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A Plan for the Implementation of Enterprise Resource Planning (ERP) for the State of Texas

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Current Environment

This section is to provide a high-level understanding of the state’s current administrative systems environment and key findings related to those systems that were documented in the Study. The specific statewide systems are explained followed by a high-level diagram of the current administrative systems environment of state agencies and institutions of higher education.

Statewide Environment

In 1987, the 70th Legislature enacted legislation that required the Comptroller’s Office to make uniform the collection and reporting of statewide accounting, payroll and personnel data. Through this legislation, the Uniform Statewide Accounting System (USAS) was established. Since 1987, the USAS effort has grown to include the following systems or planned projects:

Statewide System or Project Implementation Date
Human Resource Information System (HRIS)1 1989
Texas Identification Number System (TINS)2 1989
Uniform Statewide Accounting System (USAS)2 1993
State Property Accounting System (SPA)2 1993
Uniform Statewide Payroll/Personnel System (USPS)3 1994
Standardized Payroll/Personnel Reporting System (SPRS)3 2002

1 = Currently utilized by higher education only

2 = Currently utilized by state agencies and institutions of higher education

3 = Currently utilized by state agencies only

The state spends approximately $9 million per year to maintain and operate the existing statewide administrative systems such as USAS, TINS, SPA, etc. Additionally, the Comptroller and the state agencies/institutions should spend approximately $121 million to “rewrite” critical components of the statewide administrative systems and deploy these new systems across Texas government over the next few years. These rewrites are intended to address major system deficiencies, address risks associated with the current use of Social Security numbers, and lack of compliance with Section 508 of the Americans with Disabilities Act regarding accessibility.

Human Resource Information System (HRIS)

The Human Resource Information System (HRIS) is a custom-developed, in-house system implemented in 1989 as part of the first phase of the overall Uniform Statewide Accounting System (USAS) implementation. HRIS operates on a mainframe platform and was designed to automate payroll and personnel reporting, and to serve as a central repository for all state agency and institutions of higher education personnel and payroll data. Currently, only higher education report to HRIS, with 59 institutions reporting from their internal payroll/personnel systems. Institutions are responsible for processing and calculating their own payrolls and reporting the resulting data into HRIS. This data is then used to roll up payroll and personnel information at the statewide level. In addition to ad-hoc requests, statewide information is used to prepare required reports for oversight agencies.

Texas Identification Number System (TINS)

The Texas Identification Number System (TINS) is an in-house system that was implemented in 1989 and provides vendor/payee information to other critical statewide systems. TINS captures information on individuals and entities that have received or may receive payments from the state of Texas, including state employees, state agencies, and other governmental entities. System functionality includes payment inquiry, warrant print, payment distribution and banking network processing. Additionally, TINS captures information on individuals and entities that are indebted to the state and facilitates the withholding of payments until their obligations to the state are met. Currently, all state agencies and institutions of higher education report to TINS.

Uniform Statewide Accounting System (USAS)

USAS was implemented in 1993 using a modified version of the R*STARS mainframe software product. USAS was established to provide State agencies and institutions of higher education with financial accounting software including General Ledger, accounts payable and limited accounts receivable, grant accounting, project accounting, and contract tracking functionality. USAS provides both Generally Accepted Accounting Principles (GAAP) and cash-basis accounting, performs budgetary and encumbrance accounting, cost allocation, payment processing and document tracking, and satisfies statewide accounting requirements. Currently, 80 state agencies use USAS as their internal accounting system, and 102 state agencies and institutions of higher education report to USAS from their internal accounting systems. USAS data is also used to roll up financial information at the statewide level. In addition to ad-hoc requests, statewide information is used to prepare required reports for oversight agencies.

State Property Accounting System (SPA)

The State Property Accounting (SPA) system is a custom-developed, in-house application that was implemented in 1993 to track capital and controlled assets. SPA contains the capital asset balances for the state of Texas. In addition to ad-hoc requests, this data is used in the Comprehensive Annual Financial Report (CAFR) to prepare the Capital Asset Note to the Financial Systems. The total balance for Capital Assets for the state according to the 2006 CAFR was $97.8 billion, which was 54 percent of the state’s total assets. The SPA system is also used to withhold from state agency and higher education appropriations an amount equivalent to 50 percent of the value of lost property, as prescribed by Article IX, Section 12.04 of the General Appropriations Act. Currently, all state agencies and institutions of higher education use SPA as their internal fixed-asset system or report to SPA from other internal fixed asset systems.

Uniform Statewide Payroll/Personnel System (USPS)

The Uniform Statewide Payroll/Personnel System (USPS) was implemented in 1994 using a modified version of the GEAC Human Resources mainframe software product. USPS was established to process personnel and payroll transactions, utilizing a standardized payroll calculation. Currently, USPS is the internal payroll/personnel system for 113 State agencies and approximately 56,000 employees. This data is also used to roll up payroll and personnel information at the statewide level. In addition to ad-hoc requests, statewide information is used to prepare required reports for oversight agencies.

Standardized Payroll/Personnel Reporting System (SPRS)

The Standardized Payroll/Personnel Reporting System (SPRS) is a custom-developed, in-house application implemented in 2002 for state agencies that elected to implement either a commercial, off-the-shelf payroll/personnel software application or design their own internal payroll/ personnel processing system, rather than using USPS as their internal payroll/personnel system. SPRS agencies are responsible for processing and calculating their own payrolls and reporting the resulting data into SPRS. Currently, eight state agencies report to SPRS from their internal payroll/personnel systems. Combined, these agencies have approximately 94,000 employees. SPRS data is used to roll up payroll and personnel information at the statewide level. In addition to ad-hoc requests, statewide information is used to prepare required reports for oversight agencies.

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