agenda e-government portal advisory board

AGENDA

1

E-Government Portal Advisory Board Meeting Date: May 11, 2016 Time: 9:00 am – 11:30 am Location: Department of Forestry

2600 State St. Bldg. C, Tillamook Room Salem, Or 97310 Phone: 503-945-7200

ITEM PRESENTER TIME ACTION

Welcome Introductions

Chairperson 9:00 am Welcome

Introductions

Approval of Minutes

Chairperson 9:15 am Approve minutes

Teachers, Standards and Practices Commission Online Licensing Update

Elizabeth Keller 9:20 am Informational

Webpage Feedback Sub-Committee Website Feedback Tool & Reporting Demonstration

Peter Threlkel, Tom Fuller, Wally Rogers Demonstration by Matt Snow

9:35 am Informational

E-Government Program Update

Wally Rogers 9:55 am Informational

Break

10:15 am

E-Government Operations Update

Suzanne Jorgensen 10:30 am Informational

Opportunity Report, Active Projects and New Project Prioritizations

Suzanne Jorgensen 10:45 am Informational

Public Testimony

Chairperson 11:15 am Testimony

Meeting Wrap-up and Adjournment

Chairperson 11:30 am

Meeting Materials:

Agenda

Draft Minutes from 3/9/16

E-Government Work Order Metrics

Active Project Report

Prioritization Reports (4)

Opportunity Report

Members

Chair:

Peter Threlkel

Secretary of State

Phil Barnhart

State Representative

Central Lane and Linn

Counties

Lee Beyer

State Senator

District 6

Richard Chaves

Chaves Consulting

Public Member

Kurtis Danka

Oregon Department of

Transportation

Trevor Fiez

Student Member,

Oregon State

University

Tom Fuller

Oregon Department of

Transportation

Mike Nearman,

State Representative,

District 23

Cora Parker

Oregon State Treasury

Gina Salang,

Department of

Administrative

Services CIO

Kim Thatcher

State Senator

District 13

Terrence Woods

Deputy State CIO

Administrative

Services

Public Member

Vacant

Staff Support

Jason Rood

503-383-6291 [email protected]

Next Meeting Aug. 17, 2016

mailto:[email protected]

RECAP

1

Electronic Government Portal Advisory Board

Meeting Date: March 9, 2016

Time: 8:50 am – 11:29 am Location: Department of Fish and Wildlife – Conference Room 110

Board Members: Peter Threlkel, Cora Parker, Terrence Woods, Tom Fuller, and Kurtis Danka. Joining online: Rep. Phil Barnhart, Richard Chaves E-Government Support: Wally Rogers (Manager, Administrative Services), Jason Rood (Administrative Services), Pete Fairhurst (NIC USA) and Suzanne Jorgensen (NIC USA) Guests: Ray Brixey DOC, Jack Ogami DOC, Shelli Honeywell DOC, Kelly Raths DOC

ITEM, DISCUSSION

Welcome, Introductions

Chair Peter Threlkel opened the meeting and provided introductions. Due to extenuating circumstances effecting quorum, votes on minutes and convenience fee will be conducted as soon as board members are present (quorum was reached at 9:35 a.m.).

E-Government Program Annual Report

Wally Rogers – The 2016 E-Government Portal Advisory Annual Report contains program highlights, data points, awards and the Oregon Citizen Survey, key points include:

$2.54 billion dollars processed in 2015

42 million visits to Oregon.gov in 2015

1,270 usability tests conducted with Oregon residents in 2015

99.88% uptime on Oregon.gov, applications, and eCommerce

Full report can be found under March 9, 2016 meeting handouts. (http://www.oregon.gov/epab/pages/agenda_minutes_handouts.aspx)

Quorum Established, Approval of the Minutes

At 9:35 a.m., after the arrival of the 7th board member, a quorum was established, Chair Threlkel convened the formal meeting. Approval of 11/10/15 Minutes – Cora Parker presented one minor addition. Chair motioned to accept minutes as amended, motioned by Kris Kautz. 7 in favor and none opposed. Unanimously Approved.

Prioritization Criteria Revision

Wally Rogers – A recommendation was brought to the board to revise the language for urgent priority ranking on projects to include situations defined as urgent when state funds were at risk. This would expedite project work and help mitigation risk. Motioned by Cora Parker and seconded by Kris Kautz. 7 in favor and none opposed. Unanimously Approved.

Members

Chair:

Peter Threlkel,

Secretary of State

Vice Chair:

Kris Kautz,

Department of Revenue

Phil Barnhart,

State Representative

Central Lane and Linn

Counties

Lee Beyer,

State Senator

District 6

Richard Chaves,

Chaves Consulting

Public Member

Kurtis Danka,

Department of

Transportation

Trevor Fiez,

Student Member

Tom Fuller,

Transportation

Department

Cora Parker,

Oregon State Treasury

Terrence Woods,

Office of State CIO

Kim Thatcher,

State Senator

District 13

Staff Support

Jason Rood

503-373-7670 [email protected]

http://www.oregon.gov/epab/pages/agenda_minutes_handouts.aspx

5/13/2015 Meeting Recap Page 2 of 3

Corrections Convenience Fee

Shelli Honeywell – In 2012 a website was created for the purpose of selling inmate products to the general public using a secure ecommerce platform (Google and PayPal). PayPal is not a State Treasury approved e-commerce solution. This convenience fee will bring the organization into compliance, improve efficiency, increase accuracy and is scalable. A $5 convenience fee is recommended for the new Online Shopping Store. Motioned by Kris Kautz and seconded by Kurtis Danka. 7 in favor and none opposed. Unanimously Approved.

Oregon Resident Survey Sub-Committee Updated

Peter Threlkel – The Sub-Committee has been looking at ways to gain feedback from visitors from Oregon.gov websites. The solution needed to be deployable across all agencies, be light and unobtrusive. The Google Customer Survey tool meets these requirements and leverages Google Analytics. The first site to have the survey tool deployed is Administrative Services. A demonstration of the tool and survey data will be available for the next meeting.

E-Government Program Update

Wally Rogers – Key efforts that E-Government Program has been involved in:

E-Government Work Order Tracking current processing time improved by 7 days over last December, to 134 days.

