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					University of Texas System
ERP Planning Project
Institution Survey


                                                                October 22, 2008




       (Click on the tabs below to navigate. Print "Entire Workbook" for complete copy.)
                                                       Survey Table of Contents
                                                                                                 Office or Area Typically Responsible
         Tab                                            Content                                         for Completing Section

                                  Sections on Overall Survey Navigation and Instructions
  Title               Title Page                                                                           Does Not Apply
  TOC                 Table of Contents (This Page)                                                        Does Not Apply
  Intro               Overall Introduction to the Survey                                                   Does Not Apply
  Instructions        Instructions on How to Navigate and Fill In the Survey                               Does Not Apply
  Institution Info    Responding Institution Information                                                   Does Not Apply                 Sections
  Survey Info         Survey-specific Information (for this copy only)                                     Does Not Apply                Answered
                                                                                                                                           In This
                                    Sections Containing Functional Survey Questions                                                         Copy
  1-GenLedg           General Ledger                                                                         Accounting                 yes
  2-CControl          Commitment Control                                                                     Accounting                 yes
  3-Payables          Accounts Payable                                                                       Accounting                 yes
  4-Receive           Accounts Receivable & Billing, including Online Billing                                Accounting                 yes
  5-AssetMgt          Asset Management                                                                        Inventory                 yes
  6-Grants            Grants Management                                                             Grants or Sponsored Projects        yes
  7-Budget            Budgeting                                                                            Budget Office                yes
  8-Purchase          Purchasing, including Online Procurement & Strategic Sourcing                          Purchasing                 yes
  9-Texas             Reports and Functionality Required by the State or UT System                  Input Needed from All Areas         yes

                           Sections Containing IT Technical and Institutional Survey Questions
  10-Support          IT Application and Help Support Services in Non-DEFINE Institutions                   IT Services                 yes
  11-Interfaces       Data Interfaces to Local and External Systems                                         IT Services                 yes
  12-Conversion       Institutional Conversion Preparedness                                              CFO and/or CIO                 yes
  13-Volumes          Overall Metrics and Volumes for Non-DEFINE Institutions Only               Determined by Survey Coordinator       yes

                                      Survey Questions for DEFINE Institutions Only
  DE-Modules          Usage of Specific DEFINE Modules                                           Coordinator or Input from All Areas    yes
  DE-Docs             Usage of Electronic Documents in DEFINE                                       Input Needed from All Areas         yes
  DE-Services         Business and Functional Services Provided by UT Austin                        Input Needed from All Areas         yes
  DE-Support          IT Application and Help Support Services Provided by UT Austin                         IT Services                yes



ERP Planning Survey                                                   TOC Section                                                       Page 2 of 65
                                                 Introduction to the ERP Planning Survey

           Overview
           The UT System recently site licensed the academic portfolio of Oracle’s PeopleSoft applications. Given UT’s large existing foot
           print with this product line, this business decision mitigates our costs for support and for then upcoming purchases. This
           decision does not require UT institutions to use PeopleSoft. In consultation with UT Institutions, the UT System Vice
           Chancellor for Business Affairs, Dr. Scott Kelley determined the need to evaluate the new opportunity this licensing may offer
           for multiple academic institutions. The working concept behind this study is a PeopleSoft Financials installation for two and up
           to eight UT academic institutions, implemented and managed with a shared governance model. The implementation for
           participants opting in could begin as early as October 2009 and be later followed by an HR implementation.

           To gather the necessary information as soon as possible, the Vice Chancellor’s Office is developing cost estimates and related
           planning associated with this option of converting institutions from legacy applications (i.e., DEFINE, SCT plus, etc.) to
           PeopleSoft Financials. The focus of this assessment will be with the following eight academic institutions: UT Arlington, UT
           Brownsville, UT Dallas, UT El Paso, UT Pan American, UT Permian Basin, UT San Antonio, and UT Tyler. The purpose of this
           project is to provide us all with the necessary budget planning information to evaluate the cost effectiveness and utility of this
           opportunity and to then determine participation commitment. The final report, including all estimates, will be presented at
           the BMC meeting on December 3rd.
           To facilitate this process, UT System has contracted with Alvarez & Marsal and BearingPoint to conduct this study and produce
           the analysis. The A&M-BearingPoint team is distributing this survey as one part of the overall study.




