Commonwealth of Virginia Innovative Technology Symposium
2016 Virginia Governor's Technology Awards winners, by category
On behalf of Governor Terry McAuliffe, Secretary of Technology Karen Jackson presented 2016 Governor's Technology Awards to 17 winners in nine categories at a special COVITS ceremony on Sept. 7. To further share these innovative projects, executive summaries for each winner are posted here.
Project Description:
The City of Roanoke and the Roanoke Valley Broadband Authority collaborated to add 14 sites along the fiber path of the Cities of Roanoke and Salem and the Counties of Botetourt and Roanoke, to expand government fiber reach, provide a vision to improve community service and improve government resiliency. The project also encourages collaboration and enhances economic development. Together with the RVBA fiber, Roanoke is deploying a multi-layer, high capacity, redundant fiber mesh for government operations and citizen use.
The main focus was to bring the city's libraries onto a common but partitioned fiber backbone, enabling the E-rate funding vehicle and enhanced access to underserved citizens and neighborhoods. Other beneficiaries include fire stations, a recreation center, economic development offices, a business incubation site, the city's network, disaster recovery site, and the Hotel Roanoke Conference Center. Participants celebrated the official lighting of the 47-mile fiber network in April; the first customer is the Blue Ridge PBS station.
Project Description:
Voters who cannot make it to the polls on Election Day now can securely apply for an absentee ballot through ELECT's website in just a few short steps. The completely paperless process assists voters with special rights under the law (e.g. - members of the military or voters with disabilities). ELECT introduced an innovative process that interviews a voter, much like tax preparation software. Based on the voter's responses, additional required information can be collected. Ultimately the full and correct absentee ballot application is submitted electronically to the local voter registration office for final review and approval. (There are three different forms that can be used depending on the voter's circumstances, some of which require supporting information.) During the March 2016 Presidential Primaries, 27 percent of all absentee ballot applications were submitted through this system. Even more exciting, 62 percent of absentee voters under the age of 30 used this system. ELECT built the new system with in-house resources in approximately one month.
Project Description:
VDOT's Northern Virginia region services more than 17,000 lane road miles. The Northern Virginia Paving Map provides the public with up-to-date, transparent, accurate information regarding the location and status of work scheduled for paving contracts in Northern Virginia. The easy-to-use interactive map also contains the primary VDOT contact's name, phone number and email address, as well the contractor's name for each project; this enables the consumer easier access to agency resources for more detailed inquiries.
Project Description:
The OneMind Electronic Health Records (EHR) project included the purchase, configuration and implementation of a comprehensive clinical information system for behavioral healthcare at DBHDS mental health hospitals. A suite of 22 integrated applications provides DBHDS clinical staff the ability to electronically document all aspects of patient care, including, but not limited to, patient diagnosis, multi-disciplinary treatment plans, assessments and progress notes, physician medication and non-medication orders, and document retention. Data analytics are used to promote better patient health outcomes. Prior to OneMind, hospitals managed clinical care data for thousands of patients using paper records. In 2014, through a change control process approved by the CIO of the Commonwealth and the Secretary of Health and Human Resources, the OneMind EHR Project scope was refined to implement the EHR at three mental health hospitals by the end of June 2016. This project has transitioned the hospitals from using disparate paper-based delivery to a network of collaborating hospitals sharing care delivery processes, common electronic information capture, and healthcare outcome improvement navigated by agency-wide empirical data. The OneMind EHR Project finished on time, under budget, and with increased scope, and delivered clinical results that far exceeded expectations.
Project Description:
In 2015, the Communications and Information Technology department and County Administration partnered to create the Mountain Valley Pipeline Viewer, which provides public information about the proposed path of the pipeline and how it will impact the community and the environment. Pipeline Viewer allows users to self-select layers to show various pipeline routes, mile post markers, workspace areas and tax parcels geographically. The pipeline data is updated on-demand. The app allows citizens or staff to share information using email, Twitter, Google Plus, Facebook or embedded URL. Pipeline Viewer is mobile optimized and is accessible to a wide array of modern desktop and mobile internet browsers. The user-friendly application also offers a help section.
Project Description:
CdpVA is an online process used by numerous stakeholders to monitor, update, develop and participate in the building, fire and other related construction codes and regulations. It includes electronic versions of national model regulations, automatic legislative formatting, a collaboration tool, and public comment feature. It gathers information from various sources and acts as a single source location and depository for all regulatory documents, including but not limited to meeting notices, workgroup information, summaries, board meetings and public hearings. DHCD worked collaboratively with the International Code Council (ICC), Virginia Building Code Officials Association (VBCOA), Virginia Plumbing and Mechanical Inspectors Association (VPMIA), Virginia Society of Architects (VA AIA), Home Builders Association of Virginia (HBAV) and others to identify needs and test prior to going live. The end result is a process that is accessible anytime, anywhere by anyone on any device 24/7.