The E-Government Program partner NIC was certified by Verizon Cybertrust Security, an audit that includes 816 different controls.

Disaster Recovery testing was successful conducted in February. It was a success, with about 20-30 minutes to bring up the sites after they were moved. Not all the domain names were pointed at the global traffic manager correctly, something that will be fixed and retested.

E-Government Operations Update

Suzanne Jorgensen - Provided details on E-Government Operations:

From January 2015 through January 2016 e-commerce service processed over 3.3 million transactions resulting in $2.77 billion dollars collected for the state online.

The E-Government Service Desk has processed over 3686 support tickets from agencies since January. 99.87% of tickets have been resolved within the service level agreement, as reviewed by the E-Government Program. Uptime for Oreogn.gov is at 99.87%.

314 agency staff members have received training on new and supported systems.

Projects launched since last board meeting:

Applications: o Recreational Marijuana Licensing System o Government Ethics Commission Reporting System o Teacher Standards & Practices Commission Licensing System o Bureau of Labor & Industries Event Registration

Websites: o Department of Human Services o Oregon State Marine Board o Department of Revenue o Independent Contractors

5/13/2015 Meeting Recap Page 3 of 3

At this time 16 projects are being worked on, 21 “do it yourself” websites in process and 33 opportunities are in the queue. Four newly launched projects were showcased for the board:

Bureau of Labor and Industries-Technical Assistance Event Registration

Teacher Standard & Practices Commission-Online Licensing Application

Oregon Liquor Control Commission-Recreational Marijuana Licensing System

Government Ethics Commission-Electronic Filing System

Opportunity Report, Active Projects and New Project Prioritizations

Suzanne Jorgensen - Project Prioritization, Active Project and Opportunity reports can

be found in the EPAB space, in Oregon GovSpace. These reports will be provided as new projects are requested and prioritized. Currently there are 33 opportunities in the project queue, 21 “do it yourself” websites in progress and 16 active projects.

Annual Budget Review and Recommendation

Recommend DAS complete its contractual review and approval process for the E-Government budget. Motioned by Kris Kautz and seconded by Cora Parker. 7 in favor and none opposed. Unanimously Approved. Board would like to see 2011 data included, as opposed to being rolled up in later years, in documentation on operations.

Public Testimony

None

Meeting Wrap Up

Chair thanked board members for attending and adjourned meeting early at 11:29 am.

Action Items:

None

0

50

100

150

200

250

300

350

400

450

500

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34

Wo

rk D

ays

Number of Work Orders Processed since Jan 2014

E-Government Work Order ProcessingProcessing Times in Work Days

January 2014 to Present

Agency Finalization and Signature Work Days (Avg = 22)

DOJ Review Work Days (Avg = 28)

E-Gov Review Work Days (Avg = 11)

NIC / Agency Draft Work Days (Avg = 76)

An atypical DOJ review drove multiple revisions of E-Commerce language on this WOC.

E-Gov stopped review. 2 WOCs sent funds to NIC not Treasury for semi-Independant agencies. WOCs required new legal protections.

E-Government Work Order Process Review MetricsWork Orders Executed Jan. 2014 to Current Date: 5/4/2016

Name Type

NIC 1st Draft

to Agency

Date

NIC WOC

Draft to E-

Gov Date

NIC /

Agency

Draft Work

Days (Avg =

76)

E-Gov

Received

WOC Date

Days

E-Gov

Review

Complete

Date

E-Gov Review

Work Days

(Avg = 11)

DOJ Sent

WOC

DOJ

Completed

Review

DOJ Review

Work Days

(Avg = 28)

Finalization

and

Signature

Start

Finalization

and

Signatures

Completed

Agency

Finalization and

Signature Work

Days (Avg = 22)

1 Blind Commission Website Website 11/8/2013 12/13/2013 26 12/13/2013 12/26/2013 10 11/15/2013 12/13/2013 21 12/13/2013 1/7/2014 18

2 State Lands Unclaimed Property ReportingApplication 3/25/2013 5/15/2013 38 5/15/2013 5/16/2013 2 6/6/2013 9/3/2013 64 9/3/2013 1/23/2014 103

3 Veterans' Affairs Donation Store Application 10/17/2013 12/5/2013 36 12/5/2013 12/18/2013 10 12/19/2013 1/10/2014 17 1/10/2014 1/27/2014 12

4 Agriculture Website Website 11/27/2013 2/5/2014 51 2/5/2014 2/10/2014 4 1/6/2014 1/31/2014 20 1/31/2014 2/10/2014 7

5 Administrative Services Public Meeting Application 7/8/2013 11/22/2013 100 11/22/2013 11/22/2013 1 11/22/2013 3/5/2014 74 3/5/2014 3/14/2014 8

6 Employment Website Website 8/21/2013 3/29/2014 158 3/29/2014 3/31/2014 1 3/31/2014 4/8/2014 7 4/8/2014 4/24/2014 13

7 Ethics Commission Filing System Application 6/3/2014 7/3/2014 23 7/3/2014 7/15/2014 9 7/15/2014 7/23/2014 7 7/23/2014 8/12/2014 15

8 Governors Website Website 7/7/2014 8/12/2014 27 8/12/2014 8/13/2014 2 8/13/2014 8/20/2014 6 8/20/2014 8/25/2014 4

9 Secretary of State Business Wizard Application 6/3/2014 9/15/2014 75 9/15/2014 9/19/2014 5 8/13/2014 8/27/2014 11 8/27/2014 9/29/2014 24

10 Human Services 3rd Party Reporting Application 6/27/2014 8/19/2014 38 8/19/2014 8/25/2014 5 8/12/2014 8/27/2014 12 8/27/2014 9/25/2014 22

11 Human Services Website Website 4/17/2014 9/4/2014 101 9/4/2014 10/24/2014 37 11/6/2014 12/18/2014 31 12/18/2014 1/28/2015 30

12 Teachers Standards Practices Comm Lic Application 12/13/2013 10/8/2014 214 10/8/2014 10/10/2014 3 11/13/2014 1/29/2015 56 1/29/2015 3/12/2015 31

