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

Date & Time: November 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

Joe Bengfort

a

Dan Lowenstein, MD

a

Kevin H. Souza

a

Paul Jenny

a

a

Mark Laret

a

a

Michael Nordberg

a

a

Chris Shaffer

a

a

Teresa Costantinidis

a

a

Sue Carlisle, MD, PhD

a

a

Maye Chrisman

a

a

Tom Lang, PhD

a

a

a

Larisa Kure

a

Brian Smith

a

a

a

a

a

a

Duygu Tosun-Turgut, PhD

a

Jennifer Grandis, MD

a

Patrick Phelan (Guest)

a

Sian Shumway (Guest)

a

Matt Epperson (Guest)

a

Jane Wong (Guest)

a

Tom Poon (Guest)

a

Irene Glynn (Guest)

a

John McWalter (Guest)

a

Tom Andriola (Guest)

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Edel Alon (Guest)

a

AGENDA

DISCUSSION

Owner

TIME

Ongoing Business and Updates

Approved minutes from the previous meeting.

Kevin Souza

20 Min

IT Recognition: 

UCSF West Bay has received the Most Wired recognition for the 4th consecutive year. UCSF participates in the Most Wired annual survey that is now acquired by CHIME from American Hospital Association (AHA). It is an honor to receive this award as less than 25% of applicants are awarded this recognition. All participants receive benchmarking reports to show how they compare to other similar organizations.This award is in recognition of the great work done by all UCSF Health stakeholders including physicians, nurses, other clinicians and IT.

The 2nd IT recognition is for the East Bay and West Bay IT teams that flawlessly executed the move out of the Scramento Data center in a very short span of time, 3.5 months. This project cost less than $108K and will save BCHO over $1 million a year.

Joe Bengfort

Each of the 8 ITG sub-committees is evaluating the project ideas that were submitted to their committee through Open Proposal. Subcommittees are evaluation geach project idea according to five criteria (Strategic, financial, operational, stakeholder impact and co-investment). Committees will advance to the proposal stage all projects that warrant funding from either the Core Innovation Funds or Quick Funds pools. Proprosal Development Workshops will be held on November 29th and 30th for leaders whose Letters or Intent were accepted for full proposal development and review by the subcommittees. The training is designed to ensure that all proposals put forward to ITGSC are consistent and thoughtful. This will allow each project to be evalauted on the merit of their content and value to the organization.

Kevin Souza

Mary Beth Baker

Video Conferencing Hardware & Education Review Phase I - Update

Video Confeencing (VC) is a fundamental need for our distributed network of hospitals, clinics, research facilities, classrooms and administrative offices. Video Conferencing infrastructure is critical to our ability to collobarate with colleagues that are geographically disbursed. IT Governance Steering Committee (ITGSC) has approved and funded Phase I work, which comprises of two initial projects related to improving video conferencing at UCSF:

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

Phase I work is estimated to be complete by the end of December 2018.

Video Conferencing rooms will be classified in 5 categories from P1 to P5 (the categories overlap):

P1 – Most used rooms at UCSF

P2 – Largest rooms

P3 – Small, tasked based rooms

P4 – Departmental rooms, not in scope at this time

P5 - Unknown, unshared or seldom used rooms, not in scope at this time.

Instructional materials will only be developed for P1, P2 and P3 rooms.

In carrying out Phase I activites, the team has discovered that there are many open questions with regard to how the refresh of the current equipment will be funded and how these rooms will be supported on an ongowing basis. A financial and governance model need to be developed during phase 2 of this project to support ongoing VC infrastructure.

Sian Shumway

Kristin Chu

UC IT True North Framework

Tom Andriola, UC Office of the President CIO presented his vision for UC wide collobaration. A top down approach is not appropriatre at University of California, A more distributed approach to decision making and implementation is more empathetic to our culture. Collobaration between IT organizations across UC campuses has increased in recent years and as a result we have had some great successes such as $66 million of cost avoidance due to system wide IT contract negotiation. “Point of the Spear” strategy is an example of a collobarative model that has worked well in recent years. An example of this is where UCSF had an immediate need to relocate it’s data center to Quincy, Washington to “bend the cost curve”. UCSF collobarated with other UC to lead this effort where the other campuses had the opportunity to participate in this project but their participation was voluntary. UC system wide contracts were negotiated such that each site can determine the optimal time for their implementation, which was managed locally. 

Across the UC system we have 7,500 IT resources supporting local IT needs with local identities and priorities. We are increasingly learning from each other and sharing our knowledge and experience, this should be encouraged and our successes should be celebrated.

Tom Andriola

Education Technology, Governance Proposal

This topic was deferred to December.

Gail Persily

Action  Items

Notes, ProgresS made & next steps

Owner

Due Date

Data Sharing Task Force

• Data Sharing Task Force to provide their Final Recommendations document by end of October 2018 - the final report is now available and is attached below.

Michael Blum

October 31

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.

Sian Shumway

Kristin Chu

Dec 31

DECISIONS

DISCUSSION

OWNER

DATE

October Minutes

• Approved

Committee

November 1