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					Yale School of Medicine
Overview for ITS staff




 March 16, 2011
YSM Mission

    To educate the next
 generation of leaders in the
 basic and clinical sciences
      and public health




                                2
YSM Mission

  To expand knowledge
  in those fields through
         research




                            3
YSM Mission

    Provide excellent
  healthcare and cutting-
      edge therapies




                            4
YSM Mission

   To serve the
       local
    community




                  5
YSM Leadership




                            Dr. Robert Alpern
                       Dean, Yale School of Medicine




Herbert Chase   Carolyn W. Slayman          David Leffell         Jaclyne Boyden
 Deputy Dean    Deputy Dean, Academic Senior Associate Dean for   Deputy Dean for
  Education      and Scientific Affairs    Clinical Affairs        Finance and
                                                                  Administration
                                                                                    6
YSM Leadership




      John Alvaro            Nancy Angoff            Lawrence Cohen
 Director, YSM Office of   Associate Dean for        Special Advisor to
  Postdoctoral Affairs       Student Affairs             the Dean




    Carolyn Mazure                                    Merle Waxman
                             Sara Rockwell
   Associate Dean for                             Associate Dean, Director,
                            Director, Office of
     Faculty Affairs                                Office for Women in
                            Scientific Affairs
                                                  Medicine, Ombudsperson

                                                                              7
YSM Leadership




                         Penrhyn Cook
                       Executive Director
                      Grants and Contracts




        Nancy Johnson                     Mary Hu
       Executive Director              Director of YSM
      Budget and Planning              Communications


                                                         8
Self-Supporting Professional Schools
                    Yale University
               President - Richard Levin
              Provost - Andrew Hamilton




  School of          School of             School of
    Law              Medicine              Forestry




           School of               School of
          Management                Nursing

                                                       9
 YSM Faculty, Students, Staff
1,836 Students
   –   495 Medical Students
   –    72 Physician Associate
   –   271 Public Health
   –   338 Graduate Students
   –   660 Hospital Residents


3,150 Faculty
   –   978 Teaching Faculty
   –   463 Research Faculty
   – 1,709 Voluntary Faculty           Students
                                       Faculty
                                       Post docs
                                       Support
1,339 Postdoctoral Trainees

3,071 Support Staff
   – 1,357 Managerial & Professional
   – 1,510 Clerical & Technical
   –   204 Service & Maintenance
                                                   10
Teaching Programs
• MD
    •MD/MPH
    •MD/MBA
    •MD/PhD
    •MD/JD
    •MD/MDiv
• Physician Associate/MMS
• Epidemiology & Public Health
• Combined Program in Biological & Biomedical
  Sciences (BBS)
• Yale CME




                                                11
Basic Research
•   Biomedical Engineering
•   Cellular & Molecular Physiology
•   Cell Biology
•   Center for Medical Informatics
•   Comparative Medicine
•   Epidemiology and Public Health
•   History of Medicine
•   Immunobiology
•   Microbial Pathogenesis
•   Molecular Biophysics & Biochemistry
•   Molecular Medicine
•   Neurobiology
•   Pharmacology


                                          12
Clinical Care and Applied Research
•   Anesthesiology         •   Pathology
•   Cancer Center          •   Pediatrics
•   Child Study Center     •   Psychiatry
•   Dermatology            •   Surgery
•   Diagnostic Radiology   •   Therapeutic Radiology
•   Genetics
•   Internal Medicine
•   Laboratory Medicine
•   Neurology
•   Neurosurgery
•   OB/GYN
•   Ophthalmology
•   Orthopaedics