ERP Planning Survey                                                   Intro Section                                                             Page 3 of 65
           Survey Objectives
           The purpose of this survey is to gain a better understanding of how your current ERP systems (e.g., DEFINE, SCT Plus, Oracle)
           and related business applications are currently deployed and used at your institution to meet financial and business
           requirements. The results of this survey will assist the project team in mapping your institution's current enterprise business
           systems (ERP) usage against the corresponding PeopleSoft Financials functionality to identify significant business process gaps
           and/or changes that might be encountered in a transition from your system to PeopleSoft. The questions in this survey cover
           a fairly broad range of functional and technical topics which are all related to your institution's use of enterprise information
           systems to automate and support the financial areas of your administration. The financial areas include Accounting (General
           Ledger, Payables, Receivables, Billing, and Asset Management), Budgeting, Purchasing (inc. Online Procurement and Strategic
           Sourcing), Grants Management, and Reporting. The technical areas include support for “add-on” applications, customizations,
           and data interfaces. To serve all these areas, the survey is divided in seventeen different sections of questions which are
           accessed using the numbered tabs at the bottom of this page.


           Who should fill out the survey?
           Because so many areas of functional and technical expertise are covered by this survey, the project team assumes that most
           institutions will ask different people to fill out different sections of the survey. The functional sections will typically be filled
           out by unit heads and/or their designated representatives for the following offices: VP for Business Affairs, Accounting and
           Financial Reporting, Budget, Purchasing, Grants Management, and (possibly) Facilities Services. For the technical sections,
           responses will usually be provided by the CIO and/or designated representatives who provide support for your institution’s
           current ERP system and related ERP applications. To facilitate this distributed responsibility for survey sections, each
           institution has been asked to designate an overall Survey Coordinator. The name and contact information of your Survey
           Coordinator is provided on the Institution Info tab. Names and contacts for project team members who can answer questions
           about the survey are listed on the Instructions tab. If you have been asked to provide your institution’s responses on one or
           more of the survey sections, please click in the Instructions tab below to begin the process.




                                                        End of Page - Proceed to "Instructions"




ERP Planning Survey                                                    Intro Section                                                               Page 4 of 65
                                                           Overall Survey Instructions

            Prerequisite: These instructions assume that you have already read the information provided on the “Intro” tab. If you have
            not read the “Intro” tab yet, please do so before proceeding.

            Overall Instructions
            In order to complete the entire survey for your institution, several different offices and individuals may be responsible for
            filling out different sections (tabs) of questions. An overall Survey Coordinator for your institution will be responsible for
            filling in the general information about your institution and for identifying respondents for individual sections. In each
            section of questions, responses are to be supplied in the cells which are olive green in color. All olive green cells in a section
            should be filled in for the section to be considered complete. If a particular question is not applicable to your institution,
            enter "NA" in the answer cell. If you are unable to answer a question for any reason, enter "UA" in the answer cell.


            Instructions for Institution-wide Survey Coordinators
            If you have been selected as your institution’s overall Survey Coordinator, then you have the following responsibilities:
            1. Verify that the data in the olive green cells on the Institution Info tab is correct. Notify one of the contacts below if it is
            not.
            2. Identify one or more individuals who will be responsible for completing each of the survey sections (tabs).
            3. Make a copy of this Survey Workbook for each person or group you have selected to complete one or more of the Survey
            sections (tabs) and distribute one copy to each respondent. Naming conventions for surveys are described below.
            4. Communicate regularly with the section respondents regarding the deadline and their questions until they have returned
            the Survey Workbook with their completed sections to you.
            5. Send all completed workbooks to the Project Team, as instructed during your orientation call with the team.



            Naming Conventions for Copies of the Survey
            Your institution's master copy of the survey should be held by your Survey Coordinator and should be named: ERPsurvey-
            UTxx-Master where "Utxx is the common abbreviation for your institution (i.e., UTA, UTB, UTD, UTEP, UTPA, UTPB, UTSA, or
            UTT). Each copy of the survey created by the Survey Coordinator should be named in numerical sequence as follows:
            ERPsurvey-UTxx-Copy1 , ERPsurvey-UTxx-Copy2 , etc. If you return other attachments (e.g., Interface Inventories) with your
            survey, please name those in the format ERPsurvey-UTxx-<tab>Doc1 , ERPsurvey-UTxx-<tab>Doc2 , etc, where <tab> is the
            name of the Survey Tab associated with the attachment.




ERP Planning Survey                                                Instructions Section                                                          Page 5 of 65
            Instructions for Respondents for Specific Sections (Tabs)
            If you have been selected as a respondent for one or more of the survey sections, you have the following responsibilities:
            1. Read all the instructions in the Survey Workbook
            2. On the Survey Info tab, fill in the names and contact information for all respondents to the sections assigned for this copy
            of the survey.
            3. Most survey sections contain a column labeled "Volumes." If the questions calls for a numeric answer, please enter it
            here. If the questions does not ask for a numeric response, please leave this cell blank.
            4. Most survey sections contain a column labeled "Use? Y/N." If the question relates to a specific type of business
            application functionality, please enter a "Y" or "N" in this cell to indicate whether your institution currently uses this type of
            functionality. Again, please leave this field blank if it does not apply.
            5. If you still have questions, contact your Survey Coordinator or members of the Project Team, as appropriate
            6. Fill in answers in the green cells of all the sections assigned to you
            7. Return your Survey Workbook, with your completed sections to your Survey Coordinator


