| Governance Committees/IT Policies | The Software Intake Process (SIP): Requesting a New Software-Based SolutionNOTE: Any technology that needs to integrate with SAP data will be limited throughout the transition to Workday (January 1, 2025-August 1, 2028) and will require approval. Read more details on what to do before beginning the SIP process.
Are you looking to purchase or implement a software-based solution or medical equipment for a Johns Hopkins Medicine entity or department – including The Johns Hopkins Health System Corporation, affiliated hospitals, joint ventures, JHHC’s Solutions division, and the Johns Hopkins University School of Medicine? Review the types of requests that should go and should not go through SIP below. If you have questions about whether or not the technology you would like to bring onboard is appropriate for this process, please contact sip@lists.johnshopkins.edu.
For the purposes of this process, software is considered any of the following types of technology:
1. New software
a. Regardless of price
b. Any software purchased outside of JH mySoftware-Service Now Software Catalog
2. New services/content (excluding new education content in existing system, e.g., Krames)
a. Licensing for content to be integrated into existing software systems (e.g., embedding the Clinical Decision Support Questionnaire within Epic)
b. Portals or software related to service (e.g., training portals, vendor portals, maintenance software)
3. Software embedded with a device that requires patient data or any kind of integration should be reviewed
4. Existing software, if:
a. Expanding footprint
1. Additional module/application (Epic’s Compass Rose)
2. Additional functionality
3. Additional sites, departments, uses (Adding Beaker at ACH)
4. Additional users/seats
b. Major change
1. Integration to an existing application
2. Platform change: Sunsetting old solution, replacing with new (Kronos -> UKG)
3. Delivery module: SAAS, on premise, hosted
5. Research
a. When there is software integration with a clinical system
b. When the software may have an enterprise-scale impact
c. When there is substantial overlap with an enterprise tool system
d. Upon request of the study team/IRB/ancillary committees to review the software
6. Renewals for software not previously reviewed by SIP.
Central IT@JH, working under the direction of JHM leadership, developed the SIP form to collect and streamline software-based solution requests from all Johns Hopkins Medicine entities and departments — including individuals from The Johns Hopkins Health System Corporation, affiliated hospitals, joint ventures, and the Johns Hopkins University School of Medicine. This process allows IT to review requests, assign an IT project manager to each project, and guide you through the technology review process, which includes recommendations and connections to different departments (e.g., supply chain, finance, legal, and others). Our goal is to help you get the support you need throughout the process, to make sure the technology is a sound investment that can integrate (when appropriate) with existing Johns Hopkins solutions, and help prepare the request for leadership review and budget alignment. Ensuring these steps are followed will lead to a higher rate of successful acquisitions and implementation of IT systems and reduce risk in the IT environment, either from a cyber security or business operations perspective.
The software intake process supports Johns Hopkins Medicine’s Innovation 2023 Strategic Plan to Make Johns Hopkins Easy and Work Like One Organization.
No, this process is the first step before the contracting process. Going through the SIP and receiving approval will streamline and simplify the procurement/legal contract process.
Once you submit your new software-based solution request through the SIP submission form, the SIP Committee, composed of Health IT leaders, will triage the request and, if viable, assign an IT project manager to allow for rapid early review of projects.
The IT project manager will work with the submitter to determine next steps. This project manager is the liaison who will walk the submitter through the process from start to finish to ensure that all steps are taken in the appropriate order. They will review options/alternatives and the budget/resource plan, and determine if an RFP is needed.
Some projects may not require many resources or integration, and can move along from here to the contract and budget alignment phase. This biweekly review is a touch point that will ensure requests are moving through the process effectively.
Some projects may require additional steps such as a leadership review, which is scheduled monthly.
The project manager will work with the submitter to ensure the budget and contract process is complete, and will check in quarterly on the status of the new software leading up to go-live.
The SIP Team meets regularly with representatives from Finance, Supply Chain, IT, Legal, etc. to ensure projects are evaluated appropriately including, but not limited to the following:
