Contact

Steve Walter
New York State Office for the Aging
Phone: 518-473-4275
E-mail: steve.walter@aging.mailnet.state.ny.us

Purpose and users

The primary purpose of the system is to improve coordination of service delivery to clients, building on available family supports and ensuring that the formal service delivery system provides essential services and programs. The primary users of the system will be case managers and the aging services workers in public and non-profit service agencies.

Expected Impact

The program will increase the efficiency and effectiveness of local offices for the aging and non-profits and enable older persons and their families to obtain the information they need to make informed decisions.

Participating Agencies

The State Office for the Aging (SOFA): the New York City Department for the Aging: Area Agencies on Aging: NYS Departments of Taxation and Finance, Health, and Social Services: the U.S. Social Security Administration: Cabletron: NYNEX: and Niagara Mohawk Power

Corporation.

Project Management Process

Several advisory committees have been established along with an ongoing dialogue with case managers and others at the community level. Beta testing was conducted in various service delivery environments and pilot activities continue at the local level. An aggressive policy of recruiting private, public, and non-profit partners has been conducted with considerable success.

System Functionality

The Aging Services Network (ASNet) will provide connectivity between locations in two ways: by providing Internet access to SOFA and AAA staff, and by providing features in "PDS" which allow the transfer of client data between AAA offices and field workers via either cellular modems or conventional modems and phone lines into the main system. Internet access will also be provided.

Resources

$1.249 million grant from the U.S. Department of

Commerce, plus contributed effort by all parties.

Status as of 5/97

Beta testing and pilot site use of the "PDS" software

Timeframe

2 years for the grant monies. Minimum data set in use at all AAAS by April 1, 1999.

Contact

Jeff Swain
Office of State Comptroller
Phone: 518-474-4005
E-mail: jswain@osc.state.ny.us

Purpose and users

The purpose of the project was to design an electronic system including report software that would assist local governments in preparing and filing annual financial reports required by state law.

The primary users of this system are local government financial officers and accounting firms.

Expected Impact

Streamline and improve the timeliness and accuracy of annual local government financial reports which informs the legislature about local financial conditions which is used in the distribution of state aid. OSC uses the report to identify municipalities in fiscal stress and allows them to intervene at an earlier date.

Participating Agencies

Office of the State Comptroller and various local governments

Project Management Process

OSC established multi-division and multi-bureau level teams to handle this project. Other state systems were surveyed for existing software solutions and software vendors were contacted and test versions of their software were provided. OSC consulted the State Archives on electronic information retrieval and disposition options. The process was mapped and flowcharted, and staff were trained in re-engineering exercises. A local government advisory committee helped define the project. Local users were surveyed for their needs and preferences and asked for continuous feedback

A Rapid Application Development (RAD) methodology was used to design, develop, and test the system and pilot sites helped test and critique the software. Throughout, OSC marketed the system to local governments through publications, training systems, presentations, and direct mailings.

System Functionality

Local governments are provided with software for modem, filing, and database applications. Their previous year filing is provided through the State Comptroller’s Assistance Network (SCAN). The local government retrieves this by a download or through e-mail and then sets up their system. Local staff then either complete the report using the filing software, or arrange their data in a standard format and use a data merge feature to upload the information. Local users need a 386 system or better with 8 megs. of RAM, a 9600 modem, and Windows 3.1. Local governments certify the electronic reports to OCS via pin numbers generated by OSC.

Resources

$530,000 from OSC funding, 6 OSC staff were assigned at 80% for two years to develop the system.

Status as of 5/97

In production. Evaluation and refinement efforts underway.

Timeframe

1 year development, 1 year production; exceeded 2 year objective in first year with 293 electronic files out of a possible 1,500.

Contact

Pam Akison
New York State Department of Health
Phone: 518-474-5245
E-mail: pja01@health.state.ny.us

Purpose and users

The purpose of the project is to allow for the electronic filing of a death certificate which must be completed within 72 hours of death and is presently issued on paper. The primary users of the system will be funeral directors who are the agents charged with the completion of death certificates. Other users will include the local registrars who file the information with the state, physicians, coroners, medical examiners, hospitals, nursing homes, and county public health agencies.

Expected Impact

The system is expected to reduce overhead costs for funeral directors who will now have less travel time and filing time associated with their duties. Data accuracy should also be enhanced through the new process. This, in turn, will enable state resources to be used in other ways.

Participating Agencies

New York State Department of Health, various local governments, and private and non-profit organizations.

Project Management Process

Considerable best practices research was conducted concerning digital signatures as this will be a key to the success or failure of the project.Microsoft Project was used to plan the work schedule. The work group developed flow charts and pseudocode for business rule documentation. A two-day task force meeting was conducted with local registrars and other partners to demonstrate prototype screens and obtain feedback and enhancement opportunities for the project.

System Functionality

The system is a Web application built using HTML and CGI scripts.

All users are registered with the system but can perform various roles.

The system allows for creating new cases (each case has a unique number), transferring cases, updating cases, and referring cases. The system will ultimately allow funeral directors to order certified records from local registrars.

Resources

Federal contracts (2) provide $50,000, and the state has committed $100,000.

Status as of 5/97

The system is preparing for a beta test in 1997.

Timeframe

1 year

Contact

Jo Amy Guild
NYS Department of Agriculture and Markets
Phone: 518-457-3502
E-mail: nysagmk@emi.com

Purpose and users

The purpose of the project is to streamline the issuing and reporting process associated with dog licenses in NYS. The users are the municipal licensing agents (city, town, and village clerks) and municipal shelters.

Expected Impact

The system is designed to lower mailing and handling costs between the state and municipalities. Dog control officers are also able to access more accurate and timely data since the system greatly reduces the time needed to update the state system. The Department of Agriculture and Markets also benefits from a reduced workload with the new system.

Participating Agencies

The Department of Agriculture and Markets and municipal governments.

Project Management Process

Since no other state maintains a dog licensing system similar to NYS, no best practice existed. Surveys were used to better understand the technological capabilities of the potential municipal users. Focus group discussions were held with local users to better understand what was needed and how best to meet their needs. Agriculture and Markets then prepared the system specifications and persuaded the private software providers to integrate the new system into their existing local government software packages.

System Functionality

The system functions on stand alone PC’s within each municipality and can deliver data to the state via disk transfers and modem connections. The system is integrated into seven municipal software packages available from private vendors and is capable of producing the individual license and creating the various reports requested by Agriculture and Markets.

Resources

State and local employee time in designing functionality for the system.

Status as of 5/97

Project is complete. The Department of Agriculture and Markets continues to promote the use of the software and encourages municipalities to begin using the system.

Timeframe

An effort was begun in 1995 to restructure the dog licensing program in NYS. In early 1996 new software specifications were written and distributed to vendors. In May 1996 those programs were tested and continue to be implemented.

Contact

Peg Sauer

New York State Department of Environmental Conservation

Phone: 518-457-3400

E-mail: peg.sauer@dec.mailnet.state.ny.us

Purpose and users

Provide "one-stop shopping" for the sportsperson by making all types of licenses available, at all agents, at all times. The system will be used by town clerks, private businesses who sell licenses

(650 statewide), and DEC campsites. There are about 1,750 users statewide including municipal clerks and selected commercial issuing outlets.

Expected Impact

Increase the assurance that the sportsperson is purchasing a valid license by selling hunting or fishing privileges only in the combinations which are described in law. Provide the issuing agent with the ability to query the system with regard to the status of an individual seeking a license. Provide more complete data to the state regarding hunting and fishing trends statewide.

Participating Agencies

The Department of Environmental Conservation (DEC), town clerks and private sales agents (Wal-Mart, K-Mart, etc.).

Project Management Process

A considerable amount of time was spent conducting best practices reviews of five other state systems. A task force was convened in

1991 to consider the computerization of the licensing process. In 1996, DEC also used its annual training seminars to discuss computerization options with local users. Various sporting advocacy groups have been shown the proposal and have given their support to the project. DEC has also contacted and held meetings with the various private software vendors that currently supply municipal software packages and looked into their role in the new system design.

System Functionality

A NYT based system with a centralized repository that directs the license sale system and stores customer and transaction information. A centralized program will handle all accounting needs. A customer will receive a valid license printed on site as they wait. The need for stamps will be eliminated and DEC officers will be able to verify licenses in real time.

Resources

Cost absorbed in regular state and local operations

Status as of 5/97

Planning and design

Timeframe

An RFP may be ready in early 1999 for a mid 2000 implementation

Contact

Gary Rinaldi
New York State Department of Health
Phone: 518-473-4437
E-mail: gmr06@health.state.ny.us

Purpose and users

The purpose of the project is to test the feasibility of building an immunization information system that will register and track childhood immunization statewide. The primary users are health care providers which offer immunization services and public health agencies which use the data for monitoring and planning purposes.

