See the report web page and the fully illustrated version (PDF)
Letter from the Senior Vice Chancellor
It is a privilege to serve as the Senior Vice Chancellor of Finance and Administration for the University of California San Francisco. As we come to the end of calendar year 2023, I want to share a few ways FAS supported UCSF’s noble mission.
Inside this impact report, learn more about how our teams worked to improve life across the enterprise and beyond:
»Doing the Work for a More Inclusive UCSF
»Advancing Administrative Achievement
»Boosting Technology Innovation
»Helping Our People with HR Improvements
»Blazing a Path to a Fossil-Free UC
»Adding Value with Continuous Improvement
One thing is certain, there are no dull days at UCSF.
In gratitude,
Erin S. Gore
Senior Vice Chancellor
Who is FAS?
Financial and Administrative Services (FAS) builds, supports, maintains and sustains the UCSF community to advance the mission of caring, healing, teaching and discovering. More than 2,500 employees across eight departments provide key central organizational functions and services to the UCSF community and beyond.
- Audit & Advisory Services
- Campus Life Services
- UCSF Human Resources
- UCSF IT
- UCSF Finance
- UCSF Real Estate
- UCSFPolice Department
- UCSF Program Management Office
The FAS Executive Team (FET) includes Brian Newman, Real Estate; Joe Bengfort, IT; Linda Moran, Finance Service Center; Mike Denson, Police Department; Becky Daro, Office of Senior Vice Chancellor; Corey Jackson, HR; SVC Erin Gore; Jon Giacomi, Campus Life Services; Irene McGlynn, Audit and Advisory Services; Mike Clune, Finance; and Stephanie Metz, Program Management Office.
FAS Fact: UCSF often hosts dignitaries at the Mission Bay Conference Center in coordination with many FAS departments and enterprise partners. Since 2022 we’ve hosted Vice President Kamala Harris (Black maternal health), House Speaker Nancy Pelosi (women’s rights), and the Queen Máxima of the Netherlands (technology and trade).
Diversity, Equity, Inclusion, Accessibility and Anti-Racism (DEIA-AR) at FAS - Doing the Work for a More Inclusive UCSF
Our colleagues within FAS are dedicated to building an inclusive work environment. FAS teams were already working to bridge the DEIA-AR gap, and the George Floyd tragedy in the summer of 2020 inspired us to push harder to build a more equitable workplace. In FY24, we will focus on restorative justice, operating from a restorative mindset and onboarding our first Executive Director of Diversity and Inclusion.
DEIA-AR Timeline
June 2020
UCSF Anti-Racism Initiative announced
FY 21 – current
FAS True North Belonging +
DEIA-AR Goals
November 2020
FAS
DEIA-AR Steering Committee began
March 2022
Dr. Camara Jones,
DEIA-AR Speaker Series
"Do the work to find out how racism is operating in FAS."
June 2022
FAS Leadership Retreat
September 2022
DEIA-AR Retreat with
Dante King
October 2022
DEIA-AR Action Plans begin (ongoing)
December 2022
DEIA-AR All Staff Town Hall
August 2023
Posted Executive Director Diversity Inclusion position
September 2023
Restorative Justice training
FAS DEIA-AR work advances a sense of belonging and supports UCSF initiatives
Meaningful work to improve the campus climate is happening across the enterprise. FAS partners with others, such as the Office of Diversity & Outreach and the Anchor Institution Mission, to address priority issues. We are dedicated to “doing the work” from our areas of impact to create a more inclusive environment and opportunities for communities outside of UCSF.
Anti-racism Initiative
7 pillars to eliminate systemic racism and the impact of bias -
- A safe and welcoming climate
- Equity in decision-making
- Equity in patient care
- Anti-racism knowledge gaps
- Diversity and leadership
- A commitment to the Bay Area
- Stay informed: UCSF anti-racism town halls
UCSF Anchor Institution Mission
Build on UCSF mission starting with the city we call home
- Workforce development
- Procurement
- Community investment
- A commitment to the Bay Area
FAS Administrative Services (FAS)
“Do the work” of anti-racism
- Stay informed: UCSF anti-racism town halls
- Anti-racism Initiative
- Embed diversity, equity, inclusion, accessibility and anti-racism principles throughout FAS and its culture, policies, and practices
- Align to support UCSF initiatives
17 DEIA-AR Action Plans
FAS held a day-long retreat with scholar Dante King to “do the work” of anti-racism, followed by our first all-staff Town Hall, focused on our DEIA-AR efforts. The September 2022 retreat resulted in 17 action plans across eight departments.