            This is a sample data input cell showing the olive green color used throughout the survey.
            Definition of ERP System
            Throughout the survey you will see references to 'ERP', a term that is used as an industry acronym for Enterprise Resource
            Planning systems. These are large scale, complex software systems which automate the major business processes for an
            entire institution. PeopleSoft Financials is an example of a commercial ERP product. Wherever you see the phrase "current
            ERP system" in this survey, it refers to the primary financial enterprise information system currently in use at your institution.
            For example DEFINE is currently the ERP system at UT Arlington, UT El Paso, UT Permian Basin, UT San Antonio, and UT Tyler.
            SCT Plus is the current ERP system at UT Dallas.


            Level of Effort on Responses
            The Project Team recognizes that there are a large number of questions in this survey. In order to hold the amount of time
            required from any one Respondent to a minimum, we are only asking that you provide answers based on information that is
            already known or available to you. We are not asking any Respondent to conduct research or create new documents or
            information. Please answer the questions to the best of your ability in the time allotted. You may respond to a question by
            entering "Unknown" or "Not available" if that is the case. When a question asks you to describe or explain a process, a brief
            outline or summary of the high points is all that is required in the answer.




ERP Planning Survey                                                Instructions Section                                                          Page 6 of 65
            Printing this Survey
            The survey is formatted to print properly. Simply remember to check the box labeled "Entire Workbook" in the "Print what?"
            section of the Print Dialogue box.

            Who to Contact for Help and Questions
            Your institution’s survey coordinator’s name and contact information is listed on the Institution Info tab. Names and contacts
            for project team members who can answer further questions are as follows:
            1. Doreen Dorris - ddorris@alvarezandmarsal.com / (713) 577-9953
            2. Terri McGinley – terri.mcginley@bearingpoint.com / (303) 522-5364




ERP Planning Survey                                             Instructions Section                                                         Page 7 of 65
                                                   Overall Institution Information
                 This page contains general information about the institution returning this copy of the survey. The Survey Coordinator
                 should verify that all this data is correct prior to making copies of the survey to distribute to other respondents at the
                 institution. If any errors are found, please contact the project team before making copies. Project Team contacts are
                 listed at the bottom of the Instructions Tab.


                          Institution Name: University of Texas at El Paso
                      Date Survey Received: 24-Oct-08
                      Date Survey Returned:
                      Current Financial ERP: DEFINE from UT Austin

                         Primary Contact 1:    Cynthia Villa
                                      Title:   Vice President for Business Affairs
                            E-mail Address:    cvilla@utep.edu
                                Telephone:     915-747-5113

                         Primary Contact 2:    Ken Pierce
                                      Title:   Chief Information Officer
                            E-mail Address:    kpierce@utep.edu
                                Telephone:     915-7476136

                        Survey Coordinator:    Carlos Hernandez
                                      Title:   Associate Vice President & Comptroller
                            E-mail Address:    carlos@utep.edu
                                Telephone:     915-747-5113




ERP Planning Survey                                              Institution Info Section                                                     Page 8 of 65
                                    Information Specific to This Copy of the Survey
                      This page provides contact information specific to this copy of the survey This information should be filled in
                      by the Primary Respondent prior to returning this copy to the Survey Coordinator. See the Instructions tab or
                      contact the Survey Coordinator if you have questions.

                        Date Survey Received:                                                      10/24/2008
                        Date Survey Returned:

                         Primary Respondent:      Carlos Hernandez
                                        Title:    Associate VP/Comptroller
                              E-mail Address:     carlos@utep.edu
                                  Telephone:      915-747-5113

                               Respondent #2:     Anthony Turrietta
                                         Title:   Director of Accounting and Financial Reporting
                               E-mail Address:    aturrietta@utep.edu
                                   Telephone:     915-747-5197

                               Respondent #3:     Sylvia T. Rappe
                                         Title:   Direcotr of Business Services
                               E-mail Address:    trappe@utep.edu
                                   Telephone:     915-747-5171




ERP Planning Survey                                                Survey Info Section                                                  Page 9 of 65
                                                            General Ledger Questions
Respondent(s):
Date Completed:

                                                                                Vol-   Use
 No.                             Question/Request                                                                        Response Details
                                                                                ume    Y/N

