portal user group meeting september 3, 2009. agenda updates updates accessibility committee...

Portal User Group MeetingPortal User Group Meeting

September 3, 2009September 3, 2009

AgendaAgenda

UpdatesUpdates

Accessibility CommitteeAccessibility CommitteeWork Intake Work Intake USA SearchUSA SearchStock PhotosStock PhotosCensus 2010Census 2010Who Has Access to your Site?Who Has Access to your Site?Connecticut Recovery InitiativeConnecticut Recovery Initiative

AgendaAgenda

DSF.Net UpgradeDSF.Net UpgradeProject UpdateProject UpdateProject Schedule Project Schedule Upgrade Process Information Upgrade Process Information Training PlanTraining PlanSocial Networking PoliciesSocial Networking PoliciesDSF.Net and PMGDSF.Net and PMG

WebTrends SDCWebTrends SDC

AgendaAgenda

RemindersRemindersExporting WebTrends ReportsExporting WebTrends ReportsNew File TypesNew File TypesEffective Dates – Content Expiring Effective Dates – Content Expiring

NotificationsNotificationsOffice 2007 – Saving Versions DownOffice 2007 – Saving Versions DownUpgrading to IE 8Upgrading to IE 8System Admin CommunicationsSystem Admin Communications

State of ConnecticutState of ConnecticutWeb Site Accessibility Web Site Accessibility

CommitteeCommittee

Pam CasianoPam CasianoChairChair

[email protected]@ct.gov

http://http://www.access.state.ct.us/Default.htmwww.access.state.ct.us/Default.htm

Accessibility CommitteeAccessibility Committee

ListservListservPolicyPolicyCommittee meeting (October)Committee meeting (October)WorkshopsWorkshops

Basic TrainingBasic TrainingPDF DocumentsPDF DocumentsVideo ComplianceVideo Compliance

Updates – Work IntakeUpdates – Work Intake

All requests should go to the Help Desk by All requests should go to the Help Desk by calling or using the online formscalling or using the online forms

Any urgent issues should be called into the Help Any urgent issues should be called into the Help Desk at 622-2300Desk at 622-2300

Online service request formOnline service request form IncidentIncident RFSRFS ConsultationConsultation

http://www.ct.gov/doitservices/cwp/view.asp?a=1200&Q=257978http://www.ct.gov/doitservices/cwp/view.asp?a=1200&Q=257978

<Insert Date> Program Review - Confidential<Insert Date> Program Review - ConfidentialSeptember 2009 Work Intake Project Confidential - Internal Use Only

Work Intake OverviewPMG User Group

<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project

Work Intake Project

9

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

Work Intake

Improves DOIT’s ability to understand how limited resources are being allocated by achieving the following objectives:


Work Intake Project

BACKDOOR

• Phone Calls• Drive By• Email

Black Hole

Work Intake

Project


IMPACT

WORK CHANNELSBack DoorServices Projects Break Fix Enhancements Consultations


DOIT Work Intake Channels

SDM StandardSDM LiteRADITSM

Criteria

-Total calendar time > 8 weeks AND-Total IT Cost > $50,000 OR-Delivers an Enterprise Solution

ProjectChannel

Methodology Used

EnhancementChannel

ITSM-Total calendar time 2 Weeks or less AND -No more than 50 hours AND-Activates routine service offering AND-Introduces no new Application DB

SDM Checklist (New) ITSM

-Total calendar time 8 Weeks or less AND-Only impacts 1 Application AND-Total IT cost < $50,000

ServiceChannel

Consultation

Break Fix

ITSM-Total 4 hours or less AND -Produces only advice or recommendations

-Introduces no new functionality- Corrects production defects

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.

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.

Routine IT request to execute a repetitive service request (e.g.phone jack activation, IP address request, VPN request, RFP Review)

Application or system outages. Business-impacting defects.

Meetings to seek clarity or to solicitsubject matter expertise;

Description

ITSM


Work Intake Project

13


Work Intake Project

14

Impacted Business AreasOnline 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.

How am I Impacted???