                                                       13
  Support Organizations at YSM
Budgeting & Planning                    Office of Gov’t & Community Affairs
Financial Operations                    Publications
YSM Business Center                     Office of Medical Development Alumni Affairs
   –    HR/Payroll                      Office (YSM)
   – Procurement
   – Treasury                           Core Research Services
   – Account Maintenance
   – Reporting                          Animal Resources Center
Facilities Development & Ops            Biotechnology Services
   – Marigolds (dining services)        Center for Cell Imaging
Security                                Magnetic Resonance Center
Cushing/Whitney Medical Library         Instrument Repair & Design Shop
Ombudsperson                            Medical Stockroom
Academic & Faculty Affairs
Institutional Review Boards             ITS-Med
                                           –  Academic Computing
   –    Academic & Scientific Affairs
   – Animal Use Committee (IACUC)          – Account Setups
   – Core Research Services                – Audiovisual/Video
   – Human Investigation Committee         – Desktop Technicians
   – Laboratory Safety Committee           – Help Desk
                                           – Information Security
Yale Medical Group                         – Information Systems
   –    Patient Billing                    – Photo/graphics Services
   – Patient Financial Services            – Training
   – Billing Compliance                    – Web Design & Development




                                                                                  14
YSM Operating Income FY04
                                         $966 million
            Internal Income
                  23%

     Fees & Services
           2%
 Investment
Return & Other                                Sponsored
   Income                                     Programs
                                                 40%
     2%

  Endowment,
 Gifts & Royalty
       6%
          Teaching
            3%


                              Clinical
                               25%




                                                          15
Univ           Operating Income - A Comparison
       YSM         6%
                                                   21%

                        94%                               79%
                                  23%
              Clinical Services                      Royalties
                                         77%
                                                         10%
                         13%
                                  Research
                  87%                                 90%


             Teaching & Administration         Endowments & Gifts
                                                                 16
YSM - Flow of Funds
                                                                 Endowment
 Direct            Restricted              Indirect               Spending,
Research Clinical Endowments              Research                 Gifts &
 Dollars Revenue Gifts & Others            Dollars     Tuition    Royalties

                                GA                                            Access to
                            Allocations                                        Capital

     Departments                                      School             GA Assessment     University

                          Assessments                                   Indirect Sharing


          Faculty                               Recruitment &
                                              Retention of Faculty
     Research Support                                  (Dowry)

      Clinical Support                      Interest & Amortization
                                            Facilities Development
          Tuition                                & Operations

       New Program                            Yale Medical Group
                                              (Management & Billing)
        Investment
                                                      Computing
       Administration
                                                Core Research
                                                   Support
                                                 Administration
School of Nursing
80 staff
100 faculty
300 students, masters and doctoral


Jim McKay: Director of IT services, provides
  local Tier I and II support




                                               18
         Yale School of Medicine Campus




                                           100 Chu
                                            Yale S
Yale School of Medicine Interactive Map
                                          19
YSM and IT Services




                      20
YSM and IT Services




                      21
ITS-Med:
Information & Production Systems




 Jacqueline Tucker

                                   22
 Organizational Mission
School of Medicine Core Missions

     Teaching, research, and patient care


Information & Production Systems Core Mission

     Develop, implement and maintain systems,
     applications and technical infrastructure to
     support the core missions of the School of Medicine




                                                     23
                 Organizational Structure
                                                                          Information & Production Systems



                                                                                       Director




Administration   Technical Evaluation & Planning                 Information Systems                                                  Production Systems            Systems & Network Engineering



   Coordinator              Director                                                                                                    Associate Director                      Manager
                                                     Technical Lead         Associate Director               Associate Director



                      Programmer Analyst           Programmer Analyst                                                                      CIS Support Specialist              Systems Programmer
                                                                               Systems Programmer               Systems Programmer
                                                                                                                                                                               Systems Programmer
                                                   Programmer Analyst           Programmer Analyst               Programmer Analyst             Computer Operator
                                                                                                                                                                               Systems Programmer
                                                                                Programmer Analyst               Programmer Analyst             Computer Operator
                                                                                                                                                                               Systems Programmer
                                                                                Programmer Analyst               Programmer Analyst        Systems Programmer
                                                                                                                                                                                     Manager
                                                                                Programmer Analyst               Programmer Analyst        Systems Programmer
                                                                                                                                                                              CIS Support Specialist
                                                                                Programmer Analyst               Programmer Analyst        Systems Programmer
                                                                                                                                                                              CIS Support Specialist
                                                                                                                  Manager                  CIS Support Specialist
                                                                                                             (Library Systems)




