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

Date & Time: June 7, 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

Paul Jenny

a

Dan Lowenstein, MD

r

Kevin H. Souza

a

Mark Laret

r

Nilesh Shah

a

Jennifer Grandis, MD

r

Mary Beth Baker

a

Brian Smith

r

Michael Blum, MD

a

Teresa Costantinidis

r

Marc Kohli, MD

a

Maye Chrisman

r

Chuck McCulloch

a

Ton Lang, PhD

r

Gail Persily

a

Michael Nordberg

a

Louise Chu

a

Russ Cucina, MD, MS

a

Joe Bengfort

a

Doug Carlson, JD

a

Mara Fellouris

a

Chris Shaffer

a

Sue Carlisle, MD, PhD

a

Kevin Rodondi

a

John Roberts, MD

a

Tom Ferrin, PhD

a

Duygu Tosun-Turgut, PhD

a

Jennifer Dodd (Guest)

a

Jane Wong (Guest)

a

Kristin Chu (Guest)

a

Hannah Chin (Guest)

a

Pat Phelan (Guest)

a

Tom Poon (Guest)

a

Jo Hesse (Guest)

a

AGENDA

DISCUSSION

Owner

TIME

Ongoing Business and Updates

Video Conferencing Improvements.

Ad Hoc Task Force on Data Sharing Policy and Procedure

SOD Governance Committee

IT in Action Recognition

Approved minutes from the previous meeting.

Successful implementation of Zoom, videoconferencing software at UCSF has led to increased pressure on outdated hardware and decentralized support for the use of videoconferencing in our conference rooms and meeting spaces. The School of Medicine made a formal request to IT Governance to develop solutions for these barriers, which impede successful collaboration across the UCSF community.

IT Governance Steering Committee approved and funded Phase I work, which includes two initial projects related to improving video conferencing at UCSF: 

1.    Develop a room inventory of video conferencing rooms at UCSF across the enterprise.
       •    Inventory will include location, room ‘owner’, room type, equipment type (final list TBD).
2.    Develop easy to use, customized instructions for equipment usage.
       •    Instructional materials that are customized for the equipment in each room.  

Phase I is to be completed by November 2018. Kristin Chu, Director of SOMTech and Sian Shumway, Director of IT Customer Service are leading this work. 

This work lays the groundwork for Phase II that should include improvements in the overall support structure and upgrades to videoconferencing hardware.
Work not in scope at this time includes development of a centralized room scheduling system and retirement of WebEx & telephone bridge.

Sam Hawgood requested IT Governance to create a special task force to develop a set of guidelines, processes and if necessary, policy changes to improve decision making around sharing UCSF data with external partners.

The task force is to report on interim guidelines by June 30th and final recommendation by September 30 2018. 

Last year a UCOP task force was created to look at how we safeguard clinical data and their recommendations should be taken into account as we develop a UCSF specific solutions.

Note: UCSF task force has been charged with addressing all major categories of restricted data including patient, student, employee and confidential business information. The taskforce has been charged with enhancing data privacy and security while maintaining appropriate access to data and our ability to establish strategic partnerships with external partners. 
 

A task force at UCOP will likely address GDPR (European Union’s recently drafted General Data Protection Regulation).

In the August meeting, School of Dentistry (SOD) would like to present their proposal for forming a subcommittee to address their growing Informational Technology and Imaging technology needs.
ITGSC Committee members suggested we understand their specific needs for this subcommittee and also look to see if there is an opportunity to expand one of our existing sub committees to address these needs.

Note: Since discussion at ITGSC in June it has been decided that a new SOD IT Governance Committee will not be added to our structure. Instead the new SOD will sit within the school and its Chair will serve as the Dean’s Appointee to ITG Steering Cpmmittee.

Celebrated the success of Wynton, UCSF research computing at scale. Wynton is a large, shared computing cluster underlying UCSF’s research computing capability and it aims to make it easier for researchers to request data analytics.

Kevin Souza

Kevin Souza

Kevin Souza

40 Min

UC Path Update

UCPath is a UCOP mandated project to implement common human resources, payroll and benefits systems across all UC sites, This replaces current mainframe based systems with PeopleSoft solutions. A centralized shared service center has been established to support this project and is based out of OP Riverside. UCSF will be amongst the last UCs to go live on UCPath in September of 2019.

Following activities are currently underway at UCSF to support this go live:
1.    Business process alignment to minimize disruption
2.    Change management activities such as training and communication
3.    Interface development and testing with other local systems at UCSF
4.    Application retrofit, making changes to local applications to accommodate the new data structure
5.    Validation of delivered reports and the creation of essential reports where required. Additional reporting needs will be addressed in phase II, post go live
6.    Conversion of current employee data
7.    Developing a testing strategy, including parallel runs to confirm paychecks match

UCLA is scheduled to go live in September 2018 and based on their success the time line may be adjusted. Local budget for this project is $12million between FY2012 and FY2020.

Mara Fellouris

30 Min

Care Technology Governance Sub Committee (CTG) Report Out

CTG co-chair Russ Cucina shared a gant chart showing all of the IT and Clinical Systems (CS) projects that are currently being implemented. “The Three Big Rocks” combined project time line was shared with the group showing key activities of the 1.) APeX upgrade project, 2.) Marin General’s implementation of APeX and 3.) merging APeX with BCHO’s implementation of Epic.

Question was asked regarding what application build data is shared with SFDPH’s Epic implementation and the group was informed that we would continue to share all Epic build data with SFDPH.

CTG’s charge, membership list and a pictorial view of all of its subcommittee’s was presented to the group.

Russ Cucina

20 Min

Action  Items

Notes, ProgresS made & next steps

Owner

Due Date

Fund phase I end user improvements to Video Conferencing

•    Develop a room inventory of video conferencing rooms at UCSF across the enterprise.

     o    Inventory will include location, room ‘owner’, room type, equipment type (final list TBD).
•    Develop easy to use, customized instructions for equipment usage.
     o    Instructional materials that are customized for the equipment in each room

Kristin Chu, Sian Shumway

Nov 30, 2018

Create an Ad Hoc Task Force on Data Sharing Policy and Procedure

• The Task Force will propose an interim process by June 30th 
• Final recommendation by September 30 2018.

Michael Blum

June 30, 2018

Sept 30, 2018

DECISIONS

DISCUSSION

OWNER

DATE

Fund phase I end user improvements to Video Conferencing

• Develop a room inventory of video conferencing rooms at UCSF across the enterprise.
• Develop easy to use, customized instructions for equipment usage.

Kevin Souza

June 7, 2018

Create an Ad Hoc Task Force on Data Sharing Policy and Procedure

• Create a special task force to develop a set of guidelines, processes and if necessary, policy changes to improve decision making around sharing UCSF data, especially with external partners.

Kevin Souza