Wednesday, December 14, 2016 -
1:00pm to 3:00pm

Location Details: 

Information Technology Dept.
Room 438
4201 Normandy Street North
Bismarck, ND 58503

Meeting Agenda:

 

Time Topic Presenter
1:00 Update on EA Activity Jeff Quast
1:15

Update on ITD Activity

  • Pioneer Email Upgrade
  • NASCIO Top 10 Priorities for 2017
  • Server and Disk Rate Reductions
Gary Vetter
1:30 Update on Agency Activities Jeff Quast
1:45 Assurance NM Follow Up Dawn Moen
2:00 Governor Transition and CIO Dan Sipes
2:15 External Email Warning Banner Sean Wiese
2:30

SLAs

  • Email
  • Active Directory
  • Office 365
Gary Vetter
2:45 Cybersecurity Task Force Report Sean Wiese
2:55 Future Agenda Items  

 

Meeting Recap:

 

Update on EA Activity
  • Liane Auch has replaced Mark Hawks as the ITCC representative from the Bank of North Dakota.
  • Application Architecture met 12/13/16, but the other architecture meetings were canceled due to weather and road conditions.

 

Update on ITD Activity
  • Gary Vetter reviewed the presentation at the Brown Bag Lunch; “How to Break Out of the Pack” by Frans Johansson, the CEO of The Medici Group.
  • The Pioneer Email service will be upgraded to provide encrypted email transfer, among other changes. The upgrade will require changes to email clients and will affect 1700+ users. The update was scheduled for December 18th, but has been postponed to January 15th to provide users more time to make email client changes.
  • ITD will be reducing Server and Storage rates temporarily for November and December to meet requirements for federal cash flow guidelines.
  • All network switches in the Capitol complex are now on fully conditioned generator power if needed.
  • LuAnn Baker is the new Service Desk Manager at ITD.
  • ITD and DHS will no longer be using Soft Tokens for Multi Factor Authentication due to federal requirements. It is very likely that agencies with federal applications will be forced to make a similar change at some point.
  • ITD is piloting next generation end-point protection solutions. More information will be available as progress is made.
  • Gary Vetter reviewed the NASCIO top 10 priorities for 2017.

 

Update on agency activity
  • The Attorney General’s Office will be announcing a new website, tentatively planned for release in 2 weeks. The site was developed by ITD on the Drupal platform.
  • DOT will be going live next week with registration renewal Kiosks in Bismarck. The initial go-live includes three Kiosks, including the South entrance of Kirkwood Mall, the Oasis Truck Stop, and the East entrance of the DOT building. The Kiosks allow users to use a credit card to acquire new registration cards and license plate tags. The initiative may be expanded to other cities in the future.
  • BND has been successfully locking down USB devices. If other agencies are interested they can contact BND for more information.
  • BND has performed a tabletop exercise dealing with a weather event or closure.
  • DOT is working with Waze to modify Google maps to show the closure of Highway 1806.
  • An update to Office 365 2016 scheduled for February is expected to fix bugs with Click to Install and Visio installations. The update should allow agencies to begin pushing out Office 2016 to O365 users. ITD plans to push out Office 2016 in March and will coordinate with agencies utilizing ITD desktop support to push it out on the agencies schedules.
  • The Tax Department has redesigned their GenTax web offering to be mobile friendly.

 

Assurance NM Update
  • Dawn Moen from OMB Risk Management provided follow-up information from the previous ITCC meeting and answered questions regarding Assurance NM and the process and logistics involved in notifying state employees in emergency situations.
  • The Highway Patrol initiates the call for the employees/agencies in the capitol complex, which includes the SWC, the State Library, DOT, Historical Society, and Bismarck agency directors. Contact information is extracted from PeopleSoft and sent to Assurance NM. Employees with no home phone number should list their cell phone under ‘personal cell’ in PeopleSoft.  It will allow those employees to receive text messages.
  • Phone system limitations do not support notifying all users at the same time, so incoming calls to the capitol have been throttled down to avoid overwhelming the system.
  • Some calls from Assurance NM have dropped the first digit of the phone number making the call, resulting in the first digit being 7 and being mistaken for a call from Russia. Efforts are ongoing to identify and correct this issue.
  • ITD can disable a phone number if it becomes compromised, and can quickly restore service under a new number.
  • Some agencies have received random calls asking employees to go to a nearby printer and give information over the phone. That type of information would never legitimately be asked for and should never be provided.

 

Governor Transition and CIO
  • Dan Sipes reviewed the transition expectations from the Governor Elect and the status of the CIO appointment.
    • Mike Ressler is resigning as CIO effective December 31, 2016. Mr. Sipes will be interim CIO until the position is appointed.
    • ITD met with Governor-elect Burgum’s transition team, and they seemed focused on using technology as a lever to introduce innovation in government.  They were also interested in cybersecurity, transparency, and using data to drive decisions and measure performance.

 

External Email Warning Banner
  • The ITCC reviewed several email warning banners and agreed on a default message to include in all external emails. The banner will notify recipients that an email is from an external source and that extra care should be taken if links or attachments are included in the email. The initiative was discussed at length by the Security Architecture team, the IT Coordinators Council, and ITD Security over several months. All parties agreed that it is a best practice that should be adopted enterprise-wide. ITD will send an email to agencies via the Service Desk to notify them of the initiative and outline what to expect when the change goes into effect, which is scheduled for January 1, 2017.

 

Service Level Agreements (SLAs).
  • Two ITD SLA’s have been updated and one new SLA has been created.
    • The Email SLA has had language added to include the External Email Warning Banner, and to state that the 1GB mailbox quota applies to all email accounts, not just Exchange accounts.
    • The Active Directory SLA has been updated to reflect the efforts of ITD and OMB to sync data between PeopleSoft and Active Directory. The added language states that data in AD should not be used to create shadow systems without prior approval from OMB. Links were also added to the content on OMB’s site that covers the functionality of PeopleSoft and to the form to request a waiver for a shadow system.
    • A new Office 365 SLA has been developed to supplement the O365 service page on ITD’s website. SLA content includes:
      • Office 365 licensing will be done as a single NDGOV tenant.
      • OneDrive is configured to not be shared outside of the NDGOV domain
      • Agencies are delegated to manage licenses via Active Directory.
      • End users are responsible for managing and deactivating the five personal use licenses via the O365 portal.
      • No tool exists for agency IT managers to manage personal use licenses
      • Agencies are required to populate the Manager field in AD for each end user so the proper notification occurs upon account removal. Files could be lost after 30 days if notification is not received.
      • ITD was considering limiting OneDrive to only be synced to windows devices that are joined to the NDGOV domain. All ITCC attendees agreed that ITD should move forward with that configuration change. That change will be made and that language will be added to the SLA.

 

Cybersecurity Task Force Report
  • Sean Wiese reviewed the report, which has been delivered to the task force members, the current Governor and the Governor Elect.
  • The next steps and the status of the task force will be driven by the new Governor, but ITD is moving forward with all the recommendations that don’t require additional funding.
  • Phishing awareness training will require funding but the return on investment is very high since phishing represents up to 90 percent of all attack incidents.
  • ITD has funding allotted to scan but not to remediate ITD developed applications.
  • OMB has indicated that there will be a legislative bill for Cybersecurity, but it may be just for cyber insurance.
Attachments: 
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