Topic Area #1 – General Ledger Data Volume Questions
GL-1 What are the current number of legal entities, units or balanced “sets 1
       of books” that are in your financial system?                                          The University only has one legal entity, related set of accounts, and
                                                                                             no component units.
GL-2   What is the average number of journal entries processed each           1544
       month?
                                                                                             1544
GL-3   What is the average number of journal entry lines processed in a       10
       typical journal?
                                                                                             10
GL-4   How many fiscal years of summarized data are available in the          16
       current ERP financial system?
                                                                                             16 years
GL-5   What is the average number of inter-unit and intra-unit transactions 299
       in a given month?
                                                                                             299
Topic Area #2 – General Ledger Business Process Questions
GL-6 What are the coding or chart of account elements in current ERP
       system (Account, Department, Fund, Project, etc.)? Do you collect                     xx-xx-xxxx-xx, Budget group, account group, sponsor code (if restricted),
       Statistical information?                                                              sub-account. Budget groups are as follows: 01-cash, 02-appropriation
                                                                                             code 250, 04-appropriation code, 12-
                                                                                             Asset/Liability/Revenue/Expenditure, 14-State (E&G), 18-Service
                                                                                             Departments, 19-Designated, 26-Contracts and grants, 29-Auxiliary, 30-
                                                                                             Restricted funds, 32-Loan funds, 36-Plant funds, 41-Agency funds.
GL-7   Identify the approvals and/or workflows used and tracked within
       General Ledger (DEFINE Users may report this in Section DE-Docs).
                                                                                             See DE-Docs section
GL-7B Are there any additional accounting periods that have to be
      established in order to account for year-end versioning (i.e., period
      13 and 14)?                                                                            13th Month and 14th month




ERP Planning Survey                                                        1-GenLedg Section                                                            Page 10 of 65
GL-8   If you have a Journal approval process what is the hierarchy of                    In general, the creator of the JE reviews and approves the entry to route
       approvals?                                                                         to the next level, such as Manager or Department Chair. At this next
                                                                                          level, approval is done then sent at minimum one level higher for final
                                                                                          approval. All Journal Vouchers require review and final approval by a
                                                                                          central administration department.
GL-9   Do you process Journal Entries for inter-departmental and inter-             Y
                                                                                          Yes, entries are processed throughout the year and reconciled quarterly
       agency transactions?
                                                                                          and at year end.
GL-10 Do you have standard or repeating journal entries?                            Y

                                                                                          Yes
GL-11 Do you input journal entries into the current system using Excel              N
      spreadsheets? Other?
                                                                                          NO
GL-12 Briefly outline the month end closeout or period end processing for
      your institution.
                                                                                                                                            nd
                                                                                          Prior to month end closing day (typically the 2or 3rd working day) a
                                                                                          request is made for pre-close Monthly Financial Report
                                                                                          (“Monthly”), which is run by Financial Reporting. This report is a
                                                                                          listing of all accounts and their corresponding year-to-date
                                                                                          balances. The report is reviewed to make certain that all of
                                                                                          scheduled journal entries are included. In addition, opening the new
                                                                                          month is done a few days before closing is completed so that
                                                                                          entries for that period can be recorded. Once all activity is in the
                                                                                          system, the the close is initiated in BIS. From the CP1 screen, the
                                                                                          period to be closed is selected and changed to the status “C” for
                                                                                          closed. Once the closing is completed, arequest is submitted from
                                                                                          the CP2 screen for the “Statement of Accounts” report. The report,
                                                                                          which is generated overnight, includes the activity for the entire
                                                                                          university separated by mail code. General accounting is
                                                                                          responsible for distributing the individual reports throughout
                                                                                          campus.
                                                                                          Yes, we can see transaction level detail in Define. Additionally, the UT
GL-13 Do you have “drill-down” capabilities into the source of various
                                                                                          Direct and cognos data-warehouse provide budget group summaries
      transactions?
                                                                                          that can be "drilled" thru to transaction level detail.
GL-14 What are your structure and rollup capabilities, including
      reorganizations?
                                                                                          Will discuss this with consultants on site.




ERP Planning Survey                                                       1-GenLedg Section                                                           Page 11 of 65
GL-15 What type of reports do you utilize? Income Statement, Balance
                                                                                            Balance sheet, income statement, stc. Are created from reports
      Sheet, etc.
                                                                                            downloaded from Define and modified in Excel.
GL-16 Do you utilize any type of dashboard to distribute reports?

                                                                                            No
GL-17 Do you have Allocations defined in the current ERP system? If yes do
      you use any of the following allocation types: Fixed Basis, Prorate,
      Spread Evenly or Arithmetic?                                                          Only IDC allocation used for billing in Restricted funds.
GL-18 Do you perform Consolidations and eliminations on the data? If yes,                   Yes. Eliminations of service department revenue and expenses are done
      please briefly outline the process.                                                   at year end. Initially, service department revenue is closed out to fullest
                                                                                            extent possible, followed by remaining expense. Entries are made to
                                                                                            reverse these.
GL-19 Do you have any reconciliation procedures within General Ledger? If
                                                                                            GL balances for individual fund groups are verified monthly to ensure
      yes, please briefly describe at what level and frequency.
                                                                                            that the fund group is in balance. Additional monitoring is conducted to
                                                                                            ensure that GL balances for assets and liabilities are supported by
                                                                                            underlying subledger detail and related detail to external document
                                                                                            reconciliation (i.e. bank reconciliations). Finally, All JE's go through
                                                                                            automated verification prior to final approval. Any discrepancies must
                                                                                            be cleared before final approval. During month end close, various
                                                                                            system checks are run that search for incorect coding.