                                                                                                                                                                                                24
Information Systems




                      25
Organizational Structure
                      Jacqueline Tucker
Information Systems
                      Director


   Business Operations &     Michael York
    Financial Reporting      Associate Director

    Human Resource &         Steve Fielding
     Support Systems         Associate Director

        Facilities &         Michael DeSalvatore
      Security Systems       Technical Lead

    Library & Academic       Arthur Belanger
      Support Systems        Technical Manager




                                                   26
Organizational Metrics
 20 FTE (including administration & management)
 137 applications
 42 commercial, 95 custom
 25 unique project sponsors
 5,000 YSM faculty, staff & students




                                                  27
Core Services
 Application development
 Application integration
 Business systems analysis
 Database hosting
 Optical mark scanning




                             28
What is BMS ?

The Business Management System (BMS) is
a suite of applications tied together by a
common technical architecture, including
database schema, security, and menu access.




                                              29
 What is BMS?
BMS “Traditional”
   – HR, SIS, Protocol Inquiry

BMS2000
   – AR, CRS, GAC, GPAS, HIC, PRS

BMS Datamart
   – Accounts Lookups, Clinical Reporting
   – Grants and Contracts Reporting, Space




                                             30
Recent Technical Highlights
 • HIPAA Security compliance
 • Application development on the PDA
 • Central Authentication Service integration
 • Financial Management Tool
 • Research database development
 • Oracle 9i row-level security
 • Replacement of “green screen” interfaces




                                                31
Production Systems




                     32
Organizational Structure
                                 Louis Passariello
  Production Systems             Associate Director




                                         Rebecca Hoffmann
                                         Michael Cicarella
Systems Administration & Programming     Joan Smolenski
                                         John Martino

                                         Cherrie MacIntyre
       Data Center Operations            Brenda Carmody
                                         Dean Spencer




                                                             33
Core Services
 Systems Administration
 Infrastructure Management
 Systems Programming
 Operations Management
 Enterprise Back-Up Service
 Centralized File Sharing
 Document Imaging
 Hardware Administration & Management


                                        34
Organizational Metrics
 2 Data Centers (3200 square feet total)
 180 servers (AIX, Tru64, Linux,Windows, AS/400, MPE)
 3 Storage Area Networks
 79 TB Data Stored, 775 GB Backed Up Nightly
 Core infrastructure services client base of over 7,000
   networked computers




                                                        35
Systems and Network Engineering




                                  36
   Organizational Structure

                                   Rick Beebe
Systems & Network Engineering      Manager


                                   Kay Ratanasaka
     Core Infrastructure Systems   Michael Caplin
                                   Mary-Kay Kaminski
                                   Open Position (web)

             Network &             Walter Perry
              Telecom              Mark Bailey
                                   Brian Johnson




                                                         37
Core Services
 Email
 Web Services
 FTP Services
 System Monitoring
 Network & Telecom Operations
 Technical Architecture & Design




                                   38
Organizational Metrics
 9,000+ Email Accounts
 113M Messages Handled each year
 65M Messages Delivered each year
 20M Web Server Requests per year
 9,000+ Network Devices
 700+ Wireless Devices




                                    39
Technical Evaluation and Planning




                                    40
     Organizational Structure
Technical Evaluation & Planning   Adriene Nazareitan
                                  Director

     Project Manager              Dorothy Ortale




                                                       41
Core Services
 Desktop Management Tools R&D
 Active Directory Design & Management
 Windows Patch Management
 IT Project Management
 IT Unit Integration
 Internal Technical Training & Mentoring




                                           42
Organizational Metrics
 5,400 Active Directory Clients / 16 OU’s
 71 Windows Patches Analyzed & Distributed
 10 - 12 Projects Managed Annually
 6 Formal Training Sessions




                                             43
ITS-Med: MedMedia Group




 Patrick Lynch

                          44
ITS-Med: MedMedia Group
 Web Design & Development (8 staff)
 Video Production (3)
 Biomedical Graphics & Imaging (4)
 Audiovisual Support (2)


