Winter 2005 A Publication of the Georgia Technology Authority New Command Center improves IT management GTA officially opened its new Command Center former Monitoring Center and the Enterprise for the state's wide area network (WAN) and data Network Operating Center, both of which were center operations in located in January. separate parts The center uses of the state advanced data center, technology to into a single, monitor the flow of secured facility data across the WAN in the Floyd and the operation of Building. computers at the A single data center, monitoring including and response mainframes, UNIX center is a systems and the "best practice" Advanced Windows GTA adopted Environment. The center operates 24 hours a day, every day of the year. Every week, GTA's Command Center repels over 1 million unauthorized attempts to access state information systems. These incidents often involve viruses, worms and denial of service attacks. from the private sector. The goal is "to know GTA Senior Operating Officer Renee Herr what's going on in our environment before the described the center as "the heartbeat of customer knows it," Ms. Herr said. operations." It combines the See Command Center, page 3 GTA lines up vendors for wireless devices, services Georgia Technology Authority As many as 11 separate contracts for wireless devices and services are expected to be available for use by state agencies in the first quarter of 2005. The contracts will provide agencies with a range of vendors and service options to meet their needs for digital cellular, mobile radio, one- and two-way paging and a variety of advanced wireless services. Several contracts are already available for use. As contracts are finalized, links to vendor Web sites are posted on GTA's Web site at www.gta.georgia.gov. Click on Procurement, Services Contracts. GTA is negotiating the contracts on behalf of state agencies. Their use is required by all departments, institutions, boards, bureaus, agencies, authorities, colleges and universities as set forth in the state's policy on the acquisition and use of telecommunications services and equipment. The contracts are also available to local governments. The contracts consolidate the purchasing power of state agencies so they can obtain the most cost- effective pricing possible. They also make it easier for agencies to remain current with technology as it advances. In addition, the contracts save agencies the time See Wireless contracts, page 4 Volume 4, No. 1 Inside this issue Agencies seeing benefits of MPLS upgrade . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 2 Agencies spent $503.4 million on IT in FY `04 . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 4 UGA unveils Web-based chemical tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 5 Avoiding dial-around telecom services . . . . Page 6 GTA earns procurement award . . . . . . . . . . Page 6 Bringing the benefits of technology to Georgia government Agencies seeing benefits of MPLS upgrade Upgrading the state's wide area network to newer technology and the benefits it brings is becoming a reality for state agencies. GTA and BellSouth began upgrading relatively small numbers of circuits to multi-protocol label switching (MPLS) in September 2004, and by the end of the year, 80 circuit conversions had been completed. These early conversions were scheduled on a circuit-by-circuit basis to address a specific, urgent need. The pace will pick up significantly in the first quarter of 2005 when GTA and BellSouth begin agency-wide conversions according to carefully planned schedules. "It takes much less time to pull up needed information....The line upgrade has increased the productivity of the office." Karen Smith Office of Child Support Enforcement As many as 200 circuits each month are expected to be upgraded. More than 1,800 circuits statewide will eventually connect to the MPLS network. Through competitive bidding, GTA contracted with BellSouth in July 2004 to upgrade and manage the state's wide area network. Agencies already benefiting from MPLS include DHR's Office of Child Support Enforcement. Workers report increased productivity due to significantly faster response times for the child support system. The time required to register a case has been reduced from 30 to 14 minutes. The time required to establish an order has been reduced from 18 to 6 minutes. Searching for information about a case used to take 4 minutes; it now takes less than a minute. GTA and BellSouth schedule a second meeting with the agency to present the proposals. They work with agency officials to modify the proposals as necessary. After the agency approves a final network design, circuit orders are submitted and conversions are scheduled. Here's the schedule GTA and BellSouth are following to set up initial meetings with agencies. Phase 1 Corrections, Motor Vehicle Safety, Revenue, State Board of Workers Compensation, and Technical and Adult Education Phase 2 Georgia Bureau of Investigation, Human Resources, Public Safety, Secretary of State Phase 3 Georgia Forestry Commission, Juvenile Justice, Labor, Pardons and Paroles, Transportation Phase 4 Administrative Office of the Courts, Administrative Services, Banking and Finance, Criminal