The Journey

As we journey toward our goals and objectives in the HSC|2020 plan, both the completion of key projects and providing a high level of service will be critical components to our success. For this reason, the HSC has implemented an annual process of identifying key strategic projects for the HSC as well as the creation of service level standards for each major HSC Admin Service Area (Research, Legal, Finance, IT, Facilities, and Risk Management). Both the project list and service levels standards are for FY2013 – please click on tab below to view either the “projects” or “service level standards” reporting.

Project/Description	Due	Sponsor	Manager	Status	Map to WVU	Notes

Priority | Contribute to the health of West Virginians through leading edge research programs that distinguish WVU HSC
HSC Schools submit five year faculty recruitment plans for research	Q1	Butcher	Sundaram		Goal 2	As part of the IDeA-CTR these recruitments have been identified.
Consolidate efforts in research core development and maintenance - recruit Director	Q3	Dillon	O'Donnell		Goal 2	Dr. O'Donnell is serving as the interim Director. Changed completion date from Q1 of FY12 to Q3 of FY13.
Submission of the IDEA-CTR grant application	Q1	Colenda	Sundaram		Goal 2	Submitted in September. New projects will be identified based on application.
In partnership with the WVU Research Corp, develop a seminar series on commercialization of intellectual property	Q3	Dillon	Mustafa		Goal 2	Will work with main campus research strategic plan round table.
Implementation of IDEA-CTR programs/cores	FY2017	Colenda	Sundaram		Goal 2	Received positive score on the IDEA-CTR application. Planning retreat held on April 27th to develop plans for this upcoming academic year.
In conjunction with main campus - develop rewards and recognition program that promotes tech transfer	FY2013	Dillon	Mustafa		Goal 2	Working with the main campus strategic plan round table to develop this mechanism.
Building of the new animal vivarium	FY2014	Colenda	Butcher		Goal 2	Over 22,000 sq. ft. of space will be developed at a cost of ~$21M
Implementation of a non-cancer CTRU	FY2015	Colenda	Dillon		Goal 2	Conducted an analysis of existing cancer CTRU infrastructure as well as a needs assessment for non-cancer CTRU. Space as been identified for this function and construction should begin in Q3 of FY13.

Priority | Promote a vibrant environment devoted to diversity, learning & scholarship
Implement a formal HSC recognition program	Q4	Griffith	Wonderlin		Goal 2	Developed plan for an HSC wide recognition program. Dr. Wonderlin to present plan to HSC Executive Committee.
Establish a HSC wide inter-professional task force to develop recommendations on how to move forward.	Q1	Butcher	DeBiase		Goal 1	Detailed report was presented. New project will initiated based on these recommendations.
Convene task force to construct programs and policies with regard to diversity and cultural competency in professional education and recruitment	Q4	Griffith	Knight		Goal 3	Report will be submitted in May.
Establish an Office of International Programs- appoint Director	Q1	Colenda	Colenda		Goal 4	Chris Martin has been named Director.
Purchase and implement automated CV generating tool for faculty	Q4	Miele	Miele		Goal 1	The software package Digital Measures is being considered. A demo of this software will be given to all HSC Deans for their consideration. School of Pharmacy currently uses this system as well and B&E. Demo is schedule for May7th.
Develop a formal "management" development program	Q4	Butcher	B. Ducatman		Goal 1	In conjunction with B&E - developed a executive certificate in academic healthcare administration. For details, please see link http://www.be.wvu.edu/execed/aha/index.htm
Development of dual tuition financial models - to promote the creation and implementation of dual degree programs at HSC	Q4	Colenda	King		Goal 1	Development of financial models on how tuition will be allocated between programs for dual degrees.
Development of a strategic plan for the Office of International Health	FY2013	Colenda	Martin		Goal 4	A HSC Deans retreat was held in March 2012 to gather information for planning. A HSC Steering committee has been formed and will work on the development of this plan.
Renovation of small group study space	FY2013	Butcher	Lewis		Goal 1	Approximately 8,000 sq. ft. of space in the old library will be renovated at a cost of ~$1.2M.

