1. Quarterly Certification Automation Project
(QCAP) In-flight Project Update
Systems Governance Group
September, 2016

2. 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

3. 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)

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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)