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OC Technology Quarterly
OC Technology Quarterly OCTechnologyQuarterly
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June 2012 Issue 1 - Volume 01
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From the CIO
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Welcome to the first edition of the OC Technology Quarterly. The purpose of this newsletter is to inform, highlight, recognize and even entertain you with respect to Information Technology throughout the County. Information technology is such an integral part of how we live, work and play. Who would have thought that social networking tools such as Twitter would lead to revolutions in several nations? Or that tablet computers and smartphones allow us to access information, entertainment and even work any time, any place. Imagine kids no longer having to lug heavy backpacks and students from the farthest reaches of the planet, rich or poor, being able to access any text, picture, or piece of music using these devices. spacer holder

Closer to home, local governments are providing unprecedented ways to access services and information. OC Public Works has developed a mobile application for county residents to easily request pothole repairs, graffiti removal, street sweeping, and other services from their mobile device. OC Parks has a Facebook page to reach out to residents who have access to 60,000 acres of parks, historical and coastal facilities in Orange County.

In order to meet the expectations of the next generation of our County constituents and workforce our IT organizations will need to be prepared to meet their needs. We are all aware of the budget challenges that all public sector organizations are facing, be they cities, special districts, school districts or counties. I believe that this current economic climate and the technology that we have today presents a “perfect storm” of opportunities to streamline processes, to share common services, and to allow access to information and collaborate-regardless of location.

When you hear buzzwords like “cloud computing” or “mobility” or “big data,” think of these as enablers for your organizations to leverage technology in a cost effective manner to deliver services to our constituents. I spoke of a few of the initiatives under way at various departments, and there are many more such as converged voice and data networks, and managed services sourcing that will provide the infrastructure and capability to support future business needs. We hope to share more details on these in future editions of the newsletter.

I would welcome feedback on items you’d like to see discussed in future editions of the newsletter. Feel free to pass those on to cionews@ocgov.com. The next issue will be released in September 2012.

Thanks,
Mahesh Patel
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green arrow Featured in this month's newsletter
01 Initiatives 02 Tech Brief 03 In Recognition 04 IT Service Spotlight 05 Did You Know?
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Initiatives
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OCgov.com is Getting a Refresh
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egov spacer eGovernment, or “eGov” for short, refers to the County’s focus on providing services to constituents via a 24x7, easy-to-use, self-service model. Prior to the County’s eGov program, which began in 2007, most County web sites were developed and maintained independently by each Agency/Department. They each had their own design, offered various degrees of online capabilities and required a skilled web programmer to manage content. This individualistic model made it difficult for the public to discover and navigate County services and required IT resources to maintain.

Today, 52 of the County’s 56 web sites have been re-designed with a consistent, Board-approved design and branding under the County’s eGov initiative. While Vignette was a top-rated content management solution when the County selected it for eGov in 2007, times change. At the same time, the eGov Steering Committee was seeking ways to reduce overall costs for supporting eGov.

In January 2011, CEO/IT sponsored workshops where Agencies came together to look at better solutions to deliver eGov services and reduce operating costs. Requirements were developed and an RFP was issued for a turnkey solution to replace the current Vignette eGov system. Agency/Department eGov users participated in the proposal evaluation panel and selection process which resulted in the selection of Civica Software to provide the County with a new eGov solution.

Benefits of the new Civica solution include:
  • Improved and easier-to-use tools for content management of Agency web sites.
  • Hosting of the County’s web sites for a flat rate, reducing eGov operating costs up to 40%.
  • Professional services to help us redesign the eGov look and feel.
  • Migration of our current web sites to Civica’s hosted web services.
  • Support and training of County technical staff during the transition.
  • Improved web site management features which will now be available to Agencies.
The Board approved the Civica contract on April 3, 2012 and the Countywide project to begin the redesign of the County web site and migration of Agency web sites to Civica’s solution has begun. This project will culminate in the launch of a new eGov service and look in October of 2012. We are excited as the Agency/Department eGov users collaborate to develop the new design, determine new functionality and implement the new Countywide eGov web site! We look forward to your participation!

