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Administrative Applications

Projects to support priority

We will continue to evolve our administrative applications in collaboration with their business owners.

Project Description Key Dates Contacts
EMNS replacement

Implement Everbridge to replace Rave as the system to support Stanford's Emergency Mass Notification System.  The goal is to use Everbridge during annual October 2017 exercise.

More information:

Project site

6/1/17-7/31/18 Dave Bunger
Cycle 2 FY17 PeopleSoft enhancements

Provide ongoing enhancements to support evolving business needs in Payroll, HR, Student Records, Student Financials, Financial Aids, and Admissions.   

More information: 

Executive summary

  Tricia Richter
eDissertation

This project adds updates to incorporate CGS approved rule changes to the Dissertation process in workflow, embargo rights, and allows limited access for Dissertation readers with SUNet IDs.

More information:

Project site

  Pam Baer
Graduate Financial Support System (GFS) redesign

A custom PeopleSoft module used to manage the entry and approval of financial support provided to graduate students and postdoctoral scholars. This project will modernize the 15+ year old app and address key needs in the areas of user experience, flexibility to meet changing business needs, the frequency and granularity of reporting data, integration with other systems and training materials.

More information:

Project site

Executive summary

1/1/17-2/28/18 Dave Bunger
Oracle 12.2.6 upgrade

Upgrade Oracle E-Business Suite (EBS) from release 12.1.2 to 12.2.6 including upgrade of Oracle database to 12c.

More information:

Project site

Executive summary

1/1/17-12/31/17 Peter Kwok
PeopleSoft CS 9.2 upgrade Upgrade PeopleSoft Campus Solutions application from version 9.01 – 9.2 to maintain support and gain the benefit of new features.   Sameer Marella
Quarterly Certification Automation Project (QCAP)

Consolidate the Quarterly Principal Investigator (PI) Review and Certification and the Annual Payroll Distribution Certification processes into one automated review/ certification process and system. Present all expenditures (both salary and non-salary) for review and certification by faculty PIs per federal requirements.

More information:

Project site

4/1/16-12/31/17 Tricia Richter
STARS upgrade to 9.2

Upgrade STARS to the current version (v9.2). STARS is the University’s implementation of PeopleSoft’s Enterprise Learning Management System (ELM), and supports compliance and regulatory training administered by campus learning providers.

More information:

Project site

Executive summary

2/21/17-10/30/17 Dave Bunger
Proposal Intake Form (PIF) A Kick-off Form for a New Proposal / Supplement / Renewal / Resubmission that will also capture proposal approval and conflict of interest (COI) workflow changes. Research Management Group (RMG) intake queue and dashboards are also included. 5/1/17-10/31/17 Nirmala Balasubramanian
Java upgrade This is a yearly activity and includes application upgrade and bug fixes to minimize business user testing resources needed. Go-Live: 5/1/18  
Minimum Security HTTP Strict Transport Security (HSTS) Implementation

HTTP Strict Transport Security (HSTS) is a web security policy mechanism where a web server declares that complying user agents (such as a browser) are to use secure connections only (such as SSL). This is communicated by the server to the user agent via an HTTP response header field named "Strict-Transport-Security".

More information:

Project site

Go-Live: 8/1/17 Sameer Marella
API gateway implementation Build out environments and implement the Oracle API Gateway. Phase 1 is to provide a read only service, simplified security/authorization model, API catalog, and provide data transformation to other formats as required by the calling application. Go-Live: 10/1/17 Nirmala Balasubramanian
FASA-OPACS integration Outside Professional Activities Certification System (OPACS) Integration. Integrate the OPACS with FASA. 8/1/17-12/1/17 Nirmala Balasubramanian
Workgroup linkage migration

Access to Workgroup Integration moved from Infrastructure Tools to Workgroup Manager. Workgroup administrators can now link workgroups from the Administrator tab in Workgroup Manager. There is no change to the functionality of Workgroup Integration.

More information:

UIT Community news article

Go-Live: 8/4/17 Sameer Marella
Group service tactical enhancement These are an outcome of the Group Service Design exercise. We are looking at addressing low hanging fruit with a high level of impact in the Workgroup Manager application. 8/1/17-1/31/18 Sameer Marella
SERA API Evaluate what data and determine the best method to deliver the data to Oracle API. Build services to expose the data. Proof of concept of integration between SeRA data and Oracle API. Go-Live: 10/1/17 John Spitzer
Stanford Event Ticketing and Registration System discovery and implementation.

Discovery to recommend a technology solution that improves STO customer experience is available to university groups to centralize their ticketing, registration, website, and data needs, reduces redundant efforts and costs of using other vendors, and meets evolving needs for ticket purchase platforms, marketing and analytics.

More information:

Project site

TBD Pam Baer
FAI (FICO) business transformation

In May 2015, a multi-year program was launched to develop and deliver a continuous monitoring solution for the proactive management of fraud, waste and abuse (FWA) across the financial transactions processed. Stanford partnered with Fair Isaac Corporation (FICO), to develop and implement FAN (a Procure-to-Pay (P2P) continuous monitoring solution). This project is to allow the business to integrate FAN into its business processes and identify the requirements for the next phase of development that will extend the impact of the tool beyond the Central Office users of today to include campus wide users.

More information:

Project site

Phase 2 executive summary

3/1/17-12/31/17  Dave Bunger
Associated students of Stanford University accounting system and portal replacement

Replacement of (a) ASSU’s MyGroups portal with new web-based application and (b) Great Plains accounting system with Oracle ERP Cloud.

