State Technology Council Meeting June 19th, 2012 Location: 1 Capitol Mall, 3C-103, Little Rock, AR

Members Attending: Claire Bailey, Doris Anderson, David Merrifield, David Rainey Other Attendees: Stan King, Susan Smith, Scott Utley, Tonmoy Dasgupta

Meeting Minutes:

 Opening remarks and welcome by Claire Bailey

 Reviewed meeting agenda

 Approved minutes from previous meeting held July 26th, 2011

 Review Waiver(s)

o One waiver was reviewed from Northwest Technical Institute requesting the procurement and use of Kaspersky end point protection software. The request was denied because three vendors (Trend, McAfee and Symantec) are on State contract that was approved by the state security working group.

 Policy

o Scott Utley presented: State Video Strategy . Mission to provide quality, cost effective interoperable voice, data and video communications services anytime, anywhere and on any device. . Timeline discussed for new video circuits with emphasis on completed milestone for school systems conversion during spring break. It was a success with isolated incidents of improvement opportunity. Processes were updated to emphasize closer communication and feedback loop. . Vendors in the video conferencing domain came with solutions that were not always suitable for seamless vendor and platform agnostic interoperability. DIS is handling this with a stated video strategy of “anytime, anywhere and any device”. . VoIP was a necessary technology for video teleconferencing/unified communications. . DIS is currently modernizing the State’s network. DIS has the ability to monitor bandwidth and increase bandwidth on a cost basis.

. School District Superintendents were surveyed by APSCN field support making school broadband capacity information available to the Legislature and other concerned organizations for informed policy making. o Scott Utley presented: Data Architecture.

August 20, 2012 1 . Principles are the starting point of Data Architecture and Management. They are important because they influence behaviors, organization policies, processes and budgets. . It was observed that different health initiatives in the State had their own Master Patient or Person Index. Claire Bailey felt that a consolidation of efforts through better architecture would help the State. Different databases were keeping demographics in various formats. Integration or consolidation did not mean physical data consolidation but initially standardization of demographic and commonly used data laying the foundations for better data integration in the long term.

. David Merrifield observed that identity management to achieve data exchange in the higher education domain was working but that was after substantial investment in technology, process and legal work.

 Each Council Member was asked to present current and/or future information technology initiatives that are significant for the STC:

o Doris Anderson

. There was a new working group addressing ADA compliance.

. The use of PDF’s and forms was increasing and it was important to establish a standard citizen and employee access. Updatable pdf forms preferred over photocopied documents in pdf formats for citizen or employee inputs. . With most license renewal processes being similar, there are opportunities for consolidation to standard and optimized process(s) and technology(s). o Stan King

. DFA ‘s data integration efforts have surfaced master data management as an area requiring effort. Data quality has come up as an issue in some of the systems DFA is interfacing with.

. AASIS/SAP accessibility issues are inhibiting exploitation of additional functionality. . It was observed that costs for tools and technologies go beyond their initial purchase price with maintenance and support costs frequently becoming prohibitive, resulting in budgetary pressures. o David Merrifield

. Technology was diminishing the time and effort behind citizen interactions with the government for various works like tag renewals and tax filing making life easier. . There should be intersection between different State agencies and education organizations leveraging each other’s strengths to save dollars and meet various citizen needs. . David feels it would be beneficial for the State Technology Council to meet more often.

o David Rainey

. Technical infrastructure supports education, which in turn supports economic development. It levels the playing field. Seeking to increase economic development and education, David Rainey felt that there was an achievement gap that additional broadband capacity could help address. In his experience school technology improvement planning falls short on the access piece due to cost. Strategic agenda needed to cover the broadband access aspect to diminish the education and economic gaps.  State Technology Planning – Advised Council members that a list of projects for FY 13 and current project amendments are included in meeting handouts

 Susan Smith presented Transparency.Arkansas.gov

o Website goes live July 1, 2012.

o It will have employee compensation information projected annually. Deductions will not be published.

o All other financial records go live July 7, 2012, except bond indebtedness, higher education and cities and counties. Expenditures will be reported on a year to date basis. All contracts that are greater than $20,000 for construction, and all others $25,000 will be on the site.

o The transparency information website went beyond what Act 303 of 2011 called for with coverage of frequently addressed FOI requests.

o DIS would make arrangements to meet the anticipated spike in web activity immediately following the go-live. o Various security measures were in place to protect privacy. Agencies had been made aware that what they put in their business transactions could be available for public use. Sensitive information should be avoided in transaction fields not meant for sensitive data. Processes were in place to quickly remedy privacy mistakes should they appear. o There will be a lessons learned review and an assessment of the success of the project in October, 2012.

 Upcoming events

o Next STC meeting will be held in conjunction with the Arkansas Digital Government Summit scheduled for November 7, 2012. All members are encouraged to attend.

o IT leaders quarterly Technology Forum tentatively scheduled for August 2, 2012 at the Cooperative Extension Theater on UALR campus.

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