INSIDE

INDIANA STATE rEporT 2013

IN.gov Receives the Most Awards in Portal History ....... 3

Updates Increase the Usability and Effectiveness of IN.gov ... 5

New Apps and Websites ....... 8

he Indiana Commission for Higher Education (CHE) requested assistance with the enhancement of its Scholar Success Program, a requirement of the 21st Century Scholars program. This enhancement led to the creation of

ScholarTrack. The ScholarTrack application is an online tool used by Hoosier students of all ages to plan, prepare, and pay for college. The application assists with program completion and career success through the completion of practical activities at each grade level. Led by the Indiana Commission for Higher Education, Learn More Indiana is a partnership of state and local organizations working to help students of all ages succeed in school, complete college, and connect to careers. The newly designed ScholarTrack application provides students with the ability to report and track program requirements through their ScholarTrack dashboard using custom modules that are integrated with several existing applications. Currently, only ninth-grade students are using the application. Once ScholarTrack has been fully developed for grades nine through 12, it is expected that upwards of 100,000 students will be using the application annually.

The ScholarTrack application is designed to keep students on track to receive finan-cial aid to pay for college. As a ninth-grader, a student will register their account and create a ScholarTrack profile. Once registered, the student has access to view their dashboard, update contact information, and begin working on the 12 activities they

Students Pave Their Own Way Online ScholarTrack Launches for Incoming Freshmen Statewide

Creatively Giving Back Local Resources Using Their Skills for a Local Organization

ndiana Interactive, LLC (II) and Local Government Online (LoGO) Indiana

designed and placed a word tree mural on Friday, June 14, at the Reach for Youth (RFY) Center Town-ship Office. II and LoGO’s hope is that as young adults and children walk through the doors of RFY, they will be able to find optimism and perse-verance within the message provided through the word tree. II’s own designer, Cory Via, created this work of art.

As a company, II and LoGO develop and maintain online services and payment processing for governments and municipalities throughout the state of Indiana. RFY is just one of more than seven nonprofit organizations that II and LoGO employees support throughout the year, both as teams and individuals. n

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s business evolves, so do the needs of the technology that serves it. This year, many new features were added to the Clerk of Courts application to better facilitate organi-

zations based here in Indiana. The Supreme Court Clerk’s Office asked II to build out an expansion to user permissions and new job roles. To better fit the needs of the different job types of users, these new roles were enhanced to display customized occupation-relevant forms and information. These include such job titles as Attorney, Non-Attorney Judge, and Account Administrator.

Today, many attorneys have their accounts maintained by someone else in their office. The previous version of the Clerk of Courts application prevented office administrators’ full access into their colleagues’ accounts. Updates to the application now

make it possible for separate account administrators to handle new submissions, complete transactions, and manage other useful information. In addition to these new permissions, an updated dashboard was also designed to better service top-level account access across multiple subaccounts.

Another helpful feature was to include and create a Mediator role along with the other updates. They can complete a new registra-tion proving their qualifications and are subject to approval by the Commission for Continuing Legal Education. About 65 percent of mediators are also attorneys, so this role was added into the system for both new and existing users who may also identify as a mediator. Mediators and Attorney Mediators now have the ability to register, pay dues, and select their specialties online within the system.

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Clerk of Courts Portal Updated to Better Serve Law Firms Improved Permissions Grant Access to More Staff

must complete throughout the four years they attend high school. Each grade year has three required activities that must be completed by year’s end. The activities are interactive and require students to provide answers and complete a graduation plan as well as other annual objectives in order to successfully

complete the program requirements. The student dashboard also provides students with useful resources provided by CHE that assist with completing activities and providing answers on numerous precollege requirements. The ScholarTrack application is the ultimate tool used by CHE to monitor students’ activity completion progress, which will result in scholarships to assist with paying for college.

