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

Date & Time: September 6, 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

Mara Fellouis

a

a

Brian Smith

a

a

Sue Carlisle, MD, PhD

a

a

Maye Chrisman

a

Gail Persily

a

Tom Lang, PhD

a

Michael Nordberg

a

Kevin Rodondi

a

Louise Chu

a

John Roberts, MD

a

Russ Cucina, MD, MS

a

Tom Ferrin, PhD

a

Larisa Kure

a

Atul Butte

a

Doug Carlson, JD

a

a

a

a

a

a

Erik Wieland (Guest)

a

Kristin Chu (Guest)

a

a

a

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: 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.

UCCSC is the annual University of California Computing Services Conference. Each summer a different UC campus hosts UCCSC and in 2018, this was hosted by UC Davis. Over 700 people attended the conference and it showcased 116 sessions. UCSF had a robust presence with 71 attendees and 33 sessions. In 2019 this event will be rebranded to UCTech (UC Technology) and will be hosted by UC Santa Barbara.

Larry Sautter awards were also presented at UCCSC where UCSF earned two honorable mentions for our work on “UCSF Recognize” web portal and for implementing an Enterprise Master Parson Index.

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 on track to provide final recommendations by September 30 2018. The task force has broad representation from UCSF stakeholders and also from UCOP.

To expedite the process a senior level tiger team was formed to provide oversight to the process and meets weekly. This group oversees many working groups that work in parallel on their specific areas, example include contracting, legal and communication. The tiger team is also engaged with approving/ rejecting proposals or recommending remediation plans where appropriate. The long term goal is to establish a permanent team empowered to take on this work based on the final  recommendation of this task force. Clear criteria will be defined to identify the risk level of each proposal and hence the approval process. Approval will also be limited to three contracting groups, Research, Innovation and Health. The taskforce will present their draft proposal to the Chancellor’s Executive Team on September 11th to ascertain input from this group.

Michael Blum

Committee on Education Technology (CET)

Committee on Education Technology presented their 4 priorities.
1.    Governance – 7 out of 20 recommendations the EdTech Ecosystem report commissed by IT Governance recommended that educational technology governance should be a focus area. To that end, the committee has charged a task force with reviewing the current governace for educational technology and make recommendations to ITGSC for proposed enhancements. 
2.    Funding – The committee aims to secure predictable and sustainable funding for mission critical systems. Currently a third of the $2.6m budget is sourced form temporary funding sources.
3.    Roadmap Alignment – Focus resources and effort on core systems and services such as the Learning Management System (LMS), Curriculum Management, Video Platform and Lecture Capture.
4.    Fostering Collaboration – The committee will foster collobaration opportunities with one of its aims being to use common tools and products where applicable and also to consolidate contracts where possible. A recent series of topic round-tables have drawn many stakeholders to discuss important issues facing the educational technology community. This should be considered a best practice for others to explore.

Gail Persily

Enterprise Information and Analytics (EI&A)

Jennifer Grandis, MD will take over as Chair of this committee starting October 1st and the current chair Mike Blum, MD, will step into the Past Chair role.  An EIA Renewal Task Force has been charged by Kevin H Souza to develop a new charge for the committee and to establish domain specific data councils who can adjudicate issues related to data oversight and to implement the recommendation from the Data Sharing Task Force. The recommendations of this renewal task force will be presented to ITGSC in December and EI&A 2.0 will be launched in January 2019.

Tableau has been identified as our enterprise self service analytics tool and an enterprise license for Tableau has been purchased. The infrastructure set up is now complete and 2,000 users are granted access to financial management dashboards. Additional dashboards showing Patient census and service line analysis are currently in development.

Jenny Grandis/ David Dobbs

Committee on IT Security (CITS)

The security subcommittee, chaired by Mike Blum, MD, was launched in June and since then it has defined its charter, reviewed its report to the chancellor’s council and reviewed security 2.0 initiatives. It is currently in the process of drafting its annual agenda that includes reviewing venerability management status, policy review and ratification and capital budget &  Roadmap review. 

Michael Blum

Committee on Technology and Architecture (CTA)

Committee on Technology and Architecture (CTA) is structured as two separate subcommittees, CTA-Governance and CTA-Technology, where CTA Governance has oversight of the CTA-Technology subcommittee. This structure was adopted to ensure that committee members with deep subject matter expertise can focus on activities in their specific fields.

Marc Kohli

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 September 30 2018.

Michael Blum

Sept. 30

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

EIA Renewal

• Share names of individuals with ITGSC for input on campus reps to interview as part of EIA renewal effort.

Mary Beth Baker

Sept. 15

DECISIONS

DISCUSSION

OWNER

DATE

August Minutes

• Approved

Committee

Sept. 6

Call for IT Roadmap Program's core innovation fund project proposals announced

• ITGSC Chair sent announcement about the Roadmap program to key campus leaders and ITG listservs.

Committee