If you have any questions about the eGov project, please contact Jim Mata, Program Manager, at (714) 834-6798 or jim.mata@ocgov.com.
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Tech Brief
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SharePoint 2010
Making Countywide Collaboration a Reality
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Have you ever:
  • Sent an email with attached files to a long list of people?
  • Gone to the County Intranet (a.k.a. “The Blue Screen”) and searched for information that you expect to be there and can't find it?
  • Tried to share large electronic files with another agency or department?
  • Accessed information on the County Intranet only to find that it is outdated?
  • Tried to use email to route a document for approval by multiple reviewers, only to find it lost somewhere in the process?
  • Created a form for users to print out and complete by hand instead of electronically?
Anyone who has ever used a computer at work has probably experienced these and other frustrations. The solution, though, is just around the corner.

In the summer and fall of 2011, the Technology Council Collaboration Services project team, consisting of several Agency/Department representatives, reviewed the state of collaboration technologies throughout the County. The team found that while many agencies and departments had deployed some type of internal solution, these solutions varied and nothing addressed the many needs of the County as a whole. At the same time, the team recognized that what should be the launch point for countywide collaboration – the County Intranet – was inefficient and based on outdated technology.

How can the County best make use of limited dollars and resources to improve its Intranet and provide the functionality needed by the County and so many agencies and departments?

sharpoint

Microsoft SharePoint 2010 is a solution that we are looking at to address Countywide collaboration, document sharing and forms processing needs. SharePoint is designed to empower business users through a set of flexible services and tools. It offers the kinds of Web functionality most of us use every day in our personal lives — personalization, collaboration, communities, social networking, content management, tagging — but leverages this functionality for use in the workplace. What’s more, this functionality is easy for non-technical users to customize and deploy.

There’s also already a fair amount of SharePoint knowledge around the County. Several agencies and departments, including OC Community Resources and OC Public Works, have used SharePoint in developing their Intranets and Extranets. The plan is to share that knowledge among agencies and departments via two SharePoint Communities of Practice – one for business users and the other for technical.

CEO/IT plans to deploy an Enterprise SharePoint Platform as a Service at the OC Data Center. This platform will initially be used to host a comprehensive redesign of the County Intranet, one that will take advantage of cross‐organizational collaboration opportunities and provide real value to users countywide. Agencies, departments and working groups (e.g., OCLA, Administrative Managers, HR Managers) will also be able to use the platform to enable SharePoint within their own organizations without having to assume the cost and complexity of hardware, software, security, hosting, operations and maintenance. Users will be free to focus on their individual sites and business needs rather than having to worry about the technology.

The OC Data Center recently completed the installation of Enterprise SharePoint in a test configuration. CEO/IT is working with a limited number of Agency test users to explore some of the many ways that SharePoint might be used to address a variety of business needs. The formal project for the redesign of the County Intranet and the implementation of SharePoint in a production environment will begin in July 2012.

For more information or to discuss participating in the Enterprise SharePoint test environment or the Communities of Practice, contact Lynne Halverson, Program Manager, at (714) 834-5294 or lynne.halverson@ocgov.com.
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In Recognition
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data center spacer As a part of this newsletter the CIO would like to recognize an Information Technology employee or team that has made a significant contribution to their County Agency/Department, demonstrating one or more of the following attributes:
  • Excellent customer service
  • Exceptional level of commitment and dedication
  • Collaboration and teamwork
  • Effective and efficient stewardship of IT assets
  • Business process improvement and/or efficiency
  • Creative and innovative thinking
After receiving nominations from County IT Managers, for this first edition, the CIO would like to recognize the team members that completed the Health Care Agency Data Center Relocation project. They are:

Reno Aguirre, Will Bogdan, David Castellanos, Jimmy Castellanos, Mark Dy-Ragos, Neal Flaxman, Mike Franco, Ted Hazlewood, Ken Koyabu, James Lanthripe, Angelo Lugo, Kevin Nguyen, Douglas Phan, Ricardo Rivera, Teri Schultz, Cecelia Varela, Bill Wyman.