Work Intake Project

Q & A


Work Intake Project

Appendix


Work Intake Project

Report Samples

Work Intake

Project


Work Intake Project Work Intake

Project


Work Intake Project

Sample Reports

Work Intake

Project


Work Intake Project


Work Intake Project

Sample Reports

Work Intake

Project


Work Intake Project

Work Intake Project Confidential - Internal Use OnlySeptember 2009


Work Intake Project

Sample Reports

Work Intake

Project

Updates – USA SearchUpdates – USA Search

Sites on USASearch – 18 Sites on USASearch – 18 All V3 template sites switched to All V3 template sites switched to

USASearchUSASearchGlobal change on Classic DSF sitesGlobal change on Classic DSF sitesSearch Code for non-hosted portal sitesSearch Code for non-hosted portal sitesConvert to USASearchConvert to USASearch

October 16, 2009October 16, 2009

Updates – Stock PhotosUpdates – Stock Photos

Purchase Order expired in April 2009Purchase Order expired in April 2009Agencies can put in a requisition directly Agencies can put in a requisition directly

with the istockphotowith the istockphotoOnce budget is passed we know if we Once budget is passed we know if we

have funds available to purchase morehave funds available to purchase more

Census 2010Census 2010 Governor’s Office created a state website to Governor’s Office created a state website to

inform the public about what to expect next year inform the public about what to expect next year An accurate Census count ensures that An accurate Census count ensures that

Connecticut receives adequate federal funding Connecticut receives adequate federal funding for its residents and its fair representation in for its residents and its fair representation in CongressCongress

They are requesting that each agency assist in They are requesting that each agency assist in the State’s outreach efforts by placing a link to the State’s outreach efforts by placing a link to the Census 2010 website on their agency the Census 2010 website on their agency website until preliminary Census efforts are website until preliminary Census efforts are completed, approximately May 2010completed, approximately May 2010

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

http://www.ct.gov/census2010http://www.ct.gov/census2010

Who Has Access to your Site?Who Has Access to your Site?

Periodic checks should be made to see who has Periodic checks should be made to see who has access to your siteaccess to your site

Most Portal sites are accessible from homeMost Portal sites are accessible from home Are people who are no longer responsible for the Are people who are no longer responsible for the

website still able to admin it?website still able to admin it? Employees who are:Employees who are:

RetiredRetired PromotedPromoted TransferredTransferred Moved onMoved on


You can find outYou can find out Create a new eAlertCreate a new eAlert Select a role (ex. System Admin)Select a role (ex. System Admin) ““Send a test e-mail message…”Send a test e-mail message…”

Enter YOUR email addressEnter YOUR email address

A list of all people on your site with the System A list of all people on your site with the System Admin role will be emailed to youAdmin role will be emailed to you

http://http://www.ct.gov/cpi/PPT_Mailer/AddMessage.aspwww.ct.gov/cpi/PPT_Mailer/AddMessage.asp

Connecticut Recovery InitiativeConnecticut Recovery Initiative

If an Agency is engaged TO ANY If an Agency is engaged TO ANY DEGREE with Recovery Act programs, a DEGREE with Recovery Act programs, a web presence should be createdweb presence should be createdHelp constituents better understand the Help constituents better understand the

Agency’s roleAgency’s role


At the outset, Agencies were asked to use At the outset, Agencies were asked to use a template to provide similar informationa template to provide similar informationDescriptions of programsDescriptions of programsCentral contactsCentral contactsPlanningPlanningCorrespondenceCorrespondence

Agencies have done a very nice jobAgencies have done a very nice job

Connecticut Recovery InitiativeConnecticut Recovery Initiative Federal Agencies have shifted away from the initial, Federal Agencies have shifted away from the initial,

standard lookstandard look State Agencies can also begin to redesign their sitesState Agencies can also begin to redesign their sites

Effectively capture the Agency’s involvement and programsEffectively capture the Agency’s involvement and programs Must maintain the core components required in the initial Must maintain the core components required in the initial

templatetemplate WWW.Recovery.CT.govWWW.Recovery.CT.gov – State Recovery Initiative Site – State Recovery Initiative Site

Adding more mapping functionalityAdding more mapping functionality Moving away from Word documents to Excel spreadsheetsMoving away from Word documents to Excel spreadsheets Creating a photo galleryCreating a photo gallery Specifying more information on projects and job/training Specifying more information on projects and job/training

opportunitiesopportunities Agencies can definitely help with these areasAgencies can definitely help with these areas


State Agencies are in the 3rd month of State Agencies are in the 3rd month of reporting to the Governor’s Office on their reporting to the Governor’s Office on their Recovery Act activitiesRecovery Act activities

The State has to make its first The State has to make its first comprehensive report on October 1comprehensive report on October 1

The Governor’s Office expects break out The Governor’s Office expects break out the reporting information as much as the reporting information as much as possible to provide a clearer picture as to possible to provide a clearer picture as to the State’s Recovery activitiesthe State’s Recovery activities

