Meeting Minutes ITGSC October 4, 2018

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

 

Date & Time: October 4, 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

Mary Beth Baker

a

Mark Laret

a

Nilesh Shah

a

Chuck McCulloch

a

Michael Blum, MD

a

Gail Persily

a

Marc Kohli, MD

a

Mara Fellouris

a

Gail Persily

a

Larisa Kure

a

Michael Nordberg

a

Brian Smith

a

Louise Chu

a

Chris Shaffer

a

Russ Cucina, MD, MS

a

Maye Chrisman

a

Doug Carlson, JD

a

Tom Lang, PhD

a

Teresa Costantinidis

a

John Roberts, MD

a

Sue Carlisle, MD PhD

a

Duygu Tosun-Turgut, PhD

a

Kevin Rodondi

a

Jennifer Grandis, MD

a

Tom Ferrin, PhD

a

Atul Butte

a

Duygu Tosun-Turgut, PhD

a

 

 

Hannah Chin (Guest)

a

 

 

Kristin Chu (Guest)

a

 

 

Patrick Phelan (Guest)

a

 

 

Jonathan Johnson (Guest)

a

 

 

 

 

 

 

 

 

AGENDA

DISCUSSION

Owner

TIME

Ongoing Business and Updates

Approved minutes from the previous meeting.

Kevin Souza

20 Min

Call for IT Roadmap project proposals 


 

 

IT Recognition: Michael Blum, MD for his leadership on the Enterprise Information and Analytics (EI&A) CommitteeT Recognition: UCSF  @ UC CSC and Sautter Awards

UCSF Information Technology Governance (ITG) is seeking proposals for strategic and transformative IT development projects through its IT Roadmap Program’s Core Innovation Fund. Round one seeks Letters of Intent to be submitted by October 5, 2018. Please follow this link https://open-proposals.ucsf.edu/itgov/roadmap-2018 to the Open Proposal site to learn about the process and to submit a proposal.

Michael Blum, MD was recognized for this leadership and advocacy as the Inaugural Chair of the Enterprise Information and Analytics committee (EI&A). He has chaired this committee since April 2015. Highlights of this work include his inspiration behind creating a Clinical Data Warehouse (CDW) at UCSF and his vision to extend this across UCs, plus his advocacy for creating an enterprise data and analytics department at UCSF.

Mary Beth Baker

 

 

Kevin Souza

 

UCSF IT & Clinical Systems
FY19 Capital Budget Update

The presentation highlighted all FY2019 capital projects approved by UCSF Health for Clinical Systems (CS) and central IT plus capital projects approved by the campus for central IT. BCHO projects were not presented but will be included in a future report out. The approved budget for all UCSF Health CS projects was $6.850m and for central IT (for both Health and Campus) was $12.291m. UCSF Health “non-threshold” funds are also available for projects under the $250K threshold. Joe Bengfort has an allocation of $1.5m of non-threshold funds for central IT and CS shares a pool of $4.9m with all teams that report to Josh Adler.

Other sources of funds that generate project work include, construction projects, UCOP and departmental operational budgets.

Joe Bengfort

Russ Cucina

 

Data Sharing Taskforce Update

IT Governance was charged by the Chancellor to create a special task force to recommend a set of guidelines, processes and if necessary, policy changes to improve decision making around sharing UCSF data with external partners. The task force has made great progress with the submission of an interim report on June 30th  and is working to provide final recommendations by end of October. The task force has broad representation from UCSF stakeholders and also from UCOP.

UCSF has made important progress in providing access to the university’s extensive data assets, but has more work to do in ensuring that these data
are appropriately protected. New processes are in development to provide education and evaluation for
faculty, staff, and trainees that will allow data sharing while avoiding data loss and security breaches. To quantify the problem, nation-wide breaches reported in July 2018 impacted 2,292,552 patient and health plan members. This is a large jump from breaches reported in previous months. 

Given the rise in computing power, analytical tools and readily available consumer and social media data it is now possible to covert some de-identified data back to re-identified data and hence sharing de-identified data will require greater scrutiny. 

The Data Sharing Task Force has appointed a  Tiger Team (TT) that is proposing that we put data sharing requests through a screening process that provides a risk classification for each request and then allows for an appropriate level of review based on this risk classification. An overarching principle is to balance risk management with as simple and streamlined process as possible. 

TT presented their recommendations to the Chancellors Executive Team and they made a number of recommendations including, 
•    limiting the number of groups authorized to write/sign agreements that include data sharing to just five groups;
•    no sharing of data with commercial entities in high risk areas, states recognized as sponsors of data and IP threat, as identified by the FBI or Homeland Security
•    Where possible, to approve individual academic partnerships between our faculty and academic institutions in high risk countries.

Michael Blum

 

IT Roadmap Program Outcome Analysis

IT Roadmap (ITR) funding has been in place since FY2014 and is currently funded through FY2022. To date 34 projects have been funded by ITR with a total commitment of $32.6m. We are beginning a project to develop a set of metrics in which to evaluate the outcomes of prior ITR funded projects. Starting with a pilot of 3-4 projects we will measure outcomes in using a set of key performance indicators.  The purpose of the pilot is to access the validity of the proposed metrics. The proposed metrics include:
•    Process Effectiveness /Savings
•    Operational Improvement
•    Mission Impact
•    Risk Management
•    Project Execution
The committee requested that a metric be added to identify whether sustainable funding was identified for these projects post go-live. Also for future projects it will be important to add a metric to measure a relevant return on investment for the project.  Results of this pilot project will be shared with the ITGSC in December. Based on the results metrics may be modified and/or revised. After which data will be collected on all currently funded ITR projects

Hannah chin

Mary Beth Baker

 

 

 

 

 

 

 

 

 

Action  Items

Notes, ProgresS made & next steps

Owner

Due Date

 

Action Items below are from previous meetings:  

 

Data Sharing Task Force

  • Data Sharing Task Force to provide their Final Recommendations document by end of October 2018.

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

Oct. 30

 

 

 

 

 

DECISIONS

DISCUSSION

OWNER

DATE

September Minutes

  • Approved

Committee

October 4

 

 

 

 

 

 

Attachments: