portal user group meeting september 3, 2009. agenda updates updates accessibility committee...
TRANSCRIPT
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:
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
Work Intake Project
BACKDOOR
• Phone Calls• Drive By• Email
Black Hole
Work Intake
Project
<Insert Date> Program Review - Confidential<Insert Date> Program Review - ConfidentialSeptember 2009 Work Intake Project Confidential - Internal Use Only
IMPACT
WORK CHANNELSBack DoorServices Projects Break Fix Enhancements Consultations
<Insert Date> Program Review - Confidential<Insert Date> Program Review - ConfidentialSeptember 2009 Work Intake Project Confidential - Internal Use Only
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
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
Work Intake Project
13
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
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???
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
Work Intake Project
Q & A
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
Work Intake Project
Appendix
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
Work Intake Project
Report Samples
Work Intake
Project
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
Work Intake Project Work Intake
Project
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
Work Intake Project
Sample Reports
Work Intake
Project
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
Work Intake Project
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
Work Intake Project
Sample Reports
Work Intake
Project
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
Work Intake Project
Work Intake Project Confidential - Internal Use OnlySeptember 2009
<Insert Date> Program Review - ConfidentialSeptember 2009 Confidential - Internal Use OnlyWork Intake Project
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
Who Has Access to your Site?Who Has Access to your Site?
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
Connecticut Recovery InitiativeConnecticut Recovery Initiative
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
Connecticut Recovery InitiativeConnecticut Recovery Initiative
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 –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
Portal User Group MeetingsPortal User Group Meetings
December 3, 2009 9:00-12:00December 3, 2009 9:00-12:00Please RegisterPlease Register