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August 2018

Utah Courts and Child Welfare Data Exchange

DTS employees recently helped DHS create a data exchange between Child Welfare and Utah Courts. Great job team! You can see the details of the project below. 

The Utah Administrative Office of the Courts (AOC) and the Utah Division of Child and Family Services (DCFS) implemented an interface between each agency’s management information system in 2009. This interface was designed to seamlessly share real time information regarding common clients within each agency’s own information system. This interface is governed by a Memorandum of Understanding, which also established an Interface Workgroup. The regular collaboration of this group and its members has been an essential part of the continued progress and expansion of this interface.

Improvements to interface security and expansion of shared elements has occurred over time. DCFS currently uses a Juvenile Court Directory Search screen to identify and link common individuals with a unique identifier. With this identifier, AOC provides real time hearing schedule information, court orders and other documents based on legal accessibility timelines and allowances. This also allows DCFS to electronically file documents and associate them to specific hearings. The real time exchange of documents and data has improved communications between caseworkers, courts, and legal partners and enabled DCFS to more accurately calculate IV-E eligibility determinations.

Post Updated: August 1, 2018
Posted On: August 1, 2018

New Google Calendar Features – Propose a Meeting Time

New Feature: Google released the new ‘Propose a Meeting Time’ feature in Google Calendar. It is visible in all Rapid Release domains today and will be available in Scheduled Release domains on August 13th. 
Click here for more information.
Post Updated: August 1, 2018
Posted On: August 1, 2018

2018 DTS Continuity of Operations Plan

We have recently published the DTS 2018 Continuity of Operations Plan. Thank you to everyone who helped contribute to the report this year. It is a valuable document for DTS.

Generally the public has been very unwilling to overlook lapses in services, even in the wake of service interruptions. The obligation of DTS is to provide seamless services, especially those involving public safety and health, in spite of any event. The public expects the same good customer service from state government as it does from business. DTS agency management is committed to the development and maintenance of an effective disaster recovery/continuity of operations plan (DR/COOP).

Historically, agencies within Utah State Government have prepared well to respond to service interruptions within the state. At the same time, those agencies have not always considered how they would respond to an emergency, which would directly affect their ability to provide services and continue normal operations. Additionally, a majority of the existing plans have focused only on catastrophic events.

While preparations for such major emergencies are important, it is equally important to address emergencies with less severity but much more frequency.  While threats do vary from region to region and state agency to state agency, it is clear that a broader scope of preparedness will assist state agencies in providing services and continuing operations regardless of the hazard or emergency that arises.

Post Updated: August 1, 2018
Posted On: August 1, 2018

Updated Enterprise Mobile Device Policy

Section 2.4 of the Enterprise Mobile Device Policy has been updated to the following:

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 or an industry recognized encryption protocol (e.g. HTTPS).
Post Updated: July 9, 2018
Posted On: July 9, 2018

How to Spot Phishing Messages Like a Pro

We have recently seen an increase in the number of phishing messages being sent to State of Utah employees. The Department of Technology Services has partnered with MS-ISAC to help raise security awareness. Please take a few minutes and read the How to Spot Phishing Messages Like a Pro article from the Center for Internet Security June Newsletter. 

 
Recommendations to help protect you from becoming a phishing victim:
  • If it seems too good to be true, it probably is
  • Hover your cursor over links in messages to find where the link is actually going
  • Look for misspellings and poor grammar, which can be good signs a message is a fraud
  • Never respond to an email requesting sensitive personal information (birthday, Social Security Number, username/password, etc.)
Thanks for doing your part to help protect the confidentiality, integrity and availability of the State of Utah’s data. Be sure to complete the 2018 Security Awareness Training Course if you haven’t already. Click here for the course.
Post Updated: July 9, 2018
Posted On: July 9, 2018

New Google Mail

Issue Date: July 6, 2018
Effective Date: July 2, 2018
Section/Group: Email
Submitted by: Peter Freeman
Approved by: Paul Kearsley

Technical Summary and Overview

Over the next several months, Google G Suite Gmail is changing and will offer a new look and add additional features to help you organize your inbox and view upcoming events. Check the G Suite Learning Center for the PDF update.

Known Implications

There will be some minor adjustments to the visual layout of the Gmail user interface and additional features, which may require users to reaccustom themselves with the new layout.

Implementation

As of July 2, 2018, the new Gmail has started moving to general availability. G Suite admins will be able to control the transition to the new Gmail by allowing users to opt in or out. The ability to opt in to the new Gmail view has already been made available to all DTS employees. At the end of August, all users who aren’t on the new Gmail will be transitioned to it automatically, but will still have the option to opt out and revert back for an additional four weeks. After those four weeks, or about October, all users will be on the new Gmail.

Additional Information

The Gmail updates allow you to do the following:
  • Organize emails in your inbox. When you hover over a message in your inbox you will be presented with several actions that you can take on the message without opening it, such as archive, delete, mark as read or unread, and snooze. Snooze will allow you to pick a time for a message to come back to the top of your inbox.
  • Reply to emails using Smart Replies. You will be able to quickly reply to messages using phrases that will show up based on the content of the message you have received.
  • View Calendar, Tasks, Keep, and Add-ons in Gmail. You will have the ability to add these applications in a new pane on the right side of your email to be viewed simultaneously with your Gmail.
  • Add Mentions. When writing an email you can add a recipient by mentioning them using the + or @ signs.

Contacts

Please contact the DTS Help Desk if you have any questions or need assistance. DTS contact information can be found at https://dts.utah.gov by clicking the Get Help link.
Post Updated: July 9, 2018
Posted On: July 9, 2018

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.