13 Liquor Control Comm. Marijuana Lic. Application 1/9/2015 3/4/2015 39 3/4/2015 3/4/2015 1 2/26/2015 3/4/2015 5 3/4/2015 3/30/2015 19

14 Administrative Services Coop ProcurementApplication 4/15/2014 5/27/2014 31 5/27/2014 5/27/2014 1 5/27/2014 7/10/2014 33 7/10/2014 7/17/2014 6

15 Administrative Services Fleet Payment Application 7/8/2014 7/15/2014 6 7/15/2014 7/25/2014 9 8/11/2014 5/1/2015 190 5/1/2015 6/26/2015 41

16 Marine Board Website Website 3/19/2015 4/15/2015 20 4/15/2015 5/5/2015 15 5/5/2015 7/10/2015 49 7/10/2015 7/21/2015 8

17 DEQ VIP Remote Reporting Payment Application 12/12/2014 6/3/2015 124 6/3/2015 6/17/2015 11 7/22/2015 8/12/2015 16 8/12/2015 8/27/2015 12

18 Labor & Industries Event Registration Application 2/4/2015 6/22/2015 99 6/22/2015 6/29/2015 6 9/10/2015 9/11/2015 2 9/11/2015 9/21/2015 7

19 Education Website Website 4/23/2015 7/21/2015 64 7/21/2015 8/19/2015 22 8/24/2015 9/8/2015 12 9/8/2015 9/29/2015 16

20 Geologist License Lic Renew Application 12/30/2014 4/8/2015 72 4/8/2015 7/23/2015 77 9/8/2015 10/21/2015 32 10/26/2015 10/30/2015 5

21 Landscape Architect Lic Renew Application 12/30/2014 4/8/2015 72 4/8/2015 7/23/2015 77 9/8/2015 10/19/2015 30 10/26/2015 10/30/2015 5

22 Corrections Inmate Stores Application 10/16/2014 2/9/2015 83 2/9/2015 3/20/2015 30 11/17/2015 11/20/2015 4 11/20/2015 12/15/2015 18

23 Environmental Quality Website Website 6/30/2015 8/26/2015 42 8/26/2015 9/10/2015 12 9/25/2015 11/2/2015 27 11/3/2015 11/24/2015 16

24 Employer Relations Bd Case Mgmt Application 8/12/2015 10/7/2015 41 10/7/2015 10/8/2015 2 10/9/2015 11/2/2015 17 11/2/2015 11/17/2015 12

25 Energy Website Website 7/15/2015 9/16/2015 46 9/16/2015 9/17/2015 2 9/29/2015 10/26/2015 20 10/26/2015 11/24/2015 22

26 Landscape Architect Payment Processing Application 10/8/2015 10/16/2015 7 10/16/2015 10/16/2015 1 10/16/2015 11/2/2015 12 11/2/2015 11/30/2015 21

27 Public Stds Safety & PASSPORT Application 5/5/2014 12/3/2015 414 9/28/2015 9/29/2015 2 12/3/2015 12/30/2015 20

28 Geologist Payment Processing Application 10/8/2015 10/16/2015 7 10/16/2015 10/16/2015 1 10/16/2015 11/4/2015 14 11/4/2015 11/30/2015 19

29 Water Resources Payment Processing Application 5/4/2015 9/10/2015 94 9/10/2015 9/28/2015 13 10/12/2015 1/12/2016 67 1/12/2016 4/22/2016 74

30 Forestry Wood & Log tracking WALT Application 8/7/2014 12/16/2015 355 12/16/2015 12/17/2015 2 1/20/2016 2/8/2016 14 2/8/2016 3/29/2016 37

31 Business Oregon Payment Processing Application 1/5/2016 1/6/2016 2 1/6/2016 1/7/2016 2 1/8/2016 1/20/2016 9 1/20/2016 2/2/2016 10

32 Human Services - OPAR Client Maintenance Req. ApplicationApplication 12/15/2015 1/11/2016 20 1/11/2016 1/12/2016 2 1/13/2016 2/4/2016 17 2/4/2016 4/6/2016 45

33 State Lands Payment Processing Application 11/6/2015 1/11/2016 47 1/11/2016 1/12/2016 2 2/5/2016 3/4/2016 21 3/4/2016 4/26/2016 38

34 Human Services Medical Marijauna E-Commerce Services Applcation 2/1/2016 2/5/2016 5 2/5/2016 2/8/2016 2 2/9/2016 2/12/2016 4 3/1/2016 3/14/2016 10

35 Landscape Contractors License Renew Application 10/29/2014 HOLD

36 Landscape Contractors Payment ProcessingApplication 10/29/2014 HOLD

37 Ethics Commision - Case Mgmt Application 2/3/2016

38 Tax Practitioners Payment Processing Application 4/25/2016

Average Days 76 11 28 22

Prepared on 5/4/2016

Oregon E-Government Active Project Report

# Agency Name of Project Project Type Project Phase Project Sponsor Priority Funding Type Stage

1

Teacher Standards and

Practices Commission

(TSPC)

TSPC Licensing

Application

Application + E-

Commerce Production Phase I

Victoria Chamberlain,

Executive Director

[email protected]

503-378-6813 15 Convenience Fee

Stage 4 -

Execution

2

Department of Human

Services / Health

Authority

3rd Party Insurance

Reporting Form Phase II Application Requirements Gathering

Charles Hibner, Administrator,

[email protected] 503-932-

6338 20

Sponsor

Organization

Funded

Stage 3 -

Planning

3 Ethics Commission

Ethics Commission

Filling and Reporting

System Phase II Application UAT

Ron Bersin, Executive Director


5105 15

Sponsor

Organization

Funded

Stage 4 -

Execution

4

Corrections

Department

Corrections E-

Commerce Stores

Application + E-

Commerce UAT

Tom Watson, Captain

[email protected]

503-373-1142 12

Sponsor

Organization

Funded

Stage 4 -

Execution

5

Department of Human

Services

Client Maintenance Unit

Request System Application UAT

Nicky Jeffreys, Section Manager

[email protected]

503-378-3410 15

Sponsor

Organization

Funded

Stage 4 -

Execution

6

Environmental Quality,

Department of (DEQ) DEQ Website Redesign Website Content Build Out

Joanie Stevens-Schwenger, Office of

Communications and Outreach

Manager

[email protected].