DSF.Net – Project UpdateDSF.Net – Project Update

Completed first round of testing in June Completed first round of testing in June 20092009

Cimbrian is fixing bugs that were found Cimbrian is fixing bugs that were found and they are also re-writing some features and they are also re-writing some features based on quality issues and our feedbackbased on quality issues and our feedback

Schedule for implementation has been Schedule for implementation has been pushed backpushed back

DSF.Net – Project ScheduleDSF.Net – Project Schedule August 17August 17 – Cimbrian delivered a build to CT that we – Cimbrian delivered a build to CT that we

can use for migration testingcan use for migration testing October 30October 30 – Cimbrian delivering build for system – Cimbrian delivering build for system

testingtesting Nov 5 – Nov 20Nov 5 – Nov 20 – PMG will be performing extensive – PMG will be performing extensive

system testing system testing Nov 20 – Dec 11Nov 20 – Dec 11 – Cimbrian will fix issues found during – Cimbrian will fix issues found during

system testingsystem testing Dec 15 – Dec 18Dec 15 – Dec 18 – User Acceptance Testing will be – User Acceptance Testing will be

performedperformed Dec 31Dec 31 – Production Build delivered – Production Build delivered January 6, 2010January 6, 2010 – Start migrations to the new system – Start migrations to the new system

DSF.Net – Upgrade ProcessDSF.Net – Upgrade Process

To get in the upgrade queue, agencies need to To get in the upgrade queue, agencies need to fill out the online form at fill out the online form at http://www.ct.gov/cpi/cwp/view.asp?a=1766&q=439074http://www.ct.gov/cpi/cwp/view.asp?a=1766&q=439074

We currently have 22 Sites in the queueWe currently have 22 Sites in the queue We will be migrating 3 pilot sites to the new We will be migrating 3 pilot sites to the new

system first. The sites are DMV, DSS, and system first. The sites are DMV, DSS, and OPAPDOPAPD

Once they are complete and we’ve streamlined Once they are complete and we’ve streamlined the process, we will be begin with the sites in the the process, we will be begin with the sites in the queue.queue.

DSF.Net – Upgrade Process DSF.Net – Upgrade Process cont.cont.

Majority of process will be automated. Majority of process will be automated. Areas that will require input from agencies Areas that will require input from agencies

include roles and permissions, eAlert topics, include roles and permissions, eAlert topics, Workflow groups, and folder and subfolder Workflow groups, and folder and subfolder permissionspermissions

We have decided not to move public users into We have decided not to move public users into the new system. We’ll have to send emails out the new system. We’ll have to send emails out to them that they need to re-registerto them that they need to re-register

Agency url will change to Agency url will change to www.agency.ct.govwww.agency.ct.gov. . Old url will redirect to the new siteOld url will redirect to the new site

DSF.Net – Training PlanDSF.Net – Training Plan

We are working on two training options, We are working on two training options, Online Learning and Classroom TrainingOnline Learning and Classroom Training

Training will not be preformed until Training will not be preformed until agencies are actively working with PMG to agencies are actively working with PMG to upgrade their site to the new systemupgrade their site to the new system

DSF.Net –DSF.Net –Social Networking PoliciesSocial Networking Policies

DOIT will be working on statewide policies DOIT will be working on statewide policies related to the use of social networking related to the use of social networking features features

DSF.Net and PMGDSF.Net and PMG

Angela, Mario and Craig are primarily working Angela, Mario and Craig are primarily working on DSF.Neton DSF.Net

Scott Hoang has take over for Rich Nucci as the Scott Hoang has take over for Rich Nucci as the primary person fielding requests and problems primary person fielding requests and problems

We would like to limit any new training to only We would like to limit any new training to only essential requests essential requests

We are short-staffed with two retirements this We are short-staffed with two retirements this year and no ability to refill the positions year and no ability to refill the positions

We will be unable to do some of the content We will be unable to do some of the content work we have done in the past to help agencieswork we have done in the past to help agencies

WebTrends – SDCWebTrends – SDC

How WebTrends Will Work in How WebTrends Will Work in DSF.NetDSF.Net

WebTrends –WebTrends –The Way It Is Now...The Way It Is Now...