Priority | Raise the health status of West Virginians
Develop business plan to establish a School of Public Health	Q1	Colenda	A. Ducatman		Goal 5	Business plan develop and state funds secured for the development. A new project will be initiated for accreditation process.
Submit application to CEPH and receive approval to begin the accreditation of the new WVU School of Public Health	FY2013	Colenda	A. Ducatman		Goal 5	Application will be submitted and reviewed at CEPH meeting in June 2012. Materials for the application included a draft of the SoPH strategic plan, various financial information, curriculum, as well as a proposed governance structure.
Recruitment of a founding Dean for the School of Public Health	FY2013	Colenda	Ross		Goal 5	A search committee has been formed and charged. Dean Ross will serve as chair.
Convene an interdisciplinary task force to develop white paper on for a Center for Health Policy	TBD	Colenda	TBD		Goal 5	This project is on-hold pending the accreditation status of the School of Public Health.

Priority | Foster a culture of high purpose, accountability & accomplishment
Create a five year capital investment plan for facilities and infrastructure	Q1	King	Lewis		Realization 1	Communicated to main campus the project list for facilities and IT for forwarding to HEPC. New project will be initiated based on strategic planning initiatives for HSC Schools.
Build case statements for the HSC portion of the WVU capital campaign	Q1	Colenda	Phalunas		Realization 1
Prioritize and implement initiatives identified by the "Cost Savings" group	FY2013	King	Phillips		Realization 1	Computer purchasing procedures and computer in service extension pilot programs have been put into place. Other cost savings initiatives have been put in place including: refinancing of the Energy Performance Phase III/Siemens, inventory reduction, recycling used furniture, landscaping contracts, vehicle fleet reduction, and dental clinical supply purchases. Targets for Q4 include: develop, review RFP for Cost Savings Consultant, schedule and hold town hall discussions, identify & define mechanism to implement piloted initiatives HSC wide.
Require all support units to develop, implement, and report a minimum of three service level standards (Finance, HR, Facilities, Legal)	Q4	Miele	Miele		Realization 3	Service levels standards have been developed for legal, facilities, IT, risk management, project management, and research. Results will be reported on a quarterly basis.
Ensure all HSC Schools develop strategic plans in direct support of HSC Plan	Q1	Colenda	Miele		Realization 3	All HSC Schools have submitted strategic plans. These plans are posted at the following link. http://www.hsc.wvu.edu/hsc2020/hsc-plans
In conjunction with main campus the implementation of e-business suite	FY2013	King	Linger		Realization 1	There are two parts to the Oracle project. Part one is OBIEE to replace Discoverer. The official kickoff is 5/1. Part two of the project is the Oracle e-Business suite upgrade. This is scheduled to ramp up later in the summer 2012.
Facilities space review and reassignment guidelines development	FY2013	Colenda	Butcher		Realization 1	Space review completed.
Implementation of project management software	Q4	Colenda	Miele		Realization 1	Software has been selected, purchased, designed, and tested. In process of developing training material.
Development of guidelines for the establishment of centers and institutes at HSC	Q4	Colenda	Miele		Realization 1	Draft guidelines have been developed. Further input from HSC leadership and faculty will be required prior to finalization.

Priority | Deliver high quality, effective patient-centered care
Finalize WVU Healthcare strategic plan-form a single clinical enterprise	Q1	Colenda	ELG		Realization 3	Plan is available at the HSC Strategic Plan website http://www.hsc.wvu.edu/hsc2020/hsc-plans
Finalize WVU Healthcare senior management re-organization	Q1	Colenda	ELG		Realization 1	New leadership organization developed and implemented.
Integration of WVU Healthcare financial and human resource functions	Q4	Colenda	ELG		Realization 1	HR integration effective Jan1, 2012.
Recruit Chief Medical Officer for WVU Healthcare	Q2	Colenda	ELG		Goal 1	Dr. Judie Charlton has been recruited as CMO for WVU Healthcare.
CON submission and approval for 10 story tower	FY2013	Colenda	ELG		Realization 1	CON has been submitted. Awaiting hearing for response.
Clinical faculty recruitment per strategic plan	FY2015	Colenda	Schreiber		Realization 1	Recruitment office process refinement is ongoing. (Evaluating Database, Rolled out check-lists with Department Administrators on 4/10)
Build Service-line organizational Model	Q2	Colenda	ELG		Realization 1	Organization Model and Leadership accountabilities Delineation completed, Finalized Oncology and Perioperative work structures. Behavioral and CV work structure assessment in process.
New Develop Priority Service Line Business Plans	Q3	Colenda	ELG		Realization 1	Template for Business Plan assessments completed. Work is beginning with Oncology Services to develop a service line business plan.