 17 people




                                      45
ITS-Med: MedMedia Group
 Web Design & Development
   • Founded in 1998, derived from Yale CAIM (1988)
   • Supplies cost-recovery Web design & development
     services to YSM and the larger Yale community
   • Communications, marketing, & identity development
   • Maintains YSM & ITS-Med core sites
   • Supplies customer service for YSM Web server




                                                       46
ITS-Med: MedMedia Group
 Web Design & Development




                            47
ITS-Med: MedMedia Group
 Web Design & Development




                            48
ITS-Med: MedMedia Group
 Web Design & Development




                            49
ITS-Med: MedMedia Group




                          50
ITS-Med: MedMedia Group
 MedMedia Group, Video Production
   • Original video productions (~30/year)
   • Teleconferencing & telemedicine
   • Live conference and satellite support
   • Interactive video, DVD, streaming, digital




                                                  51
ITS-Med: MedMedia Group
 MedMedia Group, Video Production




                                    52
ITS-Med: MedMedia Group
 Audiovisual Support
 • Core AV support for classes & lectures
 • AV infrastructure design & consulting
 • Complex event & conference support




                                            53
ITS-Med: MedMedia Group
 Biomedical Graphics & Imaging
 • Graphics for science and medical
    research & publishing
 • Medical & surgical illustration
 • Specialized imaging, scanning, printing




                                             54
ITS-Med: MedMedia Group
 Biomedical Graphics & Imaging




                                 55
ITS-Med: MedMedia Group
 Biomedical Graphics & Imaging




                                 56
ITS-Med:
Systems Engineering and Security




 David Stagg

                                   57
ITS-Med: Systems Engineering &
Security
  The Information Security Office develops technology infrastructure,
     and creates and maintains procedures to ensure the
     confidentiality and security of electronic information on
     computing devices and on the networks used by the School of
     Medicine.
  •   Manage day-to-day remediation of incidents.
  •   HIPAA: Oversight for the ePHI tracking database and TMS;
      identify secure email options; provide guidance & consultation
      for departmental compliance issues
  •   Manage the „Campus Manager‟ rollout & network registration
      integration with Remedy.
  •   Re-engineering selected nets to increase security; advise and
      implement security solutions in new and renovation
      construction projects (e.g., Cardiac Imaging, Pet Center,
      Imagenet, Medical Informatics).
  •   Manage Data Center Firewall.

                                                                  58
ITS-Med: Systems Engineering &
Security (continued…)
  •   VPN system maintenance, documentation and second tier support.
  •   Secure wireless system maintenance – coordination of transition to
      Aruba (or other more optimal security solution).
  •   Research & evaluation of IPS/IDS options to reduce compromises,
      vulnerabilities and improve network performance.
  •   YSM/YNHH network/communication issues. Resolution of issues
      from YYTPG and YSM/YNHH IT planning meetings. Investigate
      integration of YSM and YNHH networks especially cross-domain
      authentication issues.
  •   Communication: Manage ISOMed web site; develop and publish
      documentation and security communications; distribute OS and
      application alerts and provide security sign-off for patch management
      systems.
  •   Identify, select, test, document, and coordinate rollout of anti-malware
      solutions.
  •   Consult on security issues with system administrators and
      department personnel.




                                                                          59
ITS-Med:
Communications & Technical Support




  Susan Grajek

                                     60
                                                                               Susan Grajek
                                                                                 Director
                                                                            Communications and
                                                                             Technical Support




           John Pagliuca,                  Laurie Cagnetta                                                                                    Dawn Colonese
                                                                      John Guidone               Denise Eltouny   Beth Dudeck
              Manager                      Project Manager                                                                                        Manager
                                                                         Manager                   Manager        Administrative
        Desktop Support, CMC                 Research &                                                                                       Help Desk, Client
                                                                   Desktop Technologies          YSM Training       Associate
        and Delivery Services              Communications                                                                                    Accounts & Access




                          Anthony                                        Matthew                 Janice Murphy-
Mike Dimaggio                                                                                                                Frank Castlevetro                Malcolm Hart
                          Fappiano                                      McDermott                   Wallace




Lou Fappiano            Anthony Finelli                                                                                        Jason Ignatius               Michael Macary




Brian Funaro            Bryon Mangler                                                                                          Jacklyn Trickett               Rich Walser




