Governance
Roles & Responsibilities
Governance Roles & Responsibilities
Governance roles and responsibilities for this project are defined within this document. The roles and responsibilities outlined here are specific to the scope and execution of this project.
Steering Committee Purpose and Responsibilities
The Steering Committee is the primary governing body for the TOP-ED Modernization Program. The Committee exists to provide guidance and strategic direction throughout the life of the Program. The Committee’s Primary Responsibilities are to:
- Oversee activities of the Solution Teams, signing off on the program plan, strategy documents, implementation milestones, and other major deliverables
- Make key program decisions (examples offered below)
- Mitigate risks or Issues that could Impact Implementation success
- Serve as program ambassadors in communications and as advocates within other governing bodies across UI COM
Steering Committee Membership
| Heather Heiman Senior Associate Dean, Medical Education | Todd Van Neck Associate Dean, Administration |
| Nicholas (Nick) Kane Associate Dean for Technology and Digital Infrastructure |
|
| Amanda Osta Associate Dean, Medical Education | Maureen Richards Assistant Dean, Medical Education & Evaluation |
| Jessica Hanks Associate Dean, Academic Affairs | Cheryl McKearin Director, Instructional Technology & Design |
| Larry Moran Director, Records & Registration | Katherine Simeon Director, Assessment & Evaluation |
| Magdalena Mac Associate Director, Assessment & Evaluation | Tom Wyatt Director, Marketing & Communication |
| Amy Bretz Project Manager, COM PMO | Charity Caldwell Information Technology Manager |
Implementation Leadership Team
|
Solution Lead Cheryl McKearin |
Technical Lead Charity Caldwell |
Project Management Amy Bretz |
|
Support Team Larry Moran |
Additional Super Administrators Katherine Simeon, Magdalena Mac |
Others TBD |
Project Management
- The designated Project Manager will lead the implementation lifecycle, coordinate cross-functional teams, and oversee overall project activities. Project progress will be tracked using tools such as Asana for task management, Box for documentation, and Zoom for meeting archiving. The Project Manager will also monitor scope, manage risks, and escalate (in partnership with Solution and Technical Leads) unresolved issues or decisions with broader institutional impact to the Steering Committee or Executive Sponsors for resolution.
- Weekly status updates will be shared with stakeholders (via email) to maintain transparency and momentum.
- The Steering Committee will convene monthly to receive updates on progress, review key decisions, and provide strategic guidance.
Organizational Change Management
A structured Organizational Change Management (OCM) strategy and plan will be defined in collaboration with Huron to guide the implementation of the TOP-ED Program and related initiatives, the Acuity Insights One45 Implementation being one. This strategy will include stakeholder engagement plans, targeted communications, and training plans to support adoption across the UICOM community. The implementation charter will align with the goals and principles of this strategy, ensuring that project activities reinforce the broader change objectives and are coordinated with the Steering Committee, and Executive Sponsors.
Steering Committee Procedures
- Meeting Cadence, Structure, and Agendas – The Steering Committee will meet monthly throughout the duration of the Program. Meetings will occur virtually and will be recorded and available to Committee members who cannot be in attendance. Committee meeting agendas will be structured by the Chair, with input from the Committee and support from UI COM’s consulting partner. Agendas will be compiled and circulated in advance of each meeting to ensure informed discussion.
- Committee Support – Administrative support for the Committee will be provided by representatives from the COM PMO. UI COM’s consulting partner will support the creation of materials and content to assist with Committee meetings and other activities.