Portal User Group Meeting September 3, 2009

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

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

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

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

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

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

Work Intake Overview PMG User Group . 8

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 Key Points: Bullet 1: Work channels represent different categories of work request, based on defined channel characteristics. Based on the nature of each request, the request will be “tagged” with the appropriate work channel. Different work channels have different levels of methodology requirements (which will be described in a slide later). Bullet 2: Today, we have some work recorded in IMPACT, some work recorded in spreadsheets (and some not recorded at all). All DOIT work requests should be recorded in a single database to facilitate effective analysis and reporting of DOIT work request data. Bullet 3: There must be discipline enforced by managers to close the “back doors”, requiring customers to follow the existing procedures to open tickets for work requests, incidents or submit the required SDM documentation to initiate larger projects. If the back doors are not closed, metrics will not be accurate…Could send an inaccurate reflection of workload being handled by the various service areas. Bullet 4: Based on work channel assignments, the appropriate level of process discipline will be applied to deliver the request (e.g. SDM, SDM Lite, SDM Checklist, ITIL) Bullets 5 and 6: This will provide DOIT work demand reports to leadership that illustrates how DOIT work demand is allocated across the channels, to enable informed decision making regarding how management will intend to utilize limited DOIT resources to deliver the most value to the State. 9 9

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

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

DOIT Work Intake Channels Description Criteria Methodology Used 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 SDM Standard SDM Lite RAD ITSM Project Channel 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. Total calendar time 8 Weeks or less AND Only impacts 1 Application AND Total IT cost < $50,000 Enhancement Channel SDM Checklist (New) ITSM Service Channel Routine IT request to execute a repetitive service request (e.g. phone jack activation, IP address request, VPN request, RFP Review) Total calendar time 2 Weeks or less AND No more than 50 hours AND Activates routine service offering AND Introduces no new Application DB ITSM Emphasize the “Methodology Used” column, to connect the different levels of methodology rigor that will be applied based on the characteristics of the work request. Break Fix Application or system outages. Business-impacting defects. Introduces no new functionality Corrects production defects ITSM Consultation Meetings to seek clarity or to solicit subject matter expertise; Total 4 hours or less AND Produces only advice or recommendations ITSM

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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 14

Q & A 15

Appendix 16

Work Intake Project Report Samples 17

Work Intake Project 18

Work Intake Project Sample Reports 19

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Work Intake Project Sample Reports 21

September 2009 Work Intake Project Confidential - Internal Use Only

Work Intake Project Sample Reports

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

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

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

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

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

Who Has Access to your Site?

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

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

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

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

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

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

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.

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

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

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

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

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

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

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

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”

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

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

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

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

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

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

Reminders – Exporting WebTrends Reports WebTrends Reports can be exported ad hoc They can also be scheduled to export If scheduled, the export jobs become jobs in the WebTrends process queue While they do not take much time to export, they are subject to the queue While they do not take much time to export, the more jobs there are, the more time is taken away from processing the data itself Fill out a Work Request for assistance

Reminders – New File Types If a new file type is added to your site, WebTrends needs to know to accept that file type This will also be important in the Upgrade, as PMG must define accepted file types for DSF.Net In general, please contact PMG before adding any new file types to your website

Reminders – Effective Dates Effective Dates have been reaching their expiration date When the expiration date is reached, the content automatically unpublishes itself Pay attention to emails you receive from the system If the content should stay published, adjust the “End Date” to a further date Furthest date is 12/31/2099

Reminders – Office 2007 Files Most files created in Office 2007 products (Word, Excel, PowerPoint, etc.) are not backwards compatible Without special converter downloads, Office 2003 and lower cannot read them Many (if not most) citizens do not have Office 2007 products When saving Office 2007 files for the web, save them down (to a lower version) 2003 is usually acceptable

Reminders – Upgrading to IE 8 Classic DSF System Admins should NOT upgrade to Internet Explorer 8 (IE 8) IE 8 causes some errors within the Editor DOIT has not yet pushed out IE 8, and IE 8 is not standard State of Connecticut software

Reminders Do not use the underline When linking to an external site, have it open it in a new window Do not link pages to staged version (PM=1) Meaningful titles should be used on pages

Reminders – System Admin Communications PMG sends out communications to System Admins Portal Maintenance/Issues Issues that affect State websites General Webmaster information Portal User Group Meetings System Admins are responsible for passing necessary information along to their Content Admins PMG does not know all Content Admins System Admins should use their discretion as to which information should be passed along

Reminders – System Admin Communications Content Admins should contact the System Admin with any questions, requests, or issues If the System Admin cannot help the Content Admin, they should contact PMG Please use the Work Intake Forms Communication from Content Admins should not come directly to PMG This keeps communication streamlined This keeps the System Admins “in the loop” on all facets of their Agency’s website(s) Ensures we do not do something that is not authorized

Questions, Comments, & Discussions

Portal User Group Meetings December 3, 2009 9:00-12:00 Please Register

Thank you