Summary of Select Results from the 2012 Medical School Information Technology Survey Sponsored by the Group on Information Resources (GIR)

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1 Summary of Select Results from the 2012 Medical School Information Technology Survey Sponsored by the Group on Information Resources (GIR) May 2013 Association of American Medical Colleges

2 Executive Summary Background This report presents a subset of findings from the 2012 GIR Medical School IT Survey. The survey gathered information on leadership, financing, staffing, technologies and emerging trends to provide members with a baseline to view their organizations over time and with a directory of application trends. The GIR began surveying on IT topics in 1998, and the survey has evolved since then in response to changing needs. The AAMC distributes the survey to the GIR representatives at each member medical school. At a given medical school, the GIR representatives collaborate on the submission for their institution. On October 14, 2012, AAMC ed survey invitations to the GIR representatives at 157 medical schools (140 U.S. institutions and 17 Canadian institutions). Following data verifications and edits, there was usable information on 132 medical schools (115 U.S. institutions and 17 Canadian institutions), representing an 84 percent response rate (82 percent for U.S. institutions and 100 percent for Canadian institutions). Survey data for participating medical schools may not be comparable or generalizable to data for nonparticipants. All dollars reported in the survey are reported as U.S. dollars. Selected Findings Nearly half of survey respondents report having a hybrid IT organizational model that is characterized by having both centralized IT services at the medical school and decentralized services across departments. Twenty-four percent of respondents had hybrid models involving one to five departments, and twenty-one percent had hybrid models involving six or more departments. Sixty-six percent of medical schools have a designated person who has overall responsibility for the daily management and operational IT decisions. Fifty-nine percent of medical schools have an IT services budget of five million dollars or less. Sixty-five percent of medical schools have 30 or fewer IT full-time equivalents (FTEs) funded by the school of medicine IT budget (as opposed, for example, by the hospital or practice plan or by a department). When compared to open source or homegrown technology products, the majority of products are vendor products AAMC. May not be reproduced without permission. 2

3 I. Leadership and Reporting Based on past GIR surveys, three common types of IT organization models exist at schools of medicine: centralized, hybrid, and decentralized. In the centralized model, IT is administered as part of the school of medicine only or is organized as part of a centralized health sciences campus that supports several health professions schools. In the hybrid model, IT is organized in a centralized manner through the school of medicine or health science center but in conjunction with departments. In the decentralized model, the school of medicine has no central IT and has only departmental IT services. A few schools of medicine do not have their own IT organization, many of which receive IT services from a main campus and, therefore, have little control over IT. These medical schools are not included in the three aforementioned categories. Almost a quarter of respondents (24 percent) have a hybrid model that has both centralized IT services at the medical school and IT services through one to five departments. About 21 percent of medical schools have a hybrid model of both centralized IT services at the medical school and IT services through six or more departments. Another 21 percent of medical schools have a centralized model with IT services organized by the health science center. Nineteen percent of respondents have a centralized model of all IT services being centrally organized in the school of medicine. Eighteen medical schools indicate other organizational models or that the medical school has no IT organization of its own the graphic below excludes these 18 institutions. Figure 1. Models of How IT Services are Organized, 2012 (n=112) Departments 5% Least Centralized Medical school & > 5 departments 21% Medical school & < 6 departments 24% Health science center & departments 10% Medical school Health science center 20% 21% 0% 5% 10% 15% 20% 25% 30% Most Centralized Note: Schools without one of the above models were excluded AAMC. May not be reproduced without permission. 3

