Overview
The 2018 - 2019 SGG 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 2018 Meetings
Note: By September 7, 2018, please email the name of your planned submission to nware@stanford.edu. This will assist as we plan the meeting agenda as well as enable us to track which submissions have been received and which remain outstanding. The deadline for submitting your actual proposals is midnight on Friday, September 21, 2018 — this allows us to make the materials available to SGG members by September 26, 2018.
Focus of October 3, 2018 Meeting: Since we completed a thorough review of the SGG portfolio of in-flight and recently completed projects during our May 2018 meeting, we will not undertake a similar review in October. The October 3rd 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
- Change requests for projects requesting additional funds
Details
Cycle 1
Meeting 1: October 3, 2018, 9 AM - 1 PM (Alumni Center, 326 Galvez, Lane, Lyons, and Lodato Rooms in Fisher Conference Center; breakfast and lunch will be provided)
Supporting Material:
- Detailed Meeting Agenda
- SGG 2019 Proposed Project List (Discovery)
- SGG 2019 Proposed Project List (Implementation)
- Consolidated Table of Contents
- SGG 2019 Proposed Project Scoring Chart (Discovery)
- SGG 2019 Proposed Project Scoring Chart (Implementation)
Slide Decks for October 3, 2018 (Meeting 1):
- FY2018 Year-End SGG Project Financial Update (pdf)
- ADAPT Program and Salesforce Practice
- Discovery: Talent Management Solutions
- Discovery: Immigration Software for Bechtel International Center
- Discovery: Curriculum Management System
- Discovery: Stanford Mobile
- Data Governance Center Enhancements
- SGG Proposals Financial Systems
2019 Discretionary Projects Voting Results
To Submit Proposals:
- 2018 - 2019 SGG Project Proposal Submittal Form. Note: The deadline for submitting your proposals is midnight on Friday, September 21, 2018 — this allows us to make the materials available to SGG members by September 26, 2018.
- For SGG Project Proposals Form Instructions, click on the Instructions tab above.
Focus of October 3, 2018 Meeting (Meeting 1): Since we completed a thorough review of the SGG portfolio of in-flight and recently completed projects during our May 2018 meeting, we will not undertake a similar review in October. The October 3rd meeting will focus on the following:
- Completed discoveries — outcomes and recommendation for next steps, including proposals for implementation
- Proposals to begin new discovery projects
- Proposals to fund new initiatives/implementations
- Change requests for projects requesting additional funds
- Enhancement cycle funding proposals, as needed
Cycle 2
Meeting 2: January 28, 2019, 10 AM - 2 PM (Alumni Center, 326 Galvez, Lane, Lyons, and Lodato Rooms in Fisher Conference Center; coffee and lunch will be provided)
Supporting Material:
- Recap of Cycle 1 Decisions (TBD)
- Detailed Meeting Agenda
- Incremental Funding Request: Graduate Financial Planning System (GFPS)
- Financial Management Services
- Update: Data Governance Center Enhancements
- Update: Degree Audit
- Update: Immigration Software for Bechtel International Center
- Implementation Funding Request: Stanford Mobile
- Implementation Funding Request: Web Content Management Platform
- Protection of Minors Enterprise System
Slide Decks for January 28, 2019:
- SGG Project FInancial Update
- ADAPT (including base funding proposal overview)
- Tidemark (base funding proposal overview)
- ServiceNow (base funding proposal overview)
- Stanford Mobile (base funding proposal overview)
- EFR (base funding proposal discussion only)
- Enterprise Content Management (base funding proposal overview)
- Financial Management Services Funding Request Presentation (for Labor Schedule Front End Replacement and Authority Management Improvement Projects)
- Graduate Financial Planning System (GFPS) Supplemental Funding Request Presentation
- Data Governance Connect Update Presentation
- Stanford Mobile Funding Request Presentation
- Web Content Management Platform Funding Request Presentation
- Protection of Minors Systems Funding Request Presentation
Additional Background:
- Management Reporting: Appendix 4.1 - Results Catalog and Connect Survey
- Management Reporting: Appendix 4.2 - Kalypso Callibra Integration Proposal
- Enterprise Systems Overview, November 2019 - as reviewed with Stanford Budget Group
- State of University IT, November 2019 - as reviewed with Stanford Budget Group
Cycle 1 Chair Decisions
| Project | Approved? | Date | Comments |
|---|---|---|---|
| Discovery: Curriculum Management System | Yes | 10/8/2018 | Approved; complete Discovery Charter and request CFO approval |
| Discovery: Immigration Software for Bechtel International Center | Yes | 10/8/2018 | Approved; complete Discovery Charter and request CFO approval |
| Discovery: Stanford Mobile | Yes | 10/8/2018 | Approved; complete Discovery Charter and request CFO approval |
| Implementation: Tax Cuts and Jobs Act | Yes | 10/23/2018 | Approved with funding 75% SMC/25% SGG as proposed; complete Funding Charter and request CFO approval |
| Implementation: Lease Accounting Compliance | Yes | 10/23/2018 | Approved with funding 75% SGG/25% FMS as proposed; complete Funding Charter and request CFO approval |
| Implementation: EFR Enhancement Support | Yes | 10/23/2018 | Approved with funding 75% SGG/25% FMS; complete Funding Charter and request CFO approval |
| Implementation: GRASP System Replacement | Yes | 10/23/2018 | Approved as Discovery with $25,000 of SGG funding (funding source changed to 100% SGG, total of $250,000, via email from Noel Hirst on 5/21/2019 pending project charter approval) |
| Implementation: Fingate Redesign | Yes | 10/23/2018 | Approved as Discovery with $320,000 from FMS (discovery funding source changed to 100% SGG via email from Noel Hirst on 5/21/2019); Implementation project to be revisited with SGG in January (tentative approval for $480,000 implementation funding via email from Noel Hirst on 5/21/2019 pending project charter approval) |
| Implementation: PO Close Project | Yes | 10/23/2018 | Approved with FMS funding as proposed |
| Implementation: Data Governance Center Enhancement - Connect | Yes | 11/29/2018 | Approved; complete Funding Charter and request CFO approval |
| Implementation: Authority Manager Improvement Project | No | 10/23/2018 | Complete Funding Charter and review again with SGG in January |
| Implementation: Labor Schedules Front End Replacement | No | 10/23/2018 | Complete Funding Charter and review again with SGG in January |
Cycle 2 Chair Decisions
| Project | Approved? | Date | Comments |
|---|---|---|---|
| Implementation: Graduate Financial Planning System (GFPS) Incremental Funding | Yes | 3/1/2019 | Complete funding charter and request CFO approval |
| Implementation: Labor Schedule Front End Replacement | Yes | 3/1/2019 | Complete funding charter and request CFO approval |
| Implementation: Authority Manager Improvement Project | Yes | 3/1/2019 | Complete funding charter and request CFO approval |
| Implementation: Protection of Minors Tracking Solution | Yes | 3/18/2019 | Complete funding charter and request CFO approval |
| Implementation: Stanford Mobile | Yes | 3/18/2019 | Complete funding charter and request CFO approval |
| Implementation: Web Content Management Platform | Yes | 3/1/2019 | Complete funding charter and request CFO approval |
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. Note: The strategic alignment portion of the scoring process was updated slightly for this year.
Question Period Information
University IT will publish a link to the 2019 preliminary project list (to allow viewing and download) to the SGG members on September 26, 2018. SGG members are requested to pose any questions they have by September 28, 2018 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, October 2, 2018.
