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

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Exhibit A – ERP Workgroup Reports – Summary

In February 2008, information gathering workgroups were formed with representatives from all interested Sstate agencies and institutions of higher education. The purpose of forming workgroups was to begin researching topics in areas included in HB 3106 regarding enterprise resource planning (ERP) and to report findings and recommendations to the ERP Advisory Council for use in preparing a report for the legislature. Over 185 employees representing 48 state agencies and institutions of higher education participated in five ERP workgroups. Participants spent numerous hours researching issues and contributing to the workgroup reports. Each participant is commended for their contributions to the ERP initiative. The full reports are on this website as well as the names of all workgroup participants.

The first four workgroups completed their reports in May and presented their findings and recommendations to the Advisory Council on May 28th. Two of the original workgroups continued on with a second phase and updated their reports in August/September. A fifth workgroup was created and also completed its report in September. These workgroups presented their findings and recommendations to the Advisory Council on Sept. 25th. Highlights from all five workgroup reports include the following:

Inventory & Asset Management Workgroup

The Inventory and Asset Management Workgroup was established to identify statewide and agency-specific business needs for inventory and asset management. The workgroup was led by Duane Sullivan of the Texas Department of Transportation and was comprised of 36 participants representing 26 state agencies and institutions of higher education.

Highlights of the Findings include:

  • Some agencies have no need to track consumable inventories while others maintain inventories of up to $190 million. Currently there is no statewide system to track consumable inventories;
  • SPA is the statewide system for maintaining an inventory of personal property, but users have additional needs beyond the capabilities of SPA. These include tracking inventories, accumulating the costs of owning, operating, and maintaining personal property and distributing those costs to projects, grants, and programs; tracking funding information; reporting IT asset information to the Department of Information Resources (DIR); and accounting for the differences in financial planning and reporting requirements and state budgeting;
  • Desired features of an ERP solution include robust ad hoc reporting capabilities, Web-based cataloging, stock management, bar coding technology including hand-held devices, and the ability to meet unique and security sensitive reporting and monitoring requirements; and
  • Although core fields are captured within the Statewide Property Accounting System, reporting needs within each user vary extensively.

Highlights of the Short Term Recommendations include:

  • Forming new user groups to deal with common concerns such as fleet management and consumable inventories management, including pharmaceuticals;
  • Making SPA information available on the Comptroller’s FM Query tool; and
  • Maintaining SPA end-of-month datasets in order to provide historical information related to depreciation. Highlights of the Long Term Recommendations include:
  • Consideration of legislative changes to consolidate and standardize the requirements for reporting real property,
  • Creating a multi-agency workgroup to develop a list of core and non-core asset-managementsystem data elements and requirements, and
  • Incorporating enhancements to SPA to address current system deficiencies.

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