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SGG Calendar 2023 - 2024

Overview

The 2023 - 2024 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 and CIO 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 September 21, 2023 and October 23, 2023 Meetings

The focus of the SEPTEMBER 21, 2023 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 the SEPTEMBER 21, 2023  requests is 10:00 a.m.  on Monday, DATE PENDING — this allows us to make the materials available to SGG members by DATE PENDING.

  • SEPTEMBER XX, 2023 (BY 10:00 AM)
     
    SGG members submit proposed projects via Web form​
  • SEPTEMBER XX - SEPTEMBER XX, 2023
     
    Internal review of project pipeline
  • september xx, 2023
     
    Background available for SGG member download and review
  • september 21, 2023 (2:00 - 5:00)
     
    SGG meeting 

The focus of the OCTOBER 23, 2023 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 the OCTOBER 23, 2023 meeting requests is 10:00 a.m. on Monday, OCTOBER 12, 2023 — this allows us to make the materials available to SGG members by OCTOBER 20, 2023.

  • OCTOBER 12, 2023 (BY 10:00 AM)
     
    SGG members submit proposed projects via Web form​
  • OCTOBER 17 - OCTOBER 19, 2023
     
    SGG Staff review of project pipeline
  • OCTOBER 20, 2023
     
    Background available for SGG member download and review
  • OCTOBER 23, 2023 (9:00 - 12:00)
     
    SGG meeting and initial project ranking

Key Dates in Preparation for January/February Meeting (January 29, 2024, 1:00 PM - 5:00 PM))

The focus of the JANUARY/FEBRUARY Meeting will be to review and discuss the following as it relates to Implementation Proposals.  

  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/FEBRUARY 2024 DATE PENDING (BY 10:00 AM)
     
    SGG members submit proposed projects names to Nancy
  • JANUARY/FEBRUARY 2024 DATE PENDING(BEFORE 8:00 AM)
     
    SGG members submit proposed projects via Web form​
  • JANUARY/FEBRUARY 2024 DATE PENDING 
     
    Background available for SGG member download and review
  • JANUARY/FEBRUARY 2024 DATE PENDING
     
    SGG meeting and initial project ranking

Key Dates in Preparation for MAY 2024 Meeting (Date Pending)

The focus of the MAY XX, 2023 Meeting will be to review and discuss the following as it relates to Portfolio Review and Implementation Proposals.  

  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

 

  • APRIL XX, 2024 (BY 10:00 AM)
     
    SGG members submit proposed projects names to Nancy
  • MAY XX, 2024 (BEFORE 8:00 AM)
     
    SGG members submit proposed projects via Web form​
  • MAY XX, 2024
     
    Background available for SGG member download and review
  • MAY XX, 2024
     
    SGG meeting and initial project ranking

Cycle 1

Meeting 1: September 21, 2023,  2:00PM - 5:00PM (Zoom Only) — This meeting will focus on Porfolio Status and Roadmap Updates 

To Join Zoom Session

Supporting Material:

Slide Decks for September 21, 2023 (Meeting 1):

 

Meeting 2: October 23, 2023, 8:30 AM - 12 Noon (Zoom Only) — This meeting will focus on Funding Request Proposals

To Join Zoom Session

Supporting Material:

Slide Decks for October 23, 2023 (Meeting 2):

  • Environmental Health and Safety (EH&S) Digital Systems Modernization Project
  • Implementation: Dean of Research Compliance OPACS Enhancement
  • Discovery: Contract Lifecycle Management System for OTL, ICO, OSR
  • Discovery: Enterprise Communication Initiative, Phase III (stanford.edu)
  • Discovery: Asset Management RER
  • Implementation: WalkMe 
  • Implementation: Faculty Morgage System Replacement
  • Implementation: Google Workspace Optimization
  • Implementation: Asynchronous Online Courses for Stanford Information Security Administration (SISA)
  •  

 

Cycle 2

Meeting 1: January 29, 2024, 1:00 PM - 5:00 PM   (Zoom Information) -- Zoom Room will open at 12:45 PM

To Join Zoom Session

Supporting Material:

  • Preliminary Agenda for January/February 2024 Meeting 
  • SGG January/February 2024 Summary Proposals
  • Voting Outcomes

Slide Decks

  • INSERT
  • INSERT
  • INSEERT

 

Cycle 3

Meeting 1: May DATE AND TIME PENDING, 2023

To Join Zoom Session 

Supporting Material:

  • Expected Agenda for May XX, 2024 Meeting (including Zoom information)
  • Summarized Funding Requests
  • Voting Outcomes

 

Slide Decks :

  • INSERT
  • INSERT
  • INSERT

 

Cycle 1 Chair Decisions (Requests from September and October 2023 Meetings)

PROJECT APPROVED? DATE COMMENTS

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Cycle 2 Chair Decisions (Requests from January 2023 Meetings)

PROJECT APPROVED? DATE COMMENTS
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Cycle 3 Chair Decisions (Requests from May 2023 Meetings)

PROJECT APPROVED? DATE COMMENTS
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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.