GFS Redesign Project Overview May 2017

Topics Project Objectives & Guiding Principles Project Scope Timeline Appendix: GFS Overview & Governance

Project Objectives & Guiding Principles Discrete populations (graduate, postdoc, non-matric) will be: Managed separately to allow for increased automation and better application of unique business rules Within a cohesive UX to allow users to seamlessly move between populations GFS entry screens will be modern, intuitive, and designed to minimize data entry and clicks GFS entry screens will contain all data elements, with integrations to source systems, necessary to facilitate timely, accurate and compliant aid entry No user should have to visit two places to enter or reference any data Users and approvers will be alerted of pending actions/updates without having to seek out this information by revisiting entries Training delivery will be aligned with user role assignment Operational reporting will be simplified and aligned with user needs Introduction of ad hoc layer for enhanced reporting and analytics

Project Scope: Expanding GFS & Integrations The end-to-end business cycle of student support includes budgeting and forecasting, entry and approval of support, and reporting on awarded actuals. Graduate Student Support Budgeting and Forecasting Financial & Regulatory Reporting Postdoctoral Scholar Support

Operational Reporting Project Scope: Phase I Phase I: User Experience Redesign & System Rearchitecture – 11.2017; $400K UX Modern, intuitive and clean UX Vertical design concept Uniform design across all entry functions Meaningful summary details Functionality Bus. Requirements Decouple graduate, postdoc and other non-matric financial support management Align business rules for each discrete student population Automate routine set-ups Create KPI dashboard alerts Introduce student review and acknowledgment of awarded aid Structure functionality to be platform agnostic (candidate for transition to cloud) User Roles Training Redesign GFS user roles Create user training aligned with new user roles Resolve, as possible, and increase visibility to potential SoD issues Operational Reporting Introduce new data elements, as needed, to facilitate financial and institutional reporting needs Migrate and redesign operational reports Create ad hoc reporting environment

Project Scope: UX Redesign Preview

Project Scope: Phase II Commitments Redesign transfer and use of GFS commitment data in Oracle Financials Actuals Update frequency and granularity of actuals reporting from GFS via Student Financials to Oracle Financials Financial/Institutional Reporting Improve data visibility for financial and institutional reporting Phase II: Improve Financial Data Integration – TBD 2018

Project Timeline

GFS Overview & Governance Appendix: GFS Overview & Governance

GFS Overview Graduate Financial Support (GFS) is a custom PeopleSoft module used to manage entry and approval of financial support provided to graduate students and postdoctoral scholars. The following types of financial support are managed within GFS: Graduate Students: Salaried Research and Teaching Assistantships Fellowship Support Health Insurance Subsidies Tuition Allowances Postdoctoral Scholars and Other Non-Matriculated Students: Salaried Research Appointments Outside Funding

GFS Overview GFS is customized to facilitate academic support policy compliance. Both academic and financial approvals are required for all aid entries. Academic Approval: Aid is appropriate for the student’s academic program/progress Aid is within policy minimums/maximums Financial Approval: Aid is appropriate for the funding source

GFS Governance Structure Financial Aid is the primary business owner of GFS, and system support resources are housed within this unit. Payroll and Student Financial Services share business ownership responsibilities. Policies managed within GFS are owned by the following offices: VPGE Helen Doyle, Associate Vice Provost for Graduate Education Sofie Kleppner, Assistant Dean for Postdoctoral Affairs Registrar’s Office

GFS Governance Structure Financial Aid and VPGE jointly lead a Graduate Policy Discussion Group (GPDG) that serves an advisory role over graduate policies and the GFS system. Membership includes: Assistant/Academic Deans from each School FAO (Karen Cooper and key staff) FMS (Kelly Wright and key staff) Registrar’s Office (Matt Shaw and key staff) Student Financial Services (TJ Fletcher and key staff) VPGE (Helen Doyle, Sofie Kleppner and key staff) GPDG focuses primarily on policy recommendations and their integration into business processes. The general sentiment of the group is that GFS is due for a UX update, but that overall the system is functioning as intended.

PeopleSoft Module Overview Axess (Liferay) Platform/Workflow Campus Solutions (Student) Admissions Graduate Financial Support (GFS) Student Financials Financial Aid Postdocs/Bechtel Student Records HCM (Human Resources) Benefits Human Resources STARS FAAS Payroll Time & Labor Note: Modules in italics have been custom-developed by Stanford

Financial Data Flow – PeopleSoft to Oracle Axess – Employee & Student Center HigherOne/CashNet CS Gold/ITS/SAMS Oracle Admissions Student Records Student Financials Student Financials Monthly GR Stipends Tuition Allowances GFS GR/PD Salary PD Stipends Financial Aid PD Fellowship Payroll (PD Stipend) Monthly Human Resources Payroll Semi-Mo Payroll Time & Labor Benefits