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 WebTrends SDC 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 Connecticut Web Site Accessibility Committee
Pam Casiano
Chair

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
Online service request form
Incident
RFS
Consultation

8. Work Intake Overview
PMG User Group . 8

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
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

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

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

12. 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

13. 13 13

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 14

15. Q & A 15

16. Appendix 16

17. Work Intake Project
Report Samples 17

18. Work Intake Project 18

19. Work Intake Project
Sample Reports 19

20. 20

21. Work Intake Project
Sample Reports 21

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

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 will be going out with more information and a graphic to place on your site

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 message…”
Enter YOUR address
A list of all people on your site with the System Admin role will be ed to you

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
– 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
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 s out to them that they need to re-register
Agency url will change to 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. How WebTrends Will Work in DSF.Net
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

51. 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

52. 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

53. 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 s 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

54. 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

55. 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

56. 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

57. 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

58. 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

59. Questions, Comments, & Discussions

60. Portal User Group Meetings
December 3, :00-12:00
Please Register

61. Thank you