IPMA News -- October 2001

Edited By Bob Monn and Shelagh Taylor

Department of Licensing Internet Payment Options

-- by Bill Kehoe, Vehicle Systems Manager, DOL; John Foulkes, Planning & Project Office Manager, DOL; Larry Weniger, Administrative Systems Manager; DOL

Three new Internet Payment Option (IPO) services were developed by DOL in the 1999-2001 Biennium: initial business registrations, renewal of corporation and limited liability company licenses, and renewal of vehicle license tabs. Each of these projects was implemented on time and within the budget allotted by the Digital Government pool.

Two Master License Service (MLS) E-commerce projects incorporating IPO's allow the initial business registration on the Master License System and renewals of Corporation and Limited Liability Company (LLC) licenses (Master License Applications and Corporate Filings) administered through the Department of Licensing (DOL) Business and Professions Division. These two licenses were selected as the agency's initial IPO offerings based on the benefit of reducing the barriers to starting a new business in Washington, improving Washington's corporate image and easing compliance with state regulations. Enabling E-commerce for corporate filings is also consistent with the Secretary of State's vision for the use of technology and easing the time and cost businesses face in complying with state regulations.

The third project, the renewal of vehicle license tabs, was selected based on the potential number of customers affected and increased convenience and reduced cost to our customers. This project provides over 5 million vehicle registration customers access to "24 x 7" registration of vehicle license tabs and other licensing services.

1. The Master Business Application
   
   The Master License Service (MLS) accepts business registration applications from businesses in the state on behalf of several state agencies. Most of the businesses must establish accounts with the Department of Revenue (DOR), Labor & Industries (L&I), and/or Employment Security (ESD). These agencies all receive the application information from MLS' computer system and establish their respective agency accounts. Most businesses can obtain all of their state licenses using a single application form. The three agencies identified above have field offices in many cities around the state. The paper application is available at the field offices, via the mail or may be downloaded from the Internet. The agencies' field offices also accept application forms, but then must mail them to MLS to complete processing.
   
   The Internet project was strongly supported by the DOR, L&I, and ESD, as well as the Secretary of State and the Department of Information Services. This Internet process will enhance service to the business applicant and assist state agencies by:
   
   
   1. Making the application process available 24 hours a day, seven days a week.
      
      
   2. Ensuring complete information, which reduces "post-application" contacts to the businessperson from the agencies to complete the form or clarify responses.
      
      
   3. Providing immediate submission to MLS for review and processing.
      
      
   4. Avoiding "insufficient fund" checks through credit card payment and verification.
      
      
   5. Customizing the questions on the form to fit the business' needs.
      
      
   6. Assuring that the form is always up-to-date, so that lawyers, accountants and others who help businesses with start-up do not have to keep a forms supply or be concerned about having the current form.
      
      
   7. Providing on-line assistance, definitions of terms, and links to laws.
      
      
   8. Allowing credit card transactions for application, which is not available for in-person transactions.
      
      
   9. Reducing counter traffic and staff workload at the partner agencies' field offices.
      
      
2. Corporate Filings
   
   The Master License Service also accepts Profit Corporation and the LLC license renewals on behalf of the Office of the Secretary of State. Over 130,000 of these licenses are renewed in Washington each year. These businesses are headquartered within Washington, other states, and in other countries. The renewal process is straightforward requiring only fees and update of officer and corporate information, which makes it ideal for an E-commerce process. The Internet could be especially helpful to out-of-state entities, whose renewal notices are frequently slowed by their registered agents, accountants or by the mail process. Although their renewal notices are sent six weeks before expiration, some out-of-state entities fail to process and mail back the renewals in time to avoid a late filing. The 24x7 access is a big benefit. Information about the Internet payment option is now included on the corporation and LLC renewal notices. Strategically, reaching out through the Internet to all corporations doing business in Washington State fosters a positive perception of Washington as a state that understands business' needs.
   
   Also see DOL slide show on this application and additional technical information.
   
   
3. Vehicle License Tabs
   
   A vehicle renewal application allows a vehicle's registration to be renewed over the Internet. The owner has the option to receive their tabs in the mail from their County Auditor or to pick them up in person at a subagent office of their choice. Washington's current service delivery model provides approximately 190 outlets for vehicle renewal service. This Internet service option builds upon the existing service infrastructure by allowing E-commerce arranged pick-up of tabs and documents.
   
