1. GFS Redesign
Project Overview
May 2017

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

3. 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

4. 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

5. Operational Reporting
Project Scope: Phase I
Phase I: User Experience Redesign & System Rearchitecture – ; $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

6. Project Scope: UX Redesign Preview

7. 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

8. Project Timeline

9. GFS Overview & Governance
Appendix:
GFS Overview & Governance

10. 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

11. 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

12. 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

13. 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.

14. 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

15. 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