To help us “do the work” of anti-racism, each FAS department created action plan(s) to address a process or policy that stands in the way of building an anti-racist, diverse, equitable, inclusive and accessible organization. Some of the plans are completed; most are still in progress. We’ll continue to share outcomes in future reports.
FAS DEIA-AR Action Plans
- Multilingual Whistle Blower reporting/complaint process - Audit and Advisory Services
- Diversify recruiting processes - Audit and Advisory Services
- Supporting multiple languages in interviews and on the job - Campus Life Services
- Equitable access to information - reaching the frontline - Campus Life Services
- Advancing excellence in staff recruitment - Human Resources
- Background check workgroup recommendations rollout - Human Resources
- HR website translation pilot - Human Resources
- HR's internal anti-racism initiative - enhanced education and resources - Human Resources
- Career ambassadors pathway - community partnership for job readiness - Police Dept.
- Business travel equity – reducing personal financial barriers to work-related travel - Finance
- Diversifying UCSF Finance - equitable and inclusive recruitment and hiring – Finance
- IT mentorship model to recruit, retain and advance BIPOC professionals and professionals with disabilities – Information Technology
- Implementing DEI best practices in the recruitment process - Real Estate
- Expand pool of small and diverse vendors - Real Estate
- Normalizing anti-racism learning and discovery - Program Management Office
- Intentional DEIA-AR tools for client conversations, facilitation practices - Program Management Office
- Expanding multilingual options in mandatory employee training - Office of the Senior Vice Chancellor
FAS Fact: The 17 FAS DEIA-AR Action Plans are focused on Hiring/Retention (9), Language (5), Career Pathways (3), Diverse Spend (1) and other topics (3)
Spending with small and diverse businesses
- Increase in supplier diversity across FAS departments, support to develop small and diverse spending plans,
- Campus small and diverse spend in FY23
- established two new strategic partnerships to support supplier certification and capability, and conducted the first small business certification webinar.
- Hosted Small and Diverse Small Business Certification training in partnership with the San Francisco Small and Diverse Business Council.
FAS Fact: 35 new small and diverse construction vendors onboarded - 23 received a contract
Inclusive hiring, retention, career development
- Launched workforce development programs: Medical Assistant and Phlebotomy career path program to 29 UCSF employees; CRC and Practice Coordinator development programs for community members hired into the mass vaccine sites.
- Launched Diversity Toolkit and Hiring Guide and the Equity Advisor model in partnership with Office of Diversity and Outreach.
- Modified the diversity toolkit to include topics related to hiring individuals with disabilities in partnership with the Chief Accessibility Officer.
Supporting inclusion with data and systems
- Leading the implementation of the Gender Recognition and Lived Name policy with the Office of Diversity and Outreach in support of UC Policy for employee designation of preferred name associated with gender.
- Completed first applicant race dataset to enable recruiters to monitor applicant pool diversity.
- Provided benchmarking and advisory support on patient disability data collection process.
Making Life Better at UCSF
- UCSF was recognized by the American Heart Association with a silver level award for its commitment to building a culture of health and well-being.
- Campus Life Services and the Graduate and Professional Student Association organized a recent visit by the Llamas of Circle Homevto the UCSF Mission Bay quad that brought smiles to 400+ members of the campus community along with 140 children from the Mission Bay Child Development Center.
- In partnership with UC College of the Law and UCSF opened Academe 198 providing 230 housing units for faculty, students and staff. UCSF Housing supports the location, which was designed for social and academic integration for communities attending the surrounding colleges and universities, creating a positive impact on the community.
Facilities Services in action
- $29m Facilities Investment Needs (FIN): highest priority deferred maintenance and emergency repairs
- $50m in 15- and 25-year-old buildings at UCSF Renewal program for facilities investments
- 17,000 service requests
- 22,000 work orders
Improving parking and transportation
- Parking improvements including a rolling 30-day parking pass to accommodate varied schedules, new Tan shuttle service and patient valet service at the Pritzker Building, restarted valet at ACC garage increasing capacity by 150 spots, a more efficient system for parkers staying at Family House.
- Opened Illinois Street Garage, adding 500 Mission Bay parking spaces for patients, employees and visitors.
