Digital Solutions can assist units in planning, budgeting or developing business cases for large investments with a technology component.
Technology investments are subject to UBC Capital Projects Policy FM 11 and must align with Faculty strategic initiatives. In addition, technology must be designed and implemented following UBC’s enterprise architecture principles and meet information security standards such as those outlined in UBC Information Systems Policy SC14
The Office of the Deputy CIO Medicine can assist your unit when considering large investments with technology (over $50,000*). Contact us as early as possible to consult about your needs and requirements. Our Governance, Strategy and Planning team can advise and help steward your investment request through the appropriate processes.
* To estimate your investment you need to include –
for the estimated duration of the contract, and including taxes:
Implementation costs (one-time vendor + internal staff salaries)
+
Sustainment costs (ongoing vendor + internal staff salaries)
Sample calculation table
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Considerations for projects, purchases or contracts with vendors outside of UBC
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Governance
- Faculty and Institutional: Based on funding source(s), who needs to review and approve the project/purchase at the Faculty level (unit, department, or center)? Is UBC approval required to proceed?
- Security and Procurement: Have I evaluated the solution/vendor’s compliance with UBC’s Information Security Standards? What level of procurement is needed?
Strategic Alignment
- Organizational: Does the project/purchase align with organizational goals (at the Faculty and UBC)?
- Digital: Does the solution/vendor considered fit within the current digital environment? Does it make sense with the other solutions currently in use?
Financial
- Cost: How much will this project/purchase cost to implement, support and maintain for the length of time required? Consider staffing and technical costs.
- Funding: What funding has already been secured for this project/purchase? How much is yet to be funded? What are the sources of my funding?
Capacity
- People: Do I have the necessary resources and skillset to carry on implementation and sustainment, or will I need additional resources?
- Process and Organizational Change: Can existing processes be simplified before introducing a new solution? What changes will be introduced by the project? How will change be managed?
Submit an Investment Request
Note: UGME has a specific IT investment & project intake process. More information here.
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Step 1. Prepare & Estimate
Key questions for FOM units
1. Is the investment estimate over $75,000 (including any licenses, implementation, maintenance & support resources)? If so, a competitive tender will be required.
2. Has any funding already been secured for this proposal? If so, from where and about how much?
3. Who has already been consulted for this proposal? (stakeholders, support group(s), committees, etc.)
Step 2. Develop & Refine proposal
If the estimated investment is over $50,000:
Send completed form to dcio.medicine@ubc.ca
Step 3. Review & obtain approvals
- Based on funding source(s) and investment estimate, Digital Solutions will guide the request through required approvals per UBC Capital Projects policy (FM11).
- For all approved Investment Requests:
- 1. The solution must comply with all applicable UBC Security Standards and Policies
- 2. A Privacy Impact Assessment must be put in place before going into production
- 3. A sustainment and funding plan should be put in place in advance of the end of initial contract
Support from the Office of the Deputy CIO Medicine
Contact us at dcio.medicine@ubc.ca or
Submit an inquiry via our Digital Project or Investment Inquiry form
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Consult and Refine concept
- Initial concept discussion to discuss technology requirements ahead of funding requests, such as the Strategic Investment Fund (SIF) and Teaching and Learning Enhancement Fund (TLEF)
Advise
- Provide guidance about potential technology costs and operational implications of your investments
- Identify potential existing solutions that might meet your needs
- Ensure Digital strategy alignment
Steward
- Navigate and complete the University’s IT governance and project approval process
- Prepare Investment requests and assist with Business case preparation
- Liaise with Faculty and UBC Finance and Procurement groups
- Facilitate Privacy Impact Assessment (PIA) process
Faculty of Medicine IT Governance
IT Governance at the Faculty of Medicine is handled at the Faculty’s IT Committee (ITC). The FOM ITC determines Faculty’s system-wide IT strategy, outcomes, and capabilities.
University IT Governance
UBC and Faculty investments are subject to Institutional Governance for Privacy, Cybersecurity, and Financial Investments (FM2- Purchasing and FM11- Capital Investments).
Faculty governance of investments are handled through our FOM Governance Committees. Processes such as Privacy Impact Assessments and standard UBC procurement processes also apply.
Procedures and levels of approvals are dependent on the Aggregate Estimated Value (AEV) of the investment:
- Investments under $250k can be approved within the Faculty;
- Investments above $250k require additional approval steps at an institutional level.
Costs that go toward the AEV include:
- Acquisition: purchase, licensing, or subscription;
- Set-up: project management, configuration, customization, integration, and implementation;
- Sustainment: ongoing maintenance and support.
Sample calculation table
More information