NYS Forum

2007-2008 Committee Accomplishments

2008-2009 Committee Projected Initiatives

Items in italics under "2008-2009 Projected Initiatives" for each committee are those suggested at the Annual NYS Forum Planning Session held on July 11, 2008. Any initiatives receiving priority votes cast by participants on July 11th are bolded and in blue and the number of votes cast is shown in parenthesis.

IT Accessibility

The Forum founded the IT (Information Technology) Accessibility committee to raise awareness of these issues with the technology community, to encourage the development of sensible policies to address these issues, and to provide the technical training necessary to implement the policies.

2007-2008 Accomplishments

Tools

  • Validation Tool
    • Completed the evaluation process and awarded the RFP
    • Tested and evaluated the tool
    • Developed release guidelines and protocols
    • Completed development and released the tool
    • Organized hands-on training in the use of the desktop tool
    • Organized web-based training in the use of the online tool
    • Acted as NYS contacts for issues related to tool access
  • Wiki established

Training

  • Intro to Web Accessibility
  • Accessible Web 2.0 (AT Expo)
  • Review of the Standards and the Validation Tool (AT Expo)
  • Presentation to the Webmasters' Guild introducing HiSoftware
  • Presentation to the Webmasters' Guild launching the Validation Tool
  • Presentation to CATA demonstrating the Validation Tool
  • Desktop tool training - See above
  • Online tool training - See above
  • Webcasting Open Meetings - A Demonstration (GTC)
  • MAGPie training
  • ARIA Training co-sponsored with the WMG (facilitated by Corp. Roundtable member IBM)

Presentations

  • CIO Council Subcommittee on Performance Measurement
  • Award Nominations
    • Best of New York
    • NASCIO Awards

Policy

  • Revised OFT Policy containing stronger language regarding the procurement of accessible products
  • Revised Standards to encompass a larger range of alternatives for compliance

Publications

  • Monthly newsletter, including standard-by-standard commentary and advice
  • Best Practices Guidelines for the Standards
  • Web site commentary on Standard 6: Times Responses

Research

  • Investigation of ARIA and Web 2.0 technology
  • Preparation for HTML 5.0
  • Discovery of the WCAG 1.0 to WCAG 2.0 comparison documents
  • Found list of state accessibility policies
  • Litigation and Legislation watch

Consultation

  • With OFT and several other agencies, businesses, and the occasional county

2008-2009 Projected Initiatives

Tools

  • Validation Tool (2)
    • Continue to publicize and market validation tool
    • Assist as necessary in efforts to get validation tool on contract and on aggregate buy
    • Increase awareness among state agency web developers, managers, and contractors working for state agencies
  • Wiki
    • Become familiar with Wiki management
    • Encourage use of the Wiki as an ongoing FAQ

Planned Training/Presentations (1)

  • Intro to Web Accessibility (another session)
  • Update on Policy and Standard
  • Policy, Standard and Validation Tool session (downstate)
  • Getting Started with CSS
  • Creating Accessible PDF Documents
  • EDUCause 2008
  • DOH - Best Practice Implementation Session
  • Update on ARIA/Web 2.0
  • Exploit any other training/presentation opportunities
  • Sessions on/for usability using expertise from US HHR; contractor training on the standard; and creating accessible flash (2)

Policy

  • Investigate options for adding Policy's procurement language to Appendix A
  • Investigate the possibility of legislation to require procurement of accessible IT in state government

Publications

  • Continue to publish monthly newsletter
  • Update web site commentary to reflect changes in the Policy and Standard
  • Update Best Practice Guidelines on Standard for CIO/OFT web site

Research

  • W3C Standards Watch: HTML 5, WCAG 2.0, ARIA
  • Review proposed changes to Section 508
  • Litigation and Legislation Watch

Consultation

  • Continue to provide consultative services to web developers and others in state agencies, local government, contractors working with state agencies, etc.
  • Extend consulting services to include agency training (3)
  • Ensure accessibility of the NYS government web site, template and development tools (4)
 


Business Continuity

The objective of the Business Continuity committee is to work in collaboration with state and local agencies and representatives of the IT Corporate Roundtable to develop education and training opportunities and tools that address business continuance planning needs of New York's state and local government entities.

