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SGG Calendar 2020 - 2021

 

Overview

The 2020 - 2021 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 2020 Meetings

Note: Nancy will contact individuals to discuss local plans for submitting proposals at September and October SGG sessions.  This will assist with developing 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 Monday, September 14, 2020 — this allows us to make the materials available to SGG members by September 17, 2020.

The focus of the September 21, 2020 Meeting (Meeting #1):  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 21st meeting will focus on the following:

  • Completed discoveries — outcomes and recommendation for next steps
  • Summary status of projects and any changes to scope and/or timing of deliverables
  • Proposals to begin new discovery projects

The focus of the October 19, 2020 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
  • Roadmap reviews, including updates to reflect current context

 

Details

Cycle 1

Meeting 1: September 21, 2020, 9 :00AM - 1:00PM (Zoom Only) — This meeting will focus on Status Updates and Funding Request Proposals

Supporting Material:

Slide Decks for September 21, 2020 (Meeting 1):

​2021 Projects Voting Results

 

To Submit Proposals:

  • 2020 - 2021 SGG Project Proposal Submittal Form. Note: The deadline for submitting your proposals is midnight on Monday, September 14, 2020 — this allows us to make the materials available to SGG members by September 17, 2020.
  • For SGG Project Proposals Form Instructions, click on the Instructions tab above.

Focus of September 21, 2020 Meeting (Meeting 1): 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 21st meeting will focus on the following:

  • Status updates of recently completed initiatives as well as initiatives in flight
  • Oucomes of completed discoveries including recommendation for next steps
  • Proposals to begin new discovery projects


Meeting 2: October 19, 2020, 8:30 AM - 12 Noon (Zoom Only) — This meeting will focus on Roadmaps and Implementation Request Proposals

Supporting Material:

Slide Decks for October 19, 2020 (Meeting 2):

 

Focus of October 19, 2020 Meeting (Meeting 2): Review, discussion and advice related to Implementation Proposals, specifically:

  • Presentation and discussion of roadmaps and functional directions, including updates to reflect current context
  • Proposals to fund new initiatives/implementations
  • Requests for projects requesting additional funds

Cycle 2

Meeting 1: January 28, 2021, 8:00 - 10:15  (Zoom Only:  https://stanford.zoom.us/j/573203985?pwd=V3FhREZwVkMxcVoxV3hmQUdNSWdkUT09)

Supporting Material:

 

Slide Decks

Additional Background:

  • TBD

 

Meeting 2: February 2, 2021, 2:30 - 4:00  (Zoom Only:  https://stanford.zoom.us/j/573203985?pwd=V3FhREZwVkMxcVoxV3hmQUdNSWdkUT09)

Supporting Material:

 

Slide Decks

  • Virtual Conferences and Event Convening
  • Renew, Extend, Replace:  HR Replacement
  • ServiceNow 

 

Additional Background:

  • TBD

Cycle 3

Meeting 1: May 27, 2021, 8:30 - 12:00NOON   (Zoom Only: https://stanford.zoom.us/j/573203985?pwd=V3FhREZwVkMxcVoxV3hmQUdNSWdkUT09) 

Supporting Material:

 

Slide Decks :

Cycle 1 Chair Decisions (Requests from September and October 2020 Meetings)

Project Approved? Date Comments

Discovery: Scoping of SeRA 4D Integration		 YES 09.29.2020 APPROVED.  Please submit funding charter to receive PTA.
Implementation: Internal Communications Portal Project YES  09.29.2020 PHASE 1 APPROVED. Please submit funding charter to receive PTA.
Stanford Mobile YES 09.29.2020 APPROVED. Please submit funding charter to receive PTA.
Enhancement: Evolve Financial Reporting YES  09.29.2020 APPROVED. Please submit funding charter to receive PTA

Implementation: Faculty Applicant Tracking System		 YES 10.13.2020 APPROVED. Please submit funding charter to receive PTA
Axess Refresh YES  10.13.2020 APPROVED. Please submit funding charter to receive PTA
My Cardinal Green NO  10.21.2020  
Virtual Conference and Event Convening Technology YES  10.21.2020 APPROVED. Please submit funding charter to receive PTA
GFS Student Experience Redesign YES   10.21.2020 APPROVED. Please submit funding charter to receive PTA
TBD TBD   TBD TBD

Cycle 2 Chair Decisions (Requests from January and February 2021 Meetings)

Project Approved? Date Comments
Enterprise News Infrastructure YES 02.09.2021 APPROVED.  Please submit funding charter to receive PTA.
Stanford Events Calendar YES 02.09.2021 APPROVED.  Please submit funding charter to receive PTA.
Graduate Admissions Systems Replacement YES 02.09.2021 APPROVED.  Please submit funding charter to receive PTA.
Student and Parent Payment System Replacement YES 02.09.2021 APPROVED.  Please submit funding charter to receive PTA.
Labor Distribution Adjustment User Interface Replacement YES 02.09.2021 APPROVED.  Please submit funding charter to receive PTA.
Merchant Services, Phase III YES 02.09.2021 APPROVED.  Please submit funding charter to receive PTA.
Cash and Check Deposit Discovery YES 02.09.2021 APPROVED.  Please submit funding charter to receive PTA.
RER:  HR Implementation Planning - Project Management YES 02.09.2021 APPROVED.  Please submit funding charter to receive PTA.
ServiceNow Improvements YES 02.09.2021 APPROVED.  Please submit funding charter to receive PTA.

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.