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July 2018

Health Medicaid IVR Upgrade Project

In January 2018, Utah’s Medicaid Division was informed they would need to upgrade the existing Interactive Voice Response (IVR) system, specifically the AccessNow functionality, before July 1, 2018. The upgrade was needed to be compatible and function with the TLS 1.2 upgrade taking place on the Mainframe, and could integrate into the DTS Enterprise Contact Center Platform known as Genesys.

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Now Accepting Applications for Innovation Fund

In accordance with UCA 63F-4, the Department of Technology Services is now accepting proposals to implement a new information technology innovation designed to result in a greater efficiency in a government process or a cost saving in the delivery of a government service. Proposals must be for a new technology not previously in use or a substantial adaptation or modification of an existing technology.

DTS has $150,000 available in Fiscal Year 2019 for innovation projects. 

See more information here. 

Notary Practice Exam now on Google Home

The Office of the Utah Lieutenant Governor announced the introduction of the Utah notary practice exam on Google Home. The convenient, voice-activated practice exam helps new notaries review test questions for the Utah Notary Test with Google’s popular voice-controlled speaker and digital assistant, Google Home.

“New Notaries need to cover a lot of information to certify for a commission,” said Jennifer Storie, Office of the Lieutenant Governor. “We are always looking for new ways to help notaries be more successful in the important role they play.”

At the recent Utah Digital Government Summit, the notary service was chosen as the winner of the Utah CIO Best of Utah Award. The award recognizes state agencies and services for excellence and innovation.

A notary public is a person authorized by state government to serve the public as an impartial witness in performing a variety of official fraud-deterrent acts related to signing important documents. The digital assistant, included with Google Home, helps new notaries study for the exam by reviewing questions. Notaries will be asked several questions from the exam. For example, Google Home might ask, “A valid government-issued ID card must include a photograph, signature, and…?” Respondents would answer, “a physical description.”

“We’ve proven voice-activated quizzes are a great way to educate Utahns,” said Mike Hussey, State of Utah, Chief Information Officer. “We are planning on adding more state services that utilize digital assistants to ease interactions with state government.”

Access the app from Google Home by asking, “Talk to Utah Notary Practice Quiz.”

To learn more visit Utah.Gov.

Airwatch Device Clean Up

Starting July 9, 2018 DTS will begin performing clean-up of old devices in Airwatch.  
There are approximately 3,600 old devices that need to be removed from Airwatch. The old devices will be removed in batches of 500 at a time every Monday and Thursday until the clean-up is complete. 
The list of devices to remove was created based on criteria such as duplicate devices and devices that have not been seen on the network in over 30 days. See ServiceNow Change CHG0017006 for additional details.
While we don’t anticipate a large impact to users because these devices are old, if a user needs to re-register their device to Airwatch in order to connect to uwdn, they can do so by following instructions on the MDM Help & Registration page or contact the DTS Help Desk for assistance.  

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June 2018

New Cisco Singlewire Informacast Paging Product

DTS has recently published the Cisco Singlewire Informacast Product Description. Cisco Singlewire Informacast “Paging-Through-the-Phone” (PTTP) is a feature that allows DTS agency customers with Cisco IP Phones to place a paging announcement over their IP Phone’s speaker (speakerphone capability is required).  DTS customers can request the creation of PTTP paging zone(s) to which IP Phones are assigned. Paging announcements can be heard by users while on-hook (not on a call) or while off-hook (on a call).  

Cisco Singlewire Informacast Paging

2018 Utah LiDAR Acquisition

AGRC has awarded Aero-Graphics, Inc. (AGI) to acquire 10,450 square miles of LiDAR Elevation data. The LiDAR will be a combination of USGS Quality Level 1 (QL1), 8 points per square meter and Quality Level 2 (QL2), 2 points per square meter depending on the area. The acquisitions have begun and will continue throughout the year. The acquisitions will be completed in 2018 and project deliverables are scheduled to be completed by June 30, 2019.

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State of Utah Open Expenditures Site

DTS has been working with the Department of Administrative Services to improve available data on the Utah Open Expenditures site. Utah Open Expenditures is part of the State’s commitment to improving transparency by providing a guided view through complex financial information for State agencies in Utah.

This site provides a guided view of State agency spending data and provides a transparent look at how we allocate and spend public funds. The charts, graphs, and tables are all highly interactive. 

The site currently has State open expenditure data, and will have County, City, Special Service District, Interlocal, and Education data in the near future. Check it out at spending.utah.gov.

DTS Security Forms

The Department of Technology Services has recently moved Security forms from a paper version to an electronic version, via ServiceNow.

The following forms are now available in electronic format:

  • Investigation Request (Form 505): Various types of investigations performed by the EISO are Internal Forensic Investigations, Litigation Holds, and Grama Requests.
  • Delegation Request (Form 506): Delegate Access, which is obtaining rights to emails, network files and/or Google drive documents that belonged to an ex-employee.
  • Risk Acceptance Request (Form 525): The agency accepts the vulnerability risks until the time that the vulnerability can be mitigated.
  • Penetration Test Request (Form 599): A Penetration Test is an attempt to evaluate the security of an IT infrastructure by safely trying to exploit vulnerabilities.

 

You can view more information here.

DTS Rate Committee Meeting June 4

There will be a DTS Rate Committee meeting June 4 from 10-11:30 in Capitol Room 250.  We will be introducing potential rate changes for the committee to consider. We do not expect the committee to vote on any rates until the September meetings.

April 2018 SUCCESS Measures Report

The Governor’s Office of Management and Budget has asked all state agencies to improve state government by 25%. A set of tools and concepts known as the SUCCESS Framework (more info here) have been designed to achieve concrete results. The main concepts of the SUCCESS framework include:
  • Set clear, measurable, and ambitious goals
  • Use data, analysis, and thinking tools
    Create the strategy
  • Create the organization and culture
  • Engage employees and customers
    Synchronize projects and policies
  • Stay focused
DTS fully supports and is fully engaged in the SUCCESS framework to provide operational improvements for the agency. We currently have two SUCCESS projects, for which we are providing metrics on a monthly basis.

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May 2018

DTS Employee Chris Kawa recognized on Doug Wright Show

DTS employee Chris Kawa was recently recognized on the Doug Wright Show for the Public Employee Salute segment. Great job, Chris!

Here is what Doug had to say:

Chris Kawa is a Tech II for the Department of Technology Services. Chris’s specific position is IT support. When customers call in and they have a computer or phone issue they can’t fix independently, he will find the solution. Chris has worked for DTS for over two years now, and has made a huge impact. Chris, unlike many IT techs who work within one specific campus, has worked on every campus. He takes calls from state employees, contractors, medical personnel, and some general public. During his time at DTS, Chris has created several tutorials for his coworkers, on how to assist customers faster. These tutorials have been extremely helpful to his coworkers and customers. Chris is known by his coworkers to be extremely intelligent when it comes to computers, and very helpful. He has taken many opportunities to teach fellow coworkers about computers, and has helped one coworker specifically from barely understanding basic “computer talk” to being able to troubleshoot the majority of the calls that come in.

New Enterprise Database Data Access Form

The new Enterprise DB Data Access form is now available in ServiceNow. The form provides authorization and security checks needed before giving a requestor access to Enterprise DB Data housed in the Shared Oracle or Shared SQL server environments (the environments run by Dean Zumbrunnen’s group). The approval path for this form goes as follows: once submitted, the approval goes to the Business Owner, then to the Agency Security person, then to the IT Director, and finally to Campus Security.

