the 2019 Award of Excellence for Government Websites. You can see more here. 

The 2019 DTS Accomplishments Report is now available here. DTS has achieved many successes throughout the past year.

During the Building on Success 2019 operational excellence conference on Sept. 9 and 10, the Governor’s Office of Management and Budget (GOMB) recognized the following agencies and individuals for going above and beyond to get the most value for every tax dollar invested:
 
Executive Leadership Award: Department of Public Safety and Department of Human Services
Trailblazer Award: Department of Corrections
Innovation Award: Department of Alcoholic Beverage Control and Department of Health
Champion Award: Sam Albornoz from the Department of Technology Services and the Division of Juvenile Justice Services
25% Improvement Award: Department of Human Services and Department of Health

Congratulations Sam!

GOMB recently recognized DTS Solutions Delivery. You can see the information from GOMB here.

The SUCCESS Framework teaches state employees about the Rules of Flow. Following these rules will help you move a product or service more efficiently and effectively through your system. This month we are sharing how the Department of Technology Services implemented the concept of work in process.

Utah’s Intergenerational Poverty has been named a finalist in the 2019 NASCIO State IT Recognition Awards. The award nominations showcase the use of information technology to address critical business problems, more easily connect citizens to their government, improve business processes and create new opportunities that improve the lives of citizens. See more info here. 

Since 2012, Utah has utilized research and data to embark on a strategic campaign to ensure that the state is the national leader in promoting the well-being of children experiencing intergenerational poverty.

Over the past six years, the state has made progress addressing intergenerational poverty by creating a collaborative environment to solve this complex issue. It continues to leverage its success in reducing income inequality and moving people out of poverty to ensure families experiencing intergenerational poverty participate in the state’s economic gains.

The Intergenerational Poverty Initiative is a cross-agency collaborative effort involving the departments of Workforce Services, Human Services, Health, Board of Education, and Juvenile Courts.  A recent study from the Annie E. Casey Foundation credits Utah with doing more than any other state in the nation to reduce its child poverty rate since 2010. Sixteen percent of Utah kids were living below the federal poverty line then compared to 11 percent now.

In support of the initiative, Utah has created new websites, APIs, social media feeds, and integrated data systems. The IGP is exemplary for demonstrating how Utah agencies work together to find shared solutions to benefit the state and its people.

You can view the Data Security Management Council 2019 Annual Report here. The Council is comprised of IT professionals from many different government entities within the state. The Council meets regularly to review existing state government data security policies, assess ongoing risks to state government information technology, create a method to notify state and local government entities of new risks, coordinate data breach simulation exercises with state and local government entities, and develop data security best practice recommendations for state government. 

In 2019, the council studied several topics in detail, such as election security, tools for monitoring, federal partnerships, incident response, and intelligence sharing. The council reviewed Security Assessment processes and recommendations. In addition, the Council joined the Cyber Center, which provides all government entities the necessary resources to identify risks, remediate incidents, and communicate effectively. The Cyber Center provides a single point of contact for assistance with cyber security.

DTS is currently working with Adobe to offer Sign to state agencies. More information on the how to access Sign will be coming soon. You can see details on the Sign product offering here. 

For an information technology project to be successful, it’s necessary to stay within budget, on time, and within scope. But it’s even more important to ask yourself: Does this project really add value to our business?

Our problem today is that we start projects too quickly, often without the customer & IT really understanding the true business problem they are trying to solve. This results in improper project requirements, and therefore increasing the scope of work, reworking, and delays on project deliverables.

Both DTS and the Agencies are caught between meeting technical requirements as defined by the customer and ensuring the customer’s core problem is addressed. The right solution is often realized far into the project design & development as more discussions occur about the requirements and their connection to the overall goal, but this is often too late.

DTS’s resolution to this conflict is through a better engagement with the Agencies upfront, which would change their value proposition all together from being a technical service provider that is cheaper and more convenient to being a solutions business partner that helps consult and solve the true business problems. The Engagement Model is a three phase analysis process where DTS business resources facilitate discussions with Agency experts & key contacts to ultimately determine the solution direction both in terms of process & technology.

DTS is working to implement the Engagement Model statewide, including internal DTS projects. If you’d like more information on the Engagement Model, please reach out to your IT Director.

Public and private organizations from across the country are coming together as members of the Great Outdoors Month® Council to help all Americans Escape the Indoors and celebrate the educational, economic, health and social benefits of active fun outdoors.

Governor Gary Herbert has identified outdoor recreation as indispensable to increasing economic opportunity in Utah, especially in the more rural areas of the state. To support the statewide and national celebration of the great outdoors, Utah’s Department of Technology Services and it’s technology partner, Utah Interactive, remind people to visit Utah.Gov to access convenient online services that make enjoying the outdoors even easier.

“Utah is fortunate to have five amazing national parks, as well as our 44 beautiful state parks,” said Eugene Swalberg, Public Affairs Coordinator.“ This is the perfect time to celebrate Great Outdoors Month and enjoy these treasures. The State Parks Website makes preparing for these experiences quick and convenient.”

The Utah state parks website captures the beauty of Utah’s public lands and helps visitors find vital information about the parks. Residents can also access online services on the website, including: annual park pass sales, youth off-highway vehicle and personal watercraft education courses, campground reservations, event registration interactive and off-highway vehicle maps.

While in the outdoors, the Hunting and Fishing iPhone and Android apps help visitors get the most from their adventures. The mobile apps give Utah’s outdoor enthusiasts a resource for wildlife events, licenses, permits and communicating with the Division of Wildlife Resources.