OIT Towne Hall Meeting

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OIT Towne Hall Meeting
Office of Administration/Office for Information
Technology August 22, 2006
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830 a.m. Session Agenda
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1030 a.m. Session Agenda
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Introduction, Announcements andEmployee
Recognition
By Kristen Miller, Deputy Secretary for
Information Technology/CIO
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Employee RecognitionAl MacKinnon, Bureau of
Enterprise Architecture

• Al manages the Operation Secure Enterprise (OSE)
  Program (8 different projects). Although that
  keeps him extremely busy, he always offers to
  pitch in and help others He provides support to
  the Director of Enterprise Architecture in
  helping to prepare presentations, providing
  analysis and whatever is required. He also
  supports the Chief Information Security Officer
  on many security related initiatives. Al was
  recently converted from a contractor to a
  Commonwealth employee, and he has a great
  attitude and is always willing to pitch in for
  the good of the team. And he doesn't whine
  (much).

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Employee RecognitionDave Snyder, Bureau of
Infrastructure Operations
Since joining I O, Telecommunications Division,
Dave has worked tirelessly to provide the OIT
with the best available telecommunications data
covering possible. Specifically, he

• Identified and removed more than 8,000 bad
  records from the Verizon database each costing
  approximately 12 per month, eliminating almost a
  100,000 per month of erroneous billing.
• Saved the Commonwealth another 106,000 by
  eliminating incorrect charges remaining from the
  old Verizon contract.
• Established the systems for telecommunications
  statistical and billing data from our primary and
  secondary contractors.

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Employee RecognitionEmergency Support Activities

• Brenda Kaczmarek, DCIO, Public Safety CoP
• James Knudson, DCIO, Environmental CoP
• Stacey White, Director, Geospatial Technologies
  Office
• Brenda, Jim and Stacey are being recognized for
  working above and beyond the call to duty during
  the flooding in July 2006. They worked tirelessly
  around the clock at the PEMA Emergency Operations
  Center providing logistics support, briefing the
  Governor, resource management, geospatial mapping
  and flood prediction activities.

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Employee Recognition Help Desk and Asset
Management Project

• On August 9th, a new upgraded version of our
  Enterprise Help Desk system was implemented on
  the OA central Remedy server. Additionally,
  concurrent with this deployment, a brand new
  Asset Management system was put in place. By
  virtue of this implementation, weve moved toward
  a more robust application suite that starts with
  an integrated Help Desk and Asset Management
  system. It also sets the stage for further
  integration with, for example, Remedy change
  management at a later date. The former Help Desk
  system was highly customized and inflexible.
  Now, we are poised to build on this initial
  implementation.

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Employee Recognition Help Desk and Asset
Management Project Team LeadsBureau of Services
and Solutions

• Sue Danella, overall project leader
• Tim Surfield, Help Desk project lead
• Mike Settino, Asset Management project lead

• Joelie Dudley, Help Desk Application Development
  team lead
• Lisa Berrier, Asset Management Application
  Development team lead

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Employee Recognition IES Human Resources Team

• From May 2006 through July 2006, the Human
  Resources Team, Bureau of the Integrated
  Enterprise System (IES), handled a wide range of
  issues and tasks of major importance to the
  Administration and to Commonwealth employees.
  These tasks included the creation of procedures
  and programs to ensure payment of wages to
  employees designated as critical to Commonwealth
  operations should a Budget impasse occur. All of
  these and other complex and time-intense tasks
  were successfully accomplished despite the
  pressures imposed by supporting the Fiscal Year
  End processing and on-going business demands.
  Please accept our appreciation for a job well
  done and our thanks for your service to the
  government and people of the Commonwealth.

