| Governance Committees/IT Policies | The Software Intake Process (SIP): Requesting a New Software-Based Solution | Governance Committees/IT Policies | The Software Intake Process (SIP): Requesting a New Software-Based SolutionAre 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:
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.
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.
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.
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
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.
For the purposes of this process, software is considered any of the below types of technology:
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.