Once approval has been given, it is sent to the DTS – Database group for fulfillment.

Be aware that if you are requesting this for someone other than yourself and that person is a State of Utah employee, you will need to enter that person’s information in the checkout (second) page.

The default user for the checkout page will be the one creating the request.

Except Utah, state governments are way behind in AI use

Mike Hussey, CIO, recently spoke about Utah’s efforts in AI at the NASCIO Midyear Conference. DTS is making data available on digital assistants like Amazon’s Alexa, which citizens can use to do things like practice for the driver’s license test or the notary exam, get real-time transit information, or find out about fishing hot spots. 

We want to continue to be forward-thinking to better serve the agencies and residents of Utah.

View the full articles here:

https://statescoop.com/state-governments-are-way-behind-on-ai-except-utah

http://www.govtech.com/people/NASCIO-Midyear-CIOs-Talk-AI-Communication.html

New research shows that state government is one of the slowest adopters of what Gartner calls “the most disruptive class of technologies” going today.

New State Employee Access Link

We have added a ‘New State Employee Access’ link on the DTS home page under Get Help. The link will direct agency employees to the Agency Employee Access Request form in Service Now. The form grants new employees access to UMD, network, and email. 
 

2018 Awards for Excellence

Every year, each agency selects one outstanding group or individual as the recipient of the Governor’s Award for Excellence. It’s our chance to recognize the excellent efforts of DTS employees. Anyone can nominate an individual or team who has demonstrated excellence. DTS is fortunate to have unrivaled employees, and the nominations and awards help to recognize the hard work, extraordinary accomplishments, and innovative ideas that go into making the department awesome. All winners were recognized at an awards ceremony. See the photos from the ceremony here. 

This year, the Operation Rio Grande team has been selected as the DTS winner. Congratulations!

In July 2017, Operation Rio Grande became a top priority for the State of Utah. DTS assisted DWS in developing the “Safe Zone” and the Operation Rio Grande website www.operationriogrande.utah.gov.

The DTS team developed the initial application to support on-site assessments at the Salt Lake County Jail within two weeks. DTS staff provided 24/7 on-site support to DWS employees and community partner agencies at the Salt Lake County Jail and at Rio Grande, including training and technology equipment set up. The finished product resulted in a photo identification card issuance application that can be searched by name or fingerprint.  The card has a unique barcode that is scanned to allow entry into the safe zone, and returns information on the client in a web application, which allows the entry points to be mobile.

DTS was also tasked with designing and implementing a website www.operationriogrande.utah.gov. The assignment was given to the DTS team on a Wednesday, with a deliverable date of the following Monday. This allowed 6 days for design, development, testing, and deploy.  The Operation Rio Grande website is a communication tool reflecting the collaborative effort with multiple state, county, and local government agencies and community partners to return safety to the homeless population as well as improve quality of life.  In order to accomplish this request, the team worked 14 days straight, without a weekend or time off, working long days.

Team Members: Mark Schultz, Diane Pfeifer, Brent Fife,  Wes Miles, Ryan Burton, Amber Johnston, David Fike, Ty Burton, Gary Ray, Heather Kunz, Sudha Rajamani, Jodie Okumura, Brent Neal, Ashley Alonso, Michael Beynon, Adam Staks, Frank Luthi, Keith Scholl, Ken Wheeler

DTS Awards for Excellence

We also select some winners for the DTS Awards for Excellence. This year, we have 3 winners: the Controlled Substance Database Team, Justin Hudspeth, and Aaron Lael. Congratulations!

Controlled Substance Database Team

In 2017, DTS and the business sponsor engaged in a project to enhance CSD by designing and developing a “patient dashboard”. The patient dashboard provides a way for CSD users to quickly and easily ascertain the data they need to make a well-informed decision when prescribing or dispensing controlled substances. The data displayed calculates the total active MME (Morphine Milligram Equivalent), the number of prescribers and pharmacies visited in the last six months, along with identifying whether there is currently an active opioid and benzodiazepine mix for any given patient which increases the risk of overdose.Feedback from CSD users has been positive and show the immediate impact this tool has made.  

Team Members: John Angus, Byron Bills, Casey Wardle, Kellie Lewis, Gaetan Grimaud, Judd Houser, Sam Albornoz, Joseph Sharp


Justin Hudspeth

Justin has been dedicated to migrating state facilities off of PRI trunks for their telecom service to SIP service.  This allows agencies to be more flexible in regards to their inbound call capacity, in that SIP trunks can have the amount of sessions they support be allocated dynamically.  The true benefit of this is the cost savings to the state entities involved, though. With the ability to disconnect the PRIs and stop paying the fees agencies will see real cost savings through this migration.

Justin has assumed a leadership role in strategically planning which sites to migrate to continue progress on the initiative and has also taken on additional work outside of his traditional role to expedite these migrations and see them to completion.  He also dedicates time outside of his core work hours to facilitate these migrations as most agencies do not want the temporary service interruption during their business hours. His flexibility ensures that agency delivered services are not interrupted in the process.

This transition also moves us off of legacy PRIs to the more industry current SIP, which has less hardware directly involved, reducing the number of points of potential failure for telco service delivery.  By having less hardware in play at agency building sites, we are less susceptible to building specific failures like power outages or circuit outages.


Aaron Lael

This year Aaron Lael designed and created a web application that greatly decreased the time to resolution for one of our team’s most commonly submitted tickets. Aaron created a tool that allowed the helpdesk access to reset voicemail boxes but still allowed Voice Operations to keep the server architecture secure and access to it limited.

Aaron did the API research, code writing, and implementation of a web service that the front line help desk uses today to reset voicemail pins for users on the Cisco Unity Connection voicemail platform. This web application allows the end users to get back into their voicemail quicker, allows the Voice Operations team to focus on more technical issues, and most importantly  allows the help desk to offer 1st contact resolution on this ticket type: which is a DTS focus regarding customer service.

Aaron has a constant focus on improving efficiencies and implementing industry best practices on all of his projects. He is a great asset to DTS.

Updated Enterprise Mobile Device Policy

The following language has been added to the Enterprise Mobile Device Policy.

Access to State resources which house federally regulated data such as FTI, HIPAA, CJIS, etc, is not allowed over wireless networks, except through a state-provided VPN.

The purpose of this addition is to notify users that direct access through wireless networks will no longer be allowed. This is in response to IRS Audit findings where FTI was made available through the wireless controller.

 

 

Mike Hussey named Top 25 Doer, Dreamer, & Driver of 2018

Government Technology magazine recently announced its 2018 Top 25 Doers, Dreamers & Drivers. Now in its 17th year, this year’s Top 25 honorees are 23 individuals and two teams who are modernizing, consolidating, innovating and otherwise transforming government using technology. Joining the state and local chief information officers on this year’s list are chief innovation officers and other leaders using their talents to advance the cause of digital government.

“The Doers, Dreamers and Drivers of 2018 show a steadfast commitment to public service,” said Noelle Knell, editor of Government Technology. “Their vision and technology expertise is helping craft personal, equitable services for citizens and efficient 21st-century government.”

After more than a decade with Utah’s Department of Technology Services (DTS) and two at its helm, CIO Mike Hussey takes a personal view of his work, in a state where leading-edge IT has become the norm. While he knows well the value of initiatives like Utah’s tech consolidation, or the $200 million in savings they saw in centralizing state data centers from 35 down to just two, for Hussey, the highlights are in the details.

