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Projects >>CTC Information Management Project >> Project Organization
The successful development and implementation of the CTC IM solution requires an inclusive and well-designed project organization ensuring involvement of all key stakeholder organizations.
Project Co-Sponsors
Role:
- Champions the project, provides overall direction, ensures funding and availability of resources to carry the project to its completion.
- Partners with the Project Owner in setting project vision, common goals and critical success factors.
- Establishes or secures policy.
- Establishes the authorities for the project organization and stakeholders.
- Approves the project charter, scope, final deliverables and authorizes changes.
- Sets priority of the project relative to other projects, ensuring strategic alignment with enterprise goals.
- Removes obstacles or other constraints.
- Facilitates involvement of UF, HSC, Colleges, Shands Healthcare and UFP leadership and all key stakeholder organizations.
- Attends Project Oversight Team meetings as appropriate. (See below)
Leadership Representation:
- College of Medicine
- Research Administration and Compliance (UF & COM)
- HSC & UF Information Services and Technology
Co-Sponsors:
- Michael L. Good, M.D., Interim Dean, College of Medicine
- M. Peter Pevonka, MS, RPh, Senior Associate Dean, Research Administration and Compliance (COM), Associate Vice President for Research
- Jan van der Aa, PhD, Assistant VPHA for Information Services/HSC CIO
- Mike Conlon, PhD, UF Director, Data Infrastructure; Peoplesoft Implementation Officer
back to top Project Owner:
Role:
- Provides leadership, expertise and direction for the project.
- Partners with the Project Co-Sponsors in setting project vision, common goals and critical measures of success.
- Sets expectations for and approves the project charter/scope including deliverables.
- As the owner of the final CTC IM solution, has a vested interest in achieving project goals and objectives.
- Partners with Project Manager to ensure project success. Meet weekly and as needed.
- Serves as Chair of Oversight Team and Ex-Officio member of Project Team.
Owner: Yvonne B. Brinson, RN, MHSc, Director, Clinical Trials Compliance Office
Project Oversight Team
Role:
- Provides oversight of the project.
- Assists in defining project scope and further developing/refining project goals.
- Ensures project plan and outcomes align with enterprise strategic goals and initiatives.
- Provides direction and guidance in development of the project plan, implementation efforts and resource allocations.
- Reviews and approve project deliverables and changes to project plan.
- Meets monthly during project initiation, then at key project milestones.
- Chaired by Project Owner, and Co-Chaired by Project Manager
Membership includes senior leadership/decision makers representing:
- HSC & UF Research Administration including CTC Office, Research Administration & Compliance, Division of Sponsored Research, and Contracts & Grants. Other Research Compliance organizations (Institutional Review Board and General Council) will be consulted at appropriate stages throughout the project to ensure regulatory compliance with respect to proposed CTC IM solution.
- Stewards of associated business processes and authoritative data/information systems (DSR, Bridges, Shands, UFP Clinics)
- IT Providers of associated information systems and services (DSR, Bridges, Shands, UFP Clinics)
- Clinical Affairs (COM)
- Shands HealthCare
- University Faculty Physicians
- Senior Vice President for Health Affairs Administration
- HSC Information Services & Technology
- Clinical and Translational Science Award - Clinical and Translational Research Informatics Program (CTSI – CTRIP)
- Ambulatory Electronic Medical Record (a-EMR) Project
- Representatives from Clinical Research Departments/Programs (2)
Members:
- Yvonne B. Brinson, Director, Clinical Trials Compliance (Project Owner and Chair)
- Fred Cantrell, Director, UF Contracts and Grants
- Mike Conlon, UF Director, Data Infrastructure; Peoplesoft Implementation Officer (CTSI-CTRIP)
- Michael Fecteau, Director, Faculty Practice Information Services, UFP (a-EMR)
- Michael Good, MD Senior Associate Dean, Clinical Affairs, College of Medicine (a-EMR)
- Tom Harris, Associate VPHA, Administration (Member, HSC ISAC; VPHA Office)
- Joan Hovhanesian, CIO, Shands HealthCare (Member, HSC ISAC)
- William Robinson, Senior VP & CFO, Shands Health Care
- Jane Schumaker, Senior Associate Dean and CEO for UFP (Member, HSC ISAC)
- Elizabeth Shenkman, Chair, Department of Epidemiology and Health Policy Research, College of Medicine (Member, HSC ISAC; and Co-Chair, CTSI – CTRIP)
- Tom Walsh, Director, Division of Sponsored Research & Compliance (DSR)
- Elizabeth White, Corporate Compliance Officer, Shands HealthCare
- Leadership from Clinical Research Departments/Programs (2):
- David Burchfield, MD, Professor & Chief, Division of Neonatology, Department of Pediatrics, College of Medicine
- Marian C. Limacher, MD, Professor, Division of Cardiovascular Medicine, Department of Medicine, College of Medicine
Project Support Staff
Project Manager:
Role:- Manage the development and implementation of the project plan, budget, and schedule.