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Employee Recognition IES Human Resources Team

• Jeff Snyder, Team Manager, HR
• Susan Leevan, Team Lead, HR Enterprise and
  Integrated Processes
• Beena Kannampully
• Debra Mccauslin
• Teresa Snyder
• Cynthia Croutharmel
• Ed Chance
• Herb Gardner
• Jacki Ellenberger
• Ruth Holler
• Teresa Stoner, Team Lead, HR Security, Workflow,
  and ESS

• Michelle Hoy
• Nicole Janousek
• Ron Bitner
• Barbara Nulton
• Atreia Sindiri, Team Lead, Time
• Stanley Kannampully
• Rishma Ghetia
• Mike Blough
• Carmel Elliott
• Jack Kogera
• Donna Benfer

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Employee RecognitionJNET Certified Vehicle
Records Project Team

• The Pennsylvania Justice Network (JNET) and the
  Pennsylvania Department of Transportation
  (PennDOT) initiated a joint effort to provide
  authorized JNET users with access to PennDOT
  Certified Vehicle Record Abstract documents. The
  Certified Vehicle Record Abstract application,
  which is scheduled to be released at the end of
  August, 2006, will provide Criminal Justice (CJ),
  PA Criminal History (PA-CH), and Criminal History
  (CH) users with access to an electronic version
  of this document. Registrars will be required to
  add the application entitlement to authorized
  users. Successful implementation of this
  application will result in a significant
  reduction of paperwork and manual interactions
  and provides real time access to Certified
  Vehicle Records.

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Employee RecognitionJNET Certified Vehicle
Records Project Team

• Project Managers
• Dustin Rhoads/Phil Silvagio - (Phil started this
  project, but left a month or so ago)
• Development
• Chander Alphonse
• Nilesh Patel
• Samir Gonsalves
• Hasby Tanjung
• Testing
• Ben Bondarenko
• Chris Grenville

• Communications/Training
• Ken Parvis
• Eric Webb
• Monica Ross
• Tom Anderson
• Luci Stone
• Help Desk
• Matt Potvin
• Operations
• Rakesh Paidi
• Steve Plante

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IT Recruitment Committee SurfControl
By Brenda Orth, Director, Bureau of Enterprise
Architecture
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IT Recruitment Committee

• Team Kick-off in July
• Objective Tasked with identifying current
  challenges and developing feasible solutions
  which support improved recruitment and retention
  with the Commonwealths IT occupations.

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IT Recruitment Committee

• Currently compiling challenges from the Agency
  CIOs.
• Challenges will be complied and prioritized by
  the Committee and will include short and longer
  term recommendations and solutions.

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OA SurfControl Implementation

• The OA implementation of SurfControl Web Filter
  is designed to
• Protect Commonwealth workstations from malicious
  content
• To reduce unnecessary bandwidth consumption
• And to prevent users from browsing inappropriate
  sites, without interfering with business related
  Internet use.
• Internet access to Commonwealth sites
  (state.pa.us, pebtf.org, ) are not filtered.
• If you need access to a site that has been
  blocked by SurfControl, send an email to RA-CISO
  including your name, the URL of blocked site, a
  brief description of the site content, and the
  business requirements for accessing the site.

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SurfControl

• Streaming Media category blocked Friday, August
  4th, 2006
• 42 bandwidth recovered
• 5,500 requests for streaming media blocked
• News Business streaming media has not been
  blocked

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SurfControl Enterprise Status

• Agencies Protected 26
• Seats Protected 64,059
• Percentage of Seats Protected 78.78

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Postini
By John Storms, Director, Bureau of
Infrastructure and Operations
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Project Objectives

• Reduce Spam!
• Provide a method to scan and filter email and
  present users with secure and reliable email
  services
• Continue to follow the Commonwealth
  defense-in-depth approach to security
• Solution that provides the end user with the
  greatest control and ease of use

