CAPPS User Group Meeting Notes
Thursday, Oct. 27, 2011

9 a.m. to 11 a.m.
Travis Building, Room 1-100

Agenda

1. Open Meeting
2. Action Items from Previous Meetings
3. Questions Regarding Proposed Changes to Service Agreement
4. Discussion of ISAS and TDI Joining the CAPPS Financials User Group as Voting Members
5. Discussion of Incident Management Communications
6. Closing Items

Participants

First & Last Name	Email	Telephone	Role/Position	Attending?
Alice Alvarado	alice.alvarado@cpa.texas.gov	475-0619	CPA – Manager, Projects & Operations	Yes
Alison Meier	alison.meier@cpa.texas.gov	463-4539	CPA – Change Management & Communications	Yes
Allan Martin	allan.martin@dir.texas.gov	463-5973	DIR Project Manager	No
April Shapley	april.shapley@cpa.texas.gov	463-4761	CPA – Governance Coordinator	Yes
Deepak Chawla	deepak.chawla@cpa.texas.gov	463-8565	CPA – Asset Management Lead	No
Ginger Salone	ginger.salone@cpa.texas.gov	217-0600	ACS – Project Manager	Yes
J.P. Wardle	j.p.wardle@cpa.texas.gov	475-0746	CPA – Statewide ISAS Project Manager	No
Richard Lozano	richard.lozano@cpa.texas.gov	936-8598	CPA – General Ledger Lead	No
Eduardo Marquis	eduardo.marquis@dir.texas.gov	463-8477	DIR – Project Manager	Yes
Brad McMahon	bradley.mcmahon@cpa.texas.gov	936-8550	CPA – Purchasing Team Lead	Yes
Robert Snipes	robert.snipes@txdot.gov	486-5372	TxDOT – Financials Business Lead	Yes
Sandra Woodruff	sandra.woodruff@cpa.texas.gov	463-4947; 925-8206	CPA – Manager, Statewide Fiscal Systems	Yes
Sharon Kemp	sharon.kemp@cpa.texas.gov	475-5645	CPA – Project Costing/Contract Administration Lead	Yes
Steve Schiurring	steve.schiurring@cpa.texas.gov	463-3650	CPA – Financials Lead	Yes
Thomas Hollingsworth	thomas.hollingsworth@cpa.texas.gov	475-5642	CPA ISAS Assistant Area Manager	Yes

1. User Group Minutes – Oct. 13, 2011

• Approved

2. Previous Action Items

• Next User Group meeting has been scheduled

3. Service Agreement Review

• Eduardo will take the information back to DIR for approval

2.2.1 Overview of Hosting Services

• Security needs to be defined better
• Business objects roles needs to be defined for vendor and BI team
• If there is a problem with a CAPPS report, the Help Desk needs to be contacted
• Both reports and security are the responsibility of CPA and should be included in this section

2.2.2 CAPPS Environments

• Add maintenance and ePM to the list of environments
• Add FSTST as a user environment
• Training should be removed for now
• Add specific language to address UAT coordination and approval (somewhere in the document)
• Only non-production environments will be available from 7 a.m. – 9 p.m.
• Add detail and description to different environments and prepare to discuss further at next meeting
• Sandbox and UPK will be reported together, not separately
• Clarify if the Comptroller's office will mitigate performance impact of queries by providing a separate data environment for reporting

2.2.7 Security

• Remove HHS name but leave example or add CPA/SECO as an example

2.3.1 Support Services Overview

• Strikethroughs refer to what we currently cannot create
• Update language to "Service Request" — this is the language used in ASP Solution Center

Level 2 Support

• Tech team to discuss how they can respond to tickets faster
• Update so end user only has one point of contact

2.3.8 Centralized Access Management

• Clarify access management vs. security management

2.3.9 Reports Administration

• Discuss reporting language at next meeting

2.3.10 User Acceptance Testing (UAT)

• Add language to state that agencies are responsible for UAT
• Delete paragraph at top of page 18
• Phyllis Guillory is assigned as the UAT Coordinator

2.4.1 Coordination Services

• Allan, Sandra, Robert and April represent the PMO in these meetings
• Extend invite to Donna Pasley as well

3.2 Automatic Escalation

• Set up workflow document for automatic escalation
• Consult with Terri White to help determine the procedure
• CPA is required to notify agencies if the system is down per section 2.4.2
• Prepare to discuss these procedures at the next meeting

4.3 SA Monitoring and Reporting

• Update to reflect agency ACR’s within 15 business days
• The monthly report will be reviewed in these meetings and report details on all reported outages and Oracle tickets

4. Action Items

• Follow up on the Action Item from Oct. 13 Meeting: Vote on adding CPA Internal and TDI as voting members of CAPPS Financials User Group after DIR and TxDOT have spoken to their managers. (Allan/Eduardo/Robert)
• Send Level 1 support contact list template to Allan and Robert (April)
• Send agency Level 1 support contact list to CPA (Allan/Robert)
• Invite Donna Pasley (PMO) to next meeting (April)
• Work with Tech team to discuss how they can respond to tickets faster (Thomas)
• Set up workflow document for automatic escalation and consult with Terri White (Thomas)
• Schedule next meeting for Nov. 10 (April, done)

5. Adjourn