Topic Area #3 – Additional Questions/Comments
GL-20 Please list all business applications used in this process. In addition
       to listing your main financial system (i.e., DEFINE, etc.), please also
       list any other systems you use. This includes any databases
       maintained to track information outside of the primary system.                       Define, Cognos, UT Direct, Banner Student (A/R), Touchnet cashiering
                                                                                            interface for Banner
GL-21 Please list any key issues with your current system(s) that require
      improvement in a new system.                                                          The balance forward and rebook processes are cumbersome and
                                                                                            require substantial review prior to posting. Departmental users are
                                                                                            often confused by the account activity related to these events.
GL-22 Please list any key process areas that we did NOT cover with this
      survey that must be accommodated within a new system.
GL-23 Please note any additional thoughts or observations you would like
      to have noted at this time.
GL-24 How are reports delivered to users? Are they from your current ERP                    Printed Reports, real time access to DEFINE, COGNOS updated weekly, UT
      system (e.g., DEFINE, SCT Plus) or are they delivered from a data                     Direct updated each night.
      warehouse, excel, etc?



ERP Planning Survey                                                         1-GenLedg Section                                                           Page 12 of 65
                                                       Commitment Control Questions
 Respondent(s):
Date Completed:

                                                                                 Vol-       Use
  No.                            Question/Request                                                                              Response Details
                                                                                 ume        Y/N

Topic Area #1 – Data Volume Questions
        What types of commitments are recorded and tracked? (pre-                                 Budgets are posted for each account at the sub-account level.
        encumbrances, encumbrances, budgets for what levels, etc.)? How                           Encumbrances are posted for salaries, fringe benefits, travel, materials,
        many transactions are generated on a monthly basis for all                                and other expenses.
CC-1 transactions?
        For the main commitment data tracked is it summarized? If yes, what                       Summaries are available at GL level and account level by transactions
        is this volume of data on average for a given month?                                      code.
CC-2
        Are Payables invoices or vouchers tracked against the commitment? 1644                    Yes. The payment process will authomatically dis-encumber and amount
        If yes, what is the average number of these documents for a given                         equal to the actual payments but not to exceed the original encumbrance.
CC-3 month?
        Are Accounts Receivable transactions tracked against the                                  Accounts receivable are tracked and monitered via ageing schedules for
        commitment? If yes, what is the average number of these                                   student assesments, grant related receivables, etc… Actual collections are
        transactions for a given month?                                                           monitored againts original budget estimates (tuition income specifically)
                                                                                                  via budget to actual comparisons generated by the Budget Office and
                                                                                                  monthly financial reports prepared for the BOR.
CC-4
        Are General Ledger journal entries recorded and tracked? If yes,         583              The Define system assigns journal entry numbers sequentially.
        what is the average number of these entries for a given month?
CC-5

Topic Area #2 – Commitment Control Business Process Questions
        Are there more than one level of budget “hierarchies” where more                          Sub accounts role up to Budget groups,which role up to Fund groups.
        detailed levels of budgets (with more account fields role up to higher
CC-6 levels)?
        Does the institution use budget only account coding or tracking fields          y         Yes.
CC-7 i.e.; Account, Department, Fund, etc?
        Are roll-up trees used for encumbrance budgeting and if so for how
CC-8 many and which fields?




ERP Planning Survey                                                        2-CControl Section                                                                   Page 13 of 65
        Are there controls or alerts to stop overspending? If yes, briefly             y     Yes. The system will not allow expenditures to exceed budget without
        describe the functionality and at what budget commitment level(s)?                   approved overdraft. This overdraft flag can be set as low as sub account
                                                                                             level, pooled groups of sub-accounts within a budget group or budget
                                                                                             group. Payroll vouchers, centralized credit card payments, and certain
                                                                                             inter-departmental charges will over-ride this flag and post to overdrafted
                                                                                             accounts. A monthly report of overdrafted accounts is monitered on a
                                                                                             monthly basis and followed up with department for resolution.
CC-9
        Are the encumbrance budget periods the same as the fiscal periods?                   Material and travel encumbrances may cross into future periods.
CC-10
      Are encumbrance budgets allowed to be carried over for more than                 y     Yes.
CC-11 one budget period?
CC-12 Are open encumbrances rolled over into the new fiscal year?                      y     yes.
CC-13 Are pre-encumbrances be used for requisitions?                                   y     Yes.
      How are the budgets loaded into Commitment Control (from                               Loaded via journal voucher entries generated from the Define budget
      Planning & Budgeting, Project Costing, HCM or from other systems)?                     module.
CC-14
CC-15 How often are budget revisions made?                                                   Revisions can be made throughout the year
      Do end-users make budget journals and budget transfers or will this                    End users can initiate transfers, but final approval and actual transfer is
CC-16 come from budget office only?                                                          done centrally.
CC-17 Are salaries encumbered?                                                         y     Yes

