May/June 2017 IOT Connections

FY 2018 Rates Released

In a joint announcement, the Office of Technology (IOT) and the State Personnel Department (INSPD) released their respective rates for FY 2018. Below is the message from CIO Dewand Neely and Brandye Hendrickson, Director of INSPD.

Indiana Office of Technology
The change in the fiscal year brings new rates from IOT. The technology industry is always changing; providing fluctuation for IT products and usage. IOT, a revenue-neutral agency, has always made it a priority to maintain excellent services while working to minimize rate increases. This year, some rates will be reduced, while others will increase in order to offset increased IOT costs. On average, rates are increasing by 0.3%. In some cases, agencies will see an overall decrease in their IOT bill, while others will see an increase.

IOT has a service catalog that details each rate, the associated services and the metrics. This document provides IOT customers a central place to find information about its provided services. The Service Catalog also contains information on how to: request a service, request help if you have an issue with a service, monitor the progress of your requests, resolve billing issues and how to terminate a service.

If you have questions about these rates, please contact Graig Lubsen.

Indiana State Personnel Department
In 2017, INSPD has focused on creating a foundation to enhance service delivery and enrich the employee experience. We have heard from many of you the improvements to the Strategic Hiring Process have been successful and we are continuing to take action to evolve into a more client-based Human Resources (HR) service delivery model. INSPD is preparing to implement new processes and software designed to transform our services from compliance and tactical transactions to a more robust and strategic talent management service. Part of this transformation includes providing a modern, convenient experience for applicants, employees, hiring managers and HR staff. The greatest impact will be seen in recruiting, onboarding and performance management.

Even with these meaningful steps forward, there is much left to accomplish. Personnel transactions thus far in 2017 are up almost 15 percent year over year. This is significant considering that recent years have been record years for hiring.
For FY 2018, the annual fee per authorized full-time position is $317.40, billed monthly at $26.45/position. The annual fee per authorized part-time, intermittent or temporary position is $59.60 and is billed only during the months of July through October at $14.90 per month. While this is a slight per position escalation over last year, most agencies should not see an overall cost increase due to the stale vacancy cleanup exercise that happened in 2017.

INSPD continues to provide annual savings statewide through the centralization of HR services. We are committed to providing innovative solutions and exploring every opportunity to deliver our services in the most efficient, cost-effective manner possible. Please contact INSPD Finance Director Tom Michalak with any questions you have regarding centralized HR services seat charges.

 


Top 10 Ways to Save on Your Agency's IOT Bill

Did you know that you have a lot of control over your IT costs provided by IOT? While you may not be able to eliminate your IOT bill there are several ways to reduce it. Please find a top ten list below of ways you can save money on your IT bill.

1. Run a detailed report in Pinnacle (IOT’s billing system) of your IT charges. Audit your charges by starting with the areas where your charges are greatest. If you don’t need all the resources, place a ticket to have the service reduced or disconnected. (If you need a Pinnacle account, open a HelpDesk ticket with IOT.) 

2. Desktop

  • Look at the detailed report and verify the workstation count aligns with the number of employees and contractors in your agency. 
  • There is an associated user with each desktop to help you audit your bill. This is the user we have on record as having logged in last, it may or may not be the primary user. IOT produces monthly reports to ensure of up to date accounts. 
  • Desktop upgrades – during refresh, do you need so many laptops? Do you need additional ram and other accessories? All costs over our standard desktop value is charged to the agency. 

3. Database - View your detailed database charges and verify with your internal app support groups that they are all still needed. Many times databases are no longer needed and IOT isn’t notified, so we continue to host and charge for it. 

4. Virtual server hosting

  • View your detailed billing, does your app need all the allocated CPUs and RAM, or will it run on less? IOT can provide tools and reports upon request for agencies’ application development teams to review.
  • Are you using all the virtual machines on your bill?

5. Physical server hosting

  • Are you still using the servers? 
  • Can you move your application to a virtual machine? Virtual servers can now run most applications and are less expensive than a physical server. 

6. Storage 

  • Storage is generally associated with a server so if the server is not needed you will also save on storage.
  • IOT charges for allocated space, not used space. What this means is if you tell us that you need a terabyte, and only use a gigabyte, you are still paying for the other 999 gigabytes that you aren’t using. Submit a ticket with the server name and IOT can run a report to compare allocated versus used storage. 

7. Telecom - We are in the middle of a project to move from the old Centrex telephone system to a new IP based VaaS (Voice as a Service). During this project we are validating all the billed lines are actually used. We highly recommend you audit before migrating.  Odds are you will save money. 

8. Cell phones -  Audit your detailed bill and make sure all phones you are paying for are in use. Verify the assigned person still needs to have a state-issued cell phone. 

9.  Adobe Software - Adobe software is billed monthly per assigned user. Audit the bill and ensure all assigned users still need Adobe software for their job.

10. File storage overage - Contact IOT to get access to our file auditing tool, Veronis. Target large files that are no longer needed or files that have not been opened in a long time.  Create a ticket if you need an account for Veronis.

BONUS: IOT will be releasing a Trending and Analytics Tool in July to better help audit bills.


State Application Header FAQ

appheaderleft

To meet Governor Holcomb’s pillar to provide great government service at great taxpayer value, the Indiana Office of Technology is excited to announce the creation of the State of Indiana application (app) header. The scope of this app header encompasses internally developed, commercial off-the-shelf and third-party developed apps.

