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

Date & Time: August 2, 2018

Location: S - 30

Purpose of Meeting: IT Governance

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

Dial In: 16465588656,,430546216#

Chair: Kevin H. Souza | Steward: Hannah Chin

Attendees:

Unable to attend

Joe Bengfort

a

Dan Lowenstein, MD

a

Kevin H. Souza

a

Paul Jenny

a

a

Mark Laret

a

a

Nilesh Shah

a

a

Russ Cucina, MD, MS

a

a

Teresa Costantinidis

a

a

Tom Lang, PhD

a

Michael Nordberg

a

Kevin Rodondi

a

Mara Fellouris

a

John Roberts, MD

a

Louise Chu

a

Duygu Tosun-Turgut, PhD

a

Larisa Kure

a

Brian Smith

a

Doug Carlson, JD

a

a

a

Maye Chrisman

a

a

Jennifer Gradis, MD

a

Atul Butte

a

Duygu Tosun-Turgut, PhD

a

a

a

Jennifer Dodd (Guest)

a

Jane Wong (Guest)

a

a

David, Aaronson (Guest)

a

AGENDA

DISCUSSION

Owner

TIME

Ongoing Business and Updates

Approved minutes from the previous meeting.

Kevin Souza

20 Min

Celebrated the success of the LabVantage Biospecimen Tracking System pilot. This tool helps manage and track various aspects of biospecimen samples for researchers campus wide. The response has been positive, requiring further discussions to manage demand, determine the appropriate ongoing funding model and ensure collaboration across the campus. David Aaronson highlighted key learnings related to the initial roll out, mainly the challenges around data migration and managing vendor relations. 

This topic prompted a lengthy discussion on various items:

Leverage central IT services – Joe Bengfort and Jane Wong offered central IT services to assist with the challenges of migrating data and application coding as there is no standard for how data is formatted.
 
Legacy data – Sue Carlisle inquired about the possibility of migrating legacy data from ZSFG registries to the new Biobank, which would be difficult and require further discussion.

Storage of physical material – Brian Smith working on strategy for storing physical material. A solution has yet to be determined. This issue is also very important to ZSFG has they plan their new research building. 

Catalogue of biobanks – Currently there is not a centralized process for intake or management of current and new biobank facilities across campus which could help manage demand and provide consistency in how data is managed.

Mary Beth shared that the approved revisions to the IT Roadmap Program were updated on the ITG website. Additionally the 2018 open proposal period will begin 9/1/18. Kevin Souza will communicate out details and procedures to the committee members and subcommittee chairs should also do the same. 

Details on the open proposal process can be found here:
https://open-proposals.ucsf.edu/itgov/roadmap-2018 

A question came up about current and historically funded projects. Those details can be found here:
https://itgov.ucsf.edu/current-itr-funded-projects 

Note: Since the August meeting, Kevin has communicated to ITGSC members via email the open proposal details and timeline.

Kevin Souza

Mary Beth Baker

School Of Dentistry IT Governance Committee

It was decided after the June meeting that the SOD IT Governance Committee will sit within the school and its Chair (currently Larisa Kure) will serve as the Dean’s Appointee to ITGSC. 

The creation of this new committee stems from the consolidation of dentistry clinics in 2017. From an IT perspective, their first initiative was to work with central IT to consolidate and standardize desktop support. It became clear that they should consider consolidating other IT services and plan strategically about IT for both the school and clinics.

With the goal of aligning with Campus and Health technology strategies, the charge of the committee is to:
1)    Make recommendations on technology usage across the clinics, research and education
2)    Approve of capital and operating spend, and suggest investments for IT Roadmap funds
3)    Determine an imaging strategy
4)    Identify ways to leverage existing campus IT services and technologies 
5)    Prioritize competing IT demands

Pat Phelan added that a security and risk mitigation plan should also be included as a 2017 third party risk assessment identified areas for improvement that should be addressed. 

A list of committee members was shared as well as a request for guidance from ITGSC on how to best align with existing technologies and strategies and ensure all of the necessary areas of the enterprise have representation on their committee.

The ITGSC was supportive of the school’s plans.

Larisa Kure

Committee Update

Committee on Web Governance (CWB)

Louise Chu presented an update on the CWG committee which launched in 2017. The number of UCSF websites between 1994 to 2018 has increased dramatically (currently approximately 1,800) which gave rise to the need for this committee, in order to align digital strategy across UCSF, establish website policy and ensure compliance with the Americans with Disabilities Act (ADA) Accessibility guidelines.

The website policy can be found here and will be rolled out this fall, pending UCOP approval:
https://websites.ucsf.edu/policies-standards 

The committee’s other priority has been on the projects funded by ITGSC:
1)    Consulting – The Website consulting group has worked on 26 projects and has saved UCSF approximately $271K so far by providing project management and content strategy guidance that typically a department would engage with an external firm to do.
2)    Accessibility – Siteimprov was rolled out in April to monitor website accessibility compliance and as a result UCSF has made material improvements in their accessibility score. The group is also providing training to site administrators on the accessibility policies and how to update their sites. 
3)    Web Analytics – Siteimprov also provides data on website activity that will be reported via Tableau dashboards in 2019

Louise Chu

40 min total

Committee on Business Technology (CBT)

Michael and Mara presented an update on the 7 CBT committee projects. Discussion centered around the below projects:
1)    Document Management Solution – This project is critical for departments moving to an Open Plan. The recommendation out of the assessment phase was to leverage the existing Box and Docusign tools. One time implementation funding will be required and transition will need to be complete by April 2019 to provide sufficient lead time for departments moving to Block 33 and CSB. Consideration also needs to be given in terms of timing for IT to be able to accommodate large volumes of data migrating via these tools.
2)    UC Path – Mara had presented an update on this project in June but wanted to highlight the current challenges related to the ePerformance module and additionally discuss whether it is time to evaluate implementing one enterprise performance wide tool. Currently 4400 campus employees are being evaluation with a performance evaluation tool developed by the Department of Medicine (School of Medicine). It has been successful due to ease of use and has materially increased their performance review compliance.

Mara Fellouris & Michael Nordberg

Committee on Research Technology (CRT)

Chuck shared an update on the CRT committee which supports the technology needs of the research community and identifying areas for expansion of technology utilization. Their focus has been on reviewing progress on ITG funded research projects and acting as a liaison between IT and the research community to advocate for their needs.

Significant projects have included:
1)    Mouse colony management
2)    Wynton high performance computing (HPC) cluster
3)    Cloud for storage of protected health information
4)    Natural language processing

Going forward, initiatives include:
1)    Process for extracting reliable clinical data
2)    Storage of imaging data to facilitate research

Joe mentioned that the Chancellor approved $1.1M in recurring funding for High Performance Computing operations.

Chuck McCullough

Committee on Educational Technology (CET)

Update deferred to September meeting

Gail Persily

Action  Items

Notes, ProgresS made & next steps

Owner

Due Date

Announce IT Roadmap Program

• ITGSC Chair to send announcement about the Roadmap program to key campus leaders and ITG listservs. 

August 8 - Complete

DECISIONS

DISCUSSION

OWNER

DATE

June Minutes

• Approved

Committee

August 2

SOD IT Committee

• Endorsed implementation of the committee and alignment of SOD IT Committee members to campus ITG committee membership

Committee