   The application provides for on-line Internet vehicle renewal transactions that enable payment by credit card over a secure electronic network. This service is in addition to the current delivery channels that thousands of customers use each day - over-the-counter service (by County Auditors, their subagents or DOL staff) or transactions through the mail.
   
   A customer choosing to use the Internet to renew their vehicle license tabs does not have to take the extra time to travel and stand in a line to process their registration. And, the customer can pay by credit card.
   
   To help assure customer identity, specific vehicle information must be provided to begin the transaction. An important element is assuring the correct county of residence since the County Auditor will retain the $3 filing fee associated with the transaction. After verification, the customer will need a valid credit card to purchase the registration. The application provides two types of E-commerce enabled services.
   
   
   • The customer uses a web-based platform from their residence or other location to access the department's on-line renewal application and receives the tab and registration document in the mail; or
     
     
   • The customer accesses the Internet from their residence or other location to reach the department's on-line renewal application and selects a convenient county auditor or subagent office from which to pick-up their tabs and registration document. The Internet application provides a list of offices within a county for the customer to choose. If the customer selects a subagent office as their pickup office, they will be assessed an additional $3.50 subagent fee, the same fee that is currently charged for subagent originated face-to-face transactions.

   Also see Dept. of Licensing news release.

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DSHS To Feature Nationally Famous Internet Services At Yakima's Central Washington Fair In October

This week the Department of Social and Health Services (DSHS) will staff an information booth, at the Central Washington State Fair's CyberCity in Yakima, and demonstrate how its nationally recognized Internet presence can help people obtain a large array of DSHS services.

Washington's social services scored a perfect 100 in the 2001 Digital State Survey, which gives the state a strong position to potentially win the prestigious Digital State Award for the fourth year in a row. That award is given by the Center for Digital Government, Government Technology Magazine and the Progress & Freedom Foundation.

Information on such DSHS services as obtaining child care, reporting abuse or welfare fraud, applying for benefits, becoming a foster parent, learning about family planning, finding nursing homes and utilizing other agency resources will be available at the booth.

The CyberCity exhibit will feature a game room, Internet café and classroom as well as a booth for government agencies. DSHS will share the government booth with the departments of Licensing, Revenue, Information Services and Fish and Wildlife.

DSHS will feature several on-line services.

For example, Child Support staffers will demonstrate how parents can apply on-line to make child support payments through automatic deductions from their bank accounts.

Foster Care staffers will provide information about becoming a foster parent and feature a satellite-based foster parent training program.

Members of the DSHS Information Services staff will provide information about the DSHS website (www.dshs.wa.gov) which contains vast amounts of information about the agency and its services for one in five people in Washington.

Staffers will also highlight other DSHS Web sites such as:

DSHS's Homepage – information about the department: http://www.dshs.wa.gov.

Trial Eligibility Calculator --  information about eligibility for programs: http://www-app2.wa.gov/dshs/TEC/.

Child Support Payment Web site – to make child support payments over the Internet from bank accounts: http://www.childsupportpayment.dshs.wa.gov.

Foster Parent Information site – to learn how to become a foster parent: http://www.wa.gov/dshs/fosterparents/qaaboutfp.html.

Online Community Service Office -- information on applying for food stamps, cash and medical assistance and locate a community service office: https://wws2.wa.gov/dshs/onlinecso.

Nursing Home Locator – locating nursing homes: http://www.aasa.dshs.wa.gov/Resources/nh.htm.

Medical Provider Locator – choosing a health plan and locating a provider, hospital and pharmacy: https://wws2.wa.gov/dshs/maa/ipndweb/.

Licensed Childcare Information System --  finding out if a specific child care provider is licensed: https://wws2.wa.gov/dshs/clic/request.asp.

Childcare Information site -- information about childcare: http://www-app2.wa.gov/dshs/wccc/index.htm.

Children's Health Initiative Program site -- applying for children's medical assistance https://wws2.wa.gov/dshs/maa/CHIP/Index.html.

EndHarm Web site -- the phone number and information on how to report suspected abuse of a child or vulnerable adult: http://www.dshs.wa.gov/geninfo/endharm.html.

Welfare Fraud Web site -- the phone number for and information on how to report Welfare Fraud: http://www-app2.wa.gov/dshs/fraud/index.shtml.

Take Charge Family Planning -- family planning information: https://wws2.wa.gov/dshs/maa/familyplan/.

