Meeting Minutes ITGSC May 3 2018

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

 

Date & Time: May 3, 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

Atul Butte

 

Brian Smith

 

Chuck McCulloch

 

Chris Shaffer

 

Chris Orsine

 

Dan Lowenstein, MD

 

David Dobbs

 

Doug Carlson, JD

 

Ed Martin (Guest)

 

Duygu Tosun-Turgut, PhD

 

Erik Wieland

 

John Roberts, MD

 

Gail Persily

 

Jennifer Grandis, MD

 

Goshen Chan (Guest)

 

Joe Bengfort

 

Hannah Chin (Guest)

 

Kevin Rodondi

 

Jane Wong (Guest)

 

Marc Kohli, MD

 

Jennifer Dodd (Guest)

 

Mark Laret

 

Kevin H. Souza

 

Paul Jenny

 

Kristin Chu (Guest)

 

Teresa Costantinidis

 

Louise Chu

 

Tom Lang, PhD

 

Mara Fellouris

 

 

 

Mary Beth Baker

 

 

 

Maye Chrisman

 

 

 

Michael Blum

 

 

 

Michael Nordberg

 

 

 

Nilesh Shah

 

 

 

Pat Phelan (Guest)

 

 

 

Rebecca Miller

 

 

 

Russ Cucina, MD, MS

 

 

 

Sue Carlisle, MD, PhD

 

 

 

Tom Ferrin, PhD

 

 

 

 

 

 

AGENDA

DISCUSSION

Owner

TIME

Ongoing Business and Updates

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

IT in Action Recognition

 

 

Approved minutes from the previous meeting.

 

2018 revisions to the IT Roadmap Program were approved. Details on the revised process and timeline can be found at:

https://wiki.library.ucsf.edu/x/5DvsGg  

 

Jennifer Grandis, MD; Associate Vice Chancellor, Clinical and Translational Research and
Director, Clinical and Translational Science Institute has been named chair-elect of the

Enterprise Information and Analytics (EIA) Committee. Her immediate work will focus on formulating a new Research Data Council and leading the EIA through a committee renewal process that positions it to lead UCSF data management, storage, access and sharing policy and procedures. Dr. Grandis will assume the role of chair in Fall 2018 replacing founding chair, Dr. Michael Blum who is taking on the inaugural chair role of the Committee on Information Technology Security (CITS).

 

Center for Digital Health Innovation (CDHI) showcased two initiatives

  1. Collobaration between UCSF - Center for Digital Health Innovation (CDHI) and General Electric to develop a library of deep learning algorithms. Dr. Blum shared an example where these Artifical Intellegence (AI) algorithms are used to scan hundreds of chest images and identify pneumothorax presentations so clinicians can prioritize the review of these abnormal results and more quickly diagnose patients with with pneumothorax or other conditions.
  2. Digital Patient Experience - Referrals

This presentation focused on UCSF - CDHI collobaration with CISCO. At UCSF 47% of new patient referrlas are never scheduled and the rate of no shows and cancellations for new patient appointments stands at 34%. The aim of this initiative is to improve the conversion rate from referrals to scheduled visits and to reduce the number of no shows and cancellations by streamlining the referral management process by leveraging advanced technology.

 

Kevin Souza

 

Kevin Souza

 

 

 

 

 

Kevin Souza

 

 

 

 

 

 

 

 

 

 

 

 

 

Michael Blum

& Ed Martin

20 min

Shared Education Data Solution (SEDS) Update – An IT Roadmap Funded Project
  • SEDS enables Schools to standardize the collection, storage and retrieval of student data, foster collaborations between Schools and enables adoption of other technology solutions, such as the education data warehouse and data analytics solutions. By fall 2018, SEDS will be the system of record to track student progression and curriculum matters for all three Schools.
  • SEDS application was deployed to production March 15th 2018 for all three Schools (SOD, SON and SOP).
  • The application leveraged an existing UCSF SOM solution (MedSIS) and was funded by IT Roadmap Funds with additional support from the Schools.  The project deployed a successful combination of school resources (Business Analyst and Subject Matter Experts) and IT vendor resources (Devevelop).
  • A governance committee has been formed with representatives from all four UCSF Health Professions Schools to oversee on-going efforts and establish a product roadmap for SEDS.  IT Vendor and School resources will join forces to provide on-going user and maintenance support.
  • The project team shared key elements and thoughts as takeaways when planning future projects including the importance of  IT vendors hosting an on-site project manager and standardization of vendor management protocols for future projects of this type.