Topic Area #3 – Additional Questions/Comments
        Please list all business applications used in this process. In addition to           Define and Razrs Edge (for donations).
        listing your main financial system (i.e., DEFINE, etc.), please also list
        any other systems you use. This includes any databases maintained
        to track information outside of the primary system.
CC-18
        Please list any key issues with your current system(s) that require                  Reporting, data extraction, and user friendly interface.
CC-19 improvement in a new system.
        Please list any key process areas that we did NOT cover with this                    Commitments from donors.
CC-20 survey that must be accommodated within a new system.
        Please note any additional thoughts or observations you would like to
CC-21 have noted at this time.
        How are reports delivered to users? Are they from your current ERP                   Define extracts, UT Direct, Cognos.
        system (e.g., DEFINE, SCT Plus) or are they delivered from a data
CC-22 warehouse, excel, etc?




ERP Planning Survey                                                          2-CControl Section                                                              Page 14 of 65
                                                          Accounts Payable Questions
Respondent(s):
Date Completed:

                                                                                   Vol-    Use
 No.                            Question/Request                                                                              Response Details
                                                                                   ume     Y/N

Topic Area #1 – Accounts Payable Volume Questions
      How many active Vendors are in your current system? Are the same         1.009             UT Austin has indicated that the vendor file contains approximately 1.5
      Vendors used for Payables and Purchasing?                                MM                million vendors of which 1.009 million are currently active. This includes
                                                                                                 employees and external providers of goods and services for all institutions
                                                                                                 on Define. Multiple records may exist for a single vendor with different
                                                                                                 mailing addresses. The same vendors are used between Purchasing and
                                                                                                 Accounts Payable.
AP-1
     How many Invoices / Vouchers are entered daily? Monthly average                             177 Daily; 3681 Monthly Vouchers; This is based on 250 working days per
AP-2 number of Invoices processed?                                                               year
AP-3 What is the average number of Invoice or Voucher lines?                   3
     What is the number of Payments (checks, ACH, EFT, Wire, others)                             Avg Checks 4500/month, 215/Day; Avg ACH 2973/month, 142/Day
AP-4 made in a given day? Month?
     Do you scan or image documents in your current system? If yes,                       No
     please briefly describe the process including storage method.
AP-5
     Identify the approvals or workflows used and tracked within the                             SEE DE-Docs Section and attached Process Map
     current Payables system. (DEFINE users my respond in the DE-Docs
AP-6 Section.)

Topic Area #2 – Accounts Payable Business Process Questions
      Do you record and make payments to Vendors not in your system;                      No     All vendors must be entered into our system
AP-7 for example "one time" payments or rebates?
      What payment terms do you use in your current Payables system?                             Net 30
AP-8
      What are your tax requirements? For example sales tax, use tax,                            Tax Exempt State of Texas sales tax; all other out of state tax must be
      others. Do you currently use a third party tax system (Vertex, other)?                     paid; We currently do not use a 3rd party tax system.
AP-9