2007-2008 Accomplishments

Presentations

  • Co-chairs co-presented at the Fall 2007 NYS Internal Control Association Conference: topic was "Emergency Response, Business Continuity and Disaster Recovery Planning".

Training/How To Sessions Conducted at Committee Meetings

  • Provided multiple sessions on how to develop and conduct emergency exercises.
  • A mock "How to" session was conducted to demonstrate how a Business Impact Analysis is conducted.
  • NYAlert - SEMO presentation on their electronic notification system for emergency related information
  • Presentation on how to establish and Awareness and Training program for Business Continuity within and organization.

Tool Development

  • Completed substantial revisions to the original Business Continuity Health Check and re-issued the on-line application.
  • Issued announcements about the availability of the Health Check to hundreds of State Agency members.

Information Sharing

  • Committee meetings have proven to be a valuable opportunity for practitioners to share and discuss common challenges and potential solutions.
  • The Forum sponsored Listserv is a very useful vehicle for announcing meetings, distributing meeting minutes and sharing resource material.
  • Meetings always involve a go-around where members discuss current and planned Business Continuity related initiatives.

Forging New Alliances

  • Committee members have found the meetings and evolving relationships valuable.

2008-2009 Projected Initiatives

Education Tool (13)

  • Continue to work, in partnership with SEMO (State Emergency Management Office), on the "How to" of Business Continuity planning.
  • Work with Forum Executive Committee and GOER to develop Business Continuity Training Program for practitioners.
  • Catalog/define elements and components of a BC Plan. (2)
  • Catalog co-location availability for IT sites. (1)
  • Develop templates and methodology related resources to assist practitioners.

Education

  • Plan for a day-long conference for State agency personnel on emergency planning and business continuity. (4)

Policy

  • Develop a partnership with SEMO (State Emergency Management Office) and NYS Office of Homeland Security to improve information exchange and knowledge sharing among agencies that are not part of the Disaster Preparedness Commission.
  • Recommend components for pending SEMO legislation (4)
 


Emerging Technologies

The objectives of the Emerging Technologies Committee (ETC) are to provide an avenue for government and commercial organizations to exchange information related to new technologies and facilitate the introduction, evaluation and sponsorship of topics relating to new and emerging technologies for consideration by The NYS Forum members.

2007-2008 Accomplishments

Education

  • Committee meets monthly (usually the 2nd Monday at 2pm), with open invitations to The Forum and IT Corporate Roundtable members.
  • Completed Mobile computing seminar series in February with a session on Web based Forms
  • Began a seminar series on "Knowledge Management" with a seminar entitled Business Intelligence in Government
  • Committee continues to see incremental growth in requests for membership.

2008-2009 Projected Initiatives

Education

  • Continue the Business Intelligence Seminar Series started in 2007-2008
  • Consider offering seminars on:
    • Network-based applications
    • Smartcard Technology
    • Knowledge Management
    • Thin provisioning
    • ITIL
    • Emergency Alert Notification
    • CMDB
    • E-Discovery (19)
    • Unified Communications (12)
    • Software as a Service (SaaS) (1)
 


IT Greening

This committee was created to provide a focal point for NYS Forum initiatives addressed to Governor Spitzer's "15 by 15" statewide energy conservation program. The committee will be developing educational programs, highlighting best practices and planning key events all focused on (1) how overall information technology energy consumption can be reduced, (2) how IT can be a tool for more efficiently managing state resources and operations to achieve reductions in energy consumption, (3) what can be considered during the acquisition and procurement of energy efficient information technology hardware, and (4) how to manage the end-of-life phase of the information technology life-cycle in an environmentally preferable manner.

2007-2008 Accomplishments

Education

  • Committee formed
  • IT Greening Conference Held

2008-2009 Projected Initiatives

Education

  • Hold a second NYS IT Greening Conference. Include an Exhibit Hall and Sponsors.
  • Organize a few smaller events during the year.
  • Improve communications concerning IT Greening within the state.
  • Offer an energy management concepts seminar. (4)
  • Hold a session including consideration of webinar delivery and a supportive white paper that focuses on proven energy management practices. (11)

Research/Education

  • Recruit Agency IT Greening leadership to serve on the Committee.
  • Meet with DOB, DEC and OGS to identify best practices.