WebTrends is using IIS Log Files for WebTrends is using IIS Log Files for analysisanalysis

WebTrends analyzes 2 days worth of data WebTrends analyzes 2 days worth of data per hour (Portal sites)per hour (Portal sites)2 days of Portal Log files is over 4 GB of data2 days of Portal Log files is over 4 GB of data1 year’s analysis takes approximately 9 days1 year’s analysis takes approximately 9 days

IIS Logs – BackgroundIIS Logs – Background

IIS Logs are created on the server itselfIIS Logs are created on the server itself IIS Logs were designed to troubleshoot IIS Logs were designed to troubleshoot

server issuesserver issues IIS Logs were not envisioned as statistical IIS Logs were not envisioned as statistical

visitor tracking (marketing) toolsvisitor tracking (marketing) tools

IIS Logs –IIS Logs –Challenges In ReportingChallenges In Reporting

IIS Logs contain much information IIS Logs contain much information WebTrends does not useWebTrends does not use

IIS Logs do not gather some information IIS Logs do not gather some information WebTrends could use to provide more WebTrends could use to provide more accurate and relevant reportingaccurate and relevant reporting

IIS Logs are “impersonal”IIS Logs are “impersonal”

IIS Reporting Challenges –IIS Reporting Challenges –Visitors by IP Address ONLYVisitors by IP Address ONLY

Falsely deflating Visitor Counts:Falsely deflating Visitor Counts:Everybody using the same proxy tracks as 1 Everybody using the same proxy tracks as 1

visitorvisitorCompaniesCompaniesSome ISP Service ProvidersSome ISP Service ProvidersState of ConnecticutState of Connecticut

Falsely inflating Visitor Counts:Falsely inflating Visitor Counts: ““Round Robin” proxy set-ups could greatly Round Robin” proxy set-ups could greatly

increase the number of visitors trackedincrease the number of visitors tracked

IIS Reporting Challenges –IIS Reporting Challenges –Dynamic Content InformationDynamic Content Information

IIS does not track dynamically-generated IIS does not track dynamically-generated informationinformationPortal Page TitlesPortal Page TitlesJavaScript on pageJavaScript on pageFormsForms

DataDataSubmissionSubmission

WebTrends’ Solution –WebTrends’ Solution –SmartSource Data Collection SmartSource Data Collection

(SDC)(SDC)SDC is a different model of data collectionSDC is a different model of data collectionNo IIS Logs are usedNo IIS Logs are usedJavaScript and (session) cookies collect JavaScript and (session) cookies collect

datadata

SDC – BenefitsSDC – Benefits

Data collected can be customizedData collected can be customizedData is more accurateData is more accurateDynamic data can be collectedDynamic data can be collectedWebTrends performance is improvedWebTrends performance is improved

Only necessary data is analyzedOnly necessary data is analyzedEach site analyzes its own information onlyEach site analyzes its own information only

Drawbacks to Using SDCDrawbacks to Using SDC

JavaScript will have to be added to every pageJavaScript will have to be added to every page Portal sites will be easier to implement due to the Portal sites will be easier to implement due to the

templatetemplate

Historical data (pre-SDC) will still have to use Historical data (pre-SDC) will still have to use IIS LogsIIS Logs SDC reports will be separate reports from historicalSDC reports will be separate reports from historical

Potentially large discrepancies between SDC Potentially large discrepancies between SDC and IIS Log reportsand IIS Log reports SDC is more accurate than IIS, but some numbers SDC is more accurate than IIS, but some numbers

may drop or rise noticeablymay drop or rise noticeably

SDC ImplementationSDC Implementation

Agencies will begin using SDC when they Agencies will begin using SDC when they launch their DSF.Net website(s)launch their DSF.Net website(s)

SDC will be included in the DSF.Net SDC will be included in the DSF.Net Upgrade Project Plan for each agencyUpgrade Project Plan for each agencyCreation of SDC JavaCreation of SDC Java Implementation of SDC JavaImplementation of SDC JavaReview of reports generated by SDC prior to Review of reports generated by SDC prior to

site launchsite launch

Reminders –Reminders –Exporting WebTrends ReportsExporting WebTrends Reports

WebTrends Reports can be exported ad hocWebTrends Reports can be exported ad hoc They can also be scheduled to exportThey can also be scheduled to export If scheduled, the export jobs become jobs in the If scheduled, the export jobs become jobs in the

WebTrends process queueWebTrends process queue While they do not take much time to export, they are While they do not take much time to export, they are

subject to the queuesubject to the queue While they do not take much time to export, the more While they do not take much time to export, the more

jobs there are, the more time is taken away from jobs there are, the more time is taken away from processing the data itselfprocessing the data itself

