Telemedicine and Video Conferencing

Roadmap Presentations for Committee on Technology and Architecture

November - December, 2011Tim GreerSOM , 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 expectations2

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 begun3

Video Conferencing 2011-2012

4

Telemedicine 2011-2012 (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 2012

2. 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 months @ $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

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Table listing of projects

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Progress Videoconferencing Projects Start EndUCSF Videoconferencing Solutions Group November 2011 November 2011Web Resources Deployed October 2011 April 2012 VideoConferencing LegendMed Ctr. Rooms Connected November 2011 February 2012 Scheduled/ On ScheduleAudio Integration Pilot November 2011 March 2012 Pending Approval/ResourcesConsumer Video Gateway November 2011 June 2012 CompleteMOVI rollout and growth November 2011 March 2012Develop Training November 2011 March 2012Link with VA November 2011 June 2012Other Rooms Connected November 2011 December 2012Room Onboarding Process December 2011 March 2012Use Policies February 2012 March 2012Audio Integration Production March 2012 June 2012

Progress Telemedicine Projects Start EndBerkeley JMP Build Out November 2011 February 2012TelePharmacy November 2011 February 2012 Telemedicne LegendDiabetic Retinopathy w/PACS November 2011 April 2012 On ScheduleMLRC November 2011 April 2012 Schedule at RiskCity Fiber Ring (Phased) November 2011 April 2012360 HIV November 2011 April 2012VMI Carts November 2011 April 2012TeleDentistry November 2011 April 2012TelePsychiatry (Phased) November 2011 May 2012Neo-Natology NICU/PICU Moffet Hospital November 2011 June 2012SFCCC CTN Grant November 2011 July 2012COPC Clinic Medical Cart Deployment (Phased)November 2011 July 2012Medical Peripherals November 2011 July 2012UCSF Fresno November 2011 Sept 2012SFGH 3A M-Suite Buildouts November 2011 December 2012

MOVI Support

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Telemed and Room Support(draft)

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Telemed Architecture (2010)

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Resource Gap Detail

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Technology Component Resource Type

Support Need Resource GapGeneral: User information: Locations, simple questions, technology to use, who to call for help, etc

X X X X X X .25 FTE Business Analyst (12 mos).25 Traniner/Support (ongoing)100 hours or $10k constulting80 Hours Portfolio Manager $12k

General: Self-help for the end user. (web stuff) X XGeneral: Security, use policy development, education X XGeneral: Scheduling Solution (Exchange, R25, other) X X X X X X X XMOVI: What is it? How do I get it? How do I use it? How do I get help?

X X X X X

MOVI: Support Break/Fix X X X X X X MOVI: Training (End User, CSC) X X XVideo:Room/Facility Documentation: Instructions, Scheduling, Best practices, Getting support

X X X X X X X X X X X X X X X X

Video: Support of connected rooms. (basic break /fix) X X X X X X X X X XVideo: Support of connected rooms. (call setup /monitoring/real time assistance like classrooms)

X X X X X X X X X

Video: Onboarding of existing rooms. (with good local technical resources in place)

X X X X X X X X X X X X X

Video: Onboarding of existing rooms. (no local support in place…much more work for the core team)

X X X X X X X X X X X X X X

Video: Upfront consulting for new room build outs (like the new hospital)

X X X X X X X X X X X X

Video: Project/construction management of new room build outs

X X X X X X X X X X X X

Video: Absorbing support of complex existing systems (like Rad, MC, or SOP many sites autonomous bridges)

X X X X X X X X X X X X X

Video: Production support services (running a detailed multi-site call with the need for content capture, changing window sizes, editing and later streaming)

X X X X X X X X X X X X X

Video: Training Development and delivery X X X X X XTelemed: Completion of exising list of projects X X X X X X X X X X X X X X X X X X X XTelemed: Support Break/Fix X X X XTelemed: Onboarding of new rooms/facilities X X X X X X X X X X X X X X X X X XTelemed: Security, Privacy, Compliance X X X X XTelemed: Data storage and retention X X X X X X XTelemed: new system integration (APEX/DPH/Other) X X X X X X X X X X X XTelemed: Content Capture / Streaming X X X X X X X X X X X X X XTelemed: Training. End user, Super user, CSCs, Service Desk X X X X X X

.25 FTE Business Analyst (12 mos)

.25 Traniner/Support (ongoing)100 hours or $10k constulting80 Hours Portfolio Manager $12k

.65 FTE Business Analyst (12 mos)

.50 Traniner/Support (ongoing)100 hours Portfolio Management $15k

.25 Traniner/Support (backfill)

.25 FTE Trainer/Support (ongoing)

.1 FTE Business Analyst (12 mos)