4 Percent of Medical Schools 2012 GIR Medical School IT Survey Results Summary Sixty-six percent of medical schools have a designated person who has overall responsibility for the daily management and operational IT decisions. Almost half (45 percent) of medical schools have developed an IT strategic plan. Sixty-seven percent of medical schools have a governance process in place to aid in decisionmaking for IT-related issues or projects. Thirty-eight percent of medical schools have both a strategic plan and governance process in place (these 49 medical schools are a subset of the 59 medical schools that have IT strategic plans in place). Figure 2. Leadership and Governance at Schools of Medicine, % (n=86) 45% (n=59) 67% (n=87) 38% (n=49) Single person with overall IT leadership IT strategic plan in place IT governance process in place Both IT strategic plan and governance process The graphic below shows the percent of medical schools in a given organizational model with IT strategic plans or IT governance processes. Of medical schools with a central model at the health science center, 52 percent have an IT strategic plan, and 74 percent have an IT governance process. The graphic includes the medical schools in Figure 1 that provided information on their strategic plans and governance processes. Figure 3. IT Strategic Plan & Governance by How IT Services are Organized, 2012 (n=112) Have IT Strategic Plan Have IT Governance Process 100% Most Centralized Least Centralized 80% 60% 40% 20% 0% Health science center (n=23) Medical school (n=22) Health science center & departments (n=11) Medical school & < 6 departments (n=27) Medical school & > 5 departments (n=23) Departments (n=6) Note: Schools without one of the above models were excluded AAMC. May not be reproduced without permission. 4

5 II. Staffing and Finance Medical schools are asked to indicate an operational IT budget category that best describes their level of funding. Over half of medical schools (59 percent) have a budget of five million dollars or less for IT services. Moreover, nine percent of medical schools have a budget from one-half million dollars through one million dollars. On average, medical school IT budgets are estimated to be 3 percent of total medical school budgets. Figure 4. Approximate School of Medicine IT Budget, 2012 In $US Million (n=130) $20-35M 8% $50-80M 2% $35-50M 2% <$0.5M 7% $0.5-1M 9% $5-20M 29% $5M or Less 59% $1-5M 43% Note: The wedges in the pie graph are mutually exclusive, even though the labels overlap. For example, the $5-20M wedge includes budgets from $5,000,001 through $20,000,000 and the $20-35M wedge includes budgets from $20,000,001 through $35,000, AAMC. May not be reproduced without permission. 5

6 Medical schools are asked to indicate the FTE category that best describes their range of full-time equivalents (FTEs) supported by the medical school budget. Sixty-five percent of medical schools have 30 or fewer FTEs that are funded by the school of medicine s IT budget. Moreover, 16 percent of medical schools have 21 through 30 FTEs that are supported by the medical school budget. Figure 5. Number of FTEs Funded by the School of Medicine s IT Budget, 2012 (n=130) 91 or More FTEs 12% 0-10 FTEs 29% FTEs 7% 0-30 FTEs 65% FTEs 20% FTEs 16% FTEs 16% 2013 AAMC. May not be reproduced without permission. 6

7 III. Technologies Medical schools are asked to indicate which technologies are currently employed or will be employed in the next 12 months. The survey categorizes technologies (such as specific software, applications, or systems) by whether they are used in education, administration, research, regulatory affairs, security, clinical practice, or other areas. In addition, the survey asks respondents to indicate whether each technology is a vendor product, an open source product, or a homegrown product. Vendor products comprise most of the products in each technology category. The security category and the clinical category show the highest proportion of vendor products (at 92 percent each). The homegrown products tend to be the next most common product type in each category. For example, homegrown products account for 36 percent of the regulatory category and 26 percent of the administration category. At 10 percent, the regulatory category has the highest proportion of open source technologies. Figure 6. Technology Product Type, 2012 Vendor Open Source Homegrown 100% 80% 13% 6% 26% 5% 9% 36% 2% 6% 6% 2% 10% 1% 4% 60% 10% 40% 81% 70% 86% 92% 92% 89% 54% 20% 0% Education (n=2,014) Administration (n=2,253) Research (n=710) Regulatory (n=316) Security (n=864) Clinical (n=509) Other (n=217) Note: The percentages reflect the number of technology products of a specific type (vendor, open source, homegrown) divided by the total number of products used in the category (education, administration, etc). The sample size for the number of products reported in each category is displayed AAMC. May not be reproduced without permission. 7

