Digital Solutions can help steward your IT projects through the governance and the project approval process.
Institutional governance for investments at UBC
All IT projects at UBC and FOM are subject to institutional governance for privacy, cybersecurity, IT, and financial investments (Policy FM11 Capital Projects and Policy FM2 Purchasing). Policy FM11 identifies the approval process that will be required for your project.
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.
IT Governance at UBC and the Faculty of Medicine
UBC and Faculty investments are subject to Institutional Governance for Privacy, Cybersecurity, and Financial Investments.
IT Governance at the Faculty of Medicine is handled at FOM Governance Committees and at the FOM IT Committee (ITC). The FOM ITC determines Faculty’s system-wide IT strategy, outcomes, and capabilities.
Learn more on IT Governance at FOM
Approval thresholds and Aggregate Estimated Value (AEV)
The Aggregate Estimated Value (AEV) represents the total estimated cost of the investment. The AEV is first calculated at the Investment Request stage. As the project progresses more detail will become available, the AEV will be revised and become a more accurate representation of the true cost.
Costs that go toward the AEV include (with contingencies and taxes):
- Acquisition: Purchase, license, subscription.
- Set-up: project management, configuration, customization, integration, and implementation.
- Sustainment: Maintenance, support.
Procedures and approvals are dependent on the AEV:
- Investments under $250k can be approved within the Faculty;
- Investments above $250k require additional approval steps at an institutional level.
Sample calculation table:
Find more information on the approval thresholds for IT projects and AEV on the UBC IT Capital Planning Process page.
Preparing and developing an Investment Request
Technology investments must comply with UBC Finance purchasing requirements. Different processes apply for purchases under or over $3,500 and $75,000. Fore more information: https://finance.ubc.ca/buy
Note: UGME has a specific IT investment & project intake process. More information here.
Step 0. Review considerations
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?
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?
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?
Step 1. Prepare & Estimate
Key questions for FOM units
- Is the investment estimate over $75,000 (including any licenses, implementation, maintenance & support resources)? If so, a competitive tender will be required.
- Has any funding already been secured for this proposal? If so, from where and about how much?
- 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, fill out the investment request and 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:
- The solution must comply with all applicable UBC Security Standards and Policies
- A Privacy Impact Assessment must be put in place before going into production
- A Sustainment and Funding Plan should be put in place in advance of the end of initial contract
Guidance for FOM requests
The Office of the Deputy CIO Medicine can assist with questions regarding technology purchases. Contact us early in your planning process to discuss departments or unit’s unique needs and requirements. We can accompany units with the following activities:
Consult and Refine concept
- Discuss initial concept and digital needs 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 the Privacy Impact Assessment (PIA) process