Research Tools

  • Identify ways in which agencies can monitor their IT energy costs.

Collaboration

  • Identify and work with the key persons in the state control agencies (DOB, OSC, OGS) to establish a common understanding/approach to IT greening, it's benefits, and the relevant agency metrics for determining progress toward "15 by 15." (22)
 


MATRIX

The objectives of the MATRIX Committee include promoting the exchange of ideas, knowledge and experiences among State agencies with respect to the operation of information resources, supporting human resource development and assisting members with solving or avoiding operational problems.

2007-2008 Accomplishments

Education

  • Best Practices in IT Skills Development - Opening Remarks by NYS Office of the CIO
    • Panel members addressed: Available NY State training resources, IT Skills development examples, applying best practices for the development of IT Skills, IT Skills Survey Results

2008-2009 Projected Initiatives

Education

  • Consider the following topics:
    • Civil Service Overview
    • Identity Sharing of Training Best Practices. (1)
    • Management (Single Sign On)
    • Management of Mobile Computing Devices
  • Planning has begun on: Revisiting the Workforce Skills Assessment. Date TBD (Oct., Nov. Dec. 2008). Possible all day session. Presentations will consist of 3 separate areas geared toward 3 concurrent sessions:
    • NYS CIO, PEF and professional IT organization and vendors (May include representative from Federal Government, IBM, Cisco, professional organizations and state department heads to address technology concerns, future functionality, performance management and IT Infrastructure);
    • Individual state agencies: Tax and Finance, Civil Service, GOER, OFT addressing performance measurement and management, retention remedies and incentives for IT workers and individual agency vision for future IT trends;
    • Individual Employees: Address specific areas within the survey results - training, gap skills, career path. (1)
  • Considering co-sponsoring a networking opportunity that will encourage NYS IT professionals to interact and share experiences.
  • Conduct a session focused on making IT staff aware of the training opportunities available that address the identified "gap" areas. (2)

Collaboration

  • Designate the MATRIX Committee as the focus for NYS Forum outreach on behalf of all committees related to IT education and training needs. (3)
  • Identify IT training stakeholders and work with them to make their programs more efficient and effective.
 


IT Procurement

The NYS IT Procurement Improvement committee was created to review and suggest enhancements to the IT procurement process and provide timely education and training.

2007-2008 Accomplishments

Education

  • One of the major initiatives of the IT Procurement Committee was to clarify CIO/OFT's position on minority and woman owned business participation. New York State CIO Melodie Mayberry-Stewart and New York State Director of Minority and Woman Owned Business Development Michael Jones-Bey appeared at several Forum meetings to clarify the position of the state and seek commitment from large corporation to increase the percentage of minority and woman owned business participation in New York State contracts.

2008-2009 Projected Initiatives

Education

  • Schedule a seminar on bid protest procedures and debriefing procedures.
  • Considering holding another "How to do IT Business with New York State" session.
  • Conduct sessions on procurement stewardship, lobbying and contract requirements. (14)
  • Session on how reasonable the current T's and C's are and how they might be improved. (12)
  • Best practices session on RFP and bid development. (17)

Communications

  • Consider using alternative technologies for getting information out and submissions related to state contract opportunities. (3)
  • Develop an "Orientation Packet" for those interested in NY state's IT procurements and the relevant processes. (3)

Policy

  • Consider licensing as an object of aggregate purchasing. (2)
 


Project Management

The Forum's Standing Committee on Project Management was created to support government entities and government project managers as they implement project management standards and practices, Project Management Offices (PMO'S), and project portfolio management (PPM) within their organizations.

