Connecticut Department of Energy and Environmental Protection DEEP
Connecticut Department of Energy and Environmental Protection DEEP IT Capital Investment Proposal & Project Review Date: August 8, 2018 Presented by: Irene Garcia Connecticut Department of Energy and Environmental Protection Case Management Phase 2 Projects: Sites Case Management System (Sites CMS) ezFile Electronic Permitting - Phase 2 Connecticut Department of Energy and Environmental Protection Case Management Phase 2 Sites CMS Consolidate the project management and data tracking needs of various DEEP business areas that support the various aspects of discovery and remediation of contaminated and potentially contaminated sites: DEEP Dispatch Oil & Chemical Spills Leaking Underground Storage Tanks PCBs Emergency Response Site Assessment & Support Unit (SASU) Remediation Cost Recovery Connecticut Department of Energy and Environmental Protection Case Management Phase 2 Sites CMS Goals:
Eliminate dependency and costs associated to legacy Access and Rbase systems. Replace current paper-based manually driven business processes to manage the oversight of environmental cleanup at approximately 7,000 CT properties. Eliminate redundancies and foster better coordination of effort across business areas. Enable more efficient processing of vendor invoices and assist with cost recovery efforts. Simplify processes of reporting a spill or discovery of a polluted site for the general public. Promote transparency to the general public and other state government agencies such as DECD and DPH. Create common electronic interfaces and workflows for enforcement actions that can be extended outside of this project for potential use throughout the agency. Provide a responsive application that can be leveraged by emergency response and other field staff to view and update data and documents directly from their mobile devices. Connecticut Department of Energy and Environmental Protection Case Management Phase 2 Sites CMS Metrics: No. of contaminated or potentially contaminated sites in CT: ~18,000 No. of cases reported to DEEP (2017): 6,759 No. of cases resulting in DEEP emergency response (2017): 107 total (32 cases had release letters and 19 cases had no costs associated to them) No. of cases that DEEP paid for cleanup (2017): 56 DEEP cleanup costs (2017): $421,844.38 ($240,315.35 of which was for one large case) Total GAAP reported receivable: ~$20M
Connecticut Department of Energy and Environmental Protection Case Management Phase 2 Sites CMS An Agile approach multiple phases and incremental deliverables Dispatch Emergency Response & Spills SASU PCBs Leaking UST Remediation Cost Recovery The project will be broken down into smaller components (phases) resulting in more frequent deliverables that will provide usable outputs throughout the project lifecycle. Each component will build on previous components to add additional business functionality. While each individual component adds value and can be used in itself, the full benefit of this project will be seen only after completion of all components in order to eliminate redundant processes and provide true transparency throughout all site case management. Connecticut Department of Energy and Environmental Protection Enforcement
Case Management Phase 2 ezFile Electronic Permitting - Phase 2 Extension of the ezFile platform to incorporate the remainder of DEEPs application, licensing, permitting, and registration processes. ezFile currently includes less than a dozen e-permitting processes. However, DEEP has over 120 application, licensing, permitting, and registration processes which currently rely on paper-based application submittals, old legacy technologies, and manual review processes. The previous implementation of ezFile solutions resulted in costs and implementation times which make adopting the full breadth of the agencys forms nearly infeasible. ezFile Phase 2 will provide a more streamlined, efficient approach to both the external public interface and internal workflows based on lessons learned from previous projects. Connecticut Department of Energy and Environmental Protection Case Management Phase 2 ezFile Electronic Permitting - Phase 2 Leveraging Lessons Learned: Utilize Microsoft .NET technology in place of IBM Forms and IBM Forms Experience Builder to provide a more reliable and stable solution which can easily be supported by existing agency IT resources. Improve public user experience by simplifying the user interface to make it more user friendly and functional. Simplify internal review workflows by categorizing each application, license, permit, or registration review process into one of the following buckets: Connecticut Department of Energy and Environmental Protection Case Management Phase 2 ezFile Electronic Permitting - Phase 2 This project will occur in multiple phases with the first being a proof of concept (POC) phase consisting of around ten (10) filing types which may include: - Aquatic Pesticides - Pesticides Applications
- Waste Transporters - Marine Terminals - Waste Water Treatment Facility - Sewage Discharge - Domestic Sewage - Vehicle Maintenance Waste Waters - General Permit to Limit the Potential to Emit (GPLPE) - New Source Review - Title V POC selection criteria: Representative of a cross-section of the various DEEP business areas Representative of the various targeted internal review buckets Number of applications received The frequency of registration Business staffing needs Connecticut Department of Energy and Environmental Protection Case Management Phase 2 ezFile Electronic Permitting - Phase 2 An Agile approach multiple phases and incremental deliverables After completion of the POC, DEEP will proceed forward with a second grouping of filing types leveraging similar development and incorporating additional lessons learned from the POC. After completion of each grouping, DEEP will proceed to the next grouping where the number of concurrent work threads will be increased in order to meet a more compact timeline. We will continue with these sprints until as many as possible or all filings
