UCSF Healthcare Portfolio Visibility and Roadmap Improvements with Clarity

University of California San Francisco (UCSF) Health is a world-renowned institution that stands at the intersection of healthcare, education, and research. From treating patients to training tomorrow’s clinicians and driving scientific discovery, this organization balances an extraordinary volume of mission-critical work every day. With teams spanning clinical care, campus operations, and research — and oversight from a broader university system — their leadership sought a more strategic way to manage its complex portfolio.

Their work is multifaceted, but the mission is simple: improve lives. That meant finding a system that could bring alignment, accountability, and visibility to every corner of the enterprise.

Like many large institutions, this organization faced significant challenges in managing enterprise-wide initiatives. Legacy tools and manual processes created friction, and a lack of centralized visibility made it hard to answer basic strategic questions, such as:

Where are we now? What matters most? Do we have the right resources in place?

Key Pain Points

• Disjointed Systems and Silos: Work was tracked in disparate tools across departments, creating collaboration challenges and inconsistent processes.
• Lack of Real-Time Visibility: Executives lacked a unified view into project status or portfolio health — especially for critical efforts.
• Manual, Time-Consuming Reporting: Updates relied on PowerPoints and spreadsheets that were often outdated by the time they were shared.
• Inefficient Resource Planning: Without a unified view of capacity and demand, proactive planning was difficult, and trade-offs felt like guesswork.
• Tool Frustration: Their previous platform lacked the enterprise-grade flexibility required for strategic IT and PMO work.

UCSF Health partnered with Rego Consulting to reimagine its portfolio management approach using Clarity, a leading solution hosted on the AWS cloud. What began as an IT-focused initiative quickly expanded to support enterprise-wide planning across clinical, campus, and research domains. The result? A single source of truth for the institution’s most important work — all managed in one place.

Key Components of the Solution

• Strategic OKRs Across Departments: Clarity tracks objectives and key results (OKRs), helping every team — from pediatric care to psychiatric services — align with overarching institutional goals.
• Real-Time Executive Dashboards: Rego built an IT Roadmap Tracker displaying the top 20 initiatives with clickable status updates, risk indicators, and milestones.
• Scalable EPMO Expansion: Clarity is scaling beyond IT into the full enterprise PMO, connecting cross-functional efforts under one planning umbrella.
• Resource Planning That Works: Integrated capacity planning now helps leadership anticipate bottlenecks and align staffing with actual demand.
• Actionable Prioritization: Facilitated planning sessions enable real-time project ranking and resource reallocation — no guesswork, just smarter decision-making.

By implementing Clarity with Rego Consulting, the institution transformed its fragmented system into a strategic engine for collaboration.

Core benefits include:

• Stronger Executive Alignment: Leadership has a real-time, data-driven view of initiatives, enabling faster, more confident decisions.
• More Strategic Resource Allocation: Teams can plan and pivot with agility using reliable capacity and demand insights.
• Better Communication and Accountability: From executives to department leads, everyone works from the same data source.
• Streamlined Prioritization: A unified prioritization process cut through noise to focus leadership on what matters most.
• Foundation for Scalable Growth: With Clarity at the core, the institution is building a more connected, responsive enterprise.

This transformation shows what’s possible when the right platform meets the right partner. With Clarity and Rego, the organization built a strategic system to run the business of healthcare, education, and research at scale. By breaking down barriers, increasing transparency, and enabling smarter decisions, the institution is now better equipped to fulfill its mission.