- Launched Student Transit Pass to provide discounted monthly pass for unlimited rides on Muni (excluding cable cars and BART) for travel between campuses, rides home or personal needs.
Advancing Administrative Achievement
- Fresno Workgroup was formed to bring together colleagues from the UCSF main campus and UCSF Fresno to develop recommendations for implementation of a more centralized model of administrative and facilities services. Workgroups developed roles, responsibilities, budgets, and governance structures to support coordinated central services for Security, Facilities, IT, Occupational Health and Student Health Services.
- Reorganization for better alignment: IT centralization with CLS Tech and Finance Service Center teams and Wellness and Community realignment into HR.
- Launched efforts to improve the campus administrative policy management process.
FAS Fact: 116,000 square feet of administrative space returned to the Chancellor, surpassing our goal of returning 110k square feet back to the enterprise to optimize space
Boosting Technology Innovation
- Actively worked to provide safe, secure access to the OpenAI API available in our protected environment.
- IT initiated modernization and improvements in support of UCSF campus and health stakeholders: Developed, socialized, and funded multi-year IT roadmaps for research, education and enterprise systems; secured first year of funding for each.
- Established cybersecurity dashboard and regular updates to UCSF leadership.
- Artificial Intelligence (AI) was key topic at a recent FAS leadership retreat including department table exercises.
- Introduced AI and Machine Learning tools to accelerate review of expense reimbursements.
Business by the Numbers FY23
- 8,300+ sponsored awards supported
- 219,000 purchase orders issued
- $1.1b goods and services purchased by UCSF Campus
- 339,000+ unique invoices processed by accounts payable, 92% electronically
- $1.8b sponsored payments received and applied from the Controller’s Office
- 101 additional ultra-low temperature freezers at Oyster Point Warehouse
- 1.4m pieces of mail and packages, making 102k+ individual deliveries
- $18.6m COVID-related FEMA reimbursements recouped
- 74k+expense reports reimbursed for 14k+ recipients
FAS Fact: Logistics helped Zuckerberg San Francisco General (ZSFG) protect research specimens by providing more than 2,000 pounds of dry ice during the March 2023 power outage.
Creating a Safer UCSF
- Initiated new enterprise Emergency Management structure, recruiting new unified leadership.
- Enhanced fraud prevention and fraud awareness efforts - conducted fraud awareness trainings, fraud risk assessment pilot and fraud risk workshops.
- Transitioned to a new enterprise-wide investigations case management tool (i-Sight), enabling greatly improved tracking and reporting on whistleblower complaints and a variety of investigations at UCSF.
- 1300 staff, faculty and students attended Active Threat Training
FAS Fact: Public Safety Ambassadors/Health Safety Ambassadors were formerly called security officers. The change allows the community to distinguish between civilian and sworn officers and provides a more welcoming environment.
Helping Our People With HR Improvements
- Leading UCSF People Strategy, focused on creating a great work experience, developing exceptional leaders, and maximizing growth opportunities, and shaping the future of work.
- Completed HR Shared Services restructure with new roles and the combining of Health, staff, and Campus teams into Staff Shared Services, Academic Shared Services, and Operations.
- Launched exit survey and automated separation email and delivery of final checklist, improving offboarding process.
- Started expansion of Strategic HR Business Partner (HRBP) program to campus with first dedicated HRBP assigned to Office of Diversity and Outreach, School of Nursing, and School of Dentistry.
- Reduced average Compensation queue backlog of six months to approximately one-month.
- Following a successful pilot, implemented new offer management process for all campus departments in July 2023 reducing time-to- fill open positions by approximately 25-30 days (30% reduction).
- Expanded Customer Experience Center support to Campus for key programs; customer satisfaction score was >80 for over 70% of respondents, meeting the best-in-class benchmark.
- Continued progress on critical UCPath challenges
- 4 days to 1 day: reduced new-hire processing time in new mass-hire process
- 1,400 sensitive UCPath benefits and leave cases resolved
FAS Fact: Relaunched HR website with user-centered design and content to improve user experience and simplify access.
By the numbers
- 8.9% reduction in workers’ compensation payroll rate; $1.3+m savings generated
- 6.2 days reduced time to hire for 3758 recruitments, $3.6+m savings generated
- $800k savings in reduced duration of FY22 paid investigatory leave
- 23,000 Open Enrollment conducted with multilingual virtual help desks, individual consult services for 275+
- 2,200 interactive contacts/consultations for timely accommodations and leave of absence information
Bolstering Vaccine Equity
- Partnered with Covid Equity workgroup to achieve high COVID bivalent booster vaccination rate, 94% UC vaccine policy compliance, and close racial/ethnic disparities.