Hussey is proud of his agency, yet humble about his own accomplishments. “I’ve been riding the coattails of some very successful CIOs,” he said, yet that does little to account for the nuance he brings to his role. After seeing that IT consolidation through to fruition, he said, what’s left is the culture change, getting everyone involved to see themselves as a unified enterprise system. From there, Hussey can get DTS to do more with less. The department has already met Gov. Gary Herbert’s statewide challenge to become 25 percent more efficient, but, said Hussey, “we’re continually looking at ways that we might find those efficiencies in state government, utilizing technology to help us get there.”

And he sees opportunity for those efficiencies not only for state agencies, but also for citizens — for himself and his neighbors. It all comes back to how to make government more accessible for Utahans. As an example, he described going to the Division of Motor Vehicles to transfer a title when his son purchased a new car, and then asking, “Why are we having to set foot in a building when we can do everything else online?” He then began looking into solutions such as electronic titles built on blockchain technology.

His ability to look at tech from the perspective of both CIO and resident is clear in his focus on simplifying government processes, bringing state services to people where they are. Customer service, as Hussey said, is “just in my DNA.”

New jobs.utah.gov Website

The new jobs.utah.gov website is now up and running. The launch of the new website helps Workforce Services meet its priority of improving online communication. You will notice that the new site has an enhanced user experience making it easier to find programs, resources and events. It’s also the most mobile-friendly version launched to date. The website is a resourceful tool to better serve DWS customers, clients and partners.

New jobs.utah.gov Website

The new jobs.utah.gov website is now up and running. The launch of the new website helps Workforce Services meet its priority of improving online communication. You will notice that the new site has an enhanced user experience making it easier to find programs, resources and events. It’s also the most mobile-friendly version launched to date. The website is a resourceful tool to better serve DWS customers, clients and partners.

It’s time to submit the 2019 IT Plan

In accordance with UCA 63F-1-204, each executive branch agency must submit an agency information technology plan to the chief information officer on an annual basis. The IT Plan helps DTS plan resources for the upcoming year, based on agency needs. DTS analyzes the IT Plan to determine the impact to costs, operations, and services provided. DTS also uses the IT Plan to ensure compliance with the State’s overall IT strategy and potential areas for coordination among agencies.

It is imperative the agencies provide an accurate and detailed IT Plan to DTS in order to maintain services provided. Please work with your IT Director to submit your agency’s plan.

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March 2018

Device Maintenance from Strategic Communications

DTS is changing the way it manages the out of warranty device maintenance and repair contract through Strategic Communications. After many years of providing inventory and maintenance assistance for your agency’s various out of warranty printers, monitors, fax machines, and other devices, the Strategic Communications contract has been transitioned to the Division of State Purchasing. 

Agencies will now be billed directly by Strategic Communications for services provided by the company, instead of receiving a pass through bill from DTS. 

The technical assistance process will remain the same. You will continue to contact the DTS Help Desk for technical assistance, and DTS will escalate the issue to Strategic Communications when necessary.

We appreciate the efforts and service Strategic Communications has provided in the past and believe that this new contract with them will provide you with the best customer service experience possible.

2018 Legislative Session Wrap-Up

The 2018 Legislative Session concluded last week, on March 8. Thank you to all DTS employees for your patience during the Session – not only for managing the whirlwind of meetings, but also for dealing with difficult parking when coming to the Capitol. 
DTS had a very successful Session. You can view a complete tracking sheet here. Here are a few highlights:
 SB8s1: State Agency and Higher Education Compensation Appropriations
This is the Comp Bill. Great news! It provides funding for a 2.5% general salary increase for state employees beginning July 1, 2018. Unfortunately, none of the DHRM recommended targeted position increases were funded. Employees will still be receiving a 2.5% salary increase.
 
– SB3: Current Fiscal Year Supplemental Appropriation
DTS received $1.4 million for a DTS Customer Experience Platform Expansion. More details to come on the tool and project.
 
– HB8s1: State Agency Fees and ISF Rate Authorizations and Appropriations
DTS rates for FY2019 have been approved and agencies have been funded. 
 
– HB150s2: Single Sign-On Database Amendments
DTS will be receiving funding to move forward and implement the Single Sign-On Database. In past years, DTS had received funding and direction to build a prototype of the system. We will now be moving forward with the full project. The Single Sign-On Databases is a web portal that allows a person doing business in the state to access, at a single point of entry, all relevant state-collected business data about the person, including information related to: business registration; workers’ compensation; tax liability and payment; and other information collected by the state that the department determines is relevant to a person doing business in the state. More details on the project will be coming soon.
 HB395s2: Technology Innovation Amendments
DTS will be receiving $150,000 for an Innovation Fund. Agencies will be able to submit proposals to implement a technology innovation designed to result in a greater efficiency in a government process or a cost saving in the delivery of government services. DTS will be developing a process soon and a communication will be sent to agencies with more information.

Vote for 2018 StateScoop Top 50 Awards

You can now vote for the StateScoop Top 50 Awards here. Voting closes April 10.
The StateScoop 50 Awards annually honor the best and the brightest who make state and local government more efficient and effective. These awards allow us to celebrate the outstanding achievements of our peers and acknowledge their tireless efforts to make a positive impact in the government IT community and in public service.
There are 2 DTS nominations up for voting:
 Mike Hussey, GOLDEN GOV: STATE EXECUTIVE OF THE YEAR

The visionary state executive leading state government into a new technology landscape with innovative ideas and by inspiring others to get on board
 Utah Practice Driver License Platform, STATE IT INNOVATION OF THE YEAR

The innovative State or Local IT approach to cross-agency or intra-agency technology that may have been unfathomable until recently.

Dave Fletcher named one of 13 Emerging Tech Leaders You Should Know

 

Dave FletcherChief Technology Officer, State of UtahGoogle home skills

This particular project is part of Utah’s effort to use digital assistants to provide services and information for Utah citizens. In this case, we leverage the Google Drive platform to provide an interactive way to prepare for the Utah Driver License exam.

The targeted market for this innovation is typically 14- to-25-year-olds who are interested in getting their driver license for the first time, although there are others outside this targeted segment that are interested in the service as well. The Google Assistant is a voice interactive system that is available on most mobile devices as well as the new Google Home and Google Home Mini devices. Similar to the popular Amazon Alexa, Google Assistant interacts with the user through standard voice interactions. With this application, the user simply asks to take the Utah Driver License Practice Exam after which the Assistant will ask a series of questions resembling those that will be asked on the official Utah Driver examination.

It is a simple and fun way to prepare for the exam; 37,000 students are eligible to apply for new Driver Licenses each year in Utah.

The Google Assistant was unveiled during Google’s developer conference in May 2016, during the announcement of the Google Home smart speaker. Its forthcoming availability for Android and iOS users was announced in May 2017.

We believe that the Utah Driver License Exam is one of the first government applications available for this new, but increasingly popular platform.

Read about the 12 other leaders HERE

 

NASCIO highlights DTS successes In Real Life

During the next several weeks, the National Association of State CIOs (NASCIO) will feature priorities through brief videos from state CIOs explaining why an issue made the list & how that issue applies to their state in real life (IRL) nascio.org/CIOTopTenIRL
 
Check out the State of Utah DTS videos here:
IT Consolidation: https://youtu.be/VB2AjTvnHws
Digital Government: https://youtu.be/Nx7htj11obQ
Data and Analytics: https://youtu.be/FtK9vEbHZsE

Voice assistants are helping Utah keep the conversation going with citizens

Devices like the Amazon Echo are the latest channel the state’s government is using to “maintain interest and outreach” for services.

