CAPPS Financials User Group Meeting Notes
April 25, 2013

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

Agenda

1. Open Meeting
2. Action Items from Previous Meetings
3. Approval of Meeting Minutes from 3/28/13
4. Update on CAPPS Financials Project Initiatives
5. Update on CAPPS Financials Governance Approved SRs
6. Update on Financials Baseline Efforts
7. Update on User Queries
8. Closing Items

Participants

Meeting Minutes

1. Previous Action Items
   • Distribute the following documents to the CAPPS Financials User Group distribution list:
     • CAPPS Financials Major Initiatives
     • Governance- Approved Service Requests (SRs) Summary
     • Alternative to Control J Handout
       • Complete
2. Meeting Minutes Approval – March 28, 2013
   • DECISION: The minutes from the previous meeting held March 28, 2013, are approved.
3. Update on CAPPS Financials Project Initiatives
   • SR 1808 – Conversion of Crystal Reports
     • Customer Service Requests (CSRs) for each statewide crystal report have been created and are in the functional design/technical development
     • Statewide CSRs are “in queue” for PeopleSoft developers.
     • SRs for CPA agency-specific reports are open in the Business Objects (BO) queue.
     • SRs for DIR are being opened today and will move into the BO queue as well.
     • The CAPPS Maintenance team will review any report for complexity and then determine if the report is appropriate for BO.
     • BO is the first choice for agency reports, but if it is not appropriate to be included in BO then the team will make that decision as needed.
   • SR 1827 – Asset Management Capitalization Functionality
     • Currently in UAT.
     • A demo was provided to the Contracts team at CPA on April 24, 2013.
     • The Contracts team requested changes so this SR will require more work before being completed.
     • Estimated date for completion is currently June.
4. Update on CAPPS Financials Governance Approved SRs
   • SR 1279 – “Change” Update Support for Accounting Distribution Line
     • This SR had been on hold/deferred while waiting for DIR to make business decisions.
     • DIR has decided to change their business process to accomplish this SR so this has moved into a closed status (closed but not completed).
   • SR 69 – Cannot Track Multiple Vendors With Pro-Contract
     • This SR is completed. It was a PeopleSoft case but the team figured out an approach while waiting for PeopleSoft to fix the issue.
     • The goal is for CAPPS users to be able to manage different vendors within one contract.
     • When one vendor acquires another and a contract is in place, a user can just change the vendor without going through significant rework and additional steps.
5. Update on Financials Baseline Efforts
   • The CAPPS Maintenance team is on track to provide the packaged baseline to TxDOT by the end of April.
   • Efforts for the application are complete and testing has gone well.
   • The team is currently working on a quality review of the documentation phase.
   • The review of the documentation will be complete by Friday, April 26, at noon.
   • The goal is to package up the baseline effort and transmit that to TxDOT on Monday, April 29.
6. Update on User Queries
   • PeopleSoft Query reporting will now be easier for power users because:
     • Leo Collas (CPA Security Team Lead) has created instructions to users on how to obtain access to create and run their own queries.
     • A more straightforward method to schedule queries will soon be added for any users with access to query.
     • A change in the CPA infrastructure enables users to export data to a spreadsheet.
     • The Alternative to Control-J demo presented at the last UG meeting enables users to determine which tables they need to include in their queries.
   • The CAPPS Maintenance team is working on hints/tips for writing queries and hopes to provide this at the next User Group meeting.
   • The CAPPS Maintenance team requested agency volunteers to help validate these tips and provide feedback.
     • CPA (Internal) volunteered
     • TDI volunteered
     • TxDOT volunteered
7. Action Items
   • Create a package to provide to CAPPS users with information on using PeopleSoft Queries (Becca)
8. Next FIN User Group Meeting
   • The next meeting is scheduled to occur on Thursday, May 30, 2013.