Why has IOT developed an app header?  The app header, similar to the header on IN.gov websites, creates a common look-and-feel for apps, strengthening the State of Indiana’s brand. Market research demonstrates that customers feel more secure when branding is consistent because it indicates authenticity. The standardized branding of applications helps customers know they are using a State of Indiana online service.

Is the app header optional? No, the Governor’s office and IOT are requiring this change to provide consistency in the user experience.

When should the app header be used? All apps in development and/or going through major enhancements should have the header included. Moving forward, language should be included in an RFI, RFP and contracts that the app header will be a requirement.

Do old applications need to include the app header? As old apps are updated, the header should be incorporated. Due to the app header utilizing the latest in technology, IOT may need to assist with the installation. Submit a ticket for assistance.

Should the app header be included on internal-facing apps? Yes. The agency logo can be swapped to replace the IN.gov logo.

What does the app header look like? There are four variations. (Links are intentionally left unclickable so search engines do not crawl)
i. Left - http://www.in.gov/core/examples/left-menu.html 
ii. Right - http://www.in.gov/core/examples/right-menu.html 
iii. Top (none) - http://www.in.gov/core/examples/top-menu.html 
iv. Show left - http://www.in.gov/core/examples/show-left-menu.html 

Is there any flexibility in the styling with the app header? Yes. There are four variations of the header that can be chosen. Items that can be customized include: agency color, logo, name, and program, elected official, menu items, mobile menu items and sub-navigation display. In the instructions, there is a list of 36 different icons for common application commands. 

Are there other design standards for applications? This is not a full set of application design standards. This change only impacts the header of applications. IN.gov can consult on the body of the application upon request.

How does the app header work technically? The header is a simple HTML file that serves as a lightweight element that can integrate with your application. There are minimal dependencies and enough flexibility through basic HTML code to customize to your application’s needs. Some of the controls are executed through JavaScript and hosted globally for on https://www.in.gov for source control and easy update rollouts. The global CSS is also hosted on https://www.in.gov and contains all agency branding color and styles to match with what is on the agency website. Any change or update to the files will be done in a beta environment and will be communicated to the agency for testing and approval.

Where do I get the code for the app header? To request the code, go to http://in.gov/inwp/2656.htm and complete the form.

Why do I need to fill out a form to get the app header code? The form is used so IN.gov has an inventory of apps and contact information. In the future, when the app header is updated, all points of contact will be informed to test the new code before it is deployed. 

Can I re-use the app header code from a previous request in my app? No, do not re-use old code. Always complete the form to ensure that you have the most up-to-date version. As we make improvements, the old code will be obsolete. This also allows IOT to maintain an inventory of applications.

Do separately-elected offices or quasi-agencies need to implement the app header? These entities are encouraged to match the branding to ensure that citizens understand their apps are legitimate State of Indiana products.

I have questions or feedback about the app header, who do I contact? Contact Alvin Wilson, Deputy Chief Administrative Officer.


 Change In Credit Card Processing

To: All Executive Branch Agencies

From: Dewand Neely and Jessica Robertson

CC:Robert Paglia, Alvin Wilson, Erin Kellam

Subject: Payment Processing 
 
Currently within the State of Indiana, there are two payment processors, Value Payment Systems (VPS) and Indiana Interactive (II). Because there is a heavy reliance on information technology to properly administer this processing, IOT and IDOA made a joint decision to have the payment processor tied to the IN.gov Web Portal (IN.gov). The first step in that process was to seek competitive bids for a payment processor that could meet all the complex needs of the state and each of our unique executive branch agencies.

Therefore an RFP was issued and in March 2017, the State of Indiana awarded the IN.gov RFP 10-027 to II. Please note, as a condition of the RFP, credit card processing now includes all payment types (point of sale, IVR, online, etc.). Further, to ensure security needs were met, the State required the winning bidder to comply with current Payment Credit Card Industry standards and also incorporate National Institute of Standards and Technology (NIST) practices according to 800-53 catalog of security controls.

With this award, IOT would like to begin working with State executive branch agencies on transitioning to the IN.gov payment processor (TPE). IOT will work with existing VPS customers to develop a transition plan, which includes a timeline and scope of work. The State's goal is to transition payment processing by October 2018. The current QPA with VPS expires October 2017 but IDOA will move forward with a one-year renewal to ensure coverage and continuity of your current business operations for agencies during this transition period.

IOT understands the magnitude of this change. In 2015, all IN.gov applications using TPE were required to move to a common checkout platform. This required updating more than 50 applications and we recognize this transition will be just as complex and greatly appreciate the time and attention this will require for you and your agency. By having all payment processing activities within an IOT managed contract, we, IDOA and IOT, know this will provide secure and consist payment processing solutions for all State of Indiana executive branch agencies.

However, if there are any questions or concerns, please contact Alvin Wilson, Deputy Chief Administrative Officer with IOT. Again, thank you for your support and cooperation with this transition.


IN.gov Agency Website Deployment

IN.gov has worked for the past two and a half years to move agencies to a new website template. Though a very heavy effort on the technical side, more than half of the agencies have transitioned to the new design with no issues.

Work will continue to move the the remaining agencies through the end of July.

As part of the new website, agencies will be utilizing the new state calendar system for press releases, events and public notices. Training on this is planned after the roll-out of agency websites is completed. 


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