- Oversees the relationships with all functional groups. Identifies and involves stakeholders, determines the project approach.
- Responsible for achieving the project objectives by running the day-to-day activities of the project.
- Convenes, trains and supports all project teams. Develops charges for sub teams.
- Provides and manages all project controls including quality assurance, risk, issue, and change management support. Ensures effective communications.
- Manages and facilitates development and approval of project deliverables.
- Responsible for the completeness and the quality of all project deliverables.
- Ensures project plan, organization and processes are kept up to date as the project develops.
- Ensures all issues are properly addressed.
- Regularly updates project sponsors, project oversight team and advisory groups of current project status and issues.
- Ensures all change requests are properly managed.
- Ensures that appropriate resources are available for the project.
- Optimizes the timing of the release of project deliverables to the business operations.
- Prepares the affected business areas for the transition to new ways of working and manages them through the transition process.
- Assists and provides advice to end users in order to resolve specific functional issues.
- Establishes the mechanisms by which benefits can be delivered and measured.
- Ensures that maximum improvements are made to the existing and new business processes/structures as projects deliverables move into operational use.
- Manages activities associated with benefits realization and ensures that continued accrual of benefits can be achieved and measured after the CTC IM solution has been implemented.
- Manages the Project Team and supervises Business/Process Analyst, and Project Assistant.
- Partners with Project Owner to ensure project success.
Marian Boyle, Associate Director, Planning & Organizational Effectiveness, UF HSC Academic Information Systems & Support (AISS)
Senior Business Process Analyst:
Role:
- Develops effective working relationships with and among the business and technology stakeholders.
- Acquires and documents a strong understanding of current information systems, data, and the business requirements and processes related to potential IM/technology solutions, including platforms, operating systems, interfaces and infrastructure requirements.
- Liaises with relevant stakeholders to assess and develop improvements to IT processes and procedures.
- Develops and implements approaches to identify, design, execute, document, monitor, control, and measure both automated and non-automated clinical research budgeting and billing business processes.
- Identifies key processes for all functional areas. Prioritizes and maps the processes utilizing process workflow flowcharting (outlining all required inputs, outputs and stakeholders).
- Evaluates existing processes using (amongst others) interviews, document analysis, surveys, business process descriptions, cases and scenarios. Assesses current and potential systems and processes effectiveness, as well as analyzes business, process and systems impact, and identifies improvement opportunities.
- Develops requirements through analysis of the as-is and to-be environments and provides a foundation for defining business activities. Recommends business process design, process improvement and workflow solutions to optimize service delivery, efficiency, productivity, and cost effectiveness.
- Views end-to-end business processes and defines and determines requirements for implementing, optimizing, and managing process improvements. Coordinates the implementation of process improvements including communications, implementation, and training. Coordinates user notification of changes to existing business rules and processes. Communicates the performance of key business processes to relevant stakeholders. Maintains flowcharts and process maps to illustrate current and proposed workflows.
- Ensures that the Project Manager and other members of the project organization are fully briefed with respect to requirements, support and change management needs.