Service Level Standards	Target	3Q FY12	4Q FY12	1Q FY13	2Q FY13	Notes

Service Level Standards in Research
Turn-around time for review of completed grant application packet: 3 business days	90%	127/137 (93%)	N/A	N/A	N/A
Time from submission deadline/date to time of award for intramural seed and bridge grants: 6 weeks	90%	Report 4Q FY12	N/A	N/A	N/A

Service Level Standards in Risk Management
Enrollment requests for HIPAA training will be responded to within 2 business days	95%	100%	N/A	N/A	N/A
Requests for Remote Access will be responded to within 2 business days	95%	100%	N/A	N/A	N/A
Risk Management will provide a quarterly medical malpractice report within 5 business days after the end of each quarter	100%	1/1 (100%)	N/A	N/A	N/A
Risk Management will respond requests for insurance information and/or claims histories from outside sources within 2 business days	90%	216/220 (98%)	N/A	N/A	N/A

Service Level Standards in Finance
"Offer letters, PIQ’s and Contracts will be processed within 2 business days "	90%	157/157 (100%)	N/A	N/A	N/A
Supply the requested monthly/quarterly financial data to the accounting group downtown by the 5th business day of the month	95%	3/3 (100%)	N/A	N/A	N/A
Approve requisitions no later than COB of the following business day	95%	Start to track 4Q FY12	N/A	N/A	N/A
The “For Presentation Purposes” will be prepared by the 10th business day of each month	95%	3/3 (100%)	N/A	N/A	N/A

Service Level Standards in Legal
Time from receipt of request to initial contact/initial plan: 2 business days	90%	Developing tracking	N/A	N/A	N/A
Contracts - Initial review (time from date received: 15 business days	90%	Developing tracking	N/A	N/A	N/A
Contracts - Successful negotiation resulting in fully executed contract	95%	Developing tracking	N/A	N/A	N/A
Time from meeting request to date of meeting: 7 business days	90%	Developing tracking	N/A	N/A	N/A
Completion of long-term project by targeted date (meeting the target date set when a long-term project comes in)	90%	Developing tracking	N/A	N/A	N/A

Service Level Standards in Information Technology
Technicians are expected to average a minimum of 8.5 on the customer service surveys	100%	9.36 (100%)	N/A	N/A	N/A	Survey Scoring 1-10 = 10 is highest level of satisfaction
Availability of Network Infrastructure (routers, firewall etc.)	98	99.87%	N/A	N/A	N/A
Availability of network servers: Applications	98	99.20%	N/A	N/A	N/A
Availability of network servers: Data (h drive)	98	100%	N/A	N/A	N/A
Availability of network servers: Email	98	100%	N/A	N/A	N/A
Availability of network servers: Web Services (SOLE, Website etc.)	98	100%	N/A	N/A	N/A
Availability of Printer Servers	98	99.33%	N/A	N/A	N/A

Service Level Standards in Facilities
Developed customer satisfaction survey and implement in 1stQ 2012. Will track responses for the 2nd & 3rd quarters and develop service level standard for 4th Q 2012.	TBD	Average Score 1.32 (35 Surveys)	N/A	N/A	N/A	Survey Scoring 1 = Excellent, 2 = Fair, 3 = Needs Improvement
Will develop/purchase/implement an electronic system to track work orders in 2012. Will establish service levels standards for 2013 with regard to turn-around of work orders.	TBD	Start to track 3Q FY13	Start to track 3Q FY13	N/A	N/A

Service Level Standards in Project Management
All new projects will be added to the project management system within 2 business days of receipt	95	Start to track 1Q FY13	Start to track 1Q FY13	N/A	N/A
Will provide an updated on-line project list 30 business days after the close of a quarter	100	TBD (Posted by May11th)	N/A	N/A	N/A