Telemedicine and Video Conferencing Roadmap Presentations for Committee on Technology and Architecture November - December, 2011 Tim Greer SOM, SFGH Dean’s Office November 10, 2011

Videoconferencing Gaps 7/1/2011 (the problem) Many discrete systems/silos No single directory or listing Lack of standards(hardware, naming, etc) Multiple bridges / gateways Uncoordinated support Most systems not connected Lack of documentation No training available Multiple or no scheduling solution No Policies / Best Practices Network issues User awareness and expectations 2

Progress to date 11/10/2011 Roadmap for the future UCSF Videoconferencing Solutions Group formed MOVI Support structure in place (service desk, support matrix, solutions group, local partners) Hardware, Naming and Phonebook standards Unified Directory established and published UCSF “Hub” in production Initial MOVI launch 28+ rooms and 300+ MOVI users listed Prop 1D 2B and 3B projects complete Initial Prop 1D room training complete Many fewer silos, pockets remain Documentation begun 3

Video Conferencing

Telemedicine (ongoing) 5

Top Resource Challenges 1.Portfolio Management (current PMO gap) –Group resource coordination & contention resolution. –Analyze & integrate additional projects we would like to pursue in Training and Support –Need to staff UCSF Video Conferencing Solutions Group (Telemed group fully committed) R&D, testing, onboarding, support. –Develop & publish onboarding process. –Develop and deliver high quality training to end users, first level support, and new clients 6

Top Resource Challenges 3.Scheduling Solution –Integration of Live25 with Exchange for scheduling, or –Another workable solution 4.Business Analysis (communications, web) policies & guidelines) –Document existing landscape, web content (directory, FAQs, solutions matrix, facilities map, complete room instructions, best practices, other documents as required.) –Development & publishing of Use policy and guidelines –Work with Solutions group on deliverables related to documentation, client engagement, and policy. – Engagement of internal and external partners 7

Estimated Resource Requirements Estimate total cost of project/resource 1.Portfolio Management $27,000 (15 hours per month for 12 $150) 2.Trainer and Support: (ongoing) $135k -1FTE PA3 w/ benefits, (ongoing) $10k - PC, software, training, webcams, other 10% existing staff time for 3 months 3.Scheduling Solution (initial scope): 100 hours internal staff time, OR $10k external consulting. Followed by full proposal. ($0-100k) 4.Business Analyst: (12 months) $135k -1FTE PA3 w/ benefits, or contractor 8

Table listing of projects 10

MOVI Support 11

Telemed and Room Support(draft) 12

Telemed Architecture (2010) 13

Resource Gap Detail 14