Expected Impact

A fully functioning system would allow health care providers to ensure that children are properly immunized and that a larger proportion of the population gets immunized. The system would also allow for reducing re-immunization cases through greater coordination among the various health care providers in the state, and help school districts better manage their immunization requirements. The system would also make the tracking of vaccine recalls much simpler.

Participating Agencies

New York State Department of Health, county health agencies and various non-profit organizations, with IBM as system integrator.

Project Management Process

Literature searches were used to investigate and identify similar projects. The Centers for Disease Control and the Robert Wood Johnson Foundation were also contacted for possible models. A needs analysis was conducted with each of the four regional demonstration projects, followed by re-engineering studies. A statewide work group was also established which represents a cross section of people who will use or be impacted by the system. Various subgroups have been broken off from this work group to focus on specific policy and technical aspects of the project.

System Functionality

Each demonstration project has been allowed to develop its own technical architecture and specifications depending on its needs.

A security standard has been established for the Health Information Network that all participants must meet. By allowing each site to develop its own system, the project is exploring many options for achieving a common set of programmatic goals.

Resources

Grant from U.S. Centers for Disease Control: $3,870,699

Status as of 5/97

In the pilot stage

Timeframe

2 years

Contact

Edward DeFranco
New York State Division of Criminal Justice Services
Phone: 518-457-3776
E-mail: edward.defranco@dcjs.mailnet.state.us

Purpose and users

The system will provide timely probation-related information to County Probation Officers to assist them in the performance of core probation functions. The users will be small and mid-sized probation departments numbering about 45 statewide.

Expected Impact

The system will improve information management and decision making at all levels of a probation department and thereby improve quality of service both to the individual client (the probationer) and the general public through increased public safety.

Participating Agencies

The Division of Probation and Correctional Alternatives(DPCA), Division of Criminal Justice Services (DCJS), and County Probation Departments

Project Management Process

A best practices review was conducted using professional organizations as well as the Internet. A BPI process was used to map out the existing process and from that the functions were broken into three levels and to date level 1 (core functions) has been addressed. In order to complete level 1, on-site walk- throughs were conducted by team members. This was followed by a series of seven site reports and these were then integrated into a standard process. This information will be used to prepare an RFP.

System Functionality

The system planned will be a PC/Windows based LAN. The RFP will determine whether standard software packages or custom built programs will be used. The system is intended to be linked with various criminal justice agencies to allow for information exchanges.

Resources

To date the costs have been absorbed into regularly funded State and Local positions.

Status as of 5/97

Process analysis and design completed. Technology selection process under way.

Timeframe

Began August 1996, RFP planned for July 1997

Contact

Bonnie Scott
NYS Office of Real Property Services
Phone: 518-473-8742
E-mail: bonnie.scott@orps.state.ny.us

Purpose and users

The purpose of the system is to improve access to the RPS data by other applications, both commercial and user-developed packages, through the use of a relational database. The primary users of the system will be municipal Assessors and staff in the county Real Property Tax Services offices.

Expected Impact

The project is expected to improve and enhance processing capabilities for maintaining assessment data needed for assessment rolls, tax rolls, and bills at both state and local levels. The data should also be more accessible to secondary users such as zoning boards, 911 systems, and planning agencies.

Participating Agencies

The NYS Office of Real Property Services (ORPS) and municipal and county assessors

Project Management Process

ORPS conducted internal staff interviews to determine software needs for the project. They then used a customer- oriented technique to produce a process map of the system and have used CS10000 to map and track the project. An external advisory group comprised of municipal and county officials was established to help define the system and advise the state developers. It meets every two months.

System Functionality

The system is designed to run on microcomputers and on mainframes to accommodate the needs of all the users. The system will be based on GUI screens for the micros. No database engine has been selected yet. The new system will likely require a 486 machine or greater to run and, as such, will necessitate upgrades by some local users.

Resources

Absorbed into normal costs of doing business at ORPS. A licensing fee charged to each municipal user will offset some of these internal costs.

Status as of 5/97

ORPS is currently in the development phase of the project.

Testing should begin in June 1997 with an initial release date of January 1998.