Steve Ongley            Teresa Sommo                                                                                           Cynthia Welsh




Paul Varsanik           Marty Wallace                                                                                              Liz Pezzolesi             Jeff Leacacos


                                                   Kate Molyneux
                       Pasquale Scirocco                                                                                                       Michele Augliera
Steve Watkins           Asst. Manager
                             CMC
                                                     Mike Panzo



 Bernie Ford              Luis Rivera


                                                Jim Piscatelli

 Kim Mallard           Edgar Santaella
                                                                                                                                                                             61
Help Desk
Calls/month:                      2640
Call duration:                    6.9 minutes
Abandoned calls:                  11%
Issues resolved on 1st contact:   88%
Issues resolved by Help Desk:     95%
Satisfaction level:
  89% very or somewhat satisfied
  2% very or somewhat dissatisfied




                                                62
                                                              % using
            C
                &
                 T
                     A
            M




                                     10
                                          20
                                               30
                                                    40
                                                         50
                                                              60
                                                                        70
                                                                             80
                                                                                  90
                                                                                       100




                                 0
                       dm
             &            in
                 P
                     Ad
     Fa M& m
        cu         P       in
           lty Ot
                re her
        C
          lin sea
              ic         rc
       Fa al                h
          cu Fe
              lty llo
                           w
                   La
              C dd
                &         er
                  T
                      O
             PA th
       C          S er
         &           tu
            T           de
               R
       M         es nt
          &          ea
            P
               Re rch
                    se
                                                                                             Use of the Help Desk




                       ar
                 Po ch
          M         s
             ed t D
                  S oc
         Fa tu
             c u de
                 lty nt
           EP         o
               H the
         G St                r
           ra         ud
      N d S en
       ur           tu t
           si
              ng de
                          nt
                  st
                      ud
                         en
                             t
63
Help Desk hours
 78% are satisfied with current hours
 11% would like later hours
 8% would like weekend hours
 7% would like 24x7 coverage
 6% would like earlier hours


 and …




                                        64
Help Desk hours
 7% would be willing to pay more for
 expanded hours




                                       65
Desktop Support
Number of technicians   14
Work orders/month       616
Turnaround time met     92%
FTE contracts           61% of work orders




                                             66
          Help Desk & Desktop Support usage

100

90

80

70

60
                                                  Help Desk
50
                                                  Desktop Support
40

30

20

10

 0
 1998   1999   2000   2001   2002   2003   2004
                                                              67
Computing & Media Center

 78% know about the CMC
 45% have visited the CMC
 424 logged visitors (unique NetID) per month


                             Other
                              4%      C&T
                 Student
                  15%                 22%




      Postdoc/Fellow
           18%
                                           M&P
                                           19%


                                     S&M
                           Faculty   1%
                            21%

                                                 68
Communications

 Which mechanisms work well for you?
 90%   Email notices
 25%   ITS-Med Web site
 12%   Posters
 10%   Events
  5%   E-sign
  4%   Help Desk phone message




                                       69
Use of computers

• 99 % use computers
     - 81% at the office
     - 81% from off campus
     - 33% while traveling
• Off campus:
     - 58% have high speed connections
     - 11% use VPN
     - 29% use Library proxy server




                                         70
Use of computers

 • Average of 1.6 computers/person
 • 62% have sole use of desktop computer
 • 33% share a computer
 • 30% have their own laptop
 • 19% use a public access computer




                                       71
           Operating systems used

80%

70%

60%                                      Windows XP
                                         Windows 2000
50%                                      Windows NT
                                         Win 95, 98, ME
40%
                                         OS 10
30%                                      OS 9
                                         Linux
20%                                      Unix

10%

0%
      Unix/Linux   Macintosh   Windows
                                                      72
              Use of IT resources
                                                         Usefulness scale
                                                         1=useless
Resource                         % using    usefulness   2=not very useful
                                                         3=somewhat useful
                                                         4=extremely useful
electronic mail                  98% + 1%          4.8   5=crucial to my work