When Utah Chief Technology Officer Dave Fletcher thinks about how to integrate technology into state government, two criteria come to mind.

“What we try to do is focus on the things that will improve quality of life and keep our citizens engaged,” Fletcher told StateScoop. 

Utah, which has emerged as a leader among its contemporaries in online services, has found that the emerging technology of voice-activated digital assistants like Amazon’s Alexa fit the bill for satisfaction and engagement in all kinds of citizens.

 

Click here to read more on this article. 

Upcoming AGRC Events

Northern Utah GIS Users Group

NUGIS will be holding their next meeting Tuesday, February 6th from 2:00 – 4:00 PM in room D2-318 at the Weber State University Davis Campus in Layton. For more information, please contact Kasey Hansen khansen@jub.com.

Salt Lake Users Group

The Salt Lake Area GIS Users Group is holding its 35th quarterly meeting on Wednesday, February 14 from 11:30 AM – 1:30 PM. View the location and presetation list on their website.

NSGIC Midyear Meeting

The 2018 midyear meeting is being held through February 25 – March 1 in Salt Lake City. Register now.

UGIC Call for Papers

UGIC is accepting abstract submissions for breakout presentations at the 2018 UGIC Conference May 7-11, 2018 in Vernal, Utah! Submit your abstract now.

Granberg, Bertrand J.

After many years of suffering at AGRC, Bertrand J. Granberg, 104, Salt Lake City, passed from AGRC to other employment on January 17, 2018, 5pm. It is with great sadness that the AGRC family announces Bert’s transition to his new position at the Wasatch Front Regional Council after his dedicated service. Bert will be lovingly remembered by his colleagues for his many years of service and super curly hair. Bert is survived by Steve Gourley, Mike Heagin, Sean Fernandez, Michael Foulger, Greg Bunce, Scott Davis, Zach Beck, Matt Peters, Rick Kelson, and David Buell. Bert will also be fondly remembered by his colleagues of years gone by. Bert, who was involved in many state, local, and national efforts, was preceded by other directors.

There will be no service in memory of Bert. In fact, we have removed from our office all evidence that he ever existed. Those who care to disturb his peace, ahem, desire to contact him should do so at their own risk.

Thank you, Bert, dearly, for all your efforts.

Next Generation 911?

Preparing for Next Generation 911 (NG911) is largely a group effort by individuals and agencies at the local, state and national levels. AGRC is one of those agencies. With so many involved parties and policy details it can be overwhelming just trying to understand how the system works. So, let’s talk about NG911.

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Shutdown of Google Drive for Mac and PC

Google has launched Google Drive File Stream to replace Google Drive for Mac/PC. Google Drive for Mac/PC will no longer be available effective May 12, 2018.

As of May 12, 2018, if you have not transitioned away from Google Drive for Mac/PC, the synchronization of files between your computer and Drive will cease to function.

This shutdown does not impact any other Google Drive services.

In order to have Google Drive File Stream installed, please contact the DTS Help Desk and submit a request for its installation on your computer. The application will either be installed remotely by the DTS Help Desk or in person by DTS Desktop Support staff.

Please contact the DTS Help Desk if you have any questions or needed assistance.  DTS contact information can be found at https://dts.utah.gov and clicking the link Get Help.

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February 2018

Utah Capitol Virtual Tour Launched Online

During the 2018 legislative session, more and more interest will turn to the Utah State Capitol. Now Utah residents can visit the capitol whenever they want by taking the Utah.Gov virtual 360-degree tour.

“It’s an amazingly fun tour of the building,” said David Fletcher, Utah Chief Technology Officer. “Next to visiting the capitol, the virtual tour is the best way to visit and learn more about the history and workings of the building.”

Website visitors can explore the capitol by moving in any direction in the 360 degree image and viewing points of interest that include exterior buildings, legislative chambers, artwork and building information. Property features can be seen from every angle and individuals can zoom in to see more detail. The tour’s exclusive access to the capitol provides stunning views that are not usually available to visitors.

“Our goal is to provide as much insight into state government in the most efficient way possible,” said Mike Hussey, State of Utah, Chief Information Officer. “It’s truly revolutionizing the way Utahns can tour the property and get a perspective you’ve never really been able to experience before without actually being here.”

To take the tour, visit Utah.Gov.

Google Vault: Records Retention Requirements

How long should emails be kept in Google Vault?

  • Utah Code 46-4-501(5) requires that all electronic records created or received by a government agency must be managed according to retention schedules established with the Division of Archives and Records Service and approved by the State Records Committee.
  • Email communications play an essential role in government processes and need to be retained as long as the other records that document that process. Examples include attorney correspondence with clients (Litigated claims case files, record series #274), investigations of utility companies (Investigation and suspension docket, record series #698), getting environmental clearances for construction projects (Construction project files, record series #28626), etc. These types of emails may need to be kept for decades or even transferred to the State Archives for preservation.
  • Emails not managed by a more specific schedule, as in the above examples, should be managed according to the state’s general retention schedules for correspondence which were approved by the State Records Committee, per Utah Code 63G-2-604(1) and Utah Code 63G-2-502(1)(b). Below are the general retention schedules for correspondence:
    • Transitory Correspondence (SG 4-11)
      Incoming and outgoing correspondence, regardless of format or mode of transmission, related to matters of short term interest. Transmittal correspondence between individuals, departments or external parties containing no final contractual, financial or policy information. This correspondence does not impact agency functions. When resolved, there is no further use or purpose.

      Retention:
      Retain until administrative need ends and then destroy.
      (Approved 05/2014)

    • Administrative Correspondence (SG 4-12)
      Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, created in the course of administering agency functions and programs. Administrative correspondence documents work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence that is related to a core function with an associated retention schedule should follow the associated schedule.

      Retention:
      Retain for 7 years and then destroy.
      (Approved 06/2014)

    • Executive Correspondence (SG 4-10)
      Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, that provides unique information relating to the functions, policies, procedures or programs of an agency. These records document executive decisions made regarding agency interests. Executive decision makers may include the Director, Chief Administrative Officer, Public Information Officer or other internal administrators as identified by the executive office.

      Retention:
      Permanent. May be transferred to the State Archives.
      (Approved 05/2014)

  • The Division of Archives and Records Service recommends that Google Vault retention rules be adjusted to comply with legally mandated retention schedules.
    • Emails of department and division directors should be transferred to the State Archives after 7 years for permanent preservation.
    • Departments and Divisions should identify groups of records that need to be kept longer than 7 years, assign them labels, use retention schedules to record how long the group of records needs to be kept, and contact their DTS Vault Administrator to set up retention rules for the records contained in these record series.
    • Transitory emails should be deleted from Gmail and may be purged from Google Vault. Agencies may also choose to leave transitory emails in Google Vault to be deleted after 7 years.
    • Emails not identified as transitory that also do not need to be kept with a specific group of records should be deleted after 7 years. Once retention rules to accommodate the previously stated points are in place, 7 years should be the default setting in Google Vault.

Google Team Drive

Google Team Drive is now available for State of Utah employees. 

What is a Team Drive?

Google Team Drives are shared spaces where teams can easily store, search, and access their files anywhere, from any device.

Unlike files in My Drive, files in Team Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.

Creating a Team Drive

To create a Team Drive, just follow this process:

  1. Submit an Incident Request in ServiceNow by contacting your Help Desk
  2. Provide the name of the Team Drive
    1. Your department acronym will be appended to the beginning of your Team Drive so if you work for the Department of Technology Services (DTS) and you want a Team Drive named Technical Notes, your Team Drive will appear as DTS_Technical Notes.
  3. Provide the name(s) of the administrator(s) that will manage access to the Team Drive

When the Team Drive is created, it will show up beneath your Team Drives icon in Google Drive.

