Overview
The 2019 - 2020 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 2019 Meetings
Note: By September 13, 2019, please email the name of your planned submission to nware@stanford.edu. Nancy plans to reach out to staff individually to collect this information. 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 Wednesday, September 18, 2019 — this allows us to make the materials available to SGG members by September 20, 2019.
The focus of the September 23, 2019 Meeting (Meeting #1): Since we cancelled the May 2019 portfolio review and status meeting, we ask that short status updates be included as part of the planned presentations during the meeting or as an appendix to presented content. The September 23rd meeting will focus on the following:
- Completed discoveries — outcomes and recommendation for next steps
- Proposals to begin new discovery projects
The focus of the October 24, 2019 Meeting (Meeting #2) will be to review and discussion of the following as it relates to Implementation Proposals
- Proposals to fund new initiatives/implementations
- Change requests for projects requesting additional funds
Details
Cycle 1
Meeting 1: September 23, 2019, 8 AM - 12 Noon (Cardinal Hall Room 105, 505 Broadway, Redwood City) — This meeting will focus on Roadmaps, Status Updates, and Discovery Proposals
Supporting Material:
- Expected Agenda for September 23, 2019 Meeting (including location and Zoom information)
- SGG 2020 Preliminary Project List (Discovery)
- SGG 2020 Proposed Project Scoring Chart (Discovery)
Slide Decks for September 23, 2019 (Meeting 1):
- FY 2019 SGG Project Financial Update
- Enterprise Systems and Infrastructure Planning
- Student Systems Presentation (includes roadmap, status updates, and new discovery proposals)
- Axess and Peoplesoft: Reimaging the User Experience
- HR Initiatives and Supporting Systems (includes roadmap and status updates)
- Operational Effectiveness Dashboard Overview
- Financial Management Services (includes roadmap, status updates, and new discovery proposals)
- Information Management Assessment (discovery proposal)
- Endpoint Management and Security Roadmap (discovery proposal)
- Middleware: Identity and Access Management, API Gateway (discovery proposals)
2020 Discretionary (Discovery) Projects Voting Results
2020 Discretionary (Infrastructure Discovery) Project Voting Results
To Submit Proposals:
- 2019 - 2020 SGG Project Proposal Submittal Form. Note: The deadline for submitting your proposals is midnight on Wednesday, September 18, 2019 — this allows us to make the materials available to SGG members by September 20, 2019.
- For SGG Project Proposals Form Instructions, click on the Instructions tab above.
Focus of September 23, 2019 Meeting (Meeting 1): Since we canceled the May 2019 portfolio review and status meeting, we ask that short status updates be included as part of the planned presentation during the meeting or as an appendix to presented content. The September 23rd meeting will focus on the following:
- Presentation and discussion of roadmaps and functional directions
- Status updates
- Oucomes of completed discoveries including recommendation for next steps
- Proposals to begin new discovery projects
Meeting 2: October 24, 2019, 9 AM - 12 Noon (Cardinal Hall C105, 505 Broadway, Redwood City) — This meeting will focus on Implementation Proposals
Supporting Material:
- Preliminary Agenda for October 24, 2019 Meeting
- SGG 2020 Preliminary Project List (Implementation)
- SGG 2020 Proposed Project Scoring Chart (Implementation)
Slide Decks for October 24, 2019 (Meeting 2):
- FY2020 SGG Project Proposal Forecast
- Online End-term Course Evaluation Vendor Replacement
- Student Systems Presentation to SGG
- Curriculum Management Proposal
- International Student System Proposal
- Financial Management Updates
- New EFR Subject Area
- HR Initiatives and Supporting Systems
- Taleo Perform and Simple Evaluation
- HR Simplification: Manager Self Service
- Undergraduate Admission Alumni Volunteer Portal Project
Focus of October 24, 2019 Meeting (Meeting 2): Review, discussion and advice related to Implementation Proposals, specifically:
- Proposals to fund new initiatives/implementations
- Change requests for projects requesting additional funds
- Enhancement cycle funding proposals, as needed
Cycle 2
Meeting 1: January 24, 2020, 9:00 - 11:00 (Cardinal Hall Room #C105, 505 Broadway at Redwood City)
Supporting Material:
- Expected Agenda for January 24, 2020 Meeting (including Zoom Information)
- SGG January 2020 Proposals
Slide Decks for January 24, 2020
Additional Background:
- TBD
Cycle 3
Meeting 1: Thursday, May 28, 2020 (Zoom: https://stanford.zoom.us/j/92401754517)
Supporting Material:
- Expected Agenda for May 28, 2020 Meeting (inclduing Zoom information)
- May 2020 Summarized Funding Requests
- SGG Financial Overview
Slide Decks for May 28, 2020
- Financial Management Systems (including requests for Spend Intelligence and Alternative Payment Solutions)
- Student and Academic Systems
- Human Resources Systems
- Request: Toward Unified End Point Management
- Request: Health Check
- Request: Events Calendar Replacement, Discovery
Cycle 1 Chair Decisions (Requests from September and October 2019 Meetings)
Project | Approved? | Date | Comments |
---|---|---|---|
Discovery: Carta and Explore Courses | Yes | November 2019 | Approved. Submit funding charter. Request CFO and CIO approval. |
Discovery: Axess Reinventing User Experience | Yes | November 2019 | Approved. Submit funding charter. Request CFO and CIO approval. |
Discovery: Operational Effectiveness Dashboard | Yes | November 2019 | Approved. Submit funding charter. Request CFO and CIO approval. |
Discovery: Merchant Services | Yes | November 2019 | Approved. Submit funding charter. Request CFO and CIO approval. |
Discovery: Endpoint Management | No | November 2019 | No additional discovery needed. Submit implementation proposal at January 2020 meeting. |
Discovery: Identity and Access Management | Pending | November 2019 | Additional discussion with Stanford Medicine needed. |
Discovery: API Gateway | Yes | November 2019 | Approved. Submit funding charter. Request CFO and CIO approval. |
Implementation: HR Simplification | Yes | November 2019 | Approved. Submit funding charter. Request CFO and CIO approval. |
Implementation: Performance Management | Yes | November 2019 | Approved. Submit funding charter. Request CFO and CIO approval. |
Implementation: Immigration Software | Yes with contingencies | November 2019 | Contigent on base funding support. If base funding approved then submit funding charter to request CFO and CIO approval. |
Implementation: Curriculum Management, Phase 1 | Yes with contingencies | November 2019 | Contigent on base funding support. If base funding approved then submit funding charter to request CFO and CIO approval. |
Implementation: OBI New Subject Area | Yes | November 2019 | Approved. Submit funding charter. Request CFO and CIO approval. |
Implementation: Undergraduate Admissions Activity Tracker |
Cycle 2 Chair Decisions (TBD)
Project | Approved? | Date | Comments |
---|---|---|---|
TBD | TBD | TBD | TBD |
TBD | TBD | TBD | TBD |
TBD | TBD | TBD | TBD |
TBD | TBD | TBD | TBD |
TBD | TBD | TBD | TBD |
TBD | TBD | TBD | TBD |
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.