CAPPS User Group Meeting Notes
Thursday, Dec. 15, 2011

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

Agenda

1. Open Meeting
2. Action Items from Previous Meetings
3. Approve Meeting Minutes from 11/10/11
4. Vote on Having CPA (Internal) and TDI Join the CAPPS Financials User Group as Voting Members
5. Presentation of CTIC Integration Resolutions
6. Discussion of UPK Access for ISAS Agencies
7. Review Proposed Changes to Service Agreement
8. 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	Yes
April Shapley	april.shapley@cpa.texas.gov	463-4761	CPA – Governance Coordinator	Yes
Bo Overstreet	bo.overstreet@cpa.texas.gov	463-4784	CPA – Accounts Payables Lead	Yes
Brad McMahon	bradley.mcmahon@cpa.texas.gov	936-8550	CPA – Purchasing Team Lead	No
Dale Reeves	dale.reeves@cpa.texas.gov	463-8982	CPA – Procurement Contracts	Yes
Deepak Chawla	deepak.chawla@cpa.texas.gov	463-8565	CPA – Asset Management Lead	No
Don Land	don.land@cpa.texas.gov	463-3989	CPA – General Ledger Lead	Yes
Donna Pasley	donna.pasley@cpa.texas.gov	463-7564	PMO – Project Manager	No
Eduardo Marquis	eduardo.marquis@dir.texas.gov	463-8477	DIR – Project Manager	No
Gina Vasquez	gina.vasquez@cpa.texas.gov	463-3813	CPA – Asset Management	Yes
Ginger Salone	ginger.salone@cpa.texas.gov	217-0600	ACS – Project Manager	Yes
Ivan Mazoch	ivan.mazoch@cpa.texas.gov	305-9821	CPA – ISAS	No
Janet Serna	janet.serna@txdot.gov	467-3774	TxDOT Project Manager	Yes
Jerry Yates	jerry.yates@cpa.texas.gov	936-4487	CPA – Warehouse	Yes
J.P. Wardle	j.p.wardle@cpa.texas.gov	475-0746	CPA – Statewide ISAS Project Manager	No
Kelley Martin	kelley.martin@cpa.texas.gov	463-5351	ACS	Yes
Phyllis Guillory	phyllis.guillory@cpa.texas.gov	936-6286	CPA – UAT Coordinator	Yes
Richard Lozano	richard.lozano@cpa.texas.gov	936-8598	CPA – General Ledger Lead	Yes
Robert Snipes	robert.snipes@txdot.gov	486-5372	TxDOT – Financials Business Lead	No
Robin Haley	robin.haley@cpa.texas.gov	475-0047	CPA – CTIC Project Manager	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	No
Sofia Martinez	sofia.martinez@cpa.texas.gov	463-4183	CPA	Yes
Spencer Earl	spencer.earl@tdi.texas.gov		TDI – ISAS Project Manager	Yes
Stephen McDonald	stephen.mcdonald@cpa.texas.gov	475-5654	CPA – Director of Purchasing	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
Tim Adams	tim.adams@cpa.texas.gov	463-6025	CPA – ISAS Manager	Yes

1. User Group Minutes – Oct. 10, 2011

• Approved

2. Previous Action Items

• Begin preparing language to add internal CPA and TDI to the governance model (in progress).
• Vote on adding CPA internal and TDI as voting members of CAPPS Financials User Group after DIR and TxDOT have spoken to their managers (in this meeting).
• Send agency Level 1 support contact list to April/CPA (incomplete, April will resend the request to Robert Snipes and copy Janet Serna).
• Invite Tim Jennings to the next meeting (done).
• Post meeting information on CAPPS system page (done).
• Share DIR Help Desk Status Report with metrics and send to April (done).
• Discuss the possibility of sharing TxDOT Help Desk metrics (incomplete, Janet Serna will send).
• Provide Agencies with updated Service Agreement with changes noted (to be reviewed in this meeting).

3. Updates

• Steering Committee is expected to review/approve the revised Governance Structure as well as adding TDI and CPA to the User Group and on Monday, Dec. 19 (after the User Group vote).
• Janet Serna will replace Robert Snipes as voting member for TxDOT on the CAPPS Financials User Group.

4. CAPPS User Group Votes

CAPPS User Group Voting Members

• Add TDI and CPA as voting members to CAPPS User Group (Allan, Thomas, Steve and Janet approve).

CTIC No Impact Changes By Module

• Ginger will add the questions she received to her spreadsheet and send out to the group to review.
• Asset Management (Allan, Thomas, Steve and Janet approve).
• Accounts Payable (Allan, Thomas, Steve and Janet approve).
• Accounts Receivable (Allan, Thomas, Steve and Janet approve).
• Billing (Allan, Thomas, Steve and Janet approve).
• General Ledger (Allan, Thomas, Steve and Janet approve).
• Grants (Allan, Thomas, Steve and Janet approve).
• Inventory (Allan, Thomas, Steve and Janet approve).
• Purchasing (Thomas, Steve and Janet approve; Allan will not vote until Monday, Dec. 19).
• Reports (Allan, Thomas, Steve and Janet approve).
• Strategic Sourcing (Thomas, Steve and Janet approve; Allan will not vote until Monday, Dec. 19).

5. UPK Access at ISAS Agencies

• The immediate solution for CPA and TDI to be able to access UPK is through the Help button in CAPPS Financials. This solution limits them from being able to do anything else within the CAPPS system.
• Steve will send out these instructions.

6. Service Agreement

• The Service Agreement was initially developed with the understanding that Service Level Agreements will be required as improvements are needed.
• A Technical CCB meeting will be scheduled soon to provide a briefing on performance measures, reassessing what needs to be measured and how we can accomplish that.
• The sandbox environment does not need to be refreshed nightly, it can be refreshed monthly or upon request from User Group.
• The timeframe for the application availability on page 3 needs to be defined as “one calendar month.”
• Thomas will send his feedback for defining incident resolutions to Alice (page 15).

7. Action Items

• Schedule next User Group meeting for Jan. 5, 2012, and add a note to the invite that Steering Committee will determine if CPA and TDI will be voting members by then. (April)
• Send Help Desk metric examples of application support and development of fixes to Ginger Salone if available. (Allan Martin/Eduardo Marquis and Janet Serna)
• Review CAPPS Governance Structure document with TDI upon approval from Steering Committee. (Sandra)
• Send questions received regarding no impact changes to the group to review. (Ginger)
• Send out instructions to CPA and TDI to access UPK via CAPPS Financials. (Steve)
• Schedule Technical CCB meeting. (Thomas will speak to JP)
• Work with Technical team to propose a monthly or by request sandbox refresh. (Thomas)
• Send additional Service Agreement feedback and proposed language to Alice. (Thomas)

8. Adjourn