Yurong Hu, Senior Business Process Analyst, UF HSC Academic Information Systems & Support (AISS)
Project Assistant:
Role:
- Provides administrative support for project activities and organization.
- Provides data management support.
- Supports project communications, email listservs, project organization rosters, developing project updates and status reports.
- Manages Sharepoint accounts, features and file structures.
- Manages all project documentation, control logs, and data.
- Manages logistics, including scheduling calendars and meeting locations.
Idella Philman, Program Assistant, Clinical Trials Compliance Office
Project Team:
Role:
- Assists in managing and facilitating project planning, logistics, resource management, issue and change resolution.
- Assists the Project Manager in developing and managing the project plan, schedule and communications.
- Solicits input and support from their organization in carrying out project activities and tasks.
- Provides expertise on their respective subject matter areas.
- Provides knowledge of and research best practices.
- Supports development of all project deliverables.
- Co-location space will be provided as needed by HSC CIO/AISS.
Project Oversight Team members designate project team members and in-kind percent effort from their respective organizations. Team members and duration of commitment may change as project phases and tasks change and progress.
Project Team Members include representatives from Key Stakeholder Organizations.
Discovery Phase needs:
- Knowledge of the business processes and units associated with clinical research budgeting, billing or patient scheduling functions for their organizations.
- Experience in business process mapping and development.
- Experience in business process and organizational assessments/surveys.
- Experience in or commitment to Project Management.
Project Team Members – Discovery Phase:
- Sandra Bell, Billing Compliance Specialist, Shands Corporate Compliance
- Laura Bowen, Reimbursement Management, University of Florida Physicians
- Renee Boyette, Administrative Services Coordinator, Dept of Neurosurgery, College of Medicine
- Aundrea Corbit, Research Programs/Services Coordinator, Research Administration & Compliance, College of Medicine
- Kristi Cromwell-Cain, Coordinator Research Programs, Clinical Trials, Division of Cardiovascular Medicine, College of Medicine
- Nancy Dykes, Revenue Systems Analyst, Operations, Shands HealthCare
- Nancy Lounsbury, Privacy Analyst, Shands Corporate Compliance
- Leslie McElvey, Document Coordinator, Clinical Trials Compliance Office, College of Medicine
- Marian Orton, Revenue Cycle Manager, Patient Financial Services, Shands HealthCare
- Idella Philman, Program Assistant, Clinical Trials Compliance Office, College of Medicine
- Brian Prindle, Associate Director, UF Division of Sponsored Research
- Gwendolyn Qualizza, Manager, Education and Training, University of Florida Physicians
- Debbie Townsend, Education and Training Coordinator, Clinical Trials Compliance Office, College of Medicine
- David Wilkens, Privacy Manager, Shands Corporate Compliance
- Marian Boyle, Associate Director, Planning & Organizational Effectiveness, Academic Information Systems & Support, UF Health Science Center (Project Manager)
User Forum:
Role:
- Represents users of CTC IM solution.
- Provides input regarding requirements.
- Evaluates impact and effectiveness of CTC IM solutions options.
- Assists with implementation planning and communications.
- Reviews and provides feedback on project deliverables.
Membership: Members of CTC Improvement Campaign: Ad Hoc Committee and representatives from Clinical Research Community will be asked to assist with the above functions as needed based on phase of the project.
Standing Advisory Groups:
The following leadership and advisory groups provide project direction, discern strategic impact and ensure strategic alignment with enterprise goals, support involvement of key stakeholder groups, assist in removing barriers and ensures necessary resources (all meet monthly):
- Clinical Trial Compliance Steering & Executive Committees
- HSC Information Services Advisory Council (ISAC)
- HSC ISAC - IT Architecture & Infrastructure Council
- a-EMR Project Steering Committee
- CTSI Clinical and Translational Research Informatics Program (CTRIP) Advisory Council & Bioethics and Regulatory Affairs Council (BRAC)
The Project Owner and Project Manager are responsible for maintaining engagement with these senior advisory groups.