or.us

503-229-6585 20 Portal Funded

Stage 4 -

Execution

7 Energy Department

Energy Website

Redesign Website Usability Studies

Diana Enright

Communication and Outreach

Manager

[email protected]

503-378-8278

20 Portal Funded

Stage 4 -

Execution

8

Landscape Architect

Board License Renewal

Application + E-

Commerce Development

Christine Valentine, Board

Administrator

[email protected]

503-589-0093 12

Sponsor

Organization

Funded

Stage 4 -

Execution

9

Liquor Control

Commission

Recreational Marijuana

License Application

Phase 2

Application + E-

Commerce Development

Will Higlin, License & Permit Program

Manager [email protected]

(503) 872-5224 12

Sponsor

Organization

Funded

Stage 4 -

Execution

5/4/2016 1

Oregon E-Government Active Project Report

10 Secretary of State

Business Wizard -

License Directory Phase

2 Application Requirements Gathering

Peter Threlkel, Director, Corporations

Division

[email protected]

503-986-2205 10

Sponsor

Organization

Funded

Stage 4 -

Execution

11

Board of Geologist

Examiners Payment Processing

Application + E-

Commerce Requirements Gathering


Administrator

[email protected]

503-589-0093 9

Sponsor

Organization

Funded

Stage 3 -

Planning

12

Oregon Business

Development

Department

Business Oregon

Payment Processing E-Commerce Requirements Gathering

Tom Riel, DPO


0032 18

Sponsor

Organization

Funded

Stage 3 -

Planning

13

Landscape Architect

Board Payment Processing

Application + E-



Administrator

[email protected]

503-589-0094 9

Sponsor

Organization

Funded

Stage 3 -

Planning

14

Employment Relations

Board

Employment Relations

Board Filing and

Payment System

Application + E-


Kathryn Logan, Board Chair

[email protected]

503-378-8038 9

Sponsor

Organization

Funded

Stage 4 -

Execution

5/4/2016 2

Oregon E-Government Opportunity Report

# Agency Name of Project Project Type Project Description Project Sponsor Priority

Priority

Description

Funding

Type Stage

1

Education

Department (ODE)

Education Website

Redesign and

transition to

SharePoint Website

Website redesign for the

Department of Education

Sarah Pope, Chief of Staff

[email protected]

503-947-5652 20 High Priority

Portal / Self-

Funded

Stage 3 -

Planning

2

Forestry Department

(ODF)

Web Access to WALT

System Application

Enable ODF business

partners to view upcoming

timber sales online leveraging

the agency’s new WALT

system.

Ed DeBlander, State Forest

Asset Management Manager

[email protected]

503-945-7348 12 Medium Priority

Sponsor

Organization

Funded

Stage 3 -

Planning

3

State Lands,

Department of (DSL)

State Lands Online

Payment Processing

Application + E-

Commerce

Online payment processing

system for agency fee

collection.

Eric Andersen, Information

Systems Manager

[email protected]

503-986-5228 16 High Priority

Sponsor

Organization

Funded

Stage 3 -

Planning

4

Water Resources

Department Payment Processing E-Commerce

E-commerce solution to plug

into third party application to

process permit payments.

Ken Smith, IS Manager

[email protected]

r.us 503-986-0867 24 Medium Priority

Sponsor

Organization

Funded

Stage 3 -

Planning

5

Public Safety

Standards and

Training (DPSST)

DPSST Constituent

Portal (PASSPORT) Application

Public Safety Standards and

Training (DPSST) Application

Brian Henson, Information

Technology Director

[email protected]

503-378-2155 TBD TBD

Sponsor

Organization

Funded

Stage 3 -

Planning

6

Landscape

Contractors Board License Renewal

Application + E-

Commerce

Online license renewal

system.

Shelley Sneed, Administrator

[email protected]

s

503-967-6291 ext. 224 TBD TBD

Convenienc

e Fee

Stage 2 -

Initiation

7

Advocacy

Commissions Office

Advocacy

Commissions Website

Redesign Website

Website redesign for the five

websites the Advocacy

Commission manages.

Nancy Kramer, Executive

Assistant

[email protected]

503-302-9725 TBD TBD

Portal

Funded

Stage 2 -

Initiation

8

Environmental

Quality, Department

of (DEQ)

DEQ Public Records

Request Store

Application + E-

Commerce

Application to process public

records requests and

payments.

Dana Huddleston,

Records Officer

[email protected].

or.us

541-687-7339 TBD TBD TBD

Stage 2 -

Initiation

9

Geology and Mineral

Industries

Department

Geology and Mineral

Industries Website

Redesign Website

Department of Geology and

Mineral Industries Website

Redesign

Vicki McConnell, Agency

Director

[email protected]

e.or.us

971-673-1550 TBD TBD

Portal

Funded

Stage 2 -

Initiation

10

Government Ethics

Commission

Government Ethics

Commission Website

Redesign Website

Government Ethics

Commission Website

Redesign

Ron Bersin, Executive

Director

[email protected]

503-378-5105 TBD TBD

Portal

Funded

Stage 2 -

Initiation

5/4/2016 1


11

Housing &

Community Services

(OHCS)

OHCS Website

Redesign Website

Website Redesign for

Department of Housing and

Community Services

Jon Gail, Communications

and Policy Analyst

[email protected]

503-986-2064 TBD TBD

Portal

Funded

Stage 2 -

Initiation

12

Library, Oregon State

(OSL)

State Library website

and state employee

info center Redesign Website

Website and state employee

info center redesign for the

State Library

Margie Harrison, Program

Manager

[email protected]

503-378-5030 TBD TBD

Portal

Funded

Stage 2 -

Initiation

13

Marine Board

(OSMB) Boating Access App Application

Mobile application that

provides information to

interested boaters.

