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

Date & Time: February 1, 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

Kevin H. Souza

a

Dan Lowenstein, MD

a

Nilesh Shah

a

Paul jenny

a

Mary Beth Baker

a

Mark Laret

a

Karen O’Neill

a

Russ Cucina, MD, MS

a

Chuck McCulloch

a

Wade Smith, MD, PhD

a

Gail Persily

a

Jennifer Grandis, MD

a

Michael Nordberg

a

John Roberts, MD

a

Louise Chu

a

Brian Smith

a

Tom Ferrin, PhD

a

Michael Blum

a

Duygu Tosun-Turgut, PhD

a

Chris Shaffer, MS, AHIP

a

Joe Bengfort

a

Teresa Costantinidis

a

Doug Carlson, JD

a

Sue Carlisle, MD, PhD

a

Maye Chrisman

a

Tom Lang, PhD

a

Lynn Ollinger

a

Kristin Chu

a

Eunice Stephens

a

David Dobbs

a

Gilbert Ramimz (Guest from Fresno)

a

Jennifer Dodd (Guest from Fresno)

a

AGENDA

DISCUSSION

Owner

TIME

Ongoing Business and Updates

• IT in Action Recognition

Minutes from the previous meeting were approved.

Enterprise information and analytics team was recognized for their work on Medicare Shared Savings Program.

Kevin Souza

David Dobbs

10 Min

Roll-Out of Self-Service Analytics Tool

Tableau has been selected as UCSF’s enterprise self-service analytics (SSA) tool.

UCSF IT is in the process of setting up an enterprise-class infrastructure for the Tableau environment.

Discussed process for distributing 50 campus pre-paid developer licenses:

- Criteria were discussed

- Recommendation is to use the SSA working group to refine distribution criteria in parallel to standing up the infrastructure.

- Recommendation is to make use of Campus control points for license distribution

David Dobbs

30 Min

IT Governance Charter

• Discuss and approve

After IT Governance wide input on the new Charter, Terry O’Brien, Kevin Souza, Joe Bengfort and Paul Jenny met to discuss the IT Governance principles, charge, and reporting structure for the IT Governance Steering Committee (ITGSC).

Highlights:

• ITGSC will not develop policy however for IT related policies this committee will recommend implementation guidelines and assistant with change management.
• ITGSC will report as an advisory group to the Chancellor.
•  ITGSC ratified the guiding principles and IT Governance Steering Committee charge.

Kevin Souza

25 Min

IT Capital Budget Requests

Joe presented the UCSF IT capital budget planning processes to increase transparency and develop ITGSC for future input and guidance.

UCSF IT has three distinct capital budgeting processes, each with a different governance process

 - 1) UCSF Health West (traditionally referred to as UCSF Medical Center)

 - 2) UCSF East/BCHO

 - 3) Campus.

UCSF Health West splits the capital budget into two pools

 - 1) Threshold, requests over $250K

 - 2) Non-threshold/Discretionary requests, under 250K.

60% of the total available capital budget will be allocated to threshold requests, and the remaining 40% to non-threshold.

Historically UCSF Health West IT and Clinical Systems annual capital allocation has been between $10M-$14M.

BCHO IT is typically allocated approximately $4M.

Historically, annual Campus IT capital budget is comprised of

1. ~$1M for discretionary projects from the IT Core Budget
2. $3 M from IT recharge revenues.
3. ‘Off-cycle core funding, for urgent strategic needs not included in the budget cycle or roadmap (e.g. Security 2.0).

IT Roadmap funds of $5M annually for one-time strategic/Innovative projects are also available.

Capital budget process is underway, departmental ask will be presented in March, recommendations to senior leadership will occur in April, and approvals by the Chancellor is expected in June.

A draft list of prioritized IT capital requests was presented. 

Joe would like to start the capital planning discussion earlier next year to facilitate input from IT Governance.

Joe Bengfort

25 Min

Action  Items

Notes, ProgresS made & next steps

Owner

Due Date

Distribute ITGSC guiding principles and charge.

Ratified IT Governance Steering Committee guiding principles and charge will be distributed to all subcommittees. – Complete

Kevin Souza

March 1 2018

DECISIONS

DISCUSSION

OWNER

DATE

ITGSC guiding principles and charge was ratified.

IT Governance Steering Committee guiding principles and charge was ratified.

ITGSC with Kevin Souza as chair.

Feb 1 2018

Self-Service Analytics plan delegated

Delegate development of Self-Service Analytics roll-out to standing SAA committee with report back to ITGSC

David Dobbs