Managing Access and Permissions to Team Drive

Members can be added directly to a Team Drive or through a Google Group.  Members are assigned a role which gives them certain permissions. 

Access Team Drive

Members of a Team Drive can access folders and files through the Google Drive web interface or by using Google Drive File Stream.  Files will be opened in the default application designated for that file type.  For example, a Microsoft Word document will open in Word if Word is available on the device you are accessing Team Drive from.  You no longer have to download the file and then open it in Word.

Utah.Gov launches first Utah State Government Google Home app

The Department of Public Safety and the Department of Technology Services announced the introduction of the Utah driver license practice exam on Google Home.

The convenient, voice-activated practice exam allows new drivers to review Utah rules of the road with Google’s popular voice-controlled speaker and digital assistant, Google Home.

“This even further expands the ways Utahns can access Utah driver license services,” said Chris Caras, Driver License Division Director for the Department of Public Safety. “DPS is always looking for innovative ways to help educate drivers and keep the public safe.”

The digital assistant, included with Google Home, helps new drivers study for the driver license exam by reviewing questions. Drivers will be asked several questions from the driver license exam. For example, Google Home might ask, “When approached by an emergency vehicle, the driver must immediately…” and the correct response would be, “Pull to the right and stop.”

“Digital assistants present an incredible opportunity for simplifying interactions with state government,” said Mike Hussey, State of Utah, Chief Information Officer. “We are always looking for new ways to use technology to benefit the residents of Utah.”

Utahns can access the app from Google Home by asking, “Open Utah Driver License Practice Exam.”

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January 2018

Thank You 2017 Imagery Partners


Please join AGRC in sending out a big “Thank You” to the 7 organizations that contributed funding toward the 2017 6-inch aerial photography updates licensed from Google. They are:
  • Blues Stakes of Utah
  • Mountainland Association of Governments
  • Salt Lake County Surveyor’s Office
  • Utah Department of Natural Resources
  • Utah Department of Transportation
  • Wasatch County
  • Wasatch Front Regional Council (WFRC), and
  • Weber County

AGRC has a proposal under consideration for an ongoing state-level geospatial fund for future ‘enterprise’ acquisitions like this. Stay tuned. But, in the meantime, it’s great to have these new and returning imagery sponsors help sustain this vital resource for the state. 

2018 Maps on the Hill is January 30

Sign Up Now for 2018 Maps on the Hill !!! 

The Utah Geographic Information Council’s 2018 Maps On The Hill exhibition will be held Tuesday, January 30th (7-10am) in the State Capitol’s rotunda. This is the 7th annual MOTH event, and its success depends on geospatial professionals and students like you signing up to show your best work to decision makers and the public.

This year’s theme, “GIS for Better Decisions,” will highlight how GIS increases understanding and improves outcomes, including the quality of life in Utah.

Again this year, UGIC will enlist a three-judge panel to recognize the best map displays. Bring your best and leave with a framed certificate, bragging rights, and other prizes!

Sign up today! The deadline to reserve your spot at MOTH is January 12. The earlier you sign up, the more time you have to craft your display and your page in the printed map book.

December 2017 SUCCESS Projects

Here is the December SUCCESS report.
The Governor’s Office of Management and Budget has asked all state agencies to improve state government by 25%. A set of tools and concepts known as the SUCCESS Framework (more info here) have been designed to achieve concrete results. The main concepts of the SUCCESS framework include:
Set clear, measurable, and ambitious goals
Use data, analysis, and thinking tools
Create the strategy
Create the organization and culture
Engage employees and customers
Synchronize projects and policies
Stay focused
DTS fully supports and is fully engaged in the SUCCESS framework to provide operational improvements for the agency. We currently have two SUCCESS projects, for which we are providing metrics on a monthly basis.

Benefits of G Suite Enterprise

The State of Utah’s Google domain processes nearly 13 million email messages monthly.  Additionally, the state adds nearly one million files to Google Drive each month. There are nearly 150,000 shares from Google Drive with external parties and almost twice as many internal shares.

By upgrading and standardizing on Google’s G Suite Enterprise edition, DTS acquires the capability to monitor and secure the ever increasing quantities of data being stored and shared.  The state also benefits from new features and enhancements.

Security Tools:

  • Data Loss Prevention (DLP) for Gmail and Google Drive provides the ability to scan email and files in Drive for sensitive data based on defined patterns.
  • Information Rights Management (IRM) capabilities in Google Drive protects files from unauthorized distribution.
  • Advanced audit reports and alerts
  • Domain wide managed security keys to authenticate users.

New Features and Enhancements:

  • Team Drives allow organizations to upload, create, or modify documents owned by the domain and not individual accounts.
  • Unlimited storage for email and its contents, files uploaded to or created in Google Drive, and pictures and video uploaded to Google Photos.
  • Open and edit files in their native applications without having to download files first and then upload them after.  (Google File Stream)
  • Host video conferences with up to 50 participants. (Google Meet)
  • Dial up options to video conferences for users that don’t have video capabilities.
  • Ability to record video conferences for future playback.

2018-2021 DTS Strategic Plan

DTS has recently published the the 2018–2021 Strategic Plan. See it here. The plan provides strategic goals and direction to the state’s technology community about how DTS will continue to be a strategic, secure, responsive, and innovative information technology (IT) partner organization. In addition, the strategic plan will help government leaders evaluate and prioritize the technology innovations that could enable them to achieve their business and service delivery objectives. Each agency should carefully consider how the strategic goals outlined in this plan align with agency objectives. The plan presents technology trends that DTS leaders identified as relevant and describes how these trends will affect the direction for IT management statewide. Technology allows agencies to perform more efficiently and fulfill citizen needs, and it will continue to provide a vehicle for innovative solutions. DTS must ensure that IT initiatives align with agency priorities, both now and in the future. And to meet the needs of the mobile citizenry, DTS and agencies must also work together to adapt planning and governance processes to the emerging world of 24/7 access to government.

DTS Service Catalog Changes

The Service Catalog has a new look! We have modified the catalog to better represent the
content. In doing so, we rearranged many of the forms under Service Catalog topics to be more helpful when searching. The overall objective is to move as many forms from “forms.utah.gov” to ServiceNow. Highlights of changes:

  • Many Help Desk items related to telecomm have been moved into the Network/Telephony Forms
  • There is a new Hosting Services catalog

You can see more information here. 

Utah Opts in to FirstNet

On Tuesday, November 6th, Governor Herbert announced that Utah has now opted in to using FirstNet for its Public Safety First Responders, making it the 31st state and territory to opt into this network.

FirstNet and it’s partnering provider AT&T will operate and further maintain a public safety telecommunication network at no cost to Utah.  FirstNet will invoke innovation opportunities for the state and create a system devices, apps and tools that are modernized.  This will completely alter the way that Utah’s police, EMS, and other public safety personnel communicate with each other during large events, crises and other safety concerns.   These include:

  • Handling day-to-day operations of Utah’s thriving convention and event businesses, specifically Park City’s annual Sundance Film Festival.
  • Enhancing network communications during natural disasters, like the fires at Brian Head in June 2017
  • Heightened network coverage throughout all of Utah, including it’s majority of rural and underserved areas that will benefit these communities
  • Furthermore, drive infrastructure investments and more state-wide jobs
View more info here.

Updated Network Services Product Description

DTS has updated the Network Services Product Description to include wireless services. View the product description here.