ERP Planning Survey                                                      3-Payables Section                                                                   Page 15 of 65
        What fields are entered for an Invoice or Voucher. For example                       VP1Document: Format, Partial/Complete, Seprate ck indicator, State/local
        vendor information, item or service being paid, amount fields,                       indicator, ck distribution code, requested payment date, requested
        additional invoice charges, freight, withholding information (Payee                  payment reason, mail code (if needed), notes, comments, amt to be
        FEIN/TIN), Purchase order information, etc..                                         disencumbered if partial payment, amt to be paid, debit indicator, odject
                                                                                             code, invoice number.                       VP2Document : Format, ck
                                                                                             distribution code, seprate ck indicator, EID, mail code, service dates,
                                                                                             invoice recv dates, state/local indicator, requested payment date,
                                                                                             requested payment reason, voucher description, comments, account
                                                                                             number, debit/credit, object code, amount, PO number (if required), DTN
                                                                                             (if required), purpose code (if required), invocie number, notes.
AP-10
        Do you have invoice or voucher templates that can be copied to                Yes    DEFINE has a "COPY" feature that can be used to recreate a voucher.
        facilitate the creation of vouchers?                                                 Enter the voucher doc number, and "copy" and modify document as
AP-11                                                                                        needed.
      Do you record contracts with your vendors? If yes briefly describe the                 Please provide definition of "record". Do you mean encumber funds?
AP-12 process and information recorded.
AP-13 Do you record and report withholding/1099 information?                          Yes
      Do you verify monies are available for funds/budget at the time of              Yes    DEFINE Voucher document has an audit feature that checks for funding at
AP-14 voucher entry? If yes briefly explain the process.                                     each level of approval.
      Do you “match” transactions prior to making a payment? If yes                   Yes    All invoices are matched to receiving documents &purchase orders prior
      please describe the process and any exceptions.                                        payment. It is a manual process. See Attached Process Map
AP-16
AP-17 In your current system do you process escheatment?                              No     Excheatment is managed manually.
      Do you have the capability to record more than one address for a                Yes
AP-18 single vendor?
      What additional vendor information is added and maintained?                            Regular address, email address, state mail code, direct deposit
                                                                                             information, deleted address(s), University identifier (EID), State
                                                                                             Identifier, Texas charter number, Tax ID Number, ownership type, source
                                                                                             of ownership type, residency for individuals, system generated HUB
AP-19                                                                                        status, state hold, security hold
      Do you have procurement card capabilities within your current                   Yes
AP-20 system?

Topic Area #3 – Additional Questions/Comments
      Please list all business applications used in this process. In addition                DEFINE, UT Direct (Point Plus), SDOL-Smart Data Online JP Morgan Chase
      to listing your main financial system (i.e., DEFINE, etc.), please also                Bank Card online system, Banner student system, Follet Bookstore
      list any other systems you use. This includes any databases                            electronic feed
      maintained to track information outside of the primary system.
AP-21




ERP Planning Survey                                                         3-Payables Section                                                          Page 16 of 65
        Please list any key issues with your current system(s) that require                    Reporting; Electronic 3-way payment match; Imaging; Documentation
        improvement in a new system.                                                           Importation (example as from an excel spreadsheet into a voucher)
AP-22
      Please list any key process areas that we did NOT cover with this                        Travel processes and documents
AP-23 survey that must be accommodated within a new system.
      Please note any additional thoughts or observations you would like
AP-24 to have noted at this time.
      How are reports delivered to users? Are they from your current ERP                       We retrieve our DEFINE reports using a data access tool called
      system (e.g., DEFINE, SCT Plus) or are they delivered from a data                        "MONARCH". We also use a resport writing tool via DEFINE known as IF2
AP-25 warehouse, excel, etc?                                                                   and a web based report writer UT DIRECT.




ERP Planning Survey                                                           3-Payables Section                                                        Page 17 of 65
                                               Accounts Receivable/Billing Questions
Respondent(s):
Date Completed:

                                                                            Vol-       Use
 No.                          Question/Request                                                                            Response Details
                                                                            ume        Y/N

Topic Area #1 – Data Volume Questions
AR-1 What is the current number of active Customers? Students?             20346             There were 20,346 students enrolled this semester.
      Identify other sources of payments received and the associated                         we get payments from Alumni and the general public for services such as
      volume?                                                                                transcripts, testing, and swimming and fitness memberships.
AR-2
      What is the current number of Deposits? Average number of Deposit 40                   We average about 40 deposits per day.
AR-3 Items?
AR-4 What is the current number of Statements?
AR-5 What is the current number of Credit/debit memos?                                       N/A
      Do you track intra-unit or intra-agency transactions? If yes what is       Y           yes, intra agency transactions are done through UTIMCO, USAS, EFT
      the current number of intra-company or intra-agency transactions?                      through banks, or checks.
AR-6
      Do you track inter-unit transactions? If yes what is the current                       N/A
AR-7 number of inter-unit transactions?

Topic Area #2 – Accounts Receivable/Billing Business Process Questions
      Do you record deposits and prepayments? If yes, how do you record            Y         Deposits are recorded via the Cash recipts Voucher in Define or via Journal
      these transactions?                                                                    Voucher interface from Banner. Deposits are reconcilled to bank account
AR-8                                                                                         monthly.
      Do you track and record relationships between customers e.g.                 N         N/A
AR-9 franchises, subsidiaries etc.?
      Do you create reciprocal customer relationships whenever you create          N         N/A
      a relationship between customers for tracking purposes?
AR-10
      Do you have multiple "remit to" locations? How are multiple "remit           Y         Multiple remit records are differentiated by different mail codes for the
AR-11 to" distinguished in the customer record?                                              same vendor entity
AR-12 What credit information is tracked for each customer?                        N         N/A
      How do you group your customers for credit limits, credit checks?            N         N/A
AR-13
      Do you bill customers in a foreign currency? How many invoice types          N         N/A
AR-14 do you have?