Infant Toddler Early Intervention Program -- information on services available to infants with developmental delays: www.wa.gov/dshs/iteip/iteip.html.

Persons without computers usually can find Internet access in libraries, community and senior centers, colleges and with friends, family or at work. For more information, please contact Jeff Weathersby at 360-902-7890.

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A Report from the 2001 IPMA Executive Seminar
September 17-19, 2001

-- by Bob Monn

Phil Grigg and Darrell Riffe co-chaired another highly successful IPMA Executive Seminar; 76 agency executives and 21 corporate representatives attended. In addition to stimulating presentations on a wide range of information management issues, the attendees were treated to an informative presentation by the mother of Meriwether Lewis on her son's adventures in the Pacific Northwest. (Of course, it wasn't really Lucy Mark but rather Merna DeBolt, Columbia River Gorge Interpretive Speaker, dressed as and playing the role of the explorer's mother.)  Seminar attendees also benefited from several different networking opportunities.

The following is a brief summary of the proceedings:

John Anthony, Gartner Group -- "Leadership, Governance, and e-Transformation"

John led off the Seminar as a pinch-hitter for a scheduled speaker who was unable to attend due to travel problems resulting from the September 11 terrorist attacks.  He joined Gartner two years ago after a long career in Seattle, most recently as the Deputy CTO. He discussed the four phases of e-government: presence, information, transaction, and transformation. He also discussed the Balanced Scorecard and e-Government Readiness Assessment tools. He noted that e-government transformation and IT are the responsibility of everyone in an organization. Also see John's slide show (Microsoft PowerPoint - 2.0 MB).

Laura Ruderman, State Representative and ISB Member -- "State government - going online rather than standing inline"

Rep. Ruderman's five-year experience at Microsoft has made her a great advocate for technology. In her presentation, she noted the Pacific Northwest's transition from a natural resources and manufacturing economy to a technology-based economy. Rep. Ruderman emphasized the providing good access to higher education and extending information infrastructure throughout the state as keys to keeping the state economy healthy.  She also discussed IT funding and how technology issues are handled in the legislative committee structure.

Bob Fitchitt, Administrator, Legislative Evaluation and Accountability Program (LEAP) Committee -- "Better Information for Better Decisions through Statewide Data Coordination"

Bob briefly described the activities of LEAP.  He noted his focus on information rather than technology.  He described the problem using several examples where political decision-makers have not had access to useful information on a number of policy issues including transportation, criminal justice, and mental health systems.  He also pointed to a number of positive developments including work by the Joint Legislative Accountability and Review Committee (JLARC) on community mental health.  He then described the Statewide Data Coordination Initiative; see Bob's handout on the Statewide Data Coordination Initiative (0.9 MB PDF).

Michael Ka, Network Applicances, Inc. -- "Transforming Today's IP Networks into the Knowledge and Service Delivery Platforms of Tomorrow"

Michael changed the pace of the Seminar from information to technology with a presentation on Content Delivery Networks. He noted the major internetworking trends.

Department of Information Services -- "Continuing the Build-Out of Digital Washington"

Seminar attendees then were treated to a tag-team presentation by the entire DIS senior management team including Gary Robinson, Acting Director; Paul Taylor, Deputy Director; Mike McVicker, Assistant Director of Telecommunications Division; Mike Curtright, Assistant Director of Computer Services Division; and Laura Parma, Assistant Director of Interactive Technologies Division.  Gary Robinson led off with a powerful video of Governor Locke discussing digital government and his commitment to transforming government and making it more responsive and accessible to our citizens. The DIS team then reviewed the DIS performance agreement for FY 2002; see the DIS slide show (the Governor's video is not included in this version of the DIS presentation).

Mike McNulty, EMC -- "The Benefits of Enterprise Storage"

Mike discussed the use of enterprise storage to mitigate the costs of power consumption, personnel and other expenses.

Boyd Davis, Intel Corp. -- "Macroprocessing and the Extended Enterprise"

Enterprise IT has evolved through several phases: centralized computing, client-server computing, browser-based web computing, and now on to XML web services. Web services will enable business to connect in new and powerful ways with employees, partners, suppliers, and customers - creating the extended enterprise. To fully realize the potential of the extended enterprise requires a new approach computing in the Internet age--one that employs pervasive and flexible solutions to deliver advanced capabilities. This new approach, called macroprocessing, applies volume microprocessor economics and industry innovation to meet the demands and opportunities of the new Internet-enabled enterprise. Core to the macroprocessing approach is the availability of high-performance reliable, affordable platforms for enterprise computing. In addition, companies will increasingly require higher performance clients to manage information, foster collaboration, and enable higher productivity, all while managing total cost.