Justice Coordinating Council, Teachers Retirement System Phase 5 Board of Regents, Community Affairs, Drugs and Narcotics Agency, Employee Retirement System Phase 6 Agriculture, Defense, Georgia Ports Authority, Georgia Public Broadcasting, Georgia Regional Transportation Authority, Georgia Superior Court Clerks Cooperative Authority, Homeland Security, Public Service Commission, SCOG, Soil and Water Conservation Commission, Subsequent Injury Trust Fund and World Congress Center Authority Phase 7 Numerous local law enforcement and county commission offices Fast Forward Georgia Upgrades taking place in phases The upgrade of agency circuits is taking place in phases. Here's how the process works. GTA and BellSouth set up a meeting to go over an agency's existing state WAN circuits and services and to discuss future needs. GTA and BellSouth engineers use the information gathered at the meeting to develop up to three proposals for a new agency network. The proposals include detailed pricing. "Words cannot express what this effort means to us. We have been working to get improved performance for our STARS application for almost a year....Thanks for making things better for the children of Georgia." Cindy Moss Office of Child Support Enforcement See MPLS, page 3 Page 2 Command Center, from page 1 Quicker response, better agencies with up-to-date information about communication situations that could affect their operations. For example, when GTA noticed unusual activity The center's Network/Security Management Group constantly watches the state's WAN, and the on the state's firewall in December 2004, technicians realized a specific agency was being Platform/Applications targeted for a denial Management Group of service attack. monitors data center operations. If either GTA identified the IP addresses of the group confirms a outside computers problem, staff notify involved in the attack the Incident Management Group, and blocked their access to the state's which is responsible network. for resolving it. The Network/ By issuing regular Security and status reports, the Platform/ Incident Manage- Applications ment Group keeps IT management groups managers in GTA Technicians at the Command Center monitor for also oversee systems and state agencies computer hardware failures, slow applications or changes, such as fully informed about networks, failure of computer systems to complete upgrades, to prevent progress in resolving problems. specific tasks, and similar problems. disruptions to agency operations. This division of responsibility promises to shorten Consolidating network monitoring and problem the time it takes to identify and fix a problem. It resolution in a single facility is strengthening GTA's also strengthens GTA's ability to provide customer ability to deliver secure and reliable technology services. T MPLS, from page 2 Circuit upgrades for agencies in a particular phase do not have to be completed before GTA and BellSouth begin scheduling initial meetings with agencies in the subsequent phase. Processing circuit moves, adds and changes In addition, GTA and BellSouth can process circuit orders for moves, adds and changes in any agency regardless of the schedule for initial agency meetings and prior to beginning large-scale circuit upgrades in the agency. However, completion of moves, adds and changes takes 30-45 days at existing sites and 60-90 days at new sites. Expedited service is available for an additional onetime fee. T MPLS offers other advantages besides reliability, speed and more service options MPLS offers many advantages, including greater reliability and speed. It's also easier to reroute data transmissions around bottlenecks and broken links. Network administrators are able to assign a different priority, also known as class of service, to network traffic on a case-by-case basis. Certain transmissions--such as video conferencing or those related to law enforcement and public safety--can take precedence over other transmissions. MPLS is an important step toward convergence. It lays a solid foundation for transmitting voice, data and video together on a single network. MPLS makes it easier to meet demands for better security. It also provides greater technical support for teleworkers and wireless services. As the state's demand for network capacity increases, MPLS promises to limit future growth in the cost of services because it can easily be expanded. It also offers more service options. Fast Forward Georgia Page 3 Agencies spent $503.4 million on IT in FY `04 State agencies reported spending a total of amounts and percentages are $503.4 million on information technology during FY general government: $104.9 million or 20.8 2004. percent This and related findings are contained in GTA's public safety: $62.3 million or 12.4 percent annual IT expenditures report, which provides detailed information for each state agency. GTA issued the report in January 2005. State funds accounted for $211.1 million of the total amount spent on IT resources. The remainder came primarily from the federal government. The largest amount $218.4 million or 43.4 percent of total expenditures was spent on health and human services. Other service categories, physical and economic development: $81.5 