To ensure students are able to properly use the ScholarTrack application, an adminis-trator dashboard has been designed, which allows school counselors, principals, and state administrators to assist students with account access and monitor the progress students are making toward the completion of activities. Administrators of the program are provided

with tools that allow them to update student information, assist with account access, and transfer students to and from schools to main-tain up-to-date records. For the current time, quick reports have been developed to provide counselors with student progress; however, future development will include a more detailed reporting feature. This extensive reporting feature will give counselors the ability to run reports that provide much greater detail of

student progress as well as a variety of reports that detail student profile and contact informa-tion. The application will have future tools for administrators that will allow messaging and notifications to student accounts.

The ScholarTrack application is an extremely important resource to the Indiana Commission for Higher Education. The success of the students relies on the completion of activities that are exclusively provided within the ScholarTrack applica-tion. Since it was launched in December of 2013, students and administrators are finding the application to be helpful and simple to use. Future plans for the application include the expansion of required post-high school activities to be completed while attending college, which will ensure students stay on track and maintain grade and attendance requirements to maintain their scholarship funds. The Commission for Higher Educa-tion will continue to add new features and resources to ScholarTrack through 2014 and 2015 as the program continues to develop new goals and objectives. n

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“ The ScholarTrack application is the ultimate tool used by CHE to monitor students’ activity completion progress, which will result in scholarships to assist with paying for college.”

INDIANA STATE REPORT 2013 | 3

Access to Information Without the Wait

he Vital Records Online Ordering Management application allows

you to submit a request for a birth or death record. This drastically reduces the time it has taken in the past to request this information manually.

The requester provides detailed information about him/herself, along with specific information pertaining to the desired certificate. For security purposes, the user is required to upload proof-of-self documentation and answer three ID verification questions. This extra layer of security is put into place to assist the Indiana State Department of Health (ISDH) in following impor-tant business rules to send certificates to relatives. To further expedite the process, the application directly ties in with UPS and USPS to calculate ship-ping rates for each order.

Fulfillment team members within ISDH are able to log in to the application and sort orders in real time. Every morning, ISDH sorts and prints received orders in bulk instead of a “one-off” process. Printing includes all of the necessary information pertaining to the birth or death certificate, along with the requester’s uploaded documentation showing proof-of-self. If needed, the fulfillment team is able to update orders through the applica-tion, which sends an email notification to the requester. In addition to bulk printing, the application allows administrators to update requesters through a bulk status update, saving them time.

IN.gov Receives the Most Awards in Portal HistoryMultiple Accolades Given to Indiana Agencies

Every year, new and updated applications are entered into national competitions to highlight all the exciting things the state of Indiana is providing for its citizens. Different awards can focus on many aspects of an application, such as design,

functionality, and purpose. Also a key factor for consideration is the size of the agency and budget allocated toward the project.

IN.gov won more awards in 2013 than it had in any other year since inception. The portal was awarded with 19 recognitions from four major organizations. The portal won eight Communicator Awards, two Summit International Awards, two Driving Digital Government Achievement Awards, two W3 Awards, three Davey Awards, and one Summit International Innovator Award.

The Communicator Awards are an international awards program honoring creative excellence in communication. The Summit International Awards (SIA) recognize organiza-tions that are furthering creative excellence. The Digital Government Achievement Awards (DGAA) recognize outstanding agency and department websites at the application and infrastructure level. The W³ Awards honor creative excellence on the Web, and recognize the professionals behind award-winning programs. The annual International Davey Awards honor the achievements of professionals who use big ideas, rather than big budgets.

IN.gov, which was redesigned with a fresh look and mobile-friendly responsiveness in the summer of 2012, was the recipient of three Awards of Excellence in the following categories: Government, Home Page, and Visual Appeal. In addition to the IN.gov website, the Indiana State Fair website was awarded three Awards of Distinction in Government, Travel/Tourism, and Visual Appeal. The Commission for Higher Education’s Learn More Indiana website also received two Awards of Distinction in Education and Visual Appeal.

IN.gov receives more than 290 million page views annually, making the IN.gov website a vital resource for the state of Indiana and its constituency. For more information on each of the award recipients, please visit http://www.in.gov/core/awards.html. n

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Total Transactions Per Year 2011-2013

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he IN.gov Program, a partnership between the state of Indiana and Indiana Interactive, experienced an exceptional year of inno-

vation and growth in 2013. From the deployment of more than 70 new or enhanced applications and websites, to leading new innovations to keep kids safe, our partnership excelled at providing exceptional solutions and services for the Indiana constituency.