can be completed. Connecticut Department of Energy and Environmental Protection Case Management Phase 2 Sites CMS Work already done: LEAN events completed for Spills, Cost Recovery, Remediation (Potable Water), and Enforcement External stakeholder workgroup to discuss necessary improvements needed to adequately provide the public with the Contaminated or Potentially Contaminated Sites List RFI published and responses reviewed Common modules to support functionality common across all DEEP processes currently in testing (ex. Client/Affiliation, Subscriber Agreement, Payment, User Profile) RFP in process Agile training plan in process ezFile Electronic Permitting - Phase 2 Work already done: LEAN events completed for various permitting processes including Pesticides, Marine Terminals, and Waste Transporters Internal stakeholder workgroup to discuss streamlining permit review workflows Identified opportunities to improve public user experience through lessons learned from current e-Permitting implementations Common modules to support functionality common across all DEEP processes currently in testing (ex. Client/Affiliation, Subscriber Agreement, Payment, User Profile) RFP in process Agile training plan in process Connecticut Department of Energy and Environmental Protection Previous IT Investment Accomplishments Case Management Phase 1 Records Management Data Management Voice-over-IP (VoIP)
Connecticut Department of Energy and Environmental Protection Case Management Phase 1 Over the past four years, DEEPs enterprise-wide online case management system has created a public online, paperless interface to conduct the business of licensing, permitting and registration of activities that are under DEEP jurisdiction. DEEP continues to expand our existing e-government platform to include additional Environmental Quality, Environmental Conservation, Energy branch permitting, licensing, registrations and docket activities to leverage common functions and interfaces while allowing for the submittal, review and internal routing of electronic data. Results: All of the improvement listed below are the direct results of the DEEP utilizing the Case Management platform, a solution funded by the IT Capital Investment Program. ezFile currently supports electronic submittal and payment processing for six Environmental Quality (EQ) and five Environmental Conservation (EC) registration and permit application processes Over 8000 registered ezFile users Over 23,000 electronic filings have been submitted since ezFile first went live in 2013 Over 5500 electronic filings were submitted in 2017 Over 4000 electronic filings have been submitted so far in 2018 Over 97% of registration and permit applications available through ezFile were submitted electronically in 2017 with less than 3% submitted on paper Just under 10,000 electronic Underground Storage Tank (UST) filings have been submitted since ezFile first went live in 2013 Over 106,000 sheets of paper have been saved so far just through the transition to UST electronic filings Connecticut Department of Energy and Environmental Protection ezFile Metrics Environmental Conservation Filings Submitted
2017 Environmental Quality Filings Submitted 2017 3000 2500 2000 1500 1000 500 0 rg de n U S rm to d un ro w e at 1200 1000 800
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Im rta po n tio Fi sh ia ec p S Paper Connecticut Department of Energy and Environmental Protection e lR gs ezFile Metrics Environmental Quality Filings Submitted 2018 3000 2500 2000 1500 1000
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ti rta po on Fi sh i ec Sp Paper Connecticut Department of Energy and Environmental Protection R al eg s ezFile Metrics Environmental Quality Filings 2013-2018 3500 3000 2500 2000 1500 1000
500 0 2013 2014 2015 2016 2017 2018 (thru 7/31/18) Connecticut Department of Energy and Environmental Protection ezFile Metrics Environmental Conservation Filings 2014-2018 1200 1000 800 600 400 200 0 Inland Fish Derby Marine Fish Derby 2013 2014
Fish Liberation 2015 2016 2017 Fish Importation Fish Special Regs 2018 (thru 7/31/18) Connecticut Department of Energy and Environmental Protection ezFile Metrics Revenue Generated 2017 61,940 123,400 444,650 264,125 Underground Storage Tanks Radiation - RMI Stormwater (Construction/Industrial/No Exposure) Radiation - DTX Connecticut Department of Energy and Environmental Protection