Scott Brewen, Director

[email protected]

503-378-2619 TBD TBD

Portal

Funded

Stage 2 -

Initiation

14 Nursing Board

License Renewal

System Update

Application + E-

Commerce

Updated features for online

licensing systems

Ruby Jason, Executive

Director

[email protected]

971-673-0639 TBD TBD TBD

Stage 2 -

Initiation

15

Public Employees

Retirement System

(PERS)

PERS Website

Redesign Website PERS Website Redesign

David Crosley,

Communications Officer

[email protected]

503-603-7693 TBD TBD TBD

Stage 2 -

Initiation

16

Public Utility

Commission

Public Utility

Commission Website

Redesign Website

Public Utility Commission

Website Redesign

Mark Hansen, Email and

Messaging Specialist

[email protected]

503-378-8954 TBD TBD

Portal

Funded

Stage 2 -

Initiation

17 Secretary of State

Corporation Division

Data Extract Application

Modernize, standardize and

enhance data extract from

Corporation Division’s

databases.

Peter Threlkel, Director,

Corporations Division

[email protected]

503-986-2205 TBD TBD TBD

Stage 2 -

Initiation

18

State Lands,

Department of (DSL)

State Lands Website

Redesign Website

Department of State Lands

Website Redesign

Eric Andersen, Information

Systems Manager

[email protected]

503-986-5228 TBD TBD

Portal

Funded

Stage 2 -

Initiation

19

Transportation,

Department of

(ODOT)

Oversize / Overweight

Routing System Application

Enabling motor carriers

needing to transport oversize

or overweight shipments to

electronically process and

approve their route.

Gregg DalPonte, Division

Administrator

[email protected]

503-378-3651

TBD TBD TBD

Stage 2 -

Initiation

20

Marine Board,

Oregon State

(OSMB)

Marine Board Law

Enforcement

Application Application

Expand Law Enforcement API

requirements currently in

place with the Agency's new

database.

Scott Brewen, Director

[email protected]

503-378-2619 TBD TBD TBD

Stage 2 -

Initiation

5/4/2016 2


21

Department of

Corrections

Department of

Corrections Website

Redesign Website

Redesign of the Corrections

Department website.

Elizabeth Craig,

Communications

Adminstrator

[email protected]

r.us

503-945-0930 TBD TBD

Portal

Funded

Stage 2 -

Initiation

22

Transportation,

Department of

(ODOT)

Statewide Public

Records Request

System Application

Redesign of the

Transportation Department

website.

Tom Fuller Strategic

Communications Manager

[email protected]

s (503) 986-3455 TBD TBD TBD

Stage 2 -

Initiation

23

Government Ethics

Commission

Case Management

System Application

Case management system to

replace paper-based system

for complaints, investigative

files and forms.

Ron Bersin, Executive

Director

[email protected]

503-378-5105 TBD TBD TBD

Stage 3 -

Planning

24

Department of

Human Services /

Health Authority

Personal Injury Claim

Interface Application Application

Injury Claim interface

application to streamline and

automation personal injuring

reporting.

Nikki Jeffreys,

PEME TPL Section Manager

[email protected]

(503) 378-3410 TBD TBD TBD

Stage 2 -

Initiation

25

Department of

Administrative

Services

DAS Fleet Online

Payment Processing

Application + E-

Commerce

Online store that allows

customers to purchase Fleet

& Parking Services goods

and services and remit

payment via credit card.

Inga Duncan, Data Analyst

[email protected]

503-373-7741 TBD TBD

Sponsor

Organization

Funded

Stage 2 -

Initiation

26

Appraiser

Certification

Licensure Board

Appraiser Certification

Licensure Board

Payment Processing E-Commerce

Online payment processing

system for agency fee

collection.

Gae Lynne Cooper,

Administrator

[email protected]

v

503-485-2555 TBD TBD

Sponsor

Organization

Funded

Stage 3 -

Planning

27

Bureau of Labor &

Industries (BOLI)

Publications E-

Commerce Store

Application + E-

Commerce

Online store for sales of

employer handbooks and

composite posters.

Jennifer Germundson,

Technical Assistance for

Employers Manager

[email protected]

r.us

971-673-0829 TBD TBD TBD

Stage 2 -

Initiation

28

Liquor Control

Commission

Liquor Control

Commission Licensing

Application

Application + E-

Commerce

An online application for

liquor licensing and e-

commerce payment, alcohol

and service permit education

test and payment, and beer

and wine privilege tax

collection

Will HiglinSenior Director of

Licensing and Compliance

[email protected] (503)

872-5224 TBD TBD TBD

Stage 2 -

Initiation

5/4/2016 3


29

Long-Term Care

Ombudsman

Long Term Care

Ombudsman Website

Redesign Website

Redesign of the Long-Term

Care Ombudsman website.

Gretchen Jordan,Deputy

Director

[email protected]

.us (800) 522-2602 TBD TBD TBD

Stage 2 -

Initiation

30

Police, Oregon State

(OSP)

State Police Website

Redesign Website

Redesign of the State Police

website.

Dan Bunch Solutions

Designer

[email protected]

(971) 600-7413 TBD TBD TBD

Stage 2 -

Initiation

31

Forestry Department

(ODF)

Log Brand

Registratration


An online application for the

public to register and renew

state mandated log brands,

log brands directory and

forms.

Steven Hoffert, State Forest

CIO

[email protected]

(503) 945-7337 TBD TBD TBD

Stage 2 -

Initiation

32

Geology and Mineral

Resources

Department Permit System E-Commerce Online mining permit store.

Brad Avy, State Geologist

[email protected]

(917) 673-1555 TBD TBD TBD

Stage 2 -

Initiation

33 Judicial Department Website Redesign Website Redesign of Judicial Website

Bryant Baehr, CIO

[email protected]

503-986-4515 TBD TBD TBD

Stage 2 -

Initiation

34

Police, Oregon State

(OSP) Intranet Website

Hosted SharePoint agency

intranet

Dan Bunch, Solutions

Designer

[email protected](97

1) 600-7413 TBD TBD TBD

Stage 2 -

Initiation

35

Teacher Standards

and Practices

Commission (TSPC)

Investigation Data


Case management system to

replace paper-based system

for complaints, investigative

files and forms.

Victoria Chamberlain,

Executive Director

victoria.chamberlain@oregon.

gov

503-378-6813 TBD TBD TBD

Stage 2 -

Initiation

36

Board of Tax

Practitioners Payment Processing E-Commerce

E-commerce solution to plug

into third party application to

process license payments.

