Administrative Systems Program

​​The Administrative Systems Program (ASP) was created to meet the administrative needs of an expanding medical program with faculty-wide processes, tools, and systems. The program is currently focused on delivering a single, major initiative: the Teaching Tracking & Payment (TTP) system.

​​Teaching Tracking & Payment Project

The Faculty of Medicine over 6000 clinical faculty members across the province. Currently there is a range of diverse, largely manual processes in place to capture their teaching information, determine payment eligibility, and process payments. This project will deliver standard processes and tools to enable accurate tracking and reporting of clinical faculty teaching activities in the MD Undergraduate Program.


  • Strengthen our ability to coordinate across the MD Undergraduate Program by enabling more consistent administrative processes and improving information management.
  • Ensure clinical teaching payment information is accurate and accessible and that payments are traceable, resulting in increased faith in the tracking and payment process.
  • Provide greater visibility into teaching activities so that clinical faculty contributions can be recognized.

Next Steps

The Teaching Tracking & Payment Project is in the implementation stage. The technology tools are largely completed, updated clinical faculty information has been collected by departments and regions, and a Business Support Analyst has been hired to provide ongoing user support. Through Fall 2015 and Spring 2016, the technology set-up will be completed, training delivered to all users, and a robust operational structure implemented to support users as the system is launched for the MD Undergraduate Program across the province.


Tanya Donovan, Business Implementation Project Manager

Advanced Clinical Placement Notifications (ACPN)

The FOM notifies health authorities of clinical placements in a myriad of ways. Our goal is to develop an ACPN report that can be used to meet the needs of the health authorities who have a legal mandate to control access to patient health information.

To achieve this goal, we must improve the overall quality of processes and data for scheduling and tracking placements. The goal is not to remove control of the placements from the academic departments. Rather, it is to facilitate a central report by collecting placement information centrally. 


What will happen if we don’t comply with the health authorities’ request?

  • Worst case, a health authority may deny a placement if the learner is not entered into their system and has completed the required training. 
  • Probable case, a learner will experience significant delays to get access to the systems they need to complete their training. This occurred twice in January 2015 alone.

What is the impact to my program?

  • Each program will be expected to enter their placement data into one45 prior the reporting cycle
  • Each program will be expected to follow an exception process for placement adds/changes/deletions that miss the reporting window
  • Each program will need to ensure that their rotation inventory is current

What support will be provided?

  • To minimize impact to program staff, we will be leveraging existing processes and tools as much as possible. For example, we can leverage one45 for placement and rotation information 
  • A new Clinical Placement Business Support Analyst role will be created to support the process for all programs 


Director of Administration, Postgraduate Medical Education Lois Moen, or Administrative Director, MD Undergraduate Education, Donna Rota.

Clinical Placement Management Initiative (CPMI)

This project is currently on hold. 

The Clinical Placement Management Initiative (CPMI) is intended to streamline processes around the management of clinical training capacity and learner placements for both MD undergraduate and postgraduate education at all clinical locations throughout the province. This will include centralized technology, through which decentralized (local) administrators in the various departments, disciplines, programs and sites can continue to manage their own rotation offerings. Overarching governance, coordination, policies, procedures, and processes will be defined throughout the project as the supporting framework for the initiative.


CPMI is currently on hold.


Margaret Tam, Interim ASP Program Manager

Resident Management Project

This project was completed in October 2014.​

Resident management is the appointment and administration of a resident from intake through training completion. This project was initiated to address the current processes and tools which are not efficient or aligned across postgraduate medical education (PGME).

In order to support our growth and accreditation requirements, the Faculty of Medicine (FoM) must be able to effectively manage academic and employment records for over 1200 residents in more than 60 programs across the Province. The three primary objectives of the project are to:

  • Develop standard processes and tools that can be adopted by all post graduate programs.
  • Enable accurate management of resident information for reporting and other processes.
  • Substantially reduce the time and effort required to manage compensation and annual promotions.


The RMS project was completed in October 2014. Information about the Resident Management System is available on the RMS landing page.


For questions about the Resident Management System, please email