Project Description:
DMV has created real-time integration between its application process for a driver's license or identification card with the U.S. Dept. of Homeland Security's Systematic Alien Verification for Entitlements (SAVE) system. This is an important step forward in ensuring the identity of all credential applicants in the Commonwealth of Virginia. SAVE allows for the real-time verification of immigration documents submitted by applicants. While Virginia DMV has used this system on a limited basis to review cases sent for elevated review since 2004, it previously was unable to review all immigration documents presented. This project created a real-time integration between DMV's Customer Service Application and SAVE. On March 2, 2016, the SAVE system was rolled out to all 75 Virginia customer service centers and five mobile offices. This verification ensures the authenticity of immigration documents and confirms the applicant is currently in an immigration status listed in Virginia Code (46.2328.1) as eligible to apply for a Virginia driver's license or ID.
Project Description:
OSIG is a leading provider of professional internal audit, finance, and information technology security training primarily for Commonwealth of Virginia internal auditors. It needed a training system to help streamline the process of managing registrants, collecting fee payments, printing course deliverables, performing reconciliation tasks, and extrapolating information for reporting purposes. To provide better service for its users, OSIG has transformed its auditor-training program and course registration processes with the launch of a new, mobile-ready Auditor Training Portal. Launched in August 2015, it replaced multiple systems and manual processes with a scalable enterprise solution. Responsive design and profile-based access contribute to a simplified user experience, enabling the user to enter and verify submissions without re-entering common data. State auditors now can easily register for training courses, make payments, and conveniently track education certifications online. An administrative component provides the ability to manage course and instructor information, track registrations and class activity, compile detailed reports, deliver automate messaging and reminders, and conveniently generate printed course materials and certificates. These new automated processes and capabilities have resulted in a significant cost savings to OSIG.
Project Description:
The VADOC K9 Program, comprised of more than 100 staff and more than 200 dogs, supports VADOC and other law enforcement efforts throughout the commonwealth with controlling offenders, detecting contraband, and apprehending offenders attempting to escape or abscond. Its original paper-based management system could not easily be searched for critical information such as bite reports, training performance, certifications, medical information, and in court settings. All data analysis had to be conducted manually requiring extensive time. VADOC conducted a thorough nationwide search for an enterprise software solution to better manage the K9 Program. However, the search did not return any usable solutions. In May 2014, VADOC began development of its own in-house web-based custom solution built on the Microsoft .NET and SQL Server platform. The DINGO application was deployed to production in July 2016. It now allows users to manage all canine certifications, job assignments, handlers, vet information and dog interactions. The solution uses a robust reporting platform that allows users to easily collect, search, report, and access information, therefore remedying the problems of the old system and furthering the VADOC's objective of long term improved public safety.
Project Description:
Fairfax County Government NewsCenter is a full-fledged editorial service for our community featuring relevant, timely and actionable news articles. It features a comprehensive digital presence, detailed social media strategy, branding and unique features such as embedded content, weather, traffic and a social media hub. Fairfax County Government NewsCenter represents a radical shift away from standard press releases with a move toward direct storytelling to our residents. We, the government, can tell stories in interesting and unique ways to our community. We, the government, can leverage technology and integrate various platforms, tools and ideas to build abetter public information architecture for residents. In its almost one year of existence, NewsCenter has shattered metrics, created a unified internal approach to external communications and helped redefine and shape a new generation of communications from government. This effort was led by the Office of Public Affairs, with support from the Department of Information Technology.
Project Description:
For many years, the Ranger Division of the Department of Parks and Recreation has relied on their Daily Activities Report (DAR) to track day to day activities. Critical information had to be manually entered, digitized and formatted. Searches were manual. Parks and Recreation and the geographic information system (GIS) Division of the Department of Information Technology developed an effective and efficient replacement for the DAR, and modernized it by making it completely mobile. Improvements included automatic logging of accurate geographic locations, photos with reports, views of previously entered reports within each park at any given time, and an executive dashboard for management to easily produce activities reports with different variables. The new application provides a more effective use of the Ranger Division's personnel.
Project Description:
Each community college has its own WES website address, which contains course descriptions and registration information specific to the particular college. For example, Lord Fairfax Community College's WES URL is https://lordfairfax.augusoft.net/.
Project Description:
VCCS's WES is a web-based system that allows the public to browse noncredit continuing education course offerings and register for courses online. In addition to providing prospective students with the ability to search for courses electronically and complete self-registrations, WES provides community colleges with a simple and intuitive interface to manage the business of continuing education. Through WES, college workforce divisions have been able to increase the efficiency and effectiveness of their work by reducing the need for walk-in and phone registrations. WES has also provided Virginia's community colleges with the ability to market courses that provide preparation for industry certifications and professional licensures that are valued by employers, thereby enabling Virginians to become more competitive in today's workforce.