million or 16.2 percent education: $36.3 million or 7.2 percent. State law requires GTA to collect information about IT expenditures from agencies each year and compile a report for distribution to state leaders. Its purpose is to ensure accurate budgeting and accounting for IT expenditures, which include staff, hardware, software, telecommunications and data services, and computer supplies. Summary of state IT expenditures FY 2003 $434.9 million total ($236.9 in state funds) FY 2004 $503.4 million total ($211.1 in state funds) IT expenditures by the Board of Regents are not included in the report. The full report is available on Health, human services $178.5 million 41 percent $218.4 million 43.4 percent GTA's Web site at www.gta.georgia.gov. T General government $95.3 million 21.9 percent $104.9 million 20.8 percent Public safety $66.3 million 15.2 percent $62.3 million 12.4 percent Physical, economic development Education $73.7 million 17 percent $81.5 million 16.2 percent $21.1 million 4.9 percent $36.3 million 7.2 percent *These figures do not include expenditures by the Board of Regents. Fast Forward Georgia Wireless contracts, from page 1 and expense of having to conduct their own competitive bids for wireless services, although agencies are still urged to compare products and services among the approved vendors. Each vendor will be required to maintain a Web site with a list of available products and services, a pricing schedule and ordering instructions. Vendor sites must also include coverage maps showing where different wireless services are available throughout the state. Examples of advanced wireless devices include smart phones, wireless connection cards, dual cellular and WiFi phones, and devices integrating voice, e-mail and Web services, such as Blackberrys, Treos and iPAQs. At least one contract is expected to cover integration services, which enable a wireless device to access data stored on an agency server or a state mainframe computer. The contracts will require 24/7 technical support for most products and services and for reporting lost or stolen equipment. They will prohibit vendors from charging activation fees to agencies and will give agencies the option of testing and evaluating a wireless device or service for up to 30 days before committing to a purchase or service agreement. The statewide contracts and the telecommunications policy are both efforts by the state to more effectively control the use and costs of wireless devices and services. Besides requiring use of the new wireless contracts, the policy also requires all state entities to maintain inventories of wireless devices and to assign them to employees based on job responsibilities. The policy gives examples of the types of jobs and work situations where wireless devices may be justified. For a copy of the policy, visit the Office of Planning and Budget's Web site at www.opb.state.ga.us. T Page 4 UGA unveils Web-based chemical tracking system The University of Georgia has developed, pilot and laboratory safety software using state-of-the- tested and now is implementing an innovative, art computer technologies. Web-based system to track hazardous chemicals Maria Kuhn, program specialist with UGA's used in research and instructional programs. Environmental Safety Services, and Jerry NeSmith, University officials say the new director of UGA's Office of system, developed in conjunction with SIVCO, Inc., will be operational campus-wide in "There's nothing in the nation like this system." Research Services, worked closely with SIVCO programmers in developing, testing and 2005. Ken Scott revising the system. Other Georgia research UGA Associate VP "There's nothing in the nation universities are also planning to for Environmental Safety like this system," said Mr. Scott, implement the system beginning who has met and discussed in 2005. Chematix with officials at other research Called Chematix, the new system will enable universities, including the Texas Board of Regents, authorized UGA personnel to compare prices and the University of New Mexico, the University of order chemicals, track shipping, monitor inventory, South Carolina, Carnegie Mellon University and receive automatic notifications of hazardous Columbia University. chemical expiration dates, and arrange for In January 2005, Georgia Tech began chemical disposal using a password-protected implementing the new system, which also is under desktop computer and a commercial Web browser. consideration at Georgia State University, Georgia Chematix complies with U. S. Environmental Southern University and Kennesaw State University. Protection Agency (EPA) documentation standards For more information, visit: Chematix, for chemical acquisition and disposal. It also www.chematix.com or UGA Environmental Safety adheres to federal cost-accounting standards for Division, www.esd.uga.edu. T institutions receiving federal research funds. IT strategic plan compares Colleges and universities are among the nation's biggest consumers and disposers of toxic substances, said Ken Scott, UGA's associate vice state to industry trends president for environmental safety. For example, in an average week, UGA generates about 2,000 The state's new Information Technology