The Software Intake Process (SIP): Requesting a New Software-Based Solution

Are you a Johns Hopkins Medicine employee looking to purchase or implement a new software-based solution in your workplace? If so, submit your request through the software intake process (SIP) webform. Please include why this technology is needed, what problem this technology will solve, and the expected return on investment for your department and the institution as a whole.

Central IT 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.

Please see FAQs for what should or should not go through SIP.

The software intake process supports Johns Hopkins Medicine’s Innovation 2023 Strategic Plan to Make Johns Hopkins Easy and Work Like One Organization.

Examples of technology solutions that need to go through this process:

  • Proposal for a new software or IT application that you’d like to implement for an entire department/ hospital/ enterprise
  • Additional functionality, platform upgrade or integration to an existing application
  • New services to an existing contract or with an existing vendor
  • Professional services agreements associated with a new software or IT implementation

Technology Review Process

Frequently Asked Questions

What is the software intake process (SIP)?

SIP streamlines the collection of requests for new software-based solutions from across JHM and ensures proper review and budgeting. The process is initiated through a request webform that outlines why the technology is needed, what problem the technology will solve, and what the expected return on investment will be for the department and the institution.

Why are we implementing this new process?

This process aims to support two of JHM’s strategic priorities: Make Johns Hopkins Medicine Easy and Work Like One Organization. This process looks to make it easier for departments to request new technology solutions, and to offer guidance as to how to navigate the evaluation and review process.

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.

What types of requests should go through the SIP?

1. New software  

a. Regardless of price
b. For entire department/ hospital/ enterprise  

2. New services/content (excluding new education content in existing system, ex: Krames) 

a. Even with existing contract or existing vendor  
b. Training content
c. Professional services agreements associated with a new software or IT implementation  

3. Software embedded with a device that requires patient data or any kind of integration it should be reviewed 

4. Existing software, if: 

a. Expanding footprint 

1. Additional module/application (Epic’s Compass Rose) 
2. Additional functionality
Additional sites, departments, uses (Adding Beaker at ACH) 

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 

What would NOT go through the SIP?

  1. New requests for:
    • Individual software requests such as individual desktop software
    • Devices with NO software component 
  2. Existing software:
    • Contract renewal/termination/amendments, without expansion of products or services 
    • Consulting agreements for staff augmentation 
    • Standard upgrades to existing software with no new lines of service 
  3. Software that is embedded within a device that DOES NOT require patient data or any kind of integration

Will the SIP replace the existing contract process?

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.

What are the main steps in the process?

  1. Submit an SIP review form.
  2. You will receive a notification and reference number.
  3. The proposal will initially be reviewed by the SIP Review Committee. This intake process may take about two weeks.
  4. You will be notified of the outcome of the SIP Committee review.
  5. The committee may reach out to you and ask for additional information or materials during their review.
  6. A member of the SIP team will work with you on your proposed solution and assist you with moving your request through the process.

What guidance and support will the SIP group provide?

  • Risks to business and clinical operations identified
  • Business case and total cost of ownership development
  • Budget process coordination
  • Validation of workflow and integration requirements
  • Identification of upfront and ongoing support resources
  • IT infrastructure requirements
  • Confirm cybersecurity checklist is completed and approved
  • IT policies on testing standards, cloud standards, medical device standards, web application security requirements, and RFP development
  • Procurement policies, including signature authority, request for proposal/information and competitive practices
  • Pre-work for legal review is completed prior to attorney assignment, HIPAA/BAA needs assessment

What does “software” entail?

For the purposes of this process, software is considered any of the below types of technology:

  • Applications (e.g., office suites, database management programs, communication platforms)
  • System software (e.g., firmware, language translators, system utilities)
  • Driver software (i.e., software that enables standard hardware to function properly)
  • Programming (i.e., allows developers to develop, write and test other software)
  • Middleware (i.e., mediates between application and system software or two different types of applications, like allowing Excel and Word to work together)

If you have questions about whether or not the technology you would like to bring onboard is appropriate for this process, please contact