Fill out a Work Request for assistanceFill out a Work Request for assistance

Reminders – New File TypesReminders – New File Types

If a new file type is added to your site, If a new file type is added to your site, WebTrends needs to know to accept that WebTrends needs to know to accept that file typefile type

This will also be important in the Upgrade, This will also be important in the Upgrade, as PMG must define accepted file types as PMG must define accepted file types for DSF.Netfor DSF.Net

In general, please contact PMG before In general, please contact PMG before adding any new file types to your websiteadding any new file types to your website

Reminders – Effective DatesReminders – Effective Dates

Effective Dates have been reaching their Effective Dates have been reaching their expiration dateexpiration date

When the expiration date is reached, the When the expiration date is reached, the content automatically unpublishes itselfcontent automatically unpublishes itself

Pay attention to emails you receive from Pay attention to emails you receive from the systemthe system

If the content should stay published, adjust If the content should stay published, adjust the “End Date” to a further datethe “End Date” to a further dateFurthest date is 12/31/2099Furthest date is 12/31/2099

Reminders – Office 2007 FilesReminders – Office 2007 Files

Most files created in Office 2007 products Most files created in Office 2007 products (Word, Excel, PowerPoint, etc.) are not (Word, Excel, PowerPoint, etc.) are not backwards compatiblebackwards compatible Without special converter downloads, Office 2003 and Without special converter downloads, Office 2003 and

lower cannot read themlower cannot read them Many (if not most) citizens do not have Office 2007 Many (if not most) citizens do not have Office 2007

productsproducts

When saving Office 2007 files for the web, save When saving Office 2007 files for the web, save them down (to a lower version)them down (to a lower version) 2003 is usually acceptable2003 is usually acceptable

Reminders – Upgrading to IE 8Reminders – Upgrading to IE 8

Classic DSF System Admins should NOT Classic DSF System Admins should NOT upgrade to Internet Explorer 8 (IE 8)upgrade to Internet Explorer 8 (IE 8)

IE 8 causes some errors within the EditorIE 8 causes some errors within the EditorDOIT has not yet pushed out IE 8, and IE DOIT has not yet pushed out IE 8, and IE

8 is not standard State of Connecticut 8 is not standard State of Connecticut softwaresoftware

RemindersReminders

Do not use the underlineDo not use the underlineWhen linking to an external site, have it When linking to an external site, have it

open it in a new windowopen it in a new windowDo not link pages to staged version Do not link pages to staged version

(PM=1)(PM=1)Meaningful titles should be used on pagesMeaningful titles should be used on pages

Reminders –Reminders –System Admin CommunicationsSystem Admin Communications

PMG sends out communications to System PMG sends out communications to System AdminsAdmins Portal Maintenance/IssuesPortal Maintenance/Issues Issues that affect State websitesIssues that affect State websites General Webmaster informationGeneral Webmaster information Portal User Group MeetingsPortal User Group Meetings

System Admins are responsible for passing System Admins are responsible for passing necessary information along to their Content necessary information along to their Content AdminsAdmins PMG does not know all Content AdminsPMG does not know all Content Admins System Admins should use their discretion as to System Admins should use their discretion as to

which information should be passed alongwhich information should be passed along

Reminders –Reminders –System Admin CommunicationsSystem Admin Communications

Content Admins should contact the System Content Admins should contact the System Admin with any questions, requests, or issuesAdmin with any questions, requests, or issues

If the System Admin cannot help the Content If the System Admin cannot help the Content Admin, they should contact PMGAdmin, they should contact PMG Please use the Work Intake FormsPlease use the Work Intake Forms

Communication from Content Admins should not Communication from Content Admins should not come directly to PMGcome directly to PMG This keeps communication streamlinedThis keeps communication streamlined This keeps the System Admins “in the loop” on all This keeps the System Admins “in the loop” on all

facets of their Agency’s website(s)facets of their Agency’s website(s) Ensures we do not do something that is not Ensures we do not do something that is not

authorizedauthorized

Questions, Comments, & Questions, Comments, & DiscussionsDiscussions

Portal User Group MeetingsPortal User Group Meetings

December 3, 2009 9:00-12:00December 3, 2009 9:00-12:00Please RegisterPlease Register

Thank youThank you

portal user group meeting september 3, 2009. agenda updates updates accessibility committee...

Documents

project requests

work channelsposition

door doit work requests

application andtotal

new functionality

weeks andtotal

help desk

online formsany urgent