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June project update for Informatics and IT Collaborative 

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Since the May Project Update, progress has continued on the Validation Phase of the Informatics and IT Collaborative (IITC), and this phase will come to a close at the end of June. 

 The current Validation Phase (which is within Workstream 1): 

  1. Complete: The IITC project team completed validation meetings with the IT Leads from in-scope departments.
  2. In Progress: Further validation meetings with Chief Administrative Officers and Chairs from all in-scope departments will continue through the month of June. These meetings will review Services Lines, Asset Workbooks, and FY24 items. Workstream 1 is on track to be completed by the end of June. Drafted memorandums of understanding (MOUs) will be devised and signed between departments and SMPH. In addition, all in-scope informatics and IT staff will receive letters regarding the UDDS change the week of June 26. 

Approaching the end of Workstream 1 and the formal UDDS transition of all in-scope staff into the Office of Informatics and IT signifies an important milestone in this project. The next phase of this project will incorporate interested colleagues into Pre-Service Line Knowledge Networks to inform the process of forming Service Lines and fully reflect all the work done currently, while also expanding the collective capacity of SMPH IIT. More information on how to join one of four pilot Pre-Service Line Knowledge Networks is forthcoming.

In-scope IT staff will formally become members of the Informatics and Information Technology team in the form of a UDDS change on July 1. Pre-Service Line Knowledge Networks will begin to form, Workstream 2 will continue (see timeline below), and Workstream 3: Enabling IIT Projects will begin.
A timeline image of Workstream 2 Milestones. April-June, Spring 2023; Completing Workstream 1: 4/1 Started validations meetings 6/15 IT Staff Pre-Transition meeting Week of 6/26 IT Staff receive HR letters 6/30 Complete validation meetings June-Aug, Summer 2023 7/1 IT Staff UDDS updated 7/1 Begin interim IT Leads reporting structure 7/14 Departmental MOUs in place Begin IT Leads “Stay Interviews” August start Knowledge Networks Sept - Nov, Fall 2023 Complete IT Leads “Stay Interviews” Begin IT Staff “Stay Interviews” Director Positions Posted - Internally Service Line Pre-Planning Sept 2023 Finance FY25 Budget Process 10/2 Informatics and Information Technology All Staff Meeting Dec-Feb, Winter 2023/2024 Complete IT Staff “Stay Interviews” Complete hiring for the Leadership positions

Click the image to enlarge.

 

Department Changes & Notifications

Everyone moving into the Office of Informatics and Information Technology on July 1 will receive a memo via email the week of June 26. This letter will acknowledge membership in the Office of Informatics and Information Technology. The letter will also assign an interim Operational Area in the office, which will mirror the current team structure. Ex: Anesthesiology IT, OB/GYN IT. See the Pre-Transition Meeting slides for what this letter will look like.

HR will facilitate department UDDS updates in HRS the week of June 26 and July 3 for technical reasons.

What to expect Post-July 1

Continue business as usual, with departmental IT now reporting through IIT. All current remote work agreements and work locations will remain in place, and schedule coordination, including time off requests, should proceed without disruption.

Staff will continue to receive regular communication from IIT leadership and will be asked to begin attending staff meetings.

Survey

Please take our Pre-Transition survey. The survey should take less than 5 minutes, and we would greatly appreciate your participation: go.wisc.edu/iitcsurvey