In addition to the deployment of a vast variety of services, the IN.gov Program efficiently supported an existing library of more than 150 applica-tions and 150 websites. Fulfilling more than 5,600 service requests from various agencies across the state, IN.gov staff worked diligently to main-tain and update the portal services in order to provide the highest level of service possible.

Indiana Interactive is a wholly owned subsidiary of eGovernment firm NIC. The company’s innovative eGovernment services help reduce costs

and increase efficiencies for government agencies, citizens, and businesses across the country. NIC is the nation’s leading provider of government websites, online services, and secure payment processing solutions.

Primary Goals of the IN.gov PlatformThroughout the year, IN.gov focused on three primary goals. The first

was to provide and support innovative solutions that streamlined citizen and business interaction with the state of Indiana. The second goal was to reinvest in the technological infrastructure to ensure the successful growth of the portal. The third goal was to provide for the needs of the community through hiring local talent and volunteer services.

This achievement was made possible by the partnership between the state of Indiana, an extremely talented and dedicated staff, and the support of Indiana citizens in their use of IN.gov and its services. n

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More Than 70 Projects Completedas a Part of the IN.gov Program

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IN.gov and Indiana State Police launched the School Bus Inspection Public Portal application in an

effort to provide Hoosiers with a new informational tool that will allow citizens to view the most recent inspection of a bus, as well as historical inspections dating back to January 2012.

The Indiana State Police inspect all school buses to ensure the safety of schoolchildren in the state of Indiana. Until January 2012, the inspection process encompassed a variety of hand-written carbon-copy forms to collect data during each inspec-tion. In an effort to streamline the bus inspection process, the Indiana State Police partnered with IN.gov to develop an innova-tive mobile bus inspection application that streamlined this process. The mobile application has increased efficiency in the bus inspec-tion process by providing the officers a standardized and logically segmented inspection process. The data that drives the Bus Inspec-tion Public Portal is managed by a fully automated bus inspection process. Once the officer completes the inspection and syncs the data, which in most cases can be done in the field, the information is immediately written to the database, giving citizens an up-to-date insight of all active school buses.

The Indiana State Police Commercial Vehicle Enforcement Division is responsible for inspecting all school buses used throughout the state of Indiana. These inspection reports are a direct representation

of what is seen when the State Police inspect the school bus. Citizens will know if a school bus has received a violation, the current status of the bus, and previous inspections of that bus. The School Bus Inspection Public Portal was created to provide Hoosiers insight into the school bus inspection process, and the maintenance programs of the individual schools and contrac-tors throughout our state.

“Through this new statewide program, citizens will be able

to view inspection reports of any school bus their children may use for transportation,” said Captain Dave Bursten. “Ultimately, our goal is to have the safest school transportation program in the nation, to keep our children as safe as possible. Providing a direct look into this school bus inspection process for citizens is just one way for us to ensure our school buses remain safe.”

To view your child’s school bus inspection reports, visit https://secure.in.gov/ISP/BusInspections/Public/Index and select the county the bus is located in. n

IN.gov Launches Bus Inspection Reports Application

Updates Increase the Usability and Effectiveness of IN.govne of the largest achievements of 2013 was the development and deploy-

ment of an enterprise website redesign. Consisting of more than 150 websites, the IN.gov suite covers all executive branch agencies as well as numerous elected officials and special programs. An objective of the IN.gov Program is to redesign all websites every two years in an effort to provide fresh

and current aesthetics, while introducing innovative features that increase the effec-tiveness of the IN.gov websites. In 2013, the goal of the website redesign was to provide an updated overall design, which had not occurred since 2006; implement easier access to social media; introduce a mechanism to provide an increase in space for content; and much more.

