Overview
The Calendar Year 2017 Project Proposal Submission form (see Instructions tab for more details) is for submitting project proposals for consideration as part of the annual fall SGG meeting(s). During these meetings, which are held in late September/early October, a preliminary ranking of the "Discretionary" projects for the coming year is conducted by the SGG. The key focus for the SGG fall meetings is projects starting in the coming calendar year, although project proposals may be submitted for project that start in later years as well. While there may already be a predetermined list of "Required" and "Enhancement" category projects planned for the coming calendar year, it is also possible that new project proposals may fall into one of those categories. The CFO may make any such determinations during the review period prior to the fall meetings or shortly thereafter. Note that it is not necessary to re-submit multi-year projects on this form if they were approved by SGG in a previous year; they will be covered and discussed as needed in the meetings' financial review.
For more information on the SGG approval process, visit the SGG process page.
Key Dates in Preparation for Fall 2016 Meetings
Details
Cycle 1
26 September 2016, 8:00 - 11:30 AM, LKSC #320
Supporting Material:
Meeting Slide Decks:
- SGG Financial Overview
- FMS Presentation (Stanford Express, FICO, Tidemark Budget Management, Oracle Upgrade, EFR)
- SIRIS Presentation
- Expenditure Certification Presentation
- Communication and Collaboration— WebEx Presentation
- Communication and Collaboration— Collaboration Platform Presentation
- Identity and Access Management Presentation
10 October 2016, 9:00 AM - 1:00 PM, LKSC #320
Supporting Material:
Meeting Slide Decks:
- ServiceNow Presentation
- New Career Implementation
- Enrich GFS Experience
- Graduate Forecasting and Planning System
- Degree Audit Discovery (no slides)
- EFR Reporting Roadmap
Cycle 2
26 January 2017, 9:00 AM - 1:00 PM, LKSC #320
Supporting Material:
- Detailed Meeting Agenda
- Recent Presentations to Stanford Budget Group (Dec. 2016):
- Financial Management Outreach, Training, and Support Discovery
- Degree Audit Discovery
- ServiceNow Phase 2 Summary and Full Charter
- Management Analytics Dashboard Summary and Full Charter
- Reinvent HR Business Process and Transaction Flow Summary and Full Charter
- New Career Implementation Summary and Full Charter
- GFS User Experience Summary and Full Charter
- Space Management Summary, Full Charter, and Presentation
- StanfordYou Integration Summary and Full Charter
Cycle 3
31 May 2017, 12:00 - 2:00 PM, Y2E2 #299
Supporting Material:
- Detailed Meeting Agenda
- SGG Financial Overview
- FMS Projects Statuses
- ServiceNow Implementation Project Statuses
- Space Management Project Statuses
- Student Project Statuses
- Budget and Forecasting Project Statuses
- Budget Management
- Graduate Forecasting and Planning System Expansion (no slides)
- Human Resources Project Statuses
- Research Administration Project Statuses
- Reporting Project Statuses
Chair Decisions
Project | Approved? | Date | Comments |
---|---|---|---|
Discovery: OBIEE Visual Analyzer | Yes | 10/10/2016 | |
Discovery: Location Intelligence | Yes | 10/10/2016 | |
Discovery: Degree Audit | Yes | 01/26/2017 | |
Discovery: Financial Management Outreach, Training, and Support | Yes | 01/26/2017 | Was not originally presented as a Discovery, but that was clarified during the meeting. |
ServiceNow Phase 2 | Yes | 01/26/2017 | |
Management Analytics Dashboard | Yes | 01/26/2017 | |
Reinvent HR Business Process and Transaction Flow | Yes | 01/26/2017 | |
New Career Implementation | Yes | 01/26/2017 | |
GFS User Experience | Yes | 01/26/2017 | |
Space Management | Yes | 01/26/2017 | |
StanfordYou Integration | No | 01/26/2017 | |
Graduate Forecasting and Planning System (GFPS) | Yes | TBD | Not approved at the meeting; however, in the Spring, the Budget Group approved requested operational funding and project was green-lighted by the CFO. |
Instructions
Form Field Instructions
- Short Description: A 1 - 2 sentence statement that describes what the project is about.
- Problem Statement: A 1 - 2 paragraph summary of the business problems(s) the project will address.
- Solution Approach: A 1 - 2 paragraph description of how the project will solve the business problem(s). If the project proposal will require a discovery effort, state that here, including a 1 - 2 paragraph description of that effort in terms of resources, high-level activities, and timing.
- Strategic Alignment: Though multiple (or no) selections are permitted, please try to select the area(s) that the project will primarily affect.
- Urgency/Time frame: This is an indicator of the desired and, within the limits of your knowledge about the solution approach at the time of form submission, feasible time for delivery of the project.
- Fiscal Year Cost Breakdown: This is for SGG costs only. If possible, please provide an approximate allocation of the SGG cost of the project across the fiscal years in each applicable form field.
- File Attachments: You may use this optional feature to upload any supporting documentation you may wish to provide, though the primary discussion in the SGG September meeting(s) will be based on the standard form entries; SGG Project Charter (aka "Lite" project charters) and/or PPT slides are no longer a normal part of the new SGG process. Funding Project Charters will be requested for top-ranked projects before the winter SGG meeting.
Scoring
Two scores are automatically calculated in the background upon form submission as a ranking starting point. Information is available regarding the scoring process.
Question Period Information
University IT will publish a link to the 2017 preliminary project list for viewing and download by SGG members on Wednesday, 14 September, 2016. SGG members are requested to pose any questions they have by Monday, 19 September, 2016 directly in the discussion area (4th column, cartoon bubble icon) in the 2017 preliminary project list. Typical questions might request:
- Clarification of the scope of the project
- More detailed information on who is affected by the project and when
- More information on the benefits of the project, i.e., how the affected processes are improved
- More details on expected costs or how certain expenses would be paid for
- Clarification or more details on the solution approach
- More details on the nature of the incremental operating costs and/or how they will be satisfied
University IT will ensure that update alerts are sent to the proposed project owners if they have questions to respond to. Owners are also requested to respond directly in the discussion column. These answers must be posted no later than Thursday, 22 September, 2016 to allow those that asked the questions time to digest the answers and ask any follow-up questions if necessary. University IT will also ensure that update alerts are sent to inform questioners when a response to their question has been posted.