Project Description:
Given the nature of its operations, in many cases ABC is data rich but information poor. While data may be captured it is often difficult to extract, combine or requires significant manual manipulation. In a strategic effort to increase access to agency data, the ABC Business Intelligence Project also has fundamentally changed the way the agency makes decisions and performs work. It now gathers numerous disparate data sources and brings them together into a single data warehouse, thus allowing dynamic analysis to be performed by business users. Information is made meaningful and dynamically displayed on topical dashboards, eliminating data bottlenecks and helping spread analytical decision-making throughout the agency. A foundation is being laid to establish performance benchmarks in untapped areas, enabling the agency to begin instituting and governing by performance measures. Finance dashboard released September 2014; product sales dashboards released June 2015, enhanced May 2016; Store Performance dashboards released December 2015. Future plans include expanding user access outside of ABC's central office including interface with the agency's website, to make portions of information available to the public.
Project Description:
DEQ is completing a major initiative that modernizes its Comprehensive Environmental Data System (CEDS) application and retires the functionality associated with the legacy tool by Aug. 31, 2016. The CEDS rewrite was initiated to fulfill a requirement for compliance with a commonwealth security standard but also provided conversion of legacy Oracle Forms and Reports modules to an n-tier, mobile-ready architecture. The new CEDS integrates enterprise content management, geographic information system, Oracle EBIZ financials, and CEDS data allowing a comprehensive view of facilities and permits across agency environmental media. It communicates with DEQ's other applications, the U.S. Environmental Protection Agency and citizens via the web. The scope of the project includes internal data management and sharing but also improved the ability of the agency to respond to data requests from citizens, other states and the Environmental Protection Agency.
Project Description:
Chesterfield County recently launched GeoSpace, the county's new geographic information system (GIS) website providing robust visualization of geospatial information and highlighting locations of special interest. This new platform replaces older technology and provides responsive design which makes it accessible on mobile devices. The companion site to GeoSpace is Open GeoSpace which provides residents and businesses the ability to download location-based data in three commonly used formats for further analysis. The county implemented ArcGIS Online from ESRI, Inc. replacing legacy GIS technology which was more difficult to use and was unable to render effectively on smaller devices like smartphones. Businesses and residents now have the capability to download the county's data at any time. Previously, each request required county staff to compile data and send via compact disc or file transfer protocol site to the customer. Currently, Open GeoSpace has 20 datasets available with plans for more in the near future. Each dataset that is made available will have supporting metadata, allowing the county to be the authoritative source of the data and building trust between the county and end user.
Project Description:
A vast amount of budget data is generated each year, reflecting allocation of billions of dollars across the commonwealth's many governmental agencies. DLAS is responsible for ensuring accurate and timely dissemination of this critical information. The Budget Portal initiative replaced old technology, allowed in-house support and enabled a data-powered, informative and interactive website. Strong data standards allowed consistent presentation, enhancing the user experience. The result is a responsive website that makes Virginia's budget information easier to search, navigate, and find in an attractive and consistent design. Budget content now is formatted for mobile devices, aiding the collaboration that budget work requires. Visitors can find the information they want, without having to know where the information resides.
Scope included two significant business process improvements. A re-write of the Budget Development System streamlined integration of the Governor's Introduced budget with the General Assembly's process for building the Budget with legislative budget amendments. Twitter is used to notify the public when new information is released. A re-write of the Budget Amendment System. allows House and Senate committee analysts to quickly and accurately apply legislative amendments to the budget. The project also enabled acceptance of information from the Department of Planning and Budget (DPB) in a new format for budget introduction, ability to print a Budget Bill Document PDF at any stage in the budget process, and new support for the General Assembly's budget amendment process. Key players include DPB, the Senate Finance Committee and the House Appropriations Committee (General Assembly).
Project Description:
Goochland County sought to modernize and enhance the county's website. Specific goals included improved functionality, currency of information, and ease of use for staff to update. Additional objectives for the revision included enhanced options for transparency, communication with citizens, and creation of efficiencies. Goochland County partnered with Civic Plus on a hosted solution that had an easy to use content management system. Unique features of Goochland's website today include use of geographic information system mapping to convey important information to citizens, use of a My Government services interface and purpose-specific maps, access to tax information through the Treasurer's Inquiry tool, a Frequently Asked Questions section, online forms, and check and credit card registers. Interactive segments such as "Let Us Know" give citizens a means to communicate concerns or suggestions. Collaborative effort made the county website project successful. Citizens often comment on its ease of use, the greater amount of information provided, and its overall pleasing look and feel. Staff appreciates the new content management system which makes it easy to update and add information to the site. Strategic goals established by the Goochland County Board of Supervisors are reflected in the county's website by provision of efficient, effective and transparent government, with an emphasis on customer service excellence.
Images from this year's conference now are posted online for use by winners. The collection includes photographs of Datathon presentations and winners, and Governor's Technology Award winners' team shots.