Howard Moyes, Executive

Director

[email protected]

(503) 378-4733 TBD TBD TBD

Stage 2 -

Initiation

37

Consumer &

Business Services

(DCBS) Payment Processing E-Commerce

E-commerce solution to

accept payments for health

publications and rules.

Stephanie Ficek, Publications

Coordinator

[email protected]

(503) 947-7389 TBD TBD TBD

Stage 2 -

Initiation

5/4/2016 4

1

Oregon Electronic Government Portal Advisory Board Project Prioritization Evaluation Summary Report

Name of Project: Medical Marijuana Programs Payment Processing

Type of Project: E-Commerce Sponsoring Organizations: Department of Human Services and Oregon Health Authority

Project Sponsor: Name: Shawn Jacobsen Title: Controller Phone: 503-945-6869 Email: [email protected]

Proposed Funding Model: Sponsor Organization Funded

Project Overview: Agency seeks an electronic payment processing service that will enable Agency Applications for the Medical Marijuana Programs to process electronic payments for existing and future Medical Marijuana programs and services through Contractor’s Payment Application services. Agency Applications may be added under the Change Process.

mailto:[email protected]

2

Project Grid Ranking

= Ranking

LO

W

PR

IOR

ITY

HIG

H

6

LEGEND

5

Continue – High

Priority

4

Continue – Medium

Priority

3

Continue – Low Priority

2

Re-evaluate Project

1

Discontinue Project

0 1 2 3 4 5 6

HIGH RESOURCE LOW

Project ranking is determined by evaluating both priority and portal resource determinants. The Priority scale is a range from 1 to 6 with 1 being a low level and 6 being a high level. The Resource scale is a range from 6 to 1 with 6 being a low level and 1 being a high level. In the event that the Sponsoring Organization disagrees with the evaluation, they can request a reevaluation by the E-Government Program Manager, and if desired, appeal to a sub-group of the multi-agency board established by the Director of Department of Administrative Services. Priority is defined by the level of importance of the project completion as follows:

1. VERY LOW: Very small number of users served, no citizen/business impact 2. LOW: Small number of users served, some citizen/business impact (e.g. 100

citizens/businesses served) 3. MEDIUM: One agency, moderate citizen/business impact (e.g. less than 1,000

citizens/businesses served) 4. HIGH: One or several agencies, moderate number of users, large citizen/business impact

(e.g. between 1,000 and 5,000 citizens/businesses served) 5. VERY HIGH: Enterprise/multi-agency benefit, very large citizen/business impact (e.g. more

than 5,000+ citizens/ businesses served) 6. URGENT: Documented statutory, regulatory grant or other funding deadlines; other urgent

statutory compliance or enterprise level needs; any non-compliance with Oregon Public Funds or other industry regulatory requirements that place state funds at risk of loss.

Resource is defined by the available E-Government Portal Provider resources, level of resources required, available sponsoring organization resources, the projected time to obtain the required resources for the project to be completed and if the project provides funding which will add resources.

1. Dedicated Staff: Project requires dedicated staff to be allocated to the project 100% thus impacting the ability to work on any other projects or portal needs.

2. VERY HIGH: Very high number of staff resources are needed to complete the project. Development time is estimated to be greater than 3,000 hours.

3. HIGH: High number of staff resources are needed to complete the project. Development time is estimated to be between 500 and 3,000 hours.

3

4. MEDIUM: Medium number of staff resources are needed to complete the project.

Development time is estimated to be between 100 and 500 hours. 5. LOW: Small number of staff resources are needed to complete the project. Development time

is estimated to be between 40 and 100 hours. 6. VERY LOW: Very small number staff resources are needed to complete the project.

Development time is estimated to be less than 40 hours.

Overall Ranking Score: 36 – High Priority

Citizen/Business Impact: This project has been categorized as a Level 6 Urgent priority.

Organization(s)/Enterprise Served: Department of Human Services and Oregon Health Authority Urgent Requirement: Treasury banking requirement, changes required by April 30, 2016.

Priority Score Description: Based on agency provided information the service will be available to over 1100 licensees. The project priority has been categorized as Urgent based on a banking update required by Treasury. Urgent: Documented statutory, regulatory grant or other funding deadlines; other urgent statutory compliance or enterprise level needs.

Resource Score Description: Based on the discovery and requirements gathering, this project is estimated to require 34 hours for development, which places the project in the Level 6, Very Low resource category, as described in the Project Grid Ranking above.

Risk Rating and Impact: Low there are no identified risks for this project:

A. None (LOW, MED, HIGH - A high-risk rating can decrease Value ranking by 2-5 steps.)

Project Funding Overview (if applicable)

Funding Type: Sponsor Organization Funded

Funding Overview: This project is funded through Portal Fee, by the sponsor organization through

an executed Work Order Contract and Statement of Work. The Agency shall pay Contractor all amounts due under the Work Order Contract at the completion of each Deliverable delivered to and

accepted by Agency according to the Statement of Work. The fees associated with this project will

consist of the following:

4

Fee Category Amount

Contractor Portal Fee Contractor Merchant Provider Fees Agency agrees to reimburse Contractor via monthly invoice for merchant costs, Chargeback fees, and in the event daily refunds exceed daily deposits. Merchant Card costs that will be invoiced to the agency are as follows: Interchange, Assessment and WorldPay’s $.02 per transaction Processing Fee.

$1.00 per transaction Variable per transaction. Agency agrees to reimburse Contractor via monthly invoice for merchant costs and Chargeback fees.

Convenience Fee Analysis for Board Recommendation: Not applicable

1


Name of Project: Woods Accounting and Log Tracking (WALT) Public Search Services

Type of Project: Custom Application Sponsoring Organization: Department of Forestry

Project Sponsors: Name: Ed DeBlander Title: State Forest Asset Management Manager Phone: 503-945-7348 Email: [email protected]


Project Overview: The purpose of this project is to retrieve and provide Oregon Department of Forestry business partners and the general public a view through the internet of the following information managed through Agency’s WALT system:

. Upcoming Timber Sales

. Timber Sale Bid Results

. Approved Scaling Locations

2


= Ranking

LO

W

PR

IOR

ITY

HIG

H

6

LEGEND

5

Continue – High

Priority

4

Continue – Medium

Priority

3


2

Re-evaluate Project

1

Discontinue Project

0 1 2 3 4 5 6

HIGH RESOURCE LOW












3





Overall Ranking Score: 12 Medium Priority

Citizen/Business Impact: This project has been categorized as a Level 3, Medium priority.