The Health Care Agency (HCA) Data Center located on Sycamore Street needed to be moved to another location within the Orange County area. HCA had approximately 190 devices (servers, switches, storage and voice system) housed in over 20 racks and connected to 70 locations throughout Orange County via an assortment of technologies.

HCA had to move their Data Center because the lease on Sycamore was expiring. An opportunity existed to relocate the HCA Data Center to the Orange County Data Center (OCDC). There was one catch. The move had to be completed in a fixed six month timeframe. The main objective and goal of the HCA Data Center Relocation team was to successfully transition the computers, network devices, and related equipment from Sycamore to the OCDC with minimal impact to HCA and its 3,200 employees within this timeframe.

Through much hard work, including many weekends, the HCA team, working with CEO/IT, completed the HCA Sycamore Data Center move within schedule with minimal user downtime. Moving to the OCDC has reduced HCA's on-going maintenance costs and eliminated the need for another Computer Data Center in the County.

Congratulations to the team for this significant project success!
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IT Service Spotlight
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County is OnBase
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What is OnBase?
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CEO/IT’s Enterprise OnBase document management solution allows organizations to effectively and efficiently capture, secure, share and distribute digital images and reports. To date, the County has scanned millions of pages of paper documents into OnBase. OnBase allows those documents to be stored, searched, data mined, e-mailed, and cross referenced. OnBase also supports data and process automation for document creation, review and revision. The enterprise version of OnBase is fully supported by CEO/IT (hardware, software, storage, OnBase software support) with secure backups and real time data replication provided off-site. spacer hand touching base
 
Who uses the solution?
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The enterprise OnBase solution is currently being utilized by over 13 County Agencies/Departments and all County critical systems including CAPS+, HR Personnel files, VTI Timecard, Employee Pay Stub system, and CalWorks to name a few. In addition, CEO/IT is discussing this service offering with several more Agencies/Departments who have a need to reduce or eliminate paper-based systems.
 
How BIG is it?
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Currently the enterprise OnBase database contains over 34 million documents. On average, over 447,000 documents are added each month.
 
What are the benefits?
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  • Reduces paper storage and retrieval costs
  • Secures documents and allows for confidential and restricted access
  • Meets document retention policies
  • Provides real-time access to data and documents from multiple locations
  • Increases employee productivity by providing quick and easy access to information 24x7x365
  • Allows for smart searches on data fields
  • Eliminates frustration and costs associated with manual record retention
  • Verifies record completeness and provides proof of destruction
The enterprise OnBase solution provides a cost-effective solution for Agencies/Departments to manage documents online and store data securely, while also allowing them a method to quickly and easily search and retrieve information any time, any day. If you have a need to improve document (records) management in your Agency, please contact KC Roestenberg, Director, CEO/IT Enterprise Shared Services at (714) 567-5075 or KC.Roestenberg@ceoit.ocgov.com.
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Did You Know?
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Residents of Unincorporated Orange County have a new way to report repairs directly to the OC Public Works Department. OC Public Works is one of the first Orange County departments to launch an iPhone application to assist smartphone users in contacting County government.

This new service, developed in house by OC Public Works, allows users to search “OC Works” on iPhones and iPads and download this free application. After downloading this application, residents can easily request pothole repairs, graffiti removal, street sweeping, report incidents of alleged illegal dumping, water pollution, and/or property violations directly to County staff. The application will ask residents to confirm the location of repair or service need by GPS which will assist County staff in locating the specific area and providing more immediate service. Photos of the issue can also be uploaded to assist in an expedited response.

“The OC Works iPhone app provides another way for residents to access County government. We look forward to identifying other apps that will allow us to continue to provide the highest level of service to our residents,” commented Bob Berg, OC Public Works IT Manager.

For additional information, please contact Debbie Kroner, Public Information Officer at (714) 667-3287 or Deborah.kroner@ocpw.ocgov.com.
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visit our website   |   PDF Version Copyright © 2012 County of Orange, California
Contact Us: Email: cionews@ocgov.com