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SGG Calendar 2016 - 2017

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

Cycle 1

26 September 2016, 8:00 - 11:30 AM, LKSC #320

Supporting Material:

Meeting Slide Decks:

10 October 2016, 9:00 AM - 1:00 PM, LKSC #320

Supporting Material:

Meeting Slide Decks:

Voting Results

Cycle 2

26 January 2017, 9:00 AM - 1:00 PM, LKSC #320

Supporting Material:

Voting Results

Cycle 3

31 May 2017, 12:00 - 2:00 PM, Y2E2 #299

Supporting Material:

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.

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.