More information:

Project site

Go-Live: 4/1/17-3/30/18 Peter Kwok
Global Business Services (GBS) accounting system implementation

Pilot implementation of a Global Accounting Platform (GAP) using Oracle ERP Cloud for one international country from Graduate School of Business (GSB) SEED program.

More information:

Project site

9/1/17-4/30/18 Peter Kwok
Web accessibility project (SSB Bart AMP implementation)

Configure and roll out a Stanford instance of the Accessibility Management Platform (AMP) in order to support achievement of web accessibility goals throughout Stanford.

More information:

Project site

Go-Live: 12/31/17 Tricia Richter
Procure to Pay (P2P) vendor management

Continue development of a scalable Vendor Management Program (VMP), including piloting a new Supplier Information Management System (SIMS) to help manage vendor performance, compliance and pricing.

More information:

Project site

Executive summary

12/1/16-9/30/17 Kurt Staufenberg
Undergraduate admissions

UGA OVAL (Outreach Volunteer Alumni Link) system update to improve alumni, staff, and applicant experiences, improve efficiencies, and provide opportunities for better collaboration and project cohesion.

More information:

Project site

Executive summary

7/1/16-4/30/17 Kurt Staufenberg
FASA reporting

Expand and improve Faculty and Staff Appointment (FASA) related reporting, exact scope TBD.

More information:

Project site

TBD Vijay Gandra
Web donation via Oracle (“Gift Processing Discovery” to support ADAPT project)

Update the application used by Stanford University Development Services (a group within the Office of Development) to create, correct, and finalize gift details made to the University (including outright gifts, pledges, matching gifts or transfers). Project includes full integration with applicable Oracle Financials application modules.

More information:

Project site

Executive summary

5/1/17-6/30/18 Kurt Staufenberg
Space management

Provide a fully functional and customizable space management solution for Stanford University, including all necessary transitional services (e.g. implementation, data migration, web interface configuration, custom reporting, staff training, documentation and support), replacing the 13 year old current central database (FAMIS Space Management), end user application (iSpace), graphical reporting tools (map/floorplan based).

More information:

Executive summary

Go-Live: 4/30/17 Sushila Iyer
Risk information management system Review contract and statement of work for a RMIS that has been selected. Identify potential gaps and risks. Create a charter based on solution to be implemented.   John Spitzer
Degree audit discovery A project for the Stanford Registrar’s Office and Administrative Systems has been approved to capture and perform an analysis of the university’s degree audit requirements with the objective of recommending a solution (e.g., enhancing our existing PeopleSoft solution or choosing a new solution) to meet those requirements. 8/1/17-12/31/17 John Spitzer
Weighted average maturity application Provide a tool to increase the effectiveness and efficiency of producing a Project List for a new tax-exempt bond or Tax-Exempt Commercial Paper (TECP) offering, and in performing a Weighted Average Maturity (WAM) calculation required for issuance of tax-exempt debt. 1/08/18-6/29/18 Peter Kwok
PTA manager for capital accounting Implement automated creation and setup of new PTAs originating from Lands, Buildings, and Real Estate (LBRE) Form1 for Capital Accounting. 8/1/17-7/31/18 Peter Kwok
Revenue and billing assessment and pilot Provide solution and/or enhance existing processes to better support Revenue and Billing-processing (including AR) activities across campus.    
HR process workflow Create a proof of concept for two transaction processes (Job Changes and Supplemental Pay) to demonstrate how HR transaction processing could be simplified by defining consistent processes and a tool to support those processes. 6/1/17-1/30/18 Linda Regan
Recreation Innosoft Fusion A cloud based platform to help manage Stanford recreation facilities.   Sameer Marella
New career implementation To allow further in-depth analysis and development to modify existing enhancements and code to insure that career parameters are open to allow for additional career growth. Once complete the university is in a much better position to create new revenue streams with non-degree options, certificate programs, etc. We will use the vanilla career setups in the system to allow for unique terms periods, enrollment controls and billing situations.    
Customer Relationship Manager (CRM) for Global Business Services (GBS) Implement system to track and manage all foreign entity related activities (new entity setup, special events/programs, etc.).   Cindy Min
Customer Relationship Manager (CRM) for Financial Management Services(FMS) Maximize the value that campus clients generate from solutions and services provided by Financial Management Services (FMS) and drive the evolution of FMS solutions and services to meet client needs via a Customer Relationship Management (CRM) system—requirements and design phases.    
Post-doc tracking Post Doc system upgrade to processes, workflow, and required data updates to meet evolving business needs. Include additional tracking as Post Docs move between departments as well as trace back to all original documents.    
Customer Relationship Manager (CRM) for Client and Supplier Relationship Strategy (CSRM) Part of Procure-to-Pay Spend Management Initiative. Roll out a Client and Supplier Relationship strategy (CSRM) with a formal campaign that supports engagement across campus. Pilot and select a CRM tool to support CSRM efforts.    
SPARC - ReUse & Surplus sales Stanford’s Property Management Office maintains a Property Resource Center (ARC in SPARC). Reuse is a system to advertise usable Stanford owned items no longer needed by its owners. Surplus is an application used to highlight items available for sale through the Surplus sales department. 11/1/16-9/30/17 Nirmala Balasubramanian
Outside Professional Activities Certification System (OPACS) integration with Materials Transfer Agreements (MTA) Integrate the Material Transfer Agreements with Conflict of Interest in OPACS. 7/1/17-10/31/17 Nirmala Balasubramanian
Outside Professional Activities Certification System (OPACS) integration with Stanford Electronic Research Administration (SeRA). Integrate the OPACS with SeRA.   Nirmala Balasubramanian
Last modified September 15, 2017