A Plan for the Implementation of Enterprise Resource Planning (ERP) for the State of Texas
Exhibit A – ERP Workgroup Reports – Summary
Global Data Standardization Workgroup
The Global Data Standardization Workgroup was established to identify statewide and agencyspecific business needs for coding that will be used for processing and reporting various activities related to the purchase of good and services. The workgroup was led by Clair Goldsmith of the University of Texas System and was comprised of 43 participants, representing 34 state agencies and institutions of higher education.
Highlights of the Findings include:
- Fifty-four percent of agencies and institutions of higher education surveyed responded that their current internal accounting, purchasing or budgeting systems do not meet their current needs;
- Seventy-eight percent of agencies and institutions of higher education surveyed responded that the current statewide systems do not meet their current needs;
- Although USAS is widely used for many state agencies, it lacks the ability to provide detail reporting and the ability to record transactions by Method of Finance;
- ABEST lacks the capability to provide detailed reporting; and
- SPA is not user friendly, lacks detailed reporting, and does not meet agency needs for tracking consumables inventory.
Highlights of the Short Term Recommendations include:
- Encouraging the use of the FM Query Tool by making it available at no cost to agencies and institutions of higher education and expanding functionality to include: SIRS, ABEST, all fields in USAS and SPA, and other new reports,
- Reviewing and researching USAS allocation capabilities (cost allocation module),
- Modifying USAS to include optional fields to capture an indicator for recycled goods and services as well as for emergency purchases, and
- Modifying TINS to include HUB indicators for gender and ethnicity.
Highlights of the Long Term Recommendations include:
- Identifying several system requirements regarding coding for goods and services, statutory and contractual processing and reporting requirements, system scalability, the flexibility to meet individual agency needs, and other system functionality requirements.
Vehicle Fleet Management Workgroup
The Vehicle Fleet Management Workgroup was established to develop system requirements for vehicle fleet management as well as analysis to determine what information is statutorily necessary and what information is necessary to assist each agency with managing their vehicle fleet. The workgroup was led by Don Lewis of the Texas Department of Transportation and was comprised of 49 participants, representing 20 state agencies and institutions of higher education.
Highlights of the Recommendations include:
- Developing system requirements with functionality to:
- Track new vehicle information including off-road equipment,
- Track mileage and fuel information,
- Track maintenance, accident and repair information,
- Easily import and export information with little or no manual processing to help with information sharing between systems, and
- Provide for customizable reporting.
Highlights of the Additional Considerations include:
- If a full fleet management system is implemented, then the state must attempt to limit duplication and re-entry of common data between the fleet management system and the asset management system, and
- The Texas Procurement and Support Services (TPASS) division within the Comptroller’s office is required to complete a biennial report to the legislature regarding the operation of each state agency’s vehicle fleet. Agencies managing large fleets tend to need more detailed vehicle fleet information than the contents of the report created by TPASS.