2007-2008 Accomplishments

For the Project Management Community of Practice (PM COP) (open to all):

  • May 2008: An overview of two New York State projects was provided: NY FMS (Financial Management System) by Mahesh Nattanmai and NYS Worker's Compensation Reform by Jon Haverly, Keane Consultant on behalf of WCB.
  • January 2008: Joint meeting with Upstate NY Chapter of PMI (Project Management Institute) was conducted, featuring J. Davidson Frame, PhD, PMP, Academic Dean at the University of Management and Technology (UMT) in Arlington, Virginia. Dr. Frame's topic was "Agile Project Management: Re-thinking PMBOK, CMM, ISO 9000 and Other Standards". Approximately 175 people were in attendance.
  • December 2007: Project review practices from both the public and private sectors were reviewed. Representatives from the New York State Office of the Comptroller reviewed the level of audits, criteria used for audits and key findings from OSC and Project Quality Assurance processes employed at OSC were also reviewed. Keane, Inc. provided a detailed overview of how Keane audits their projects including audit types, processes, categories and scoring used on all Keane Managed Projects.
  • September 2007: Held in conjunction with the Government Technology Conference (GTC East) the session was dedicated to the topic of certifications. Speakers from the OSC, OFT, and OCFS discussed both Project Management and Business Analyst certifications.

For the Project Management Office (PMO) Roundtable (open to all agencies currently implementing a PMO or PM Practices):

  • June 2008: A discussion of establishing and staffing a PMO in a state agency including experiences using the new Project Manager title series, establishing new positions, reclassifying current staff, use of Business Analysts in the PMO and other PMO needs.
  • March 2008: Enterprise Level PMO - A brief introduction to the evolution of the EPMO concept followed by a panel discussion by representatives from various NYS agencies discussing how their PMOs evolved "beyond IT" to encompass and support projects across the entire Department, Division or Office.
  • December 2007: A presentation and panel discussion on Project Rescue, Triage, and Recovery. Experiences and advice on identifying projects in trouble, and implementing a plan to get the project back on track or minimize loss by closing it out properly.
  • September 2007: Review Process for Proposed and Active Projects - an overview of the development of the checklists and a roundtable discussion to brainstorm potential uses of the checklists within agencies. The CIO Peer Review Process enables the State CIO, through the CIO Council, to provide project recommendations and strategies to agencies that mitigate project risks and contribute to increased project success. The checklists are available to all state agencies via the PM Repository and are a valuable tool for agencies to use to assess project health and well being.

The PM Standing Committee members met monthly to plan and execute the above activities as well as completing the following Special Projects:

  • First joint event with PMI New York City Chapter in October 2007 featuring Dr. J. Davidson Frame was attended by over 100 people.
  • An update of the PM Matrix to facilitate sharing of PMO resources across the state agencies is in progress.
  • Marketing and education of project management are supported by the NYS Forum PM Committee Newsletter which was published quarterly
  • Promotion of the Project Manager title series first exam holding in February 2008.
  • Aggregate Agency Project Management Training remains on hold until funding and/or resources can be identified to complete the project. Demand for a consolidated, standardized PM curriculum for NYS remains high.

Update on 2007-2008 Annual Planning Session Initiatives

  • Promote awareness of the new PM title series and the civil service exam: completed through various announcements at meetings and newsletter articles.
  • Undertake outreach/identification of people performing PM in NY Government to enhance the user base of PM: The committee reached out through various groups including PMMP graduates, known PM practitioners outside of IT, and the Personnel Council in attempts to increase awareness of project management and this committee's offerings.
  • Develop and offer an executive level, transition session on project management topics: Forum suggested this should be done as part of a larger introduction to the Forum work. The PM committee put together a fact sheet for use by the Forum in creating an executive briefing.
  • Continue to conduct quarterly PMO Roundtable sessions on relevant topics: Completed - see above.

2008-2009 Projected Initiatives

Education

  • Provide project management educational opportunities for various audiences including NY State and local government Project Managers, Project Management Office Directors and agency executive management.
  • Complete the aggregate project management training work started under a Governor's Office of Employee Relations (GOER) grant in 2006.
  • Provide a focus on Project Portfolio Management practices, especially on the value of formalized selection, prioritization, and management of projects within a fiscally constrained environment.
  • With the NYS CIO, plan and conduct a session on the value of PM. (12)

Communications

  • Promote the NYS methodology, including newer SDLC methods, as the standard and encourage incorporation of the process into RFP's. (3)
  • Improve PM information sharing in a "safe" environment enhance the repository as resource tool central to sharing knowledge, techniques and materials. (9)
 


Security

The objective of the Security committee is to work in collaboration with state and local agencies to develop education and training opportunities and tools that address cyber security issues.

