Time Tracking

The ICS group is a subgroup within Office of Health Information and Data Science (OHIDS), and in turn is a subgroup within the [Office of Health Information and Data Science (OHIDS)]. OHIDS handles the financial and administrative matters for ICS. OHIDS Finance sees ICS as a group of "consultants", and as such, each group member is funded upon their unique set of projects they are working on.

The finance department monitors which projects you are working on and the amount of time given to each project. Currently, each ICS group member is billable for approximately $100/hour. The finance department gets this information by inspecting TrackingTime, a time tracking software each member fills up on a regular basis.

Project Categories and Guidelines

The OHIDS Finance Team is very particular on what "projects" you're spending time on. These are the current general non-specific project categories one needs to be aware of:

1. Administration

   For time spent checking emails and doing "the general business of doing business." Non-project meetings go here, unless they are for education/training.

2. Agile Ceremonies

   For time spent in scrum, backlog refinement, sprint planning, demo, etc. No need to break it down by type of ceremony (backlog refinement, scrum, etc.), just list the amount of time per day

3. BYOB Support

   For time spent doing regulatory review and onboarding for "BYOB" brokers who are fully sourced to a specific department. Currently these resources include: Inez Oh, Alex Kronzer, Alice Bewley, Cherie Hill

4. Education/Training

   Tier 5 meetings, lectures, etc. Time spent training others or being trained on specific software or languages would go here, too. We are currently given 4-5 hours a week for this, but if the training or work is part of a 'project', then default to logging it under that project work. Data lake transition and training sessions would also be logged here.

5. Infrastructure/maintenance

   Previously included I2 support, this is time spent on internal, non-project specific work, or internal ONLY projects such as the Data Broker Audit Database, Version upgrades (PostgreSQL, SAS studio server, etc.)

   • Data brokers will not likely often log time here.

6. Project Intake

   Time spent for requirements gathering; pre-funding non-billable time (post-funding time beyond initial consultation will be rolled into billable project time)

7. PTO

   time off, including sick time, vacation time, and holidays.

8. Technical Debt

   TECHNICAL DEBT REQUIRES MANAGEMENT APPROVAL. This should only be used for issues that we are aware of that were created by our previous work (as opposed to infrastructure/maintenance items)

9. Data Lake – Med School

   This is where most data lake work will go, it includes time spent on access requests, customer onboarding, setup, discussions on workflows, etc.