Records Management Records Management builds on the partnership DEEP had already begun with the Department of Administrative Services, Bureau of Enterprise Systems and Technology (DAS BEST) and the State Library. This partnership supported the build of an Agency Document Taxonomy, an online document repository accessible by the public while complying with State Records Management laws and regulations. The DEEP Document Repository Automation Project will replace an extensive paper document repository regularly used by both the public and agency staff with a comprehensive digital repository that will be available online to DEEP staff and to the public. Together with appropriate search tools, confidentiality protocols, automated document management tools and day-forward procedures designed to reduce the need for DEEP and the entities it regulates to produce paper documents in the first place. This effort builds on projects already underway as part of DEEPs Lean Initiative that introduce new and enhanced agency procedures that reduce and where possible eliminates the need to create and handle paper documents in the first place. Results: Server implementation of DataCap, an advanced scanning software, at BEST for the state enterprise. Implementation of DataCap to scan and index the Hazardous Waste Manifest, Oil and Chemical Spill documents. Implemented several registration and permits that are born electronically in several public facing applications and saved within the DEEP Document Repository. Completed bulk document scanning/imaging POC for Waste Engineering and Enforcement Division (WEED) Hazardous Waste Manifest forms scanning project which included over 56K paper documents (42 boxes). We will be continuing efforts to bulk scan all remaining Manifest paper documents which are estimated to total 1.2 million. DEEP has also begun planning for multiple other bulk scanning initiatives across the various DEEP bureaus. Completed definition and implementation of DEEPs Records Taxonomy, a cross agency records management team developed a roadmap including standardizing an agency wide Taxonomy and updating Records Retention Schedules. Individual programs within DEEP are working to develop strategies to move from paper to electronic document management. Implement seamless electronic document storage for e-Permitting, e-filing and other e-government applications. Connecticut Department of Energy and Environmental Protection Data Management The DEEP data management program will integrate critical data systems to provide a common source for DEEP data. Consolidated data provides one system to query data allowing for ad hoc reporting and real time decision making. Systems can now be developed to provide
visibility to all customers and DEEP personnel from one source. This will provide for better tactical and strategic decision-making because these decisions can be made based on a consolidated view of data. The agency would also like to provide both external customers and internal staff dashboards that can aid into the decision making process. This data will be available to be leveraged by remote users utilizing multiple methods to access data. Results: A spatial representation of agency permits providing information by permit type, status, location and date. Air Monitoring Public Website providing real-time data from the agencys air monitoring stations across the state. Ambient Water Quality Network Node implementation for data transfer to EPA. Two independent projects used to report sampling and lab results to EPA 1) Water Chemistry 2) Fish Tissue. Electronic data feeds from a state utility provider into the Building Energy Evaluation System (BEES). Evaluation and purchase of Business Intelligence Software, Cognos Reporting and Dashboard tools. Implementation of Sewage Right to Know to capture spill information and provide a spatial representation to the public. An expected 2018 implementation of the PURA e-Filing Case Management System. This application will serve customers (Utility companies, citizens, law firms, other businesses) through a Web-based system allowing the submission/tracking of all electronic requests/complaints/dockets (documents). Avaya Call Center reporting of metrics Upload facility information from DEEP Enterprise System into Integrated Compliance Information System (ICIS) for the NPDES universe, particularly those under the construction and industrial stormwater general permits to be in compliance with EPA's National Pollutant Discharge Elimination System (NPDES) Electronic Reporting rule Conversion to Biotics 5 for NDDB (Natural Diversity Data Base) Implementation of a web based State Land Registry. This public site provides information on state parks and state owned land. Connecticut Department of Energy and Environmental Protection
Voice-over-IP (VoIP) DEEP had various conventional phone systems (PBX) in its offices statewide. Several of those systems were obsolete and had exceeded their useful life, were unable to support modern features such as caller ID and interactive voice response (IVR). These systems required external vendor support for ongoing maintenance and repair. Additionally, DEEP staff resources needed to maintain separate voice and data networks at each of the offices. The implemented solution over a two year period eliminated the above limitations and leveraged previous investments in the DEEP network. Bandwidth improvements and hardware replacements were performed in prior years in preparation for VoIP. This project included additional investment in upgraded core and distribution switches to support Power-OverEthernet (POE) and Quality-of-Service (QOS) in each office listed. Results: VoIP (Voice over IP telephony) implementations at DEEP headquarters and major satellite offices: - DEEP HQ, 79 Elm St, Hartford - RNSP, 244 W Main St, East Lyme - BETP/PURA, 10 Franklin Sq, New Britain - Franklin WMA, 391 Rt. 32, Franklin - Eastern District HQ, 209 Hebron Rd, Marlborough - Western Dist. HQ, 230 Plymouth Rd, Harwinton - Marine Fisheries HQ, 333 Ferry Rd, Old Lyme - Portland Complex, 163 Great Hill Rd, Portland - Sessions Woods WMA, 341 Milford St, Burlington - HBSP, 1288 Boston Post Rd, Madison Centralized Voice Mail Services Implementation of multiple Call Centers to efficiently direct calls to appropriate skill sets: Wildlife Information Management Helpdesk Customer Service Helpdesk at PURA Connecticut Department of Energy and Environmental Protection
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