In order to begin such a daunting task, the Indiana Interactive designers start by analyzing the current design and structure of each agency website to determine what should be updated in order to increase the usability and effective-ness of the website template. Additionally, the designers receive and analyze feedback from the IN.gov Governance and User councils, and

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“ Through this new statewide program, citizens will be able to view inspection reports of any school bus their children may use for transportation. Ultimately, our goal is to have the safest school transportation program in the nation, to keep our children as safe as possible. Providing a direct look into this school bus inspection process for citizens is just one way for us to ensure our school buses remain safe.”

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Online Application Provides Insight Into All School Bus Inspections Throughout the State In an Easy-to-Read Format

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eGovernment has become mandatory for states across the country to more efficiently interact with their customers. Indiana Interactive, in partner-

ship with the Indiana Office of Technology, has continually been a leader in eGovernment. With more than 150 online applications, IN.gov has become the first stop for constituents to interact with government quickly and securely. Gone are the days of waiting in line to renew your license plate, purchase your hunting or fishing license, or to register your business with the Secretary of State. With the addition of several new services and organic growth of existing applications, IN.gov had a dramatic increase in transactions in 2013. New online services in 2013 include:

• ATC Online Server Training Application• CHE Scholar Track• DHS Burn Ban Map Application• DHS Travel Advisory Map Application• DNR Harvest Information Program Interactive Voice

Response Application• INDOT Certified Technician Registration• ISP Bus Inspection Public Portal• SOS Precious Metal Dealer Registration

Indiana Interactive provides custom solutions to meet the unique needs of each agency across the state. These solutions include payment processing with end-to-end encryption capabilities, desktop applications for users to quickly view important information from the state, statutory reporting or registration applications to digitize paper processes, mobile solutions to assist field agency officers or allow constituents to transact with the state from their phone or tablet, and more.

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More Hoosiers Moving Online to Interact With the State

Indiana Businesses Favor Online ServicesResearch From University of Utah Proves eGovernment Works

he Center for Public Policy & Admin-istration at the University of Utah sent

out a survey to 500 businesses that subscribe to IN.gov to find out if online services really benefit Indiana-based companies. Survey findings overwhelmingly supported that online services for businesses that interact with government agencies are beneficial.

Results from this study found that:• Eight out of nine companies in Indiana

responded that IN.gov makes it easier to conduct business.

• 98 percent of companies surveyed gave a favorable rating for time efficiency compared to offline methods.

• 96 percent of companies reported that IN.gov is a reliable resource for information.

• 89 percent of businesses surveyed prefer to conduct their government transactions online.

To sign up for subscriber services, please visit http://www.in.gov/accounts/. n

he Indiana Office of Technology, Indiana Interactive, and a third-party application

provider, Active Data Exchange (ADE), worked together to provide a registration solution for the state of Indiana.

When an agency has an event they would like added to the State Calendar, II creates the regis-tration form on behalf of the agency. Attendee

registration requires payment to reserve a spot in the training and provides functionality to register online using a credit card. After registration, the application includes customiz-able reminders about the upcoming event and the option for administrators to send an email notification about any necessary details and updates. Admins can export an attendee list

and save contact info for future events.For increased security, II implements each

registration, provides support, and handles ongoing maintenance. In addition, II also handles the secure financial transactions. Event registra-tion has been provided for multiple training courses for the Certified Technician Program and Utility Coordination Certification. n

Event Registration Made Easy

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the data received through the online IN.gov survey tool from the Indiana constituency. Once the designers have determined the design, layout and functionality of the new website template, it is submitted to the IN.gov Gover-nance council for review. The process starts over from the beginning until a final design is approved. This process can take several months. The amount of time invested in this process is

why the IN.gov portal continues to be a leader of eGovernment in the United States.

A website redesign of this scale could not be accomplished without the use of a robust content management system. WebCMS, the state’s content management system, is a

product procured by the Indiana Office of Technology and maintained by Indiana Inter-active, LLC. This solution has been providing the framework for the IN.gov program for more than seven years. Once the design process is complete, the Indiana Interactive developers begin their work in WebCMS to create an updated template that can be applied to the more than 70,000 Web pages in the tool within a matter of weeks rather

than years. Once development is complete, the template is applied to one or more pilot agencies as a proof of concept to ensure all features can be developed and implemented successfully. Rigorous testing on multiple Web browsers and mobile devices ensures the

new template is of great quality and compat-ible with both the latest technology and legacy browsers and devices.