2007-2008 Accomplishments

Security Related Webcasts

  • Topics
    • Botnets
    • Emerging Security Trends for 2008
    • Application Security
    • Security 101 for You PC
    • Voice Over IP
  • Reached over 3,000 individuals throughout the US and world

Seminars and Presentations

  • Application Security (in conjunction with the Webmasters' Guild)
  • The ROI of Security

Conference Participation

  • KidsSafe Online Conference (October)

2008-2009 Projected Initiatives

Education/Security Related Webcasts

  • Scheduled for 2008-2009
    • Phishing
    • Securing a Multi-Tiered Environment

Education/New Seminar and Presentation Topics

  • Encryption Seminar (offered prior to the CSCIC compliance deadline)
  • Emerging Technologies in Application Security. (3)
  • Application Security from an Infrastructure Perspective. (3)
  • Effects of Social Networking on Security and the Accuracy of Data (blogs, wikis, etc.)
  • Data Breach Prevention and Response - The Common Sense Approach
  • Data Leak Prevention
  • PCI Compliance - A Government Approach
  • Data Classification 101 - Introduction to, Definitions and How to Plan
  • Security Issues of Virtualization
  • Conduct a session on Microsoft security best practices. (1)
  • Conduct a session on enterprise level information security opportunities including potential liabilities, risks and mitigation strategies. (7)

Communications

  • Develop and moderate a "security Wiki" for sharing standards and best practices. (5)
 


Small/Medium/Local Government Agency SIG

The Small/Medium Agency SIG was created to focus on addressing the unique problems and concerns that arise, in part, due to the small size of the IT staff and the restricted IT budgets typical to small agencies. It was also created to provide a focal point for policy makers to access small agency perspectives and realities that should be reflected in new policies, laws and regulations.

2007-2008 Accomplishments

Education

  • Conducted an educational seminar, Email Archiving: It's Impact on Small and Medium Agencies and Local Government at the Empire State Plaza on October 25th, 2007. The event was well attended with every available seat filled. Email Archiving issues have a tremendous impact on Small and Medium Agencies and Local Government. The focus of the presentations and the roundtable discussions that followed were on identifying requirements and solutions, and discussing how these issues uniquely impact Small and Medium Agencies and Local Government. Registrants provided their issues and topics at the time of registration and roundtable discussion groups were created based on this list. Guest speakers were: Marguerite Beirne, Deputy CIO, Westchester County; Geof Huth, Director, Government Records Services, New York State Archives; and Ann Marie Przybyla, Manager, Records Service Development, New York State Archives
  • Conducted a two part educational seminar, Shared and Managed IT Services. Tight fiscal times and rising customer expectations are facing today's IT organizations. These challenges create opportunities for synergy. Whether it is collaboration or consolidation, shared or managed, there are generally both benefits and risks to each approach. Our attendees heard from industry experts about ways other government IT organizations are leveraging shared and managed technology services to meet customer needs. This was a very informative discussion of IT trends and best practices as we all face demanding times. This was presented as two separate events.
    • On Tuesday, May 6, 2008, at the Saratoga Springs Hilton Hotel, the session Shared and Managed IT Services for Local Government was presented at the New York State Local Government IT Directors Association's (NYSLGITDA) Summer Conference. Guest speakers were: Ed Hemminger, CIO of Ontario County NY and President of NYSLGITDA; David A. Wilson, Managing Director, Finance & Administration Industry, Accenture State & Local Government Client Service Group; and Dale Strange, Director of Services, Dell Public Accounts
    • On Wednesday, May 7, 2008 at the Empire State Plaza, the session Shared and Managed Services for NYS Agencies was presented. Guest speakers were: Dan Healy, Deputy CIO, NY State; David A. Wilson, Managing Director, Finance & Administration Industry, Accenture State & Local Government Client Service Group; and Dale Strange, Director of Services, Dell Public Accounts.
  • This SIG has voiced and supported, on an ongoing basis, the needs of the Small, Medium and Local Government agencies to the other committees of the NYS Forum as well as to NYS CIO/OFT.
  • This SIG solicited input from the entire constituency of Small, Medium and Local Government agencies via a survey. This survey identified topics of interest to the agencies which will continue to guide our efforts in 2008-2009.
  • The SIG met on a monthly basis to plan events, track progress on those initiatives, and consider additional opportunities to support the unique agendas of our target agencies.

