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UCSF Analytics Strategies, Processes & Technologies:
Synergistic Partnerships that Improve Care and Operations
Sandra Ng, MSN, RN-BC
Assistant Director Business
Intelligence Program
August 3, 2014 UCCSC 2014 00100000 Years of IT Collaboration
Agenda
• Background
• Journey, strategy and approach
• Tool used & applications developed
• Outcomes accomplished
• Lessons Learned / Next steps
• Two site, 650 bed academic medical center
• Ranked #8 in 2014 U.S News & World Report
• ANCC Magnet Accredited Institution
• Children’s Hospital – within – a – Hospital (180 beds)
• Feb 2015, +289 bed Children, Women & Cancer hospitals
• 102 clinics with ~775,000 ambulatory visits annually
• ~177k patient days
• ~28k discharges
• ~17k home health visits
• ~37,500 emergency visits
• About faculty and staff (full & part time)
• ~2,750 RNs – (includes non union RNs)
• 2,100 Credentialied physicians and surgeons
• 400 Allied Health Professionals
• Over 75 adult specialties and 50 pediatric specialties
Project Goals
• Enhance clinical enterprise performance improvement & reporting capacity
• Select a technology solution to support data management & analytical work products
• Produce meaningful reports and templates to reflect performance, provide transparency & increase accountability
• Shift employee efforts from data collection and manipulation to performance improvement activities
• Create standardized repeatable process to produce analytical work products
4
Access to and analysis of data is the number one
underserved IT need across UCSF Joe Bengfort – UCSF CIO
Journey, Strategy & Process
• Internal / External
• Virtual Team
• Reporting
• Low hanging fruit
Provide Value
• Scope – 60 days
• Iterative Process
Enterprise BI & DW Domains
6
Core
EDW
Data
Marts
Patient Care
HR/
Payroll
Education Research Data
Marts
Data
Marts
Data
Marts
Data
Marts
Finance &
Administration
Dashboard Creation Process
7
• Prioritized using criteria on
the Prioritization Worksheet
• BI Steering Committee
prioritizes dashboards to be
developed
• Assign project team
• Iterative development
• Requirements
• Identify data sources
• Design ETL & data mgmt
• Design UI
• Dashboard prototype
• User testing/validation
• Launch, Train &
Communicate
Request Intake Prioritize & Governance Develop Dashboard
Online
• Intake Form
• Change Request Form
Dashboard Intake Form
Dashboard Status – as of 8/1/14
8
Dashboards - Live
Name Description
FlashDash Operational Metrics (LOS, Volume, Cash, Case Mix)
FlashDash + Research Operational Metrics w/ Research patient specific data
DischDash Discharges before noon metrics
QualDash v1.2 388 Metrics (Infection, Core Measures, Safety, Patient Sat
Service Line Volumes / Costs by Service Line
Research Data Browser De-identified Research cohort selection tool
Dashboards - in Development
Name Description
Verbal / Telephone Orders Communicates performance
Balanced Scorecard Quality, Finance, Operations and Patient Satisfaction
IT Service Now Internal IT metrics
HB Revenue Cycle Replace other report needs
School of Medicine
Education
Medical student competency scores for students and
advisors
9
Team
Resources
Live Optimized Development
Sessions
Executive
Discharges Service Line
Quality
Research
Reports streamlined
Twenty Eight Analysts time saved
18hours/mo
New Requests since launch
38
Executive
Quality
Service Line
Discharges
Research
Users
Avg days for
application
development
External
33% Internal 67%
550 Data / Metrics Applications
Twelve
393 Days team in place
9 Sources 923
Accomplishments & Outcomes by 6/26/14
• Executive sponsorship
• Ownership / data governance
• Clear purpose
• Scope & Expectations
• Iterative
• Measure success
• Celebrate / disseminate
Thanks to Accolade Advisors,
Kloud Data & Prominence
Advisors with tool expertise &
knowledge transfer!
Lessons Learned
10
The perfect is the enemy of
the good
Demo
Quality Dashboard
11
Accessing dashboard via EHR
12
Quality Dashboard – High level view
13
Displays
process with
outcome
metrics –
Nurse
sensitive
and global
quality
Unit/service
breakdown
Metric Detail tab – drills / views
14
Unit specific: 13L, Oct
2013, Bundle Compliance
Metric Detail tab – drills / views
15
Unit specific: 13L, All 2013,
Bundle Compliance w/ graph
Patient Detail tab with link to Epic
16
Hyperspace integration – opens patient chart in Epic
17
• Provided Full transparency
• Self Service
Other dashboards
• Discharges before noon (DishDash)
• Research Data Browser
• Executive Dashboard (FlashDash)
• Service Line Dashboard
18
DischDash improved patient flow
19
Research Data Browser – cohort selection
20
Executive Dashboard – daily view of operational indicators
• High level volume & financial metrics
• Keeps a pulse on performance daily
21
Service Line Dashboard - costs
22
Appendices
23
Intake Form
24
Online
• Intake Form
• Change Request Form
Prioritization & Governance
25
• Prioritized using criteria on the Prioritization Worksheet
• Business Requirements
• Data Requirements
• BI Build Requirements
VS.
• Impact to organization
• BI Steering Committee - Prioritizes dashboards to be developed
based on analysis
Dashboard Development Process - Iterative
26
• Assign project
team
• Iterative
development
• Requirements
• Identify data
sources
• Design ETL &
data mgmt
• Design UI
• Dashboard
prototype
• User
testing/valida-
tion
• Launch, Train
&
Communicate
