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SGG Calendar 2021 - 2022

Overview

The 2021 - 2022 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.

 

The focus of the September 27, 2021 Meeting (Meeting #1) will be to review and discuss 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 deadline for submitting your actual proposals for September 2021 requests is 8:00 a.m.  on Monday, September 20, 2021 — this allows us to make the materials available to SGG members by September 23, 2021.

 

The focus of the October 11, 2021 Meeting (Meeting #2) will be to review and discuss 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 (as appropriate)

The deadline for submitting your actual proposals for October 2021 requests is 8:00 a.m.  on Monday, October 4, 2021 — this allows us to make the materials available to SGG members by October 7, 2021.

 

Key Dates in Preparation for January 31, 2022  Meeting

  1. SGG members submit proposed projects via Web form
  2. SGG Staff reviews project pipeline
  3. Background available for SGG member download and review
  4. SGG initial project ranking

 

  • JANUARY 19, 2022(BY 8:00 AM)
     
    SGG members submit proposed projects via Web form​
  • JANUARY 26, 2022
     
    SGG Staff review of project pipeline
  • JANUARY 27, 2022
     
    Background available for SGG member download and review
  • JANUARY 31, 2022
     
    SGG meeting and initial project ranking

Note: Nancy will contact individuals to discuss local plans for submitting proposals at January 31, 2022 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.

Cycle 1

Meeting 1: September 27, 2021, 9:00AM - 12:00PM (Zoom Only) — This meeting will focus on Porfolio Status and Roadmap Updates 

To Join Zoom Session 

Supporting Material:

 

Slide Decks for September 27, 2021 (Meeting 1):

 

To Submit Proposals:

  • 2021 - 2022 SGG Project Proposal Submittal Form. Note: The deadline for submitting your proposals is 8:00AM on Monday, September 20, 2021 — this allows us to make the materials available to SGG members by September 23, 2021 (if needed)
  • For SGG Project Proposals Form Instructions, click on the Instructions tab above.

Focus of September 27, 2021 Meeting (Meeting 1): 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 11, 2021, 8:30 AM - 12 Noon (Zoom Only) — This meeting will focus on Funding Request Proposals

Supporting Material:

 

Slide Decks for October 11, 2021 (Meeting 2):

 

To Submit Proposals:

  • 2021 - 2022 SGG Project Proposal Submittal Form. Note: The deadline for submitting your proposals is 8:00AM on Monday, October 4, 2021 — this allows us to make the materials available to SGG members by October 7, 2021 
  • For SGG Project Proposals Form Instructions, click on the Instructions tab above.

Focus of October 11, 20201Meeting (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 31, 2022, 9:00 - 11:30  (Zoom Only) -- Zoom Room will open at 8:50

To Join Zoom Session

Supporting Material:

Slide Decks

  • Enterprise Communications Portfolio Updates
  • Financial Management Systems Portfolio Updates
  • Stanford Profiles Project Update
  • Axess Implementation Funding Request
  • Hoteling Space Reservation Software Funding Request

Additional Background:

  • None Expected

 

Cycle 1 Chair Decisions (Requests from September and October 2021 Meetings)

PROJECT APPROVED? DATE COMMENTS

Flexible Work Arrangement System		 Yes 10/19/2021 Complete and submit funding charter to receive PTA (work with Nancy)
Class Scheduling System Yes, with contingencies 10/19/2021 Contingent on securing base funds; the work with Nancy to submit funding charter to receive PTA

Risk Mitigation and Internal Controls Management (RIC)		 Yes 10/19/2021 Complete and submit funding charter to receive PTA (work with Nancy)
Enhanced Bulletin with Class Search System Decision On Hold 10/19/2021 On hold pending additional consideration at January 2022 SGG meeting
SU Hardware Program Yes 10/19/2021 Complete and submit funding charter to receive PTA (work with Nancy)
FinLearning Strategy Yes, with contingencies 10/19/2021 Contingent on securing base funds; the work with Nancy to submit funding charter to receive PTA

Cycle 2 Chair Decisions (Requests from January 2022 Meetings)

PROJECT APPROVED? DATE COMMENTS
Axess Implementation Funding Yes 2/15/2022 Submitted funding change request memo.  Avin to release PTA.
Hoteling Space Reservation Software Yes 2/15/2022 Complete and submit funding charter to receive PTA (work with Nancy)
       
 

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.