Strategic pounds of chemical waste. The new system, which Plan provides an overview of technology in Georgia will be used in about 1,200 UGA labs, will be able government in the context of emerging trends in to handle 1,000 users simultaneously. the IT industry. Mr. Scott proposed developing the system in The plan, which was published in January, uses 2001, a time when the EPA began imposing multi- examples from several agencies in laying out the million dollar fines on universities that failed to direction state government is taking in three areas: meet the federal government's strict chemical- managing IT, improving the infrastructure and disposal guidelines. developing applications. "It made us look at how we do business with The plan is the result of the work and chemicals," said Mr. Scott, who spent 20 years at contributions of many state agencies, along with Texaco before coming to UGA. "EPA said: 'You've GTA. got to figure out a way to control ordering, tracking Highlights include: and disposal.'" what agencies are doing to combat spam In developing the system, Mr. Scott, members of the viability of open source alternatives for the UGA Laboratory Safety Committee and other desktops campus officials developed a detailed list of the increased speed and reliability of the specifications for the new system. The Georgia state's outsourced wide area network Technology Authority assisted in developing a steps toward a unified e-mail system technology-related request for proposals and wireless options evaluating vendor responses. Following a rigorous how IT can foster collaboration and evaluation, SIVCO, Inc., was selected in January efficiency 2002 to help UGA develop the tracking system. For a copy of the plan, visit GTA's Web site at SIVCO has expertise in developing environmental www.gta.georgia.gov. T Fast Forward Georgia Page 5 How to avoid the high cost of long distance dial-around services How can your agency avoid the high cost of long distance dial-around services? It's easy. Just make sure your employees place long distance calls by entering 9+1+area code+telephone number. By doing so, your agency will be charged the state's discount rate of 3.2 cents per minute. GTA negotiated this special rate specifically for state agencies, and it's significantly lower than any you're likely to find elsewhere. For comparison, GTA researched rates charged by dial-around services. The typical service charges 99 cents for up to 15 minutes and about 15 cents per minute thereafter. At these rates, a 15minute call costs more than twice the state's dis- count rate. Dial-around services may also add taxes and federal universal service fees, and some charge set-up fees or monthly plan fees. To access a dial-around service, callers enter 10+10 and a three-digit number before entering the longdistance number they are calling. GTA does not block access to dial-around services on state telephone lines because the blocking service costs $1.50 per line per month. Instead, we encourage agencies to ask their staffs to place their long distance calls by entering 9+1 and the number they are calling. If you have questions about dial-around services, please contact your GTA Regional Office or Account Manager. T GTA earns national procurement award GTA was recently awarded the National Purchasing Institute's Achievement of Excellence in Procurement Award for 2004. The award recognizes innovation, professionalism, productivity and leadership in procurement. GTA is responsible for the procurement of all IT products and services for state government. On behalf of state agencies, GTA's acquisition management office administers more than 650 contracts and has contracted for almost $300 million worth of products and services during the past three years. In addition to administering all statewide contracts, GTA also provides consulting services for acquiring IT, preparing and issuing solicitation documents, evaluating proposals and awarding contracts. "This award recognizes our professionally certified staff's commitment to assisting agencies and conducting procurements effectively and efficiently," said Tom Wade, GTA executive director and state CIO. GTA is one of only a few organizations to receive the national award at least three times. The selection process requires entrants to meet exacting standards and submit documentation on 100 evaluation criteria. The Achievement of Excellence in Procurement is sponsored by the National Purchasing Institute, the California Association of Public Purchasing Officers, the Florida Association of Public Purchasing Officers, the Institute of Supply Management, and the National Institute of Governmental Purchasing. T Fast Forward Georgia Published quarterly and available online at www.gta.georgia.gov 100 Peachtree Street, Suite 2300, Atlanta, Georgia 30303 404-463-2300, FAX 404-463-2370 Paula Calhoun and Michael Clark, Editors; Hettie Smith, Designer Tom Wade Cigdem Delano Steve Nichols Chris Tomlinson GTA Executive Director & State CIO , twade@gta.ga.gov Chief Operating Officer, cdelano@gta.ga.gov Deputy Director & Chief Technology Officer, snichols@gta.ga.gov General Counsel, ctomlinson@gta.ga.gov James D. Lester III, Chairman, GTA Board of Directors Fast Forward Georgia Page 6