Organization(s)/Enterprise Served: Department of Forestry Urgent Requirement: None

Priority Score Description: Based on agency provided information the service will be available to 500 business partners. The project priority has been categorized as Medium Priority. One agency, moderate citizen/business impact (e.g. less than 1,000 citizens/businesses

served).

Resource Score Description: Based on the discovery and requirements gathering, this project is estimated to require 391 hours for development, which places the project in the Level 4, Medium resource category, as described in the Project Grid Ranking above.

Risk Rating and Impact: Medium there are 2 identified risks for this project:

A. Agency activities may incur up to 30 day added delay during fire season. B. Completion of the project is dependent on completion of tasks to schedule by third

party WALT contractor described in the Tasks and Deliverables. Failure of third part contractor to meet schedule would have a negative impact to this schedule. (LOW, MED, HIGH - A high-risk rating can decrease Value ranking by 2-5 steps.)



Funding Overview: This project is funded through Subscription Fee paid by the sponsor

organization through an executed Work Order Contract and Statement of Work. The Agency shall pay Contractor all amounts due under the Work Order Contract at the completion of each Deliverable

delivered to and accepted by Agency according to the Statement of Work. The fees associated with

this project will consist of the following:

Fee Category Amount Period

Subscription Fee $ 12,000 Annual

Convenience Fee Analysis for Board Recommendation: Not Applicable.

1


Name of Project: Client Maintenance Unit Request System

Type of Project: Custom Application

Sponsoring Organization: Department of Human Services

Project Sponsors: Name: Nicky Jeffreys Title: Section Manager, Office of Payment Accuracy and Recover Phone: 503-378-3410 Email: [email protected]


Project Overview: The Client Maintenance Unit Request System will provide a secure online form that will be used by DHS/OHA staff to send OPAR requests to make updates to client records that may be impacting benefits and program accuracy. An online web form provides a secure, streamlined and consistent manner to submit and receive change requests. This application will improve quality and completeness of submitted forms, improving Agency's ability to process requests.

2


= Ranking

LO

W

PR

IOR

ITY

HIG

H

6

LEGEND

5

Continue – High

Priority

4

Continue – Medium

Priority

3


2

Re-evaluate Project

1

Discontinue Project

0 1 2 3 4 5 6

HIGH RESOURCE LOW












3





Overall Ranking Score: 15 – High Priority

Citizen/Business Impact: This project has been categorized as a Level 5 Very High priority.

Organization(s)/Enterprise Served: Department of Human Services, Oregon Health Authority, and Oregon Youth Authority. Urgent Requirement: None

Priority Score Description: Based on agency provided information the service will be available to more than 5000 multi-agency staff submissions on behalf of insured Oregonians. The project priority has been categorized as Very High: Enterprise/multi-agency benefit, very large citizen/business impact (e.g. more than 5,000+ citizens/ businesses served).

Resource Score Description: Based on the discovery and requirements gathering, this project is estimated to require 730 hours for development, which places the project in the Level 3, High resource category, as described in the Project Grid Ranking above.

Risk Rating and Impact: Low, there are 1 identified risks for this project:

A. Agency has a fixed Phase I completion date that cannot extend beyond April 30, 2016. Based on this, only the defined Phase I specifications agreed to by parties will be included. All other specifications will have to be included with the Phase II project work.

(LOW, MED, HIGH - A high-risk rating can decrease Value ranking by 2-5 steps.)



Funding Overview: This project is funded through Subscription Fee by the sponsor organization

through an executed Work Order Contract and Statement of Work. The Agency shall pay Contractor all amounts due under the Work Order Contract at the completion of each Deliverable delivered to and

accepted by Agency according to the Statement of Work. The fees associated with this project will

4

consist of the following:

Fee Category Amount Period

Subscription Service Fee (Phase I)

Subscription Service Fee (Phase II)

Total Subscription Service Fee (Phase I and Phase II)

$2,300

$500

$2,800

Monthly* Monthly Monthly

*Agency agrees that the Phase I monthly subscription service fee amount is payable upon completion of Phase I (indicated by Agency’s execution of a Letter of Acceptance for Phase I). Agency agrees that the Phase II monthly subscription service fee amount is payable upon completion of Phase II (indicated by Agency’s execution of a Letter of Acceptance for Phase II).


V 1.0

1


Name of Project: State Lands Online Payment Processing

Type of Project: E-Commerce & Application Sponsoring Organization: Oregon Department of State Lands

Project Sponsors: Name: Cynthia Wickham Title: Assistant Director Phone: 503-689-3957 Email: [email protected]


Project Overview: The Oregon Department of State Lands collects fees such as regulatory and proprietary permit renewals, public record requests, charges for making copies of records, and other permits, authorizations and fees. The purpose of this project is to streamline the fee payment process by taking payments online initially for regulatory and proprietary permit renewals, public record request fees and unclaimed property. Contractor shall develop and deliver the Online Payment Processing Application and establish and maintain Services that will enable Customers to easily and securely pay Agency fees with Credit Cards and Debit Cards via Agency’s website.

V 1.0

2


= Ranking

LO

W

PR

IOR

ITY

HIG

H

6

LEGEND

5

Continue – High

Priority

4

Continue – Medium

Priority

3


2

Re-evaluate Project

1

Discontinue Project

0 1 2 3 4 5 6

HIGH RESOURCE LOW











V 1.0

3






Overall Ranking Score: 16 – Medium Priority

Citizen/Business Impact: This project has been categorized as a Level 4 High priority.

Organization(s)/Enterprise Served: Department of State Lands Urgent Requirement: None

Priority Score Description: Based on agency provided information the service will be available to between 1000 and 5000 permit applicants and holders. The project priority has been categorized as High: One or several agencies, moderate number of users, large citizen/business impact (e.g. between 1,000 and 5,000 citizens/businesses served)

Resource Score Description: Based on the discovery and requirements gathering, this project is estimated to require 385 hours for development, which places the project in the Level 4 Medium resource category, as described in the Project Grid Ranking above.