Wireless Services

Effective Nov. 1, 2017, DTS will provide the following wireless services. For larger buildings, DTS will cover the cost of wireless access points for coverage in main front lobby areas and primary conference rooms.  If the agency desires coverage for other employee work areas, private offices, and secondary conference rooms, the agency will have to purchase the necessary access points. For small office buildings (under 30 employees), DTS will provide up to four (4) access points for wireless coverage.  For medium size buildings containing more than 30 and  up to approximately 100 employees, DTS will provide up to 12 wireless access points. For large buildings containing over 100 employees, DTS will provide up to 20 wireless access points. For multi-agency buildings, wireless access points will be assigned proportionately per number of employees each agency has in the building.

Requests for additional wireless access points beyond the standard will require a business justification and will be reviewed on a case-by-case basis.

Requests for all wireless installations should be completed via the online form on DTS’ website. Requests for exceptions outside of the standard offering above can be submitted via the same form. (With the justification for non-standard exception filled in).

For those agencies wishing to purchase additional access points, beyond the standard, a request can be made via the same online form with the authorization for additional charges completed.*

*Charges for additional access points, beyond the standard, will be billed via an SBA and will include: 

  •  The cost of the Access point(s).
  •  Any additional hardware and wiring required to accommodate those access points.
  •  Yearly maintenance cost.
  •  Replacement cost (at 5 years or at the request of the customer).
  •  Associated labor for installations and replacements.

Utah Recognized in NSGIC Geospatial Excellence Awards

Through its Geospatial Excellence Awards, the National States Geographic Information Council (NSGIC) recognizes individuals and organizations that advance the capabilities of geospatial technology, and promote NSGIC’s goals of efficient and effective government.

At NSGIC’s Annual Conference this September, two of the national geospatial excellence awards (see all) went to Utah-led initiatives.

Champion Award: Utah Governor’s Office of Economic Development

Kelleigh Cole and GOED, Champion Award

Utah’s Governor’s Office of Economic Development, through its Broadband Outreach Center and Office of Outdoor Recreation, has championed the use of GIS and enterprise mapping initiatives to deliver value to Utah citizens and businesses. Projects include residential broadband mapping, commercial broadband availability, trail and recreational amenities GIS data layers, partner funding for high resolution aerial photography, and locate.utah.gov – Utah’s award-winning state economic development interactive map. In particular, Kelleigh Cole, Director of GOED’s broadband center, has been an active, supporting, and connecting partner to Utah GIS for the past 6+ years.

Catalyst Award: Utah Land Information Records (LIR) Initiative

Evan Curtis, Catalyst Award

The Utah Land Information Records workgroup, a multi-agency partnership of state and local government was formed and facilitated by Evan Curtis, the State Planning Coordinator in the Governor’s Office. Over several months, the group defined a best practice for the voluntary sharing of annual, detailed tax parcel data. This included conceptual recommendations and content guidance in the form of a data model. In its first year, 20 of 29 Utah counties contributed to this open, statewide GIS data layer that is used to support economic development, public safety, planning, and other important application areas. Rodney Bennett, 2016 Chair of the Utah Assessors Association, and Ted Knowlton, Deputy Director of Wasatch Front Regional Council, provided instrumental facilitation to the discussions that formed Utah’s approach to sharing this valued information.

Ted Knowlton, Catalyst Award

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October 2017

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September 2017

End of Life Cisco IP Phones

This is a reminder that agencies should be planning and budgeting for the replacement of certain IP Phone models.
It is recommended that the IP Phones be replaced in phases during the next few years as budgets allow.
See this spreadsheet for details on replacement models and cost impact. Coordinate with your DTS voice solution engineer for assistance.
Time Frame for IP Phone End of Life Cycle:
Model Last Date of Support:
7911 February 28, 2017
7937 March 31, 2019
7942 January 31, 2021
7962 January 31, 2021
8945 March 31, 2021
8961 July 31, 2020
9971 July 31, 2021
7914 KEM March 30, 2014
7915 KEM January 31, 2021

August 2017 SUCCESS Metrics Report

Here is the August 2017 SUCCESS metrics report

The Governor’s Office of Management and Budget has asked all state agencies to improve state government by 25%. A set of tools and concepts known as the SUCCESS Framework (more info here) have been designed to achieve concrete results. The main concepts of the SUCCESS framework include:
Set clear, measurable, and ambitious goals
Use data, analysis, and thinking tools
Create the strategy
Create the organization and culture
Engage employees and customers
Synchronize projects and policies
Stay focused
DTS fully supports and is fully engaged in the SUCCESS framework to provide operational improvements for the agency. We currently have two SUCCESS projects, for which we are providing metrics on a monthly basis.

Enterprise Service Bus Forms

The Enterprise Service Bus (ESB) forms are now available in ServiceNow. Please start using these forms to request deployments and new instances. 
An ESB is an architecture, a set of rules and principles for integrating numerous applications together over a bus-like infrastructure. ESB products enable users to build this type of architecture, but the products vary in the way that they do this and in the capabilities that they offer. The core concept of the ESB architecture is that different applications can be integrated by putting a communication bus between them and then enabling each application to talk to the bus. This decouples systems from each other, allowing them to communicate without dependency on, or knowledge of, other systems on the bus. The concept of ESB was born out of the need to move away from point-to-point integration, which, over time, becomes brittle and hard to manage.

2018 IT Plan

The DTS FY2018 IT Plan is now available. In accordance with UCA 63F-1-204each executive branch agency must submit an agency information technology plan to the chief information officer on an annual basis. The IT Plan helps DTS plan resources for the upcoming year, based on agency needs. DTS analyzes the IT Plan to determine the impact to costs, operations, and services provided. DTS also uses the IT Plan to ensure compliance with the State’s overall ITstrategy and potential areas for coordination among agencies.

Utah Takes First Place in Digital Government Experience

The Center for Digital Government Announced Utah.Gov has been awarded first place in the Government Experience Awards. Utah.Gov services also won two additional category awards and special recognition for innovation. After 20 years of the Best of the Web Awards, the Center for Digital Government updated the competition this year to evaluate the new environment for online services. The Government Experience Awards recognize the achievements and best practices of states, cities and counties that excel at creating useful online government services and applications.

 

“Once again Utah has been recognized as the leader it is in providing online tools for the residents of Utah,” said Gov. Gary Herbert. “We are pleased that such a prestigious organization has chosen to award first place to Utah.”

 

The Center for Digital Government is a national research and advisory institute on information technology policies and sets the standard for measuring best practices in state and local government.

 

“We work hard to provide the very best online services for Utahns,” said Mike Hussey, Utah state Chief Information Officer. “It is very satisfying to be recognized by the Center for Digital Government.”

 

In addition to Utah’s First Place award Utah.Gov services won category awards for:

 

  • Government-to-Citizen Experience Award: Utah Hunting and Fishing Services
  • Government-to-Government Experience Award: Utah Public Meeting Notice

 

 

Utah also received special recognition by winning the Center for Digital Government Innovation Award for Predictive Government Through Google Now and Amazon Alexa.

 

To learn more visit Utah.Gov.