2008-2009 Projected Initiatives

Consultation

  • Continued expansion of the SIG by recruiting new members, targeting new private sector IT Corporate Roundtable members, and small, medium and local government agencies.
  • Continued collaboration with CIO/OFT in assisting small, medium and local agencies.
  • Increase The Forum's collaboration with organizations representing local governments such as the NYS Conference of Mayors and the NYS Association of Towns. (1)

Education

  • Ongoing input into the other committees of The Forum, to ensure that the needs of small, medium and local agencies are represented in their activities and events.
  • Joint event with BCP Committee of The NYS Forum, as small agencies in particular are challenged with having the resources to effectively address BCP.
  • Develop an educational event focused on IT strategic planning for small, medium and local agencies, which was one of the four highest priorities identified in our 2007 survey.
  • Develop an educational event focused on IT Security for small, medium and local agencies, which was one of the four highest priorities identified in our 2007 survey.

Tool

  • Create a networking/communications forum for small, medium and local agencies to share ideas and issues.
  • Create a practical guide for undertaking an IT strategic planning process. (15)

Policy

  • Partner with the NYSLGITDA to analyze opportunities for more partnerships with small, medium and local agencies (listserves, conferences, etc.).

Research

  • Conduct an update of the 2006 survey of small, medium and local government agency needs
 


Webmasters' Guild

The Webmasters' Guild was created to provide a means for those individuals within state and local government that have responsibilities for their agencies Web Sites to share ideas, issues, problem solutions and to suggest and/or develop education opportunities to benefit web development professionals.

2007-2008 Initiatives

  • Newly elected leadership: Committee Co-Chairs, Jim Costello and Cynthia Beighey.
  • The Web Guild met 8 times this year and once again averaged approximately 125 attendees per session. Estimated total number of attendees was over 1,000.
  • Two sessions; the October session on Application Security and the December session on ARIA (Accessible Rich Internet Applications) with Rich Schwerdtfeger, IBM Distinguished Engineer in the IBM Emerging Technologies Group both had attendance of over 200 individuals.
  • Two other sessions; the Blogs & Wiki presentations and the Portal presentations, which spotlighted how participating agencies use these technologies both had attendance of over 150 individuals.
  • The Web Guild was an important participant in the introduction of the first state accessibility testing tool, which the Forum and HiSoftware implemented in 2008.

2008-2009 Proposed Initiatives

Research/Education

  • Develop a survey to help identify topics of interest for Guild Members. This Survey, in addition to the outcome of the Forum Planning session will be used to help develop the 2008 - 2009 Programs. (Potential topics already proposed include browser compatibility issues, mobile browsing, graphic design for the Web, Web 2.0, accessibility, XML).
  • Conduct a seminar on collaboration tools and best practices. (8)

Tools

  • Incorporate new technology into the Guild, including use of either a blog or wiki, and the possibility of holding multiple break-out sessions as a part of the monthly program schedule

Education

  • The Web Guild will continue to support NYS initiatives including accessibility and other initiatives as they are announced.
  • Reach out to groups similar to NYS Webmasters' Guild in other states and at federal level to possibly share experiences, information, and concerns. Continue reaching out to other Forum committees with similar concerns as appropriate.

Collaboration

  • Work with appropriate state organizations to establish a career series for web professionals. (13)
  • Continue to support the NY.GOV website initiative and provide assistance with communications with state agencies. (1)