Risk Rating and Impact: Low there are 1 identified risks for this project:

A. Contractor is in the process of hiring a developer and until this position is filled the estimated project start date and completion dates are at risk.

(LOW, MED, HIGH - A high-risk rating can decrease Value ranking by 2-5 steps.)



Funding Overview: This project is funded Portal Fee through an executed Work Order Contract

and Statement of Work. The Agency shall pay Contractor all amounts due under the Work Order Contract at the completion of each Deliverable delivered to and accepted by Agency according to the

Statement of Work. The fees associated with this project will consist of the following:

Fee Category Amount

Portal Fee $1.00 / transaction


Website Feedback Tool &

Reporting Matt Snow

May 2016 EPAB Board Meeting

Requirements

1. Collect page-level satisfaction feedback from visitorsto all Oregon.gov websites

2. Non-intrusive and non-invasive

3. Easy to implement

4. Provide statewide reports

Solution

•No cost

• Leverages existing technology Agencies already using Analytics to collect anonymous metrics on page views, document downloads, outbound links, & email

Example code snippet

<div class=“or-helpful-page-poll”></div>

<script src=”…/helpful-page-poll-bs3.js"></script>

How it appears

http://www.oregon.gov/das/OSCIO/Pages/EGov.aspx

http://www.oregon.gov/das/OSCIO/Pages/EGov.aspx

How it works

Helpful? = 1 point

_gaq.push(['_trackEvent', 'Helpful Page Poll', 'Vote', pagePath, 1, false]);

Not Helpful? = 0 points

_gaq.push(['_trackEvent', 'Helpful Page Poll', 'Vote', pagePath, 0, false]);

Statewide Analytics Data

Example Data

How to read the report

This chart shows you all pages which were voted on during the set Date Range.

For each page, the Average Value is your page Satisfaction Score.

Event Value / Total Events = Score

Example Data

Example Data

Helpful Website Score Ranking

Example Data

Top 10 Helpful Website Scores

Example Data

Bottom 10 Helpful Website Scores

Example Data

Full Oregon.gov Helpful Websites Report

• Full report to be available on a quarterly basis

• Report to be summarized at agency-level

•Meanwhile, agencies have access to on-demand, detailed page reporting via Google Analytics website

Agency Reporting

1. Log in to Google Analytics

2. Select your Agency’s Property or View

3. Set your Date Range (e.g. May 1, 2015 – May 1, 2016)

4. Choose Customization and a Report

• Helpful Page Poll Report (All Traffic)

• Helpful Page Poll Report (Excluding State Government)

5. Choose your Site from the List and Drill Down as Necessary

Agency Reporting

What should I do if my pages have a low helpfulness score?

Score Improvement GuideWhen performing a content audit, you can look for:

1. Thin page content (less than three paragraphs)

2. Readability of content (comprehension / complexity)

• Reading Ease Score (Flesch Kincaid ) – Used extensively in the field of education

• Gunning Fog Score – Estimates years of formal education needed to understand content

3. Broken links

4. Inaccurate, misleading, and/or stale page content

5. Repetitious or contradictive content across the site

6. Improper layout or extremely long page without means to search

Score Improvement Guide

Other avenues to consider:

7. Add an additional survey to a low-scoring page

8. Conduct usability testing with public

9. Evaluate referral links from other pages

• Consider including an alert, such as

• “Looking for ___? Find more information on our ___ page!”

Requirements Met

1. Collect page-level satisfaction feedback from visitors to all Oregon.gov websites

2. Non-intrusive and non-invasive

3. Easy to implement

4. Provide statewide reports

Additional Benefits

1. Agency-level reports

2. Utilizes existing technology familiar to agencies

3. No cost

4. Continuously improved webpages for Oregon residents!

✔

✔

✔

✔

Oregon E-Government OperationsMAY 2016 EPAB UPDATE

E-Commerce HighlightsJanuary through April 20161,003,591 transactions = $871,208,243.55 securely processed for Oregon

250

255

260

265

270

275

280

285

290

$0

$50

$100

$150

$200

$250

$300

Jan-16 Feb-16 Mar-16 Apr-16

Tran

sact

ion

s in

Th

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ds

Am

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in M

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Amounts Transactions

Service Desk OverviewJanuary – April 2016

• Service Desk Tickets

• 1205 Tickets Created

• 1222 Tickets Resolved

• 99.83% of tickets met response time SLAs

• Uptime Report

• 99.97% - Oregon.gov Websites• 100.00% - Custom Applications• 99.96% - E-Commerce Stores

• 36 users trained

New ServicesApplication◦ Medical Marijuana License Stores

Websites◦ Board of Optometry

◦ Appraiser Certification & Licensure Board

◦ State Treasurer (Oregon Retirement Savings Plan)

◦ Department of Administrative Services (DAS)

◦ Oregon Geospatial Enterprise Office (DAS)

◦ Oregon Job Opportunities (DAS)

14 projects in process14 Agency-managed websites in progress

5 work orders being drafted37 known opportunities

Project Spotlight

Department of Administrative Services

Website Redesign

• Agency-managed website redesign

• Excellent project management & internal communications

• User-driven design

• Incorporated new websites into the project: Geospatial Enterprise Office (/geo) and Job Opportunities (/jobs)

Project Spotlight

Oregon Retirement Savings Plan

Office of the Oregon State Treasury

• Agency-managed new website

• Use task boxes as extended navigation

• Incorporated Google calendar and twitter feeds

Project Spotlight

Oregon Board of Optometry

• Agency-managed, new to Oregon E-Government Program

• Task focused design

• Simple, straight forward navigation

Old Optometry Website:

Project Spotlight

Oregon Board of Optometry

• Agency-managed, new to OregonE-Government Program


• Simple, straight forward navigation

New Optometry Website:

Project Spotlight

Appraiser Certification and Licensure Board



• Simple, streamlined content

Old ACLB Website:

Project Spotlight

Appraiser Certification and Licensure Board



• Simple, streamlined content

New ACLB Website:

agenda e-government portal advisory board

Documents