- Collaborated with the UCSF Central Vaccine team, UCSF Pharmacy, and Facilities to provide vaccine pop-ups and rover teams to administer COVID-19 bivalent vaccines, answer questions, assist with vaccine declinations, and provide peer-to-peer communication; compliance increased from 50% to 83%.
FAS Fact: 50 flu vaccine clinics held in FY23; 10k staff, faculty, learners vaccinated, a 96% compliance rate for the UCSF enterprise.
Blazing a Path to a Fossil-Free UC
- Renewed focus and energy directed to becoming a fossil-free enterprise.
- Achieved significant step forward in two decarbonization strategies: transit pass and enterprise-wide utilities planning and governance.
- UCSF received $1.5m UCOP funding to develop a Fossil Free Project Management Plan for energy infrastructure study.
FAS Fact: Parnassus Cogeneration Plant provides all the heating to the Parnassus campus and critical electrical resiliency.
Adding Value with Continuous Improvement
- FAS Value Improvement (VI) kicked off the second cohort with 19 projects; created return on investment of nearly $1m through September 2022 and expanded program to Campus with three projects in Executive Vice Chancellor and Provost (EVCP) and Office of Diversity and Outreach (ODO). FAS well surpassed the Value Improvement goal of 25% of $12.8M in Cumulative Net Value by achieving 57%. FAS value improvement will be integrated into regular practice going forward.
- UCSF IT joined a University of California collaborative with UCLA, and UCI to implement an enterprise project and portfolio system for more effective project and program management.
FAS Fact: During UC President Drake’s June 2023 visit, he heard from Daniel Chau (Lab Plastics Recycling) and Jill Wolters (Website Accessibility) about the improvements they are making for UCSF through their Value Improvement projects.
Building the Future of UCSF
Nearly all parts of FAS work together to open a new building: Facilities, Finance, IT, Real Estate, Retail Services, and the Police Department. See a timeline of work in 2020-23 below.
Wayne and Gladys Valley Center for Vision
Opened in fall 2020, the 340k sq foot Mission Bay facility has a 12-story academic tower with academic and administrative spaces to support UCSF schools, departments and divisions, and a five-story wing (the Center for Vision), for the Department of Ophthalmology and the Francis I. Proctor Foundation clinics, with clinical, research and academic spaces.
Clinical Science Building
Renovation work completed in 2021 to meet current seismic safety requirements and to add instructional and meeting spaces that support modern teaching and research. The project also connected Parnassus Avenue to the interior Saunders Court with a new gateway entrance.
2001 Embarcadero
Work was completed in 2021 to make seismic and building systems improvements. This building is the primary worksite for University Development and Alumni Relations (UDAR).
Joan and Sanford I. Weill Neurosciences Building
Opened in 2021, combining psychiatry bench lab research with other basic neurosciences research, as well as clinical and support spaces, designed to encourage collaboration among researchers and clinicians to drive advancements for disorders of the brain and nervous system.
Nancy Friend Pritzker Psychiatry Building
Opened in 2022 to provide a new home for UCSF’s Department of Psychiatry and Behavioral Sciences, co-locating mental and physical health care — one of the few in the country that brings together outpatient mental health care for patients of all ages, nation-leading programs in psychiatry and psychology training, and clinical research on brain disorders.
Parnassus Research and Academic Building
Demolition of UC Hall completed in late 2023 to make way for the new Parnassus Research and Academic Building (PRAB), a state-of-the-art collaborative space that will drive innovations in scientific research and education. Construction of PRAB is expected to be complete in 2027.
Pride Hall
Construction completed to build a new research and academic building on the Zuckerberg San Francisco General (ZSFG) hospital campus. Most of the UCSF research and academic programs at ZSFG relocated this year to the new building, UCSF Pride Hall.
New Hospital at Parnassus Heights
To prepare for construction of the New Hospital at Parnassus Heights (NHPH), Langley Porter Psychiatric Hospital (LPPH) — which includes inpatient and outpatient programs — relocated to UCSF Medical Center at Mount Zion in 2023. With the LPPH building vacant, hard demolition started in December 2023 to make way for the new hospital.
Thank you UCSF Documents & Media for photography throughout this report and production assistance.