Quarterly Certification Automation Project (QCAP) In-flight Project Update Systems Governance Group September, 2016
Project Background Annual and Quarterly Certifications Federal Requirement: Review and certification of salary charges to federally funded sponsored projects Stanford currently operates two different review and certification processes: Quarterly Expense Certification (largely paper-based) Annual Payroll Distribution Certification (PDC) (online system) The manual Quarterly Expense Certification process is supported by the Quarterly Certification Tracking process Separate processes are burdensome and, to an extent, redundant; Annual PDC was required by the Office of Naval Research
Project Goals / Scope QCAP Objectives Create a sponsored eCertification system to support a single consolidated review and certification process for managing externally funded awards in a timely manner, compliant with federal and sponsor requirements. Eliminate the need for printing, signing, and storing 144,000 pages of expenditure statements per year Provide a user interface that is simple and intuitive for faculty and staff. Provide a uniform view of all certification data, along with the ability to review and certify all expenditures of any type online in one system. Provide enhanced access to expenditure information and supporting documentation through system drill-down features. Provide status notification via the SeRA system interface Support the research community in the adoption of the new system (Campus Readiness)
Getting it Done Research Financial Compliance Services (RFCS) Collaborative Effort Research Financial Compliance Services (RFCS) Office of Sponsored Research (OSR) Dean of Research Office (DoR) Administrative Systems (AS) Timeline Project kicked off in April 2016 Pilot in August 2017 Production Go-Live December 2017
Timeline 2016: Requirements, Functional / Technical Design, Begin Development April May June July August Sept October Nov Dec Jan 2017 Plan Requirements Phase; Gather Requirements; Interview user groups; Create the Business Requirements Document Create the Functional Specification Document Create the Technical Design Document; Plan Development Begin Development
Timeline 2016: Requirements, Functional / Technical Design, Begin Development April May June July August Sept October Nov Dec Jan 2017 Plan Requirements Phase; Gather Requirements; Interview user groups; Create the Business Requirements Document Create the Functional Specification Document Create the Technical Design Document; Plan Development Begin Development BRD Sign-off: September 27
Timeline 2016: Requirements, Functional / Technical Design, Begin Development April May June July August Sept October Nov Dec Jan 2017 Plan Requirements Phase; Gather Requirements; Interview user groups; Create the Business Requirements Document Create the Functional Specification Document Create the Technical Design Document; Plan Development Begin Development FSD Sign-off: October 15
Timeline 2017: Development, Testing, Campus Readiness, Pilot, Rollout February March April May June July August Sept October November Development QA Testing User Acceptance Testing Campus Readiness Pilot Rollout Dec. 4
Partnering with Campus: Requirements Gathering & Functional Design Multiple meetings with School Subject Matter Experts (SMEs) and Task Manager Teams Multiple user interface mockups produced Met with 10 faculty from various schools to demo mockups and collect feedback Formal functional design phase now in progress Status Summary: Project is fully on track and within scope, timeline, and budget (minimal expenditures at this stage)