Project Description:

This proposal outlines a project for developing, deploying, and supporting a UCSF Committee Service and Management Portal built on the UCSF Salesforce platform and leveraging Chatter capabilities.

Faculty and staff provide support to UCSF’s academic mission by serving on a number of research, clinical, and administrative committees, and their active participation is critical to achieving the institution’s goal of advancing health worldwide.  Currently, there is no single, quick way to determine the number, composition, context, collaborative relationships, and charge of the many committees currently convened at UCSF or what actual impact they have on the success of the enterprise. For example, if one wants to identify existing resources or forums to help move along a specific goal or facilitate a specific decision, there is no existing repository that helps identify that.  UCSF needs a tool that provides quick and easy access to enterprise-wide committee information to senior leadership, committee chairs and members and staff.  The following are key components that such a tool must address:

• Have committees completed their charge and if so, they should be disbanded?
• If committees are currently active are they still relevant?
• Do standing committees make sense or is there efficiency and effectiveness in convening short-lived, task/decision-oriented task forces and/or work groups?  
• How can a committee’s or committee member’s completion of service and/or work product be appropriately and efficiently acknowledged?
• How can committee staff work be coordinated more centrally and efficiently?
• How can ongoing, centralized collaboration be promoted and facilitated?

The UCSF Salesforce platform offers key features to facilitate committee management, such as standardized contact records for all UCSF staff and faculty (fed by EDS), single sign on through MyAccess, Chatter group and activity streams, support for file versioning, and the ability to leverage evolving Salesforce functionality (less need for costly customization).  Building a committee management tool on the UCSF Salesforce platform will allow users to access all relevant data related to committee management in order to efficiently support the organization, maintenance, and decision making processes for Committee Chairs and Managers (staff support) as well as key Executives needing insight about committee efficacy and outcomes at UCSF. 

Deliverables:

This project will deliver a web based application using the Salesforce platform that will:

1. Track relevance of committee charge, purpose, and oversight
2. View, organize, update, and track tasks and data related to committee management (e.g. agendas, notes, attendance, completed action items, etc.)  
3. Identify who is currently serving on what committee(s) and in what capacity
4. Determine how many committees individual members are serving on and from what departments members are being pulled
5. Track terms of service and manage committee member rotation
6. Record and report on “credit” for committee service
7. Manage and archive committee communication
8. Produce committee analytics
9. Communicate data with Advance and the Academic Senate’s Service Portal

Impact and Rationale:

A centralized repository and service/management portal will have universal impact and:

1. Minimize administrative burden on all members of our community
2. Provide up to date information and documentation Allow committee staff to centrally facilitate and manage administrative functions simultaneously for multiple committees
3. Assist leadership in evaluating existing committee model as well as individual committees and make data informed decisions regarding the need for further investment and/or action
4. Classify and convene appropriate groups depending on input needed, decision to be reached, or work to be accomplished
5. Eliminate duplicate committees
6. Reduce in-person meetings
7. Create a foundation for collaboration across departments

Measures of Success:

1. Stakeholder support and use of the tool
2. Enterprise-wide acceptance and use of the tool (estimated at 3000+ users)
3. Reduction in the use of listservs associated with committees
4. Ability to report on membership and activities across committees 

Team Members and Estimated Time Commitment:

Nina Jameson—Salesforce Product Manager (10%)

Suya Colorado-Caldwell—Chancellor/EVCP Committees and Special Projects Coordinator (20%)

Salesforce Developer—TBD (80 hours)