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Postini Results

• SPAM
• 22 Million spam message blocked since July 20th,
  2006
• 725,000 /- spam messages per day are detected
  and blocked
• 18.3 Million blatant spam messages blocked that
  users never see or
• manage via the quarantine
• 75 of all mail sent to the Commonweatlh
  determined to be spam
• Increased user productivity
• Virus
• 116 different types of viruses detected
• 131,000 instances detected and cleaned since July
  20th,
• 2006
• Infrastructure
• Reduced traffic coming into the Commonweatlh
  network
• Server utilization has dramatically been reduced
  on Exchange and
• SMTP servers
• Reduction in the amount of backup data
• Elimination of current problematic Sybari
  Anti-spam product that is
• currently deployed on the Exchange and SMTP
  servers

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Implementation Schedule

• The Postini Implementation will be deployed to 47
  Governor Office agencies and will provide spam
  and virus protection services for approximately
  79,000 mailboxes. The deployment will be
  completed in a phased approach as listed below
• Completed Phases
• Phase 1 August 4th
• Revenue, Aging, Agriculture, Banking, Ethics,
  Environmental Hearing Board, General Services,
  Office of Administration, Budget, Pennsylvania
  Municipal Retirement System, PA Public TV
  Network, State Tax Equalization Board
• Phase 2 August 15th
• Education, Securities Commission and PENNVEST
• Phase 3 August 17th
• Fish and Boat, Civil Service and Governors Office
• Phase 4 August 22nd
• Game Commission, PEMA, General Counsel

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Implementation Schedule

• Future Deployment Phases
• Phase 5 August 24th
• SERS, PCCD and PennDOT
• Phase 6 August 29th
• Labor Industry, Insurance and Gaming Board
• Phase 7 August 31st
• DEP, Public Utility Commission and Milk Marketing
  Board
• Phase 8 September 5th
• LCB and Inspector General
• Phase 9 September 7th
• Health, DMVA and Department of State
• Phase 10 September 12th
• State Police, DCNR, Probation and Parole and
  PSERS
• Phase 11 September 14th
• Corrections, Human Relations and DCED
• Phase 12 September 19th
• DPW

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OA Portal Redesign Project Update
By Mia DeVane, Director of Communications and
Legislative Affairs Office of Administration
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OA Portal Redesign Project Update

• Project Objectives
• Work with SMART to define a user interface design
  appealing to all identified user audiences
• To define the content repository, sources and
  owners which will provide the foundation for the
  new web presence
• To present several prototypes for consideration
• To present a project plan/blueprint for
  delivering the design of the new web presence
  using the BEA Aqualogic portal toolset.

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Content Identified / Matrix Outline
Content Identified / Matrix Outline
Total 670 Content Sources
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Office of Administration Prototype Home Page
Office of Administration Prototype Home Page
1
6
4
2
8
5
7
9
3
14
12
11
13
10
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Implementation Milestones (estimates)
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OA Portal Redesign Project Update

• Implementation/Next Steps
• Considering all options
• Working with current BEA Aqualogic staff
• Going out with an RFQ?
• Blended Release
• Develop public facing sites 1st 3rd layers
• Public content only
• Continue with strategic choices of internal sites
• Migration to BEA Content Admins

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Pandemic Preparedness IT Readiness
By Cindy Keely, Enterprise Architecture
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Pandemic Preparedness IT Readiness Agenda

• Background
• Components of IT Pandemic Readiness
• Emergency Telework Pilot
• Policies

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Background

• The avian influenza or "bird flu" pandemic has
  been identified as a real and critical threat to
  national and state continuity of operations. The
  PA Dept of Healths Influenza Pandemic Response
  Plan of 2005 states An influenza pandemic is
  inevitable as its number one assumption.
• In the event of a pandemic, the Department of
  Homeland Security is encouraging the use of
  telecommuting and a social distancing strategy.
  
• Social distancing is where a portion of
  employees are sent home to limit crowding in the
  workplace and reduce the risk of contagion.
• To support continuity of operations during a
  pandemic emergency, the Commonwealth needs a
  strategy for maintaining operations over an
  extended period under conditions of limited
  access to the workplace.
• Telework, also referred to as telecommuting, is
  defined as an alternative work arrangement for
  employees to conduct all or some of their work
  away from the primary workplace.

