Yale School of Medicine Overview for ITS staff

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Yale School of MedicineOverview for ITS staff
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YSM Mission

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

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YSM Mission

• To expand knowledge in those fields through
  research

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YSM Mission

• Provide excellent healthcare and cutting-edge
  therapies

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YSM Mission

• To serve the local community

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YSM Leadership
Dr. Robert Alpern Dean, Yale School of Medicine
David Leffell Senior Associate Dean for Clinical
Affairs
Jaclyne Boyden Deputy Dean for Finance and
Administration
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YSM Leadership
Nancy Angoff Associate Dean for Student Affairs
Lawrence Cohen Special Advisor to the Dean
John Alvaro Director, YSM Office of Postdoctoral
Affairs
Merle Waxman Associate Dean, Director, Office for
Women in Medicine, Ombudsperson
Carolyn Mazure Associate Dean for Faculty Affairs
Sara Rockwell Director, Office of Scientific
Affairs
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YSM Leadership
Penrhyn Cook Executive Director Grants and
Contracts
Nancy Johnson Executive Director Budget and
Planning
Mary Hu Director of YSM Communications
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Self-Supporting Professional Schools
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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
• 1,339 Postdoctoral Trainees
• 3,071 Support Staff
• 1,357 Managerial Professional
• 1,510 Clerical Technical
• 204 Service Maintenance

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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

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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

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Clinical Care and Applied Research

• Anesthesiology
• Cancer Center
• Child Study Center
• Dermatology
• Diagnostic Radiology
• Genetics
• Internal Medicine
• Laboratory Medicine
• Neurology
• Neurosurgery
• OB/GYN
• Ophthalmology
• Orthopaedics

• Pathology
• Pediatrics
• Psychiatry
• Surgery
• Therapeutic Radiology

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Support Organizations at YSM

• Budgeting Planning
• Financial Operations
• YSM Business Center
• HR/Payroll
• Procurement
• Treasury
• Account Maintenance
• Reporting
• Facilities Development Ops
• Marigolds (dining services)
• Security
• Cushing/Whitney Medical Library
• Ombudsperson
• Academic Faculty Affairs
• Institutional Review Boards
• Academic Scientific Affairs
• Animal Use Committee (IACUC)
• Core Research Services
• Human Investigation Committee

• Office of Govt Community Affairs
• Publications
• Office of Medical Development Alumni Affairs
  Office (YSM)
• Core Research Services
• Animal Resources Center
• Biotechnology Services
• Center for Cell Imaging
• Magnetic Resonance Center
• Instrument Repair Design Shop
• Medical Stockroom
• ITS-Med
• Academic Computing
• Account Setups
• Audiovisual/Video
• Desktop Technicians
• Help Desk
• Information Security

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YSM Operating Income FY04
966 million
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Operating Income - A Comparison
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YSM - Flow of Funds
Departments
University
School
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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

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Yale School of Medicine Campus
CSS 100 Church Street South Yale School of
Nursing
Yale School of Medicine Interactive Map
Yale School of Medicine Interactive Map
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YSM and IT Services
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YSM and IT Services
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ITS-Med Information Production Systems

• Jacqueline Tucker

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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
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Organizational Structure
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Information Systems
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Organizational Structure
Jacqueline Tucker Director
Michael York Associate Director
Steve Fielding Associate Director
Michael DeSalvatore Technical Lead
Arthur Belanger Technical Manager
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Organizational Metrics

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

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Core Services

• Application development
• Application integration
• Business systems analysis
• Database hosting
• Optical mark scanning

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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.
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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

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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

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Production Systems
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Organizational Structure
Louis Passariello Associate Director
Rebecca Hoffmann Michael Cicarella Joan
Smolenski John Martino
Cherrie MacIntyre Brenda Carmody Dean Spencer
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Core Services

• Systems Administration
• Infrastructure Management
• Systems Programming
• Operations Management
• Enterprise Back-Up Service
• Centralized File Sharing
• Document Imaging
• Hardware Administration Management

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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

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Systems and Network Engineering
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Organizational Structure
Rick Beebe Manager
Kay Ratanasaka Michael Caplin Mary-Kay
Kaminski Open Position (web)
Walter Perry Mark Bailey Brian Johnson
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Core Services

• Email
• Web Services
• FTP Services
• System Monitoring
• Network Telecom Operations
• Technical Architecture Design

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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

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Technical Evaluation and Planning
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Organizational Structure
Adriene Nazareitan Director
Dorothy Ortale
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Core Services

• Desktop Management Tools RD
• Active Directory Design Management
• Windows Patch Management
• IT Project Management
• IT Unit Integration
• Internal Technical Training Mentoring

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Organizational Metrics

• 5,400 Active Directory Clients / 16 OUs
• 71 Windows Patches Analyzed Distributed
• 10 - 12 Projects Managed Annually
• 6 Formal Training Sessions

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ITS-Med MedMedia Group

• Patrick Lynch

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ITS-Med MedMedia Group

• Web Design Development (8 staff)
• Video Production (3)
• Biomedical Graphics Imaging (4)
• Audiovisual Support (2)
• 17 people

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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

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ITS-Med MedMedia Group

• Web Design Development

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ITS-Med MedMedia Group

• Web Design Development

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ITS-Med MedMedia Group

• Web Design Development

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ITS-Med MedMedia Group
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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

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ITS-Med MedMedia Group

• MedMedia Group, Video Production

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ITS-Med MedMedia Group

• Audiovisual Support
• Core AV support for classes lectures
• AV infrastructure design consulting
• Complex event conference support

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ITS-Med MedMedia Group

• Biomedical Graphics Imaging
• Graphics for science and medicalresearch
  publishing
• Medical surgical illustration
• Specialized imaging, scanning, printing

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ITS-Med MedMedia Group

• Biomedical Graphics Imaging

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ITS-Med MedMedia Group

• Biomedical Graphics Imaging

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ITS-Med Systems Engineering and Security

• David Stagg

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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.

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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.

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ITS-Med Communications Technical Support

• Susan Grajek

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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

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Use of the Help Desk
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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

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Help Desk hours

• 7 would be willing to pay more for expanded hours

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Desktop Support

• Number of technicians 14
• Work orders/month 616
• Turnaround time met 92
• FTE contracts 61 of work orders

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Help Desk Desktop Support usage
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Computing Media Center

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

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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

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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

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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

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Operating systems used
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Use of IT resources
 Resource using usefulness
electronic mail 98 1 4.8
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
Usefulness scale 1useless 2not very
useful 3somewhat useful 4extremely
useful 5crucial to my work
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Use of IT resources
 Resource using usefulness
administrative systems 44 2 3.5
courseware 42 2 3.4
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
Usefulness scale 1useless 2not very
useful 3somewhat useful 4extremely
useful 5crucial to my work
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Email

• Number of messages sent monthly
• 4,323,914
• of email that is spam
• July 2004 35
• May 2005 20

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Distribution of email clients
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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

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Network

• of registered devices
• July 2004 7509
• May 2005 9266
• Wireless devices
• July 2004 314
• May 2005 697

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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

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Changes remote access usage
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Changes in PPP and VPN users
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Satisfaction with ITS-Med

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

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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

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Who is most satisfied with ITS-Med?
very satisfied
somewhat satisfied
neutral
somewhat dissatisfied
very dissatisfied
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What should ITS-Meds priorities be?
highest priority
lowest priority