Meeting Minutes ITGSC March 1 2018

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

 

Date & Time: March 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

Brian Smith

a

Dan Lowenstein, MD

 

Chris Shaffer

a

Doug Carlson, JD

 

Chuck McCulloch

a

Duygu Tosun-Turgut, PhD

 

Gail Persily

a

Jennifer Grandis, MD

 

Joe Bengfort

a

John Roberts, MD

 

Karen O’Neill

a

Lewis Lanier, PhD

 

Kevin H. Souza

a

Mark Laret

 

Louise Chu

a

Maye Chrisman

 

Lynn Ollinger

a

Michael Blum

 

Mara Fellouris

a

Paul Jenny

 

Marc Kohli, MD

a

Sue Carlisle, MD, PhD

 

Mary Beth Baker

a

Tom Lang, PhD

 

Michael Nordberg

a

 

 

Nilesh Shah

a

 

 

Russ Cucina, MD, MS

a

 

 

Teresa Costantinidis

a

 

 

Tom Ferrin, PhD

a

 

 

Dylan Romero (Guest)

a

 

 

Eunice Stephens (Guest)

a

 

 

Hannah Chin (Guest)

a

 

 

Jane Wong (Guest)

a

 

 

Pat Phelan (Guest)

a

 

 

Tom Poon (Guest)

a

 

 

 

 

AGENDA

DISCUSSION

Owner

TIME

Ongoing Business and Updates

 

 

  • IT in Action Recognition

 

 

Approved minutes from the previous meeting.

 

 

In January 2017, Makers Lab was awarded $82,500 over three years. Funds were used to purchase items such as two additional 3D printers,  two mobile carts and a 3D scanner. To demonstrate the functionality of  this equipment, a 3D printer on a mobile cart was brought to the meeting and a 3D print of a gavel was initiated at the start of the meeting and completed by the end of the meeting.

 

Kevin Souza

 

 

Dylan Romero

10 Min

Updates & Announcements

  • Enterprise Information and Analytics Sub-committee Update
  • Subcommittee on Technology and Architecture (CTA)

 

 

 

 

 

Enterprise Information and Analytics sub-committee has existed as a working group of the Steering Committee since its inception, but we have elevated its status to a standing sub-committee. Michael Blum, MD will continue to chair this committee.

 

 

Marc Kohli, MD will chair the redesigned sub- committee for Technology and Architecture (CTA). A Technology Working Group will report to CTA governance and will be co-chaired by Joe Hesse and Erik Weiland. The redesigned CTA will have stronger departmental IT representation and be better integrated into mission based IT Governance subcommittees.
 

Kevin Souza

10 Min

IT Roadmap Process Review

ITGSC was assigned IT Roadmap (ITR) funding of $5 million a year ($15m over a rolling three year period) for a ten year term, ending in fiscal year 2022.

We covered the history of the ITR process, current portfolio of funded projects and the current process for requesting ITR funds including some challenges with this process.

Changes to the current process were proposed to address these challenges, including

  • Rather than submitting proposals for first review, proposers develop a brief concept paper for consideration by the subcommittee.
  • Sub-committees select 2-4 concepts to be developed into full proposals for consideration.  Each sub-committee vet the proposals and recommend top two proposals to ITGSC for funding.
  • Clarification on the level of documentation required at each stage of the process.
  • A revised time line so that it is more in sync with the capital budget process.
  • Targeted project management support to be provided during the process to assist thought leaders in creating consistent project documentation.    

Sub-committee chairs were assigned the task of clarifying funding definitions to be used to allocate ITR funds and also to determine the process and principles for allocating ITR contingency funds. 

Mary Beth Baker

 

Mara Fellouris

70 min

 

 

 

 

 

Action  Items

Notes, ProgresS made & next steps

Owner

Due Date

Draft funding definitions to allocate ITR funds

Kevin, Mary Beth and Mara will assist the sub-committee chairs with this task.

Sub-committee chairs

April 5 2018

Draft process and principles for allocating ITR contingency funds

Kevin, Mary Beth and Mara will assist the sub-committee chairs with this task.

Sub-committee chairs

April 5 2018

 

 

 

 

 

 

 

 

 

DECISIONS

DISCUSSION

OWNER

DATE

New CTA chair announced

Marc Kohli accepted the chair role for the Committee on Technology and Architecture (CTA).

 

ITGSC

March 1 2018

Technology Working Group co-chairs announced

Technology Working Group will be co-chaired by Joe Hesse and Erik Weiland and will report to the Committee on Technology and Architecture (CTA).

 

ITGSC

March 1 2018