8 IV. Services Developing, funding, and providing IT services are a significant infrastructure investment. Table 1 and Table 2 summarize funders and providers across a series of IT service categories. The results indicate that the entity that funds an IT service also tends to provide the service. Schools of medicine and universities appear to provide the majority of services. Schools of medicine tend to provide educational support and IT administration services while universities tend to provide the majority of operational services (such as enterprise and infrastructure services). In Table 1, the highlighted cell in each row shows the most common source of funding for each technology system. Table 1. Percentage of Funding Sources for Information Technology Systems, 2012 (n=130) Technology System Administration of IT Organization Department Medical School Health Science Center University Practice Plan Hospital Other 22% 69% 31% 40% 19% 17% 2% Administrative Systems 10% 46% 28% 71% 11% 14% 2% Application Development 32% 73% 26% 38% 12% 15% 5% Audiovisual Services 14% 75% 23% 38% 5% 10% 3% Clinical Systems 9% 23% 16% 5% 45% 55% 5% Data Center Operations 19% 56% 26% 55% 16% 22% 4% Educational Technology 16% 76% 22% 48% 1% 8% 2% Enterprise Technology 15% 53% 25% 62% 8% 22% 3% Help Desk/Desktop Support 28% 67% 27% 48% 17% 22% 3% Infrastructure 22% 60% 27% 65% 16% 25% 5% Library Systems 3% 49% 30% 65% 2% 13% 3% Public Student Computing 9% 65% 21% 50% 0% 3% 4% Regulatory Compliance 8% 48% 31% 48% 12% 28% 6% Research Computing 45% 48% 23% 57% 3% 11% 9% Security Services 13% 55% 26% 65% 11% 25% 4% Student Systems 7% 67% 18% 68% 1% 2% 2% Telephony 20% 42% 22% 62% 14% 22% 2% Videoconferencing 24% 71% 24% 46% 5% 18% 5% Web Development 39% 74% 31% 45% 15% 17% 5% Note: Because there maybe multiple sources of funding for systems at an institution, row and column totals exceed 100% 2013 AAMC. May not be reproduced without permission. 8

9 In Table 2, the highlighted cell in each row shows the most common provider for each technology system. Table 2. Percentages of Service Providers for Information Technology Systems, 2012 (n=130) Technology System Department Medical School Health Science Center University Practice Plan Hospital Other Administration of IT Organization 19% 65% 28% 37% 11% 15% 3% Administrative Systems 8% 37% 24% 74% 5% 9% 5% Application Development 32% 63% 26% 45% 8% 11% 5% Audiovisual Services 10% 65% 25% 41% 2% 5% 3% Clinical Systems 12% 15% 18% 6% 35% 55% 7% Data Center Operations 17% 44% 24% 62% 3% 20% 4% Educational Technology 15% 73% 22% 55% 1% 6% 2% Enterprise Technology 13% 38% 25% 62% 5% 22% 3% Help Desk/Desktop Support 22% 52% 24% 48% 10% 18% 4% Infrastructure 15% 39% 25% 66% 5% 21% 4% Library Systems 4% 31% 32% 65% 1% 3% 4% Public Student Computing 10% 57% 25% 48% 0% 2% 2% Regulatory Compliance 8% 37% 26% 56% 8% 19% 6% Research Computing 40% 44% 24% 62% 2% 10% 8% Security Services 13% 42% 25% 69% 5% 24% 5% Student Systems 9% 58% 19% 72% 1% 2% 3% Telephony 3% 15% 20% 65% 2% 18% 4% Videoconferencing 19% 62% 22% 52% 2% 13% 6% Web Development 35% 72% 28% 48% 6% 12% 10% Note: Because there maybe multiple sources of funding for systems at an institution, row and column totals exceed 100% For questions or comments about this report, please contact: Morgan Passiment Director, Information Resources Policy & Programs AAMC 2013 AAMC. May not be reproduced without permission. 9

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