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Major Components of IT Readiness
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Major objectives of the pilot

• Develop architecture that will enable
  Commonwealth staff to effectively work offsite in
  response to a pandemic outbreak or other type of
  emergency.
• Recommend solutions to address gaps identified in
  the technologys ability to meet our business and
  technical requirements.
• Create a lessons learned document regarding
  business processes that hinder our ability to
  complete the pilot.
• Construct architecture to expand the
  infrastructure for statewide implementation.

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Infrastructure and Technology
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Mobile Pilot
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Overview of timeframes
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Pilot Architecture
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Capacity Planning

• Our current capacity scales to the following
• Dial In up to 648 concurrent sessions
• VPN up to 10,000 concurrent sessions (high speed
  remote access)
• Citrix licensed for 60, but the infrastructure
  can handle up to 1,200 concurrent sessions.
  (access to office productivity applications)
• Video Conferencing up to 12 sites with 20 voice
  ports available for audio conferencing or up to
  92 voice ports if audio conferencing is used
  instead of video conferencing.
• WebEx up to 100 concurrent participants per
  session (current licensing structure) with
  capacity to handle up to 500 concurrent
  participants per session. Note WebEx places no
  limit on the number of concurrent sessions.
• In order to plan for future capacity, we need to
  identify business requirements.

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Policies and Procedures
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Telework Policy - Objectives

• Establishes policy to support continuity of
  operations during a pandemic emergency.
• Provides guidance to agencies, including
  templates and best practices, to jumpstart
  development of their own Emergency Telework
  Plans.
• Allows agencies to create their own telework
  plan, tailored to their unique needs.
• Complements traditional Continuity of Government
  plans by addressing pandemic emergency
  situations.

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Major components of the policy

• Directs agencies to establish a Emergency
  Telework policy and provides rules and
  requirements for the handling of government
  property in a telework environment.
• Establishes the following major areas to be
  covered in the agency polices
• Identification of mission-essential functions and
  the staff performing the functions
• Definition of duties and responsibilities for
  teleworkers
• Identification and inventory of necessary
  equipment
• Determination of contingency plans and
  disseminate with staff
• Conduct emergency exercises to identify issues
  and assess effectiveness
• Complete emergency procedure assessments based on
  the emergency exercises
• Specification of agency business, technical, and
  capacity needs to assist in Enterprise-wide
  capacity planning.
• Includes supplemental documents (e.g. checklists,
  templates) to provide an outline and provide
  guidance on required components of an agency
  plan.

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Accomplishments to date

• Four Scenarios have been completed.
• Two Scenarios involving EMS
• Dept. of Health EMS sent FRED alerts to 3 area
  hospitals (Lehigh, Pocono, and Geisinger
  Hospitals ) during the Pocono 500
• Checked availability of Emergency Department beds
  and resources regarding the patients that they
  were treating on site and sending to the
  hospitals
• 98 patients were treated on site, 2 were flown by
  air, and 50 were transported to the hospitals for
  treatment.
• Added proposed RFP / Bid Language to the
  Emergency Telework Policy.
• Received responses regarding pandemic
  preparedness from the Commonwealths major
  Telecommunications providers.

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Planned Activities

• Complete remaining 14 scenarios by September
  15th.
• Complete of post-pilot evaluation documenting
• lessons learned
• architecture required to support each functional
  area covered in the pilot to ensure
  supportability and interoperability with existing
  infrastructure
• recommended actions for statewide implementation
• Identify and recommend solutions to address gaps
  identified in the technologys ability to meet
  our business and technical requirements.
• Finalize policies

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Microsofts Next Generation Desktop - VISTA
By George Spanakis, Microsoft
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Questions Answers (Q A)
Thank you very much and we are adjourned