T Governance Steering Committee Report to Chancellors Executive Team (CET)

Date & Time: April 5, 2018

Location: S - 30

Purpose of Meeting: IT Governance

Website: http://tiny.ucsf.edu/itgov

Dial In: 16465588656,,430546216#

Chair: Kevin H. Souza | Steward: Nilesh Shah

Attendees:

Unable to attend

Chris Shaffer

Brian Smith

Chuck McCulloch

Dan Lowenstein, MD

Doug Carlson, JD

John Roberts, MD

Duygu Tosun-Turgut, PhD

Karen O’Neill

Eunice Stephens (Guest)

Louise Chu

Gail Persily

Lynn Ollinger

Hannah Chin (Guest)

Marc Kohli, MD

Jane Wong (Guest)

Mark Laret

Jennifer Grandis, MD

Nilesh Shah

Joe Bengfort

Paul Jenny

Kevin H. Souza

Tom Lang, PhD

Kristin Chu (Guest)

Mara Fellouris

Mary Beth Baker

Maye Chrisman

Michael Blum

Michael Nordberg

Pat Phelan (Guest)

Russ Cucina, MD, MS

Sue Carlisle, MD, PhD

Teresa Costantinidis

Tom Ferrin, PhD

Tom Poon (Guest)

AGENDA

DISCUSSION

Owner

TIME

Ongoing Business and Updates

• IT in Action Recognition

Approved minutes from the previous meeting.

CENIC Networking Innovations Awards

Innovations in Networking Awards are presented each year by CENIC to highlight the exemplary innovations that leverage ultra-high bandwidth networking, particularly where those innovations have the potential to transform the ways in which instruction and research are conducted or where they further the deployment of broadband in underserved areas. UCSF received an award for leading the UC wide consolidation of data centers.

Kevin Souza

Joe Bengfort

10 Min

IT Roadmap Approved Projects Funds Review

A total of $45.5 million is allocated to the IT Roadmap (ITR) fund. Since 2013 $32.2 million in ITR funds have been used to fund 34 projects. Almost half of this allocation went to development of data warehousing and analytics projects (EI&A). The following is the approximate amount of ITR funds allocated to projects by subcommittee:

• CTA - $6.0 million
• CBT – $2.4 million
• CET - $2.8 million
• CRT - $3.4 million
• EI&A - $17 million
• CWG - $660K

On an annual basis each project sponsor is asked to provide an updated financial forecast. The recent financial forecast resulted in approximately $1.0 million of ITR funds returned to the available pool of ITR funds. The Mouse Colony project returned $500K and the PI Portfolio project returned $430K. As of April 2018 $12.2 million is available funds for distribution which includes $1.06 million set aside as contingency funds.

Action: A proposal requesting the continuation of annual allocation of $5 million to IT Roadmap Fund pool will be submitted to the Budget and Investment Committee.

Hannah Chin

Mary Beth Baker

IT Roadmap Process Improvement Finalized

• Proposed improvements to the ITR process were reviewed with the ITGSC. The improvements were:

• Shift the biennial call forward to decompress the process (e.g., begin communication about the ITR call for proposals in June); (approved)
• Moderate level of effort put into proposal development (e.g., Initial proposal ideas will be submitted to Subcommittees via CTSI Open Proposal tool as a one page “concept”); (approved)
• Subcommittees will review concept papers and request 1-2 page proposals (including high level budget) from 2-4 project teams. Proposals will be submitted via CTSI Open Proposal tool;
• Resources from the PMO will be made available to assist with development of initial proposal as well as to review final proposals and budgets approved by the ITGSC. PMO cost will be covered by roadmap funds; (approved)
• Action: Formalize and communicate overall ITR process and timeline.  Materials should be written from the perspective of the end-user.

• The Committee discussed the criteria by which proposals will be evaluated (Strategic, Operations, Financial, Mandated, Impact, and Matching Funds). Two modfications were recommended:

• Drop Mandated from the list as it is in conflict with the stated purpose of ITR funds – IT Roadmap funds are a pool of funds to support the implementation of innovative technology projects that address emerging or existing needs that align to the Chancellor’s Strategic Priorities. (approved)
• Replace use of Matching Funds with Co-Investment as a requirement as projects may receive departmental support both in terms of financial resources as well in kind. (approved)

• Committee supported the creation of three categories of ITR funds:

• Core Innovation Funds which will follow a biennial process with a call in even years and budget allocations in odd years.
• Quick Funds - available for distribution on a rolling basis. Projects that are funded from the QF pool are typically less than $100K, should take  less than 6 months to complete and require limited IT resources or project governance.
• Contingency Funds - available on a rolling basis. These funds are considered finishing funds for existing ITR funded projects or for proposals over $100K.
• The Committee also expressed support for allowing the IT Governnace Chair to make funding decisions under $50,000 from the Contingency Fund.

• The Committee supported the following allocation to each of the ITR Fund pools:
  • Core Innovation Fund $10.2 million
  • Quick Fund $2.0 million
  • Contingency Fund $1.06 million
  • Chair’s Fund (allocations up to $50K from Contingency Fund)

Mary Beth Baker

Mara Fellouris

Sub-Committee Chairs

Action  Items

Notes, ProgresS made & next steps

Owner

Due Date

Revisit ITR Scorecard

Revist the criteria around Mandated projects

Baker

April 15

ITR Funds

Identify the pool of funds available for project funding in addition to the IT Roadmap funds.

Chin

April 15

Annual Presentation to Budget & Investment

A proposal requesting the continuation of annual allocation of $5 million to IT Roadmap Fund pool will be submitted to the Budget and Investment Committee.

Souza

June 30

Communication Plan for IT Roadmap Process

Formalize and communicate overall ITR process and timeline.  Materials should be written from the perspective of the end-user.

Baker

April 15

DECISIONS

DISCUSSION

OWNER

DATE

Three Tiered Roadmap Funds Model

• Committee supported the creation of three categories of ITR funds:

• Core Innovation Funds
• Quick Funds
• Contingency Funds

Souza
Baker
Shah

4/4/2018

Establish Chair’s Contingency Fund

The Committee also expressed support for allowing the IT Governnace Chair to make funding decisions under $50,000 from the Contingency Fund.

Souza
Baker
Shah

4/4/2018

Score Card Changes

• Change definition and name of Matching Funds to Co-investment
• Remove Mandated category from IRT proect scorecard

Souza
Baker
Shah

4/4/2018