Timeframe

1996-1998

Contact

Paul Szwedo
NYS Office of Real Property Services
Phone: 518-473-7222
E-mail: paul.szwedo@orps.state.ny.us

Purpose and users

The main purpose of the project is to allow for the electronic preparation of the official records of real property transfers, known as the RP-5217 form. The system is designed to reduce errors and eliminate duplication of effort at the state and local levels in the filing, processing, and distribution of the data.

The primary users will be private attorneys or their staff and title companies. Secondary users will include county and municipal assessment officials as well as ORPS staff.

Expected Impact

Duplication of data entry at the state and local levels will be eliminated. Information about real property transfers will be more accurate, complete, and legible therefore overcoming the three most cited problems by local officials. Median timeframes will be reduced from 123 days to 60 days for transactions added to state files.

Participating Agencies

Participants in the project include the NYS Office of Real Property Services (ORPS), Onondaga County (pilot site), and an advisory group comprising both public and private users.

Project Management Process

A steering committee that included representatives of all stakeholders was formed at the project’s inception. Other critical membership included the Governor’s Task Force on IRM, NYS Archives and Record Administration (SARA) and the Telecommunications Initiative Project (TIP). The committee members serve as communication links with stakeholders and were instrumental in surveying their membership regarding existing practices. The agency was undergoing a Core Process Improvement (CPI) exercise concurrent with this project and both efforts benefited from each other. Work with local officials in the pilot helped refine system features. ORPS purchased and continues to use CS10000 software to outline and maintain tasks for client server projects.

System Functionality

End users will access the application through the Internet. Sales data will be stored in Albany on a Sybase SQL Server XI relational database. Requests for data will be processed through a Netscape Enterprise server. Thus, a PC running Netscape Navigator will be needed to use this application.

Resources

Costs absorbed by internal ORPS processes and personnel

Status as of 5/97

The project is currently working on functional specifications and prototype development.

Timeframe

June 1996 - Early 1998

Contact

George Warner
Department of Social Services
Phone: 518-486-9459
E-mail: george.warner@dss.mailnet.state.ny.us

Purpose and users

The purpose of the system is to test imaging as a tool to improve Local District Social Services (LDSS) case workers’ ability to coordinate activities related to individual cases by improving access to case folders and case related documents. The primary users of the system will be LDSS case workers.

Expected Impact

The system will allow case workers to access files in seconds rather than hours or days. This should allow for greater coordination of case worker activities. A driving factor for some of the project participants was the new recordkeeping requirements of Elisa’s Law which requires long-term access to child abuse records. The project will also offer better support to remote office locations and replace outdated technology.

Participating Agencies

Department of Social Services and Local Districts of Delaware, Oswego, Rockland, and Ulster Counties.

Project Management Process

Industry case studies were thoroughly reviewed. A standard project planning methodology was followed. Pilot sites were selected and a specific business need and process was then identified in each site. Applications to meet these needs were developed and tested.

System Functionality

The system runs on a client/server platform in each LDSS and includes three primary components: scanner, image software, and an image server. Users gain access through existing PC’s on a LAN.

Resources

Between $30,000-35,000 per LDSS excluding personnel time.

Status as of 5/97

In the pilot stage

Timeframe

1 year

Contact

Terry Maxwell
New York State Forum for Information Resource Management
Phone: 518-443-5001
E-mail: tamaxwell@aol.com

Purpose and users

Assist state and local agencies to manage the increased information flows generated by the "Motor Voter" legislation.

Expected Impact

Faster service, less errors, and fewer resources required for data entry, records management, and records storage.

Participating Agencies

Local Boards of Elections, State Board of Elections, State Department of Motor Vehicles, State Department of Health, and the New York State Forum for Information Resource Management.

Project Management Process

Extensive use of best practices review was conducted with regards to Electronic Data Interchange (EDI) standards. A Business Process Review (BPR) analysis was conducted, the existing process was mapped, and a reengineered process was suggested. Three planning sessions were held which all participants attended. Following these meetings, consistent contact was maintained with all participants while the system was developed.

System Functionality

The system will be Internet based. Components include:

1) The X12 280 transaction set, which is the standard transaction set to which databases map; 2) EDI software; 3) Encryption software; 4) Mail software; 5) A mail server and Microsoft Exchange compatible system software; 6) An Internet service provider to transport the transaction set using TCP/IP protocol.

Resources

$180,000 grant from the NYS Archives and Records

Administration and continuing volunteer efforts

Status as of 5/97

In the software installation and mapping phase

Timeframe

The project was funded for the period 11/94-6/96. It now continues on a voluntary basis.