Report to the 87th Legislature: CAPPS — ERP in Texas
Accomplishments
System Improvements
The primary goal of the ProjectONE team is to deploy CAPPS to all state agencies. The secondary goal is to continually improve the system. Improvements include:
- Minor system changes
- Major module updates
- New functionality implementations
The following key improvements were made this past biennium:
CAPPS Platform Transition
In April 2019, the Comptroller’s office moved the CAPPS applications to a new, more robust technical platform using Oracle Cloud Infrastructure (OCI) services. The new platform provides improved system performance with high availability and on-demand capacity, and is more cost effective than the previous platform.
CAPPS Financials System Improvements
Accounts Payable Improvements
CAPPS Accounts Payable has enhanced voucher entry functionality that generates a Uniform Statewide Accounting System (USAS) document number at voucher save, allowing users to identify and correct errors before sending to USAS. Users can also save vouchers with errors in recycle status with the error messages displayed, mitigating data loss when errors occur. Also, voucher search capability allows searches by a wider range of fields, saving user time and streamlining search results.
Mainframe Integration Web Services
Two new web services connect to and update or return data from mainframe systems in real time:
- The USAS pre-release web service lets users release or delete batches directly from CAPPS Financials so users can perform more functions in a central location without navigating to multiple systems.
- The Texas Identification Number System (TINS) check web service provides real-time validation of TINS mail code information entered in CAPPS, allowing faster troubleshooting and validation of TINS data without logging in to TINS directly.
Interface Improvements
Enhancements to the journal import process allow a wider variety of USAS document types to reduce dual entry and aid reconciliation.
Project Costing
The project costing module allows the capture and collection of revenue and costs for a project. It allows start and end dates for the project, phases in the project, and for the project to be defined with work breakdown structures.
Enhancements, Maintenance Items and Fixes
More than 330 enhancements, maintenance items and fixes were introduced in the system, including two major PeopleTools and Image upgrades.
CAPPS HR/Payroll System Improvements
Enhancements, Maintenance Items and Fixes
More than 360 enhancements, maintenance items and fixes were introduced in the system, including two major PeopleTools and Image upgrades.
Enterprise Learning Management
The deployment of the new Enterprise Learning Management module allows agencies to roll out learning plans to their entire workforce for an optimal learning experience. Agencies can deliver, track, report on and manage trainings and learner activity.
Family Medical Leave Act (FMLA) Functionality
A new FMLA balance inquiry page allows employees, managers and FMLA administrators access to the same information. New edits on the CAPPS timesheet limit the number of hours used by employees, as determined by the FMLA administrator. A frequency exceeded report shows managers and time and labor super users when an employee has exceeded the frequency or duration specified for an intermittent FMLA event. The revamped FMLA process calculates balances, tracks all FMLA leave entries from the CAPPS timesheet and calculates hours rolling back for an employee on the FML (rolling back) plan type.
Families First Coronavirus Response Act (FFCRA)
System enhancements allow the paid leave granted by FFCRA and the Coronavirus Aid, Relief, and Economic Security Act. New leave types account for two weeks of paid emergency sick leave, a new FMLA plan reason (Public Health Emergency) was established in accordance with the Emergency Family Medical Leave Expansion Act of the FFCRA, and new earnings codes and updates to the payroll calculation enable pay at 100 percent or a 2/3 rate. A separate emergency leave code related to COVID-19 was also created.
Other CAPPS System Improvements
Travel and Expense
A self-service module allows expense reports to be created and approved online, and integrates with other CAPPS modules to validate each expense as it is distributed. The module streamlines employee travel and expense transactions in the following areas:
- Cash Advances – Used to request a travel advance.
- Expense Reports – Used to submit a travel reimbursement.
- Travel Authorizations – Used to manage pre-trip approval of estimated travel costs.
PeopleTools & Image Upgrades
The PeopleTools 8.57 and Image upgrades (HCM-32/FIN-33) significantly improved query tools and incorporated user prompt enhancements. To facilitate the upgrades, the CAPPS portal was retired and replaced with full Fluid functionality. The Fluid user interface adapts each page to various screen sizes for different devices and orientations, and provides a more intuitive and streamlined user experience.