 

Twitter: https://twitter.com/UtahGov

Facebook: http://www.utah.gov/facebook/

RSS feeds: http://www.utah.gov/connect/feeds.html

Utah blogs: http://www.utah.gov/blogs/

 

About Utah.Gov

Utah.gov is the entry point to over 1,000 online services and benefits over 3 million residents in the state of Utah. Utah.gov provides citizens and businesses with more convenient options for interacting with government. Through Utah.gov, citizens can find public meetings, renew their vehicle registration, buy a hunting and fishing license, register a business, find a transparent state budget, and much more. In 2016 alone, Utah.gov received 20 awards making it the nation’s most honored state website. Utah.gov is managed and operated through a public-private partnership between the state and Utah Interactive, the Salt Lake City-based official digital government partner for the state of Utah. Utah Interactive is part of digital government firm NIC’s family of companies.

 

About NIC

Founded in 1992, NIC Inc. (NASDQ: EGOV) is celebrating 25 years as the nation’s premier provider of innovative digital government solutions and secure payment processing, which help make government interactions more accessible for everyone through technology. The family of NIC companies has developed a library of more than 12,000 digital government services for more than 4,500 federal, state, and local government agencies. Among these solutions is the ground-breaking digital government personal assistant, Gov2Go, delivering citizens personalized reminders and a single access point for government interactions. More information is available at www.egov.com.

Google Drive File Stream

A new desktop application from Google called Drive File Stream will be available for all Google customers on Tuesday, September 26, 2017. Google Drive File Stream is an application that allows Google Drive users to quickly access, from their computer, all their files located in Google Drive. Drive File Stream is only compatible with G Suite Business licenses (Google Apps Unlimited).

Implementation

In order to have Drive File Stream installed, please contact the DTS Help Desk and submit a request for its installation on your computer. The application will either be installed remotely by the DTS Help Desk or in person by DTS Desktop Support staff.

Additional Information

  • The current version of Google Drive for Mac/PC is officially deprecated with the launch of Google Drive File Stream, and starting December 11, 2017 will no longer be supported.
  • A new version of Google Drive for Mac/Pc, called Backup and Sync, has been released by Google and can be used either along with Drive File Stream or as an alternative to it.
  • In October – Notification messages from Google will begin about the discontinuance of the current version of Drive for Mac/PC.
  • Running both Google Drive File Stream and Backup and Sync on the same computer will result in prompts to stop syncing My Drive with Backup and sync. The purpose for this is to conserve disk space.
  • Team Drive files will only be viewable (read only) when opened in Drive File Stream. The files will only be editable in Drive on the web.

Contacts

Please contact the DTS Help Desk for any questions or needed assistance. DTS Help Desk contact information can be found at https://dts.utah.gov and clicking the link Get Help.

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August 2017

New Enterprise Service Bus Product Description

DTS now provides an Enterprise Service Bus (ESB). An ESB is an architecture, a set of rules, and principles for integrating numerous applications together over a bus-like infrastructure. ESB products enable users to build this type of architecture, but the products vary in the way that they do this and in the capabilities that they offer. The core concept of the ESB architecture is that different applications can be integrated by putting a communication bus between them and then enabling each application to talk to the bus. This decouples systems from each other, allowing them to communicate without dependency on, or knowledge of, other systems on the bus. The concept of ESB was born out of the need to move away from point-to-point integration, which, over time, becomes brittle and hard to manage.

Enterprise Service Bus

New Bulk Email Process

There is a new Bulk Email process posted on the DTS site. Google Groups are limited to sending 2,500 messages to non utah.gov recipients within a 10 minute interval. Groups that exceed the limit for non utah.gov members may use the Bulk Mail application as an alternative.

New Approval Process for VPN Access

In an effort to improve the Approval process for Remote Access Requests DTS changed the process to request VPN access​. The approval path is as follows based on the person who requested the Remote access.
First Check ​- ​the Approval table to see if the person’s Agency and Division are listed in this table. If there is a matching entry then it will use the name(s) listed as the approver(s).
Second Chec​k -If no match found then the Approval table is queried to see if there is a record with the person’s Agency and no division listed. If there is a matching entry then it will use thos​e name(s) listed as the approver(s).
If still no approver then the Manager of the person now becomes the approver.
Inline image 1
There are a few ​State ​employees who do not have a manger listed in their record. All users without a Manager in their user record will see the message below. 
Inline image 2
​The Help desk with then help the user to update his UMD record to include a manager and they will be allowed to request Remote Access.
​​
If the person requesting Remote Access is a Non-State person, then they will have to select the Agency they are asking for Remote Access. This request will then have the IT Director of that agency listed as the approver.
Inline image 3
All approvals will be sent by email and it is possible for all Remote Access Request to be approved by return email and does not require the approver to access ServiceNow.
If the person who ​is ​supposed to approve the VPN request is out of the office, then a Incident can be submitted in ServiceNow to set up a delegate. The delegate will be created and instructions​ provided on how to approve the Remote Access Request.

Lyris Listserv Discontinued August 31

The current Lyris listserv product is no longer able to provide desired functionality. The Lyris maintenance has been discontinued and the server will be shut down permanently August 31 at 5:30PM. Other services have been identified for use to fulfill agency email listserv needs: Google Groups, MailChimp, Mailman, and Constant Contact. Please work with your IT Director to identify a replacement for Lyris if you would like to continue using an email listserv product.

Utah Open Data Portal Ranked #1

A new report from the Center for Data Innovation ranked all 50 states for data innovation. Check out the full report here
Utah tied for #1 for Open Data Portal. The report ranks states in a couple dozen different categories to arrive at an overall rating. 

New Form to Request Changes to your Google Account

A new form for requesting changes to your google account has been implemented in ServiceNow.  The form is called “Google Services Request.”  It allows agencies to request google Vault and Shared Email Account services.  
 
Google Vault enables users to retain, hold, search, and export data to support their organization’s archiving and eDiscovery needs. 
 
Shared Google Email Account allows users to request the creation of an email account shared by multiple people.  
The form can be accessed in ServiceNow by following the steps shown below.
  • In ServiceNow expand “Self-Service” in the left menu pane.
  • Select “Service Catalog” from the expanded “Self-Service”
  • In the right pane click “Help Desk”
  • Click “Google Services Request”
Inline image 2

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April 2017

2017 Security Awareness Training is Available

The 2017 Security Awareness Training is now available. Click here for the course  Please plan to complete the training as soon as possible.

All Executive Branch State employees must complete the training annually (before December 31 of each year).

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. 

If you need assistance, please go to dts.utah.gov and click the ‘Get Help’ icon for support.

Great Utah ShakeOut is April 20

The Great Utah ShakeOut is a day of special events featuring our largest earthquake drill ever, organized to inspire Utahns to get ready for big earthquakes, and to prevent disasters from becoming catastrophes. What we do now, before a big earthquake, will determine what our lives will be like afterwards. The ShakeOut drill will occur in houses, businesses, schools, and public spaces alike throughout Utah at 10:15 a.m. on April 20, 2017.

DTS will be participating in the event, so plan to Drop, Cover, and Hold On. You can watch the video here with more information.

In the event of a disaster, the Department of Technology Services expects all employees to report to their managers for specific instructions on where and when to report for duty.

  1. Employees shall ensure their safety and the safety of their immediate family.
  1. If employee and his/her family is safe, the employee will report to duty.
  1. All staff shall monitor KSL Radio 1160 AM for news and information and the Emergency Alert System, as well as emergencyinfoutah.com if accessible.
  1. Staff may use all and any communications methods available, such as email, text, and social media, to communicate their status to management. We recommend staff follow @utahemergency, @utdemeoc, @utahdps on Twitter.
  1. DTS Managers are expected to contact (maintain current multiple methods of contact for direct and secondary assigned employees) “Employee call tree”
  1. If the State Office Building is not available, staff shall report to the alternate DTS site, the State Fair Park, Grand Building. If it is not available the tertiary locations are the Provo or Ogden Regional centers whichever is closer for you. Fourth option is the nearest state office building to your current location. Lastly if you are able to telecommute your home is acceptable. DTS employees out stationed at agency locations will follow that agency protocols and alternate locations.
  1. If you are able to report to duty, notify your manager or his/her manager and give them your current location and contact information. Email dts-alert@utah.gov is a shared email group by DTS Management and can be used to reach out to many DTS Management or call Salt Lake Data Center 801-538-3889 or 801 538-3440 or Richfield Data Center at 801-538-1188 or 435 896-2460.