Also see Boyd's presentation (6.4 MB ZIP file)

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Other News

Government Without Boundaries

Washington's Digital Government Plan - Release 1.0 published in February 2000 set forth a vision of a single point of contact for citizens to access government services - federal, state, and local. The federal General Services Administration (GSA) launched a project last year that may provide a catalyst at the national level for "Government Without Boundaries". GSA working with state and local governments in two states, has begun a pilot program of the concept with a portal for parks and recreation information. More pilot projects are expected. See the Government e-business article for more information.

State and Federal e-Government Report

The September issue of Government e-business also included a summary of a recent study of federal and state web sites by Darrell West, Brown University. A total of 1,680 federal and state web sites were surveyed -- 59 federal sites and 1,621 state sites (an average of 32 sites per state). Washington was rated fifth in the country. See the Government e-business article for more information, including a link to the study report.

Electronic filing now available in prevailing wage program

Public-works contractors can now use the Internet to get "Intent" and "Affidavit" forms approved more quickly, speeding up payments.... See the L&I news release for more information.

Digital Government Plan Receives NASCIO Award

Washington was one of the eleven winners of 2001 National Association of State Chief Information Officers (NASCIO) Recognition Awards. Washington's Digital Government Plan was recognized in the category of "State Planning and Management Initiatives". See the complete story.

Recruitment for DIS Director Moves Ahead

An executive search firm has been retained to recruit a permanent Director for the Department of Information Services. The recruitment announcement has been published and is expected to close in late November.

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September 13, 2001 IPMA Board Meeting

Members Present: Jim Albert, Mary Ellen Bradley, Phil Grigg, Sheryl Hall, Dennis Jones, Dennis Laine, Mike McVicker, Bob Monn, Darrel Riffe, and Shelagh Taylor

Mary Ellen Bradley, IPMA Chair, opened the September meeting of the IPMA Board of Directors at 7:35 a.m.

Reports

Secretary/Treasurer: The minutes from the July 2001 Board meeting were approved.

Jim Albert presented the July/August 2001 financial status and activities reports. The Board approved the reports.

There was a question as to which board members had IPMA Visa cards. It was determined that cards should be held by the following board members: Mary Ellen Bradley as Board Chair, Doug Tanabe as Vice-Chair, Thomas Bynum as Secretary/Treasurer, Jim Albert as Secretary/Treasurer, Phil Grigg as Executive Seminar Co-Chair and Phil Coates as CFO. Phil Coates was directed to see if Merrill Lynch could issue cards to IPMA without an individual person's name.

Business Planning: Jim Albert presented the Merrill Lynch investment account summary as of the end of September 10, 2001. No changes were proposed.

Executive Seminar: Phil Grigg reported that seventy-six government employees registered for the Executive Seminar and twenty-one Corporate Sponsors. Skamania Lodge was able to accommodate everyone due to last minute cancellations. There was a time when it looked like as many as seventeen people would be housed at a motel across the river in Oregon. There was some last minute speaker churn because of air travel complications. This year’s team building activities were golf or a boat cruise. Phil made a special point of thanking Bob Monn for his excellent web site support for this year’s Executive Seminar.

There has been some confusion as to the number of Corporate Sponsors that the IPMA should have. Two factors contribute to the need to limit the number; special location space at the Forum and the practical ratio of vendors to registrants at the Executive Seminar. It was agreed that the maximum number of Corporate Sponsors be twenty-three.

Forum: Dennis Laine reported that he and Jim Andersen had met to start the planning for the 2002 Forum. In an effort to improve the quality of the lunches, they will be put out to bid. The first meeting of the full Forum Planning Committee will be held in mid October.

Professional Development: Sheryl Hall reported that the evaluations of the August 30 Professional Development seminar were mostly positive. A total of 59 people had registered and 42 attended. There was some discussion of how that ratio might be improved. There were some problems with the lighting and heating that will be worked out with St. Martin’s prior to the next event which will be held October 25, 2001.

Communications: Bob Monn reported that the September Newsletter had been published and was available on the web site. Bob stated that he was developing a proposal to acquire a new computer to support the increasingly complex web site development and maintenance activities.

New Business: There was no new business.

The meeting was adjourned at 8:20 a.m.

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