Portal User Group Meeting

1. Portal User Group Meeting September 3, 2009

2. Agenda • Updates • Accessibility Committee • Work Intake • USA Search • Stock Photos • Census 2010 • Who Has Access to your Site? • Connecticut Recovery Initiative

3. Agenda • DSF.Net Upgrade • Project Update • Project Schedule • Upgrade Process Information • Training Plan • Social Networking Policies • DSF.Net and PMG • WebTrends SDC

4. Agenda • Reminders • Exporting WebTrends Reports • New File Types • Effective Dates – Content Expiring Notifications • Office 2007 – Saving Versions Down • Upgrading to IE 8 • System Admin Communications

5. State of ConnecticutWeb Site Accessibility Committee Pam Casiano Chair pam.casiano@ct.gov http://www.access.state.ct.us/Default.htm

6. Accessibility Committee • Listserv • Policy • Committee meeting (October) • Workshops • Basic Training • PDF Documents • Video Compliance

7. Updates – Work Intake • All requests should go to the Help Desk by calling or using the online forms • Any urgent issues should be called into the Help Desk at 622-2300 • Online service request form • Incident • RFS • Consultation • http://www.ct.gov/doitservices/cwp/view.asp?a=1200&Q=257978

8. Work Intake Overview PMG User Group

9. Work Intake Improves DOIT’s ability to understand how limited resources are being allocated by achieving the following objectives: • Establish “work channels” for incoming work requests; • Establish a common DOIT work request database; • Close “back door” DOIT work requests which never get tracked; • Apply the right level of methodology “rigor” to work requests based on risk, size & complexity; • Provide management reports of DOIT work requests across all work channels; • Position DOIT for effective resource forecasting and expectation-setting with Agencies 9

10. Work Intake Project BACK DOOR • Phone Calls • Drive By • Email Black Hole

11. WORK CHANNELS Services Projects Break Fix Enhancements Consultations Back Door IMPACT

12. DOIT Work Intake Channels Description Criteria Methodology Used • SDM Standard • SDM Lite • RAD • ITSM New IT project requests that are larger/more complex than application or infrastructure expansions. These projects are riskier, where requirements may be unclear/more challenging and business impact is significant. • Total calendar time > 8 weeks AND • Total IT Cost > $50,000 OR • Delivers an Enterprise Solution Project Channel • Total calendar time 8 Weeks or less AND • Only impacts 1 Application AND • Total IT cost < $50,000 IT work requests to expand current application functionality or system infrastructure. Larger than a routine Request for Service, but is very low risk and very straight-forward. • SDM Checklist (New) • ITSM Enhancement Channel • Total calendar time 2 Weeks or less AND • No more than 50 hours AND • Activates routine service offering AND • Introduces no new Application DB Routine IT request to execute a repetitive service request (e.g. phone jack activation, IP address request, VPN request, RFP Review) • ITSM Service Channel • Introduces no new functionality • Corrects production defects Break Fix Application or system outages. Business-impacting defects. • ITSM • Total 4 hours or less AND • Produces only advice or recommendations Meetings to seek clarity or to solicit subject matter expertise; • ITSM Consultation

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14. How am I Impacted??? Impacted Business Areas Online Forms Request Process (Impacted areas: Agencies, DOIT) – Re-designed Portal landing page to provide new look & feel; Introduction of new online form to capture Consultation request, which will route through the new Consultation work channel Impact Assessment: Very Low. 14

15. Q & A

16. Appendix

17. Work Intake Project Report Samples

18. Work Intake Project

19. Work Intake Project Sample Reports

21. Work Intake Project Sample Reports

22. September 2009 Confidential - Internal Use Only Work Intake Project

23. Work Intake Project Sample Reports

24. Updates – USA Search • Sites on USASearch – 18 • All V3 template sites switched to USASearch • Global change on Classic DSF sites • Search Code for non-hosted portal sites • Convert to USASearch • October 16, 2009

25. Updates – Stock Photos • Purchase Order expired in April 2009 • Agencies can put in a requisition directly with the istockphoto • Once budget is passed we know if we have funds available to purchase more

26. Census 2010 • Governor’s Office created a state website to inform the public about what to expect next year • An accurate Census count ensures that Connecticut receives adequate federal funding for its residents and its fair representation in Congress • They are requesting that each agency assist in the State’s outreach efforts by placing a link to the Census 2010 website on their agency website until preliminary Census efforts are completed, approximately May 2010 • An email will be going out with more information and a graphic to place on your site • http://www.ct.gov/census2010

27. Who Has Access to your Site? • Periodic checks should be made to see who has access to your site • Most Portal sites are accessible from home • Are people who are no longer responsible for the website still able to admin it? • Employees who are: • Retired • Promoted • Transferred • Moved on

28. Who Has Access to your Site? • You can find out • Create a new eAlert • Select a role (ex. System Admin) • “Send a test e-mail message…” • Enter YOUR email address • A list of all people on your site with the System Admin role will be emailed to you http://www.ct.gov/cpi/PPT_Mailer/AddMessage.asp

29. Who Has Access to your Site?

30. Connecticut Recovery Initiative • If an Agency is engaged TO ANY DEGREE with Recovery Act programs, a web presence should be created • Help constituents better understand the Agency’s role