New Cisco IP Softphone Product

DTS now has a Cisco IP Softphone product available. You can see the full product description here

As DTS migrates to Voice-over Internet Protocol (VoIP) technology, customers have an option to purchase from a variety of “end-points” or telephone handsets—and even a softphone. DTS has migrated approximately 5,000 employees to VoIP services.

Softphones run as a workstation application that allows users to make/receive phone calls from a computer connected to a VoIP enabled network.

Mobile Device Management Upgrades

DTS has upgraded the MDM tool. There are a few changes that will affect state employees. 

The security policy requiring a 4 digit passcode has changed
    1. Allows the use of alphanumeric characters instead of just digits
    2. Does not allow the use of repeating characters, i.e. 1107 or 7599.
    3. Does not allow use of 4 character sequences, i.e. 1234, 4567, 9876, etc.
    4. This change will apply to devices being registered with MDM after the upgrade this past Saturday

Console login screen has changed


MDM has enhanced support features for Mac OS X (Sierra) and Windows 10 devices.

You can view more information on MDM here

Commerce Updates Controlled Substance Database

Francine A. Giani, Executive Director of the Utah Department of Commerce announced that the Division of Occupational and Professional Licensing (DOPL) has released the newest software version of the State’s Controlled Substance Database (CSD) which records all controlled substances dispensed in the Beehive State.  

The CSD is a resource that assists healthcare professionals in providing safe and efficient care for their patients’ controlled substances in the State. More than $550K was invested in Utah’s effort to allow greater access to patient information. 

“Utah now has the best tools in place to aid healthcare professionals when making careful prescription decisions,” stated Francine A. Giani, Executive Director. 

The Utah Controlled Substance Database Program was created by the Utah legislature and put into effect on July 1, 1995. The CSD collects data on the dispensing of Schedule II-V drugs from all retail, institutional, and outpatient hospital pharmacies, and in-state/out-of-state mail order pharmacies. The data is disseminated to authorized individuals and used to identify potential cases of drug over-utilization, misuse, and over-prescribing of controlled substances throughout the state. Over 74 million Utah controlled substance records have been entered into the state’s system since January 1, 2002.

Governor Gary R. Herbert and the Utah Legislature authorized state funding to upgrade and maintain Utah’s database during the 2016 and 2017 legislative general sessions.

Senator Evan Vickers, R-Cedar City, stated “The Controlled Substance Database’s online improvements now provide healthcare professionals with the most accurate information so they can administer the most responsible patient care.”

Thanks to recent legislation introduced by Representative Brad Daw, R-Orem, Utah patients may now add another person to their medical file to receive prescription alerts when the patient obtains a controlled substance.

Representative Brad M. Daw, R-Orem, noted “Utah’s Controlled Substance Database has been a pioneer nationwide in the handling of prescription records.  Now 3rd party prescription alerts supply another layer of opioid safety to address this community epidemic.”

Top 5 Ways Controlled Substance Database updates address opioid epidemic in Utah

  1. Upgrades integrate the Controlled Substance Database with patients’ electronic health records.

  2. Healthcare professionals can now view 5 years of a patient’s prescription dispensing history online giving a bigger picture of the individual’s medical condition.

  3. Enhancements allow better information and coordination among 27 state prescription databases electronic health records.

  4. Faster response, user friendly software and design upgrades provide a better online resource.

  5. Improvements now allow access to better data by a higher number of users, such as pharmacy interns and/or pharmacy technicians who may access the CSD on behalf of a pharmacist.

“The key improvements to this information portal are designed with our healthcare professionals in mind.  We understand time should be spent saving lives and treating injuries, not waiting for a page to load online to determine the best course of action for a patient,” stated Mark Steinagel, Division Director. “Additional enhancements are forthcoming, such as an online patient dashboard to assist with clinical decision-making when writing prescriptions for controlled substances.”

About Utah’s Controlled Substance Database

 Utah law requires each pharmacy or pharmacy group to submit data collected on a daily basis either in real time or daily batch file reporting.  The submitted data shall be from the point of sale (POS) date.  Data submitted by pharmacies is usually available in the Controlled Substance Database within 24 business hours of receipt.  Generally, the reporting method is dependent on the pharmacy’s software and vendor.  For more information about the CSD, log on to the Utah Division of Occupational and Professional Licensing’s website at www.dopl.utah.gov.

AGRC Receives USDA Certificate of Appreciation

AGRC recently received a Certificate of Appreciation from the USDA in recognition of the collaboration and support for the collection and processing of LIDAR data for the Monroe Mountain area of Utah as part of the 2016 US Geological Survey 3D Elevation Program partnership project. 
Lidar data provides precision information on the position, elevation, and shape of the earth’s terrain and, also for features such as buildings and vegetation.
In Utah, Lidar data can be put to work to determine floodplains, discover earthquake faults and landslide hazards, map buildings and infrastructure such as utility poles and lines, inventory vegetation, and even model rooftop solar potential (video from previous project).
The Lidar data for the Monroe Mountain area of Sevier and Piute county will be used to measure forest health (canopy, trunk and stem counts, etc) and establish a base line that can be used to assess different forest management strategies to be tested in the area.
Lidar data is collected using a sophisticated laser range-finding scanner mounted to an airplane. The scanner sends out laser pulses toward the ground. The scanner’s sensor then records the strength and timing of the pulses that bounce off the ground-level surface and return back to the plane by the millions. 
This information, together with precision onboard GPS and other positioning information for the plane, is used to create a giant set of 3D points that model the earth and its features. This resulting ‘point cloud’ can then be analyzed to derive a bare earth terrain model and different types of geographic features.

Utah Digital Government Summit is June 15

DTS and Government Technology Magazine are hosting a Digital Government Summit on June 15, 2017 at the Marriott Salt Lake City University Park (see flyer below). We have arranged for some great speakers on some very important topics. This event is free to all government employees. We hope you and your employees can join us for all or part of this event. Click on the “Register Now” link below to register.

Utah Digital Government Summit 2017
Utah Digital Government Summit 2017!
Marriott Salt Lake City University Park | June 15, 2017 | Register Now
Opening Keynote: Hacking the Learning Curve

Bronkar Lee, Peak Performance Expert, Author, Speaker, and Dynamic Performer

We live and work in a fast-paced, high-pressure world, and if we’re not gaining new skills and continuously upping our games we risk being left behind. Not just in our jobs but in our personal lives. On the bright side, there’s never been a better time to learn for the simple reason that knowledge and information have never been more easily obtainable. But transforming information into ability isn’t so easy. And that’s where Bronkar excels. His unique learning system shortens the runway for anyone, regardless of their goals, interests or inherent talents. In this unforgettable presentation, Bronkar shows us how to re-energize our approach to skill acquisition and hands us the key to unlock our passion for learning.

For questions or assistance, please contact: 
Raquel Figueira | 916.932.1300 ext. 1341 | rfigueira@govtech.com

Registration is complimentary for government employees!
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