 

Goshen Chan

Rebecca Miller;
 

Chris Orsine

20 min

Tableau Self-Service Analtyics Rollout Strategy
  • The effort to stand up the Tableau technical infrastructure is on schedule and on budget
    • Tableau installation testing begins on 5/14. Nine departmental teams are assisting in testing.
    • Tableau rollout to pilot groups scheduled to begin on 5/28. Same 9 departments will be part of the pilot group.
  • The infrastructure has been designed with careful attention to data privacy and security in mind. Duo authentication will be required to connect to Tableau even for staff who are on the UCSF network. Ability to download data will be limited based on the classification of data (e.g., PHI, PII, business confidential)  given through the Data Governance process.
  • There will be two types of Tableau areas:
    • A highly governed one for Enterprise analytics reporting for things like officially published measures and metrics (e.g., finances)
    • A less governed one for Innovative analytics and reporting
  • The committee noted that an externally facing instance of Tableau is required, so that data can be published to the public in accordance with various university compliance requirements such as the example found with the Student Academic Affairs Office of Institutional Research at https://oir.ucsf.edu. Dobbs described that is not in scope for the first phase but will be part of the next phase.
  • Tableau licenses will be distributed through the existing Control Point groups. The hope is to use the current Financial Control Point Coordinators as contact points.
  • A Self-Service Analytics Rollout team is being formed. This team will need to:
    • Work with mission-focused information and analytics governance groups to prioritize data assets to make available and to assign each the appropriate privacy protection rules.
    • Publish information on available data, measures/metrics, dashboards in to UCSF’s Lexicon Data Catalog
    • Provide training on the Tableau toolset, how to think analytically, and how to analyze important data sets.
    • Ensure that information about the Self Service Analtyics p[KS1] rogram – such as program status, capabilities timelines, what’s available, how to get training, etc. – is communicated across Campus and UCSF Health
  • The Self Service Analtyics program will be overseen by the Enterprise Information and Analytics (EIA) Committee. The Rollout team will be comprised of staff from IT and non-IT areas.
  • Campus funding for the Self Service Analtyics Rollout has been secured. Funding for the Health Systems’ rollout was requested through the FY19 Capital Budgeting process. Awaiting outcome on the UCSF Health funding request.

 

David Dobbs

20 min

Password Reset -Project Update

 
  • ITGSC approved one-time password change in August 2017 due to the length of time since the last mandatory password change and evidence that a significant number of UCSF login credentials have been exposed since then.
  • IT formed a project team to plan the change, implement a new self-service password management tool, and select a personal password vault (Keeper) to be provided to all users
  • At ITGSC’s request, IT formed a user advisory group to discuss implementation strategy
  • UCSF will require 12-character passwords with three degrees of complexity (upper, lower, number, symbol – choose three)
    • This policy complies with UCOP’s forthcoming authentication standard.
  • Password changes to begin this summer
  • Comprehensive change management plan developed by SOMTech.
    • Phased approach focused on minimizing user impact to the extent possible
  • Duo two-factor authentication coming to APeX Connect Portal mid-summer

 

Patrick Phelan

Kristin Chu

 

30 min

 

Action  Items

Notes, ProgresS made & next steps

Owner

Due Date

IT Roadmap Communicaiton Plan

Publish the IT Roadmap Funding Porfolio to http://itgov.ucsf.edu

Mary Beth Baker

June 1 2018

 

 

 

 

 

 

 

 

 

 

 

 

 

DECISIONS

DISCUSSION

OWNER

DATE

IT Roadmap changes approved

  • 2018 revisions to the IT Roadmap Program were distributed to the committee in advance of the meeting and were approved at the May 3rd meeting.

Kevin Souza
 

5/3/2018

12 Character Password will be mandated
  • UCSF will require 12-character passwords with three degrees of complexity (upper, lower, number, symbol – choose three)

Patrick Phelan
 

5/3/2018

Password changes to start summer 2018
  • Password changes to begin this summer

Patrick Phelan
 

5/3/2018

Two factor authentication will be comin to APeX summer 2018
  • Duo two-factor authentication coming to APeX Connect Portal mid-summer

 

Patrick Phelan
 

5/3/2018

 

 

 [KS1]SAA = Student Academic Affairs so I didn’t want there to be confusion, especially since they already have an instance of Tableua up and running.