31. Connecticut Recovery Initiative • At the outset, Agencies were asked to use a template to provide similar information • Descriptions of programs • Central contacts • Planning • Correspondence • Agencies have done a very nice job

32. Connecticut Recovery Initiative • Federal Agencies have shifted away from the initial, standard look • State Agencies can also begin to redesign their sites • Effectively capture the Agency’s involvement and programs • Must maintain the core components required in the initial template • WWW.Recovery.CT.gov – State Recovery Initiative Site • Adding more mapping functionality • Moving away from Word documents to Excel spreadsheets • Creating a photo gallery • Specifying more information on projects and job/training opportunities • Agencies can definitely help with these areas

33. Connecticut Recovery Initiative • State Agencies are in the 3rd month of reporting to the Governor’s Office on their Recovery Act activities • The State has to make its first comprehensive report on October 1 • The Governor’s Office expects break out the reporting information as much as possible to provide a clearer picture as to the State’s Recovery activities

34. DSF.Net – Project Update • Completed first round of testing in June 2009 • Cimbrian is fixing bugs that were found and they are also re-writing some features based on quality issues and our feedback • Schedule for implementation has been pushed back

35. DSF.Net – Project Schedule • August 17 – Cimbrian delivered a build to CT that we can use for migration testing • October 30 – Cimbrian delivering build for system testing • Nov 5 – Nov 20 – PMG will be performing extensive system testing • Nov 20 – Dec 11 – Cimbrian will fix issues found during system testing • Dec 15 – Dec 18 – User Acceptance Testing will be performed • Dec 31 – Production Build delivered • January 6, 2010 – Start migrations to the new system

36. DSF.Net – Upgrade Process • To get in the upgrade queue, agencies need to fill out the online form at http://www.ct.gov/cpi/cwp/view.asp?a=1766&q=439074 • We currently have 22 Sites in the queue • We will be migrating 3 pilot sites to the new system first. The sites are DMV, DSS, and OPAPD • Once they are complete and we’ve streamlined the process, we will be begin with the sites in the queue.

37. DSF.Net – Upgrade Process cont. • Majority of process will be automated. • Areas that will require input from agencies include roles and permissions, eAlert topics, Workflow groups, and folder and subfolder permissions • We have decided not to move public users into the new system. We’ll have to send emails out to them that they need to re-register • Agency url will change to www.agency.ct.gov. Old url will redirect to the new site

38. DSF.Net – Training Plan • We are working on two training options, Online Learning and Classroom Training • Training will not be preformed until agencies are actively working with PMG to upgrade their site to the new system

39. DSF.Net –Social Networking Policies • DOIT will be working on statewide policies related to the use of social networking features

40. DSF.Net and PMG • Angela, Mario and Craig are primarily working on DSF.Net • Scott Hoang has take over for Rich Nucci as the primary person fielding requests and problems • We would like to limit any new training to only essential requests • We are short-staffed with two retirements this year and no ability to refill the positions • We will be unable to do some of the content work we have done in the past to help agencies

41. WebTrends – SDC How WebTrends Will Work in DSF.Net

42. WebTrends –The Way It Is Now... • WebTrends is using IIS Log Files for analysis • WebTrends analyzes 2 days worth of data per hour (Portal sites) • 2 days of Portal Log files is over 4 GB of data • 1 year’s analysis takes approximately 9 days

43. IIS Logs – Background • IIS Logs are created on the server itself • IIS Logs were designed to troubleshoot server issues • IIS Logs were not envisioned as statistical visitor tracking (marketing) tools

44. IIS Logs –Challenges In Reporting • IIS Logs contain much information WebTrends does not use • IIS Logs do not gather some information WebTrends could use to provide more accurate and relevant reporting • IIS Logs are “impersonal”

45. IIS Reporting Challenges –Visitors by IP Address ONLY • Falsely deflating Visitor Counts: • Everybody using the same proxy tracks as 1 visitor • Companies • Some ISP Service Providers • State of Connecticut • Falsely inflating Visitor Counts: • “Round Robin” proxy set-ups could greatly increase the number of visitors tracked

46. IIS Reporting Challenges –Dynamic Content Information • IIS does not track dynamically-generated information • Portal Page Titles • JavaScript on page • Forms • Data • Submission

47. WebTrends’ Solution –SmartSource Data Collection (SDC) • SDC is a different model of data collection • No IIS Logs are used • JavaScript and (session) cookies collect data

48. SDC – Benefits • Data collected can be customized • Data is more accurate • Dynamic data can be collected • WebTrends performance is improved • Only necessary data is analyzed • Each site analyzes its own information only

49. Drawbacks to Using SDC • JavaScript will have to be added to every page • Portal sites will be easier to implement due to the template • Historical data (pre-SDC) will still have to use IIS Logs • SDC reports will be separate reports from historical • Potentially large discrepancies between SDC and IIS Log reports • SDC is more accurate than IIS, but some numbers may drop or rise noticeably

50. SDC Implementation • Agencies will begin using SDC when they launch their DSF.Net website(s) • SDC will be included in the DSF.Net Upgrade Project Plan for each agency • Creation of SDC Java • Implementation of SDC Java • Review of reports generated by SDC prior to site launch