In parallel with the Indiana Interactive developers, the designers and project manager are vigorously working with each agency individually to determine their color, billboard, and widget preferences, as each of the 151 websites has unique properties. This process includes creating more than 2,000 graphical elements that must be placed as part of the deployment later in the project.

Once the templates, graphics, and deploy-ment approvals are received, the team begins the deployment procedures. Including anywhere from two to 15 websites per day, a team of individuals works through agency communications, implementation, deployment, and final approvals to ensure each website is deployed to the customer’s specifications. Once deployed into production, the team also tests to ensure the website meets Indiana Interac-tive’s strict quality standards and makes any adjustments that are needed immediately.

By the end of 2013, the Indiana Interactive team successfully completed this rigorous process for the IN.gov Program as planned. The features included a new design and color scheme for each agency, an innova-tive social media bar with instant access to information and subscription options, a more user-friendly navigation bar that reduces the number of user clicks, a collapsible right navi-gation that increases the real estate for agency content, and the updating of all websites to use the latest Web analytics platform through Webtrends. This project would not have been successful without the support of the Indiana Office of Technology and each and every agency that worked with the Indiana Interac-tive team to provide valuable insight. Please take a moment to view each of the state’s websites to experience the hard work and dedication to the eGovernment revolution. n

Updates Increase the Usability and Effectiveness of IN.gov| continued from page 5 |

“ Once the templates, graphics, and deployment approvals are received, the team begins the deployment procedures. Including anywhere from two to 15 websites per day, a team of individuals works through agency communications, implementation, deployment, and final approvals to ensure each website is deployed to the customer’s specifications.”

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New Apps and Websites• Indiana Bicentennial Website• ISDH Vital Records Application• Governor History Website• Governor History, Mitch Daniels Website• Governor Mike Pence Website• Lieutenant Governor Sue

Ellspermann Website• First Lady Karen Pence Website• DHS Burn Ban Map Application• DHS Travel Advisory Map Application• ATC Online Server Training Application• DOR ePay Application Enhancements• DOI Certificate of Insurance

eFiling Enhancements• DOR BT1 Enhancements• ICOPE Admin Application Enhancements• Indiana Guard Reserve Website• ATC Server Training

Application Enhancements• PLA Real Estate Employee Transfer

Application Enhancements• DNR Game CheckIN Enhancements• IOT Website Redesign

• INDOT Website Redesign• FSSA Website Redesign• Indiana State Fair Online Ticket Sales• DOL Web Forms• ISDA Indiana Grown Web Form• ISP Bus Inspections Public Portal• DOR ePay Tax Professional Form• ISC Indiana Clerk of Courts Portal

Enhancements• IDOI SHIP Volunteer Application Form• Governor Cut Red Tape Website• ISF Coliseum Website• DNR Harvest Information Program

Interactive Voice Response Application• BMV iRecords Enhancement• CSADR Enhancement• ISCBA Website Updates• DVA Website Redesign• ATG Bitter Pill Website• Center for Education & Career

Innovation Website• Indiana Career Council Website• Indiana Works Councils Website

• CHE ScholarTrack• CHE 21st Century Scholars Website• Indiana Motorsports Website• Indiana Healthcare Reform Website• BMV License Status Validation Web Service• SOS Dealer Complaint Form• INDOT Certified Technician Registration• ATG Affordable Care Act Website• ISP IN-TIME Website• ISP CrossFit Website• Contact DOR Form• DOR ePay Billing Help Form• DOR ePay Corporate Help Form• DOR ePay Individual Help Form• DOR General Help Form• State Fair Holiday Ticket Sales• IN.gov Agency Redesign (150 websites)• ICRC Online Complaint Form• INDOT Video Request Form• SOS Precious Metal Dealer Registration• Commission on Improving the Status

of Children in Indiana Website