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SGG Calendar 2017 - 2018

Overview

The Calendar Year 2018 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 2017 Meetings

Note: The deadline for submitting your proposals is midnight on Monday, September 18, 2017 — this allows us to make the materials available to SGG members in mid-September; current target date is September 21st.

Focus of September 28, 2017 Meeting: Since we completed a thorough review of the SGG portfolio of in-flight and recently completed projects during our May 2017 meeting, we will not undertake a similar review in September. The September meeting will focus on the following:

  • Completed discoveries — outcomes and recommendation for next steps
  • Proposals to begin new discovery projects
  • Proposals to fund new initiatives/implementations, including Oracle Financials enhancements
  • Change requests for projects requesting additional funds

Details

Cycle 1

September 28, 2017, 9 AM - 3 PM (LKSC #320; breakfast and lunch will be provided)

Supporting Material:

Slide Decks from September 28, 2017 Meeting:

Voting Results:

To Submit Proposals:

  • 2017 - 2018 SGG Project Proposal Submittal Form. Note: The deadline for submitting your proposals is midnight on Monday, September 18, 2017 – this allows us to make the materials available to SGG members in mid-September; current target date is September 21st.
  • For SGG Project Proposals Form Instructions, click on the Instructions tab above.

Focus of September 28, 2017 Meeting (Since we completed a thorough review of the SGG portfolio of in-flight and recently completed projects during our May 2017 meeting, we will not undertake a similar review in September.):

  • Completed discoveries. Outcomes and recommendation for next steps.
  • Proposals to begin new discovery projects.
  • Proposals to fund new initiatives/implementations, including Oracle Financials enhancements.
  • Change requests for projects requesting additional funds.

Cycle 2

January 22, 2018, 9AM - 12NOON (LKSC #320; breakfast will be provided)

Supporting Material:

Voting Results

Cycle 3

May 31, 2018, 9 AM - 11 AM, Y2E2 Room #299

Supporting Material:

Cycle 1 Chair Decisions

Project Approved? Date Comments
Commitment Management and Forecasting Discovery No 10/4/2017  
Supplier Enablement Process Discovery Yes 10/4/2017 Submit a formal project charter for CFO review and approval.
ServiceNow Asset Management Discovery No 10/4/2017  
eProtocol Regulatory Enhancements Yes 10/3/2017 Submit a formal project charter for CFO review and approval.
SoM-IRT eAM No 10/4/2017  
UGA Alumni Volunteer Portal No 10/3/2017 Will bring the project to the Budget Group when we meet with them in early November.
Global Accounting Platform Yes 10/4/2017 Submit a formal project charter for CFO review and approval.
GFPS Expansion - Phase 2 Yes 10/4/2017 Develop an updated proposal to submit to the January SGG Funding decision meeting.
Authority Manager Redesign No 10/4/2017  
PTA Manager for Capital Projects Yes 10/4/2017 Develop an updated proposal to submit to the January SGG Funding decision meeting.
FSG Enhancements Cycles Yes 10/4/2017 Submit a formal project charter for CFO review and approval.
Financial Assurance Initiative Phase 3 Yes 10/4/2017 Develop an updated proposal to submit to the January SGG Funding decision meeting.
ServiceNow Enhancement No 10/4/2017  
Position Budget Mgmt Reporting No 10/4/2017  
Expand Endowment Reporting No 10/4/2017  
Stanford Ticketing and Registration No 10/3/2017 Will bring the project to the Budget Group when we meet with them in early November.
Digital Literacy Certification No 10/3/2017 Recommend discussing with University IT Technology Training and University HR training and organization development groups.
Tidemark Pooled Budgeting Yes 10/3/2017 Develop an updated proposal to submit to the January SGG Funding decision meeting. (Approved by the CFO to proceed 11/29/217.)
Tidemark 2017-18 Enhancement Cycle Yes 10/3/2017 Develop an updated proposal to submit to the January SGG Funding decision meeting.
HR Action Simplification - Implementation Yes 10/4/2017 Develop an updated proposal to submit to the January SGG Funding decision meeting.
EFR PRD Support and Maintenance Backlog Yes 10/4/2017 Develop an updated proposal to submit to the January SGG Funding decision meeting. We will also be advancing the proposal for base program funding when we meet with the Budget Group on Nov 1.

Cycle 2 Chair Decisions

Project Approved? Date Comments
Vendor Management Program (aka Supplier Enablement from Cycle 1) Yes 2/16/2018  
GFPS Expansion - Phase 2 Yes 2/16/2018 Pending outcome of base budget request.
PTA Manager for Capital Projects No 2/16/2018 Will likely be funded by Business Affairs due to the benefit primarily being Central Offices within Business Affairs and LBRE.
Financial Assurance Initiative Phase 3 Yes 2/16/2018  
Tidemark 2017-18 Enhancement Cycle Yes 2/16/2018  
HR Action Simplification - Implementation Yes 2/16/2018  
EFR PRD Support and Maintenance Backlog Yes 2/16/2018 Pending outcome of base budget request.
Degree Audit Yes 2/16/2018 Pending outcome of base budget request.

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 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 2018 preliminary project list (to allow viewing and download) to the SGG members on September 21, 2017. SGG members are requested to pose any questions they have by September 25, 2017 directly via email directly to the submitter. The submitter should in turn respond directly to the person asking the question, including whether or not they plan to update their submittal prior to the meeting. 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

Upon request by the submitter, University IT will ensure update alerts are sent to the proposed project owners if they need to make updates in response to any of the other SGG member question(s). Any changes to submittals as a result of SGG member questions are requested to be completed no later than noon, September 27, 2017.