Yale resources on web            93% + 1%          4.1

external internet resources      93% + 1%          4.4

anti-virus software              91% + 1%          4.5
remote access from home, other
local off-campus site            79% + 2%          4.3

file backup                      72% + 2%          4.2

cell phone                       65% + 2%          4.0

Laptop                           63% + 2%          4.4

                                                                           73
              Use of IT resources
                                                        Usefulness scale
Resource                        % using    usefulness   1=useless
                                                        2=not very useful
administrative systems          44% + 2%          3.5   3=somewhat useful
                                                        4=extremely useful
courseware                      42% + 2%          3.4   5=crucial to my work

pager                           37% + 2%          4.0
molecular bio computing         37% + 2%          3.7
PDA                             35% + 2%          3.5
Meeting Maker                   35% + 2%          3.4
instant messaging               31% + 2%          2.9
Medical education software      30% + 2%          2.9
tablet PC                       18% + 2%          2.8
integrated device with phone,
scheduling, email               18% + 2%          2.8



                                                                          74
Email
Number of messages sent monthly
   – 4,323,914
% of email that is spam
   – July 2004: 35%
   – May 2005: 20%




                                  75
              Distribution of email clients
                                   WebMail
                                    32%




                                                   other
                                                    3%

                                                       Pine
Netscape/Mozilla                                       4%
      25%

                                                   MacMail
                                                     6%




                                             Outlook
                                              10%



                          Eudora
                                                              76
Email service providers used

  ITS-Med:                 80%
  ISP (Yahoo, Hotmail, etc): 27%
  Pantheon (ITS):           6%
  Department:              13%




  89% said supervisor uses email to communicate
    with staff




                                             77
Network
# of registered devices
   – July 2004: 7509
   – May 2005: 9266
Wireless devices
   – July 2004: 314
   – May 2005: 697




                          78
Wireless

  21% access the network wirelessly
  Of those who do…
     – 70% use office or lab access point
     – 54% use public access point
  51% of non-wireless users want to know how to
    access the network wirelessly




                                              79
          Changes: remote access usage
100

90

80

70

60                                         Remote access while
                                           traveling
50
                                           High speed Internet
40                                         from home

30

20

10

 0
 1998   1999   2000   2001   2002   2004
                                                           80
     Ja




                   200
                         400
                                600
                                           800
                                                 1000
                                                        1200




               0
       n-
          0
     Fe 4
       b-
          0
     Ma 4
        r-0
     Ap 4
        r-0
     Ma 4
       y-
          0
     Ju 4
       n-
          04
      Ju
        l-
     Au 04
       g-
          0
     Se 4
       p-
          0
     Oc 4
       t-0
     No 4
       v-
          0
     De 4
       c-
          0
     Ja 4
       n-
          0
     Fe 5
       b-
          0
     Ma 5
                                                               Changes in PPP and VPN users




        r-0
     Ap 5
        r-
     Ma 0 5
       y-
          05
81
                               PPP
                                     VPN
Satisfaction with ITS-Med

  Very satisfied          38%
  Somewhat satisfied      35%
  Neutral                 20%
  Somewhat dissatisfied   5%
  Very dissatisfied       2%




                                82
Value of ITS-Med (compared to other services paid for)

   Much more value             20%
   Somewhat more value         28%
   Similar value               36%
   Somewhat less value         10%
   Much less value               5%




                                                    83
                             Who is most satisfied with ITS-Med?
       5
very satisfied




somewhat
        4
satisfied




neutral 3




somewhat2
dissatisfied




very
dissatisfied
        1
               M &P      PA       C&T     M &P      Faculty   Nursing   M &P Other    M ed      Faculty     C&T      Post Doc C&T Other   Faculty    EPH       Grad
               Admin   Student   Admin   Research    Other    Student                Student   Research   Research                        Ladder    Student   Student
                                                                                                                                                                   84
                                 What should ITS-Med’s priorities be?
highest
priority




lowest
priority
             Improving the       Improving network   Supporting new   C ontaining the cost Expanding wireless   C ontinuing to
           quality of services        security         technology         of services        network access     support older
                                                                                                                 technology
                                                                                                                                 85

				
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Description: Medicine Shop Billing Project document sample