ERP Planning Survey                                                    4-Receive Section                                                                   Page 18 of 65
      Do you validate the tax rate against a Customer’s Ship To address                  N      N/A
AR-15 when preparing invoices?
      Do you charge finance charges? If so - how do you charge finance                   Y      Finance charges are assessed to student emergency loans only.
AR-16 charges?
      Do you write off receivables? Is there a specific dollar amount or time            Y      Generally, amounts outstanding for more than 3 years are recorded in
      frame used by your institution for write-offs?                                            allowance for uncollectible debts. After that, the balances are reviewed to
                                                                                                assess collectability. Also, balances that are known to be uncollectible
                                                                                                regardless of period of time outstanding are written off.
AR-17
        Do you process refunds or re-bill items? If yes, briefly explain the             Y      Refunds are processed to students. Rebilling occurs as part of our ongoing
        process.                                                                                collection efforts for sutent A/R, Contracts & Grants, and any other
AR-18                                                                                           exchnage transaction related receivable.
        How do your customers generally pay invoices? i.e.: single check,                       Studnets A/R payments are made on-line, by phone, mail, or in person.
        single invoice/single check, multiple invoices/multiple checks and or                   Accepted forms of payment are cash, checks, money orders, credit cards,
        multiple invoices? Provide a list of Banks and the purpose or usage                     and cashier's checks. Other exhange transaction related receivables are
        for each account?                                                                       normally paid by check or EFT. Wells Fargo is our only bank.
AR-19
      What types of payments are received and input into your current                           Cash, checks, credit cards, EFT.
AR-20 system? (i.e. check, cash etc.)
      What reports do you currently generate for Invoicing, Sales and                           We produce student invoices for tuition and fees only via Banner
      Revenue tracking? Provide samples including frequency and                                 (TSRCBIL). They are produced 3 times per year, for the Fall (July), Spring
      distribution.                                                                             (December), and Summer (may). Statements are issued electronically in
                                                                                                conjuntion with collection activities on past due balances.
AR-22

Topic Area #3 – Additional Questions/Comments
      Please list all business applications used in this process. In addition                   Define, Banner, Touchnet cashiering solution, and ACS-AFSA for the
      to listing your main financial system (i.e., DEFINE, etc.), please also                   Perkins Program.
      list any other systems you use. This includes any databases
      maintained to track information outside of the primary system.
AR-23
      Please list any key issues with your current system(s) that require                       Refunding of tuition and fees.
AR-24 improvement in a new system.
      Please list any key process areas that we did NOT cover with this                         Refunding of tuition and fees, and third paty billing/invoices.
AR-25 survey that must be accommodated within a new system.
      Please note any additional thoughts or observations you would like
AR-26 to have noted at this time.
      How are reports delivered to users? Are they from your current ERP                        Banner, Define, Crystal Web Reports, Monarch, AFSA for Perkins Loans.
      system (e.g., DEFINE, SCT Plus) or are they delivered from a data
AR-27 warehouse, excel, etc?


ERP Planning Survey                                                             4-Receive Section                                                                 Page 19 of 65
                                                       Asset Management Questions
 Respondent(s):
Date Completed:

                                                                                Vol-       Use
  No.                            Question/Request                                                                             Response Details
                                                                                ume        Y/N

Topic Area #1 – Data Volume Questions
        How many assets are maintained in the current system? How many                           In the DEFINE system as follows:
        fully depreciated (i.e. still depreciating)? Sample types of Assets:                     Equipment, Automobiles, Furniture, Fixtures - 64,339 count
        Land, Building, Automobiles, Equipment, Furniture and Fixtures,                          Fully Depriciated Assets - 54,285 count
AM-1 Leases, Hardware, Software, Other?                                                          Currently Depreciating Assets - 10,054 count
        How many books are maintained (e.g. corporate, federal tax, AMT,     1         N         n/a
        ACE, other specialty books)? Are any of these required simply to
AM-2 accommodate the current system?
        How many retired assets are in the system? If an asset is retired on           N         n/a
        one book but not others, does it need to still be maintained in the
        system? What are the business reasons for maintaining retired
AM-3 assets in the system?
        How many different depreciation methods, conventions are currently 1                     Straight line.
AM-4 used?

Topic Area #2 – Asset Management Business Process Questions
        What types of assets are maintained in the system? Fixed, intangible,                    equipment, infrastructure, land, buildings, library books are considered
AM-5 pre-paid items, construction projects?                                                      capital assets if over a certain threshold.
        Are there limitations on how the different types of methodologies              N          only use straight line.
        can be set-up in the application (i.e., MACRS, etc.)
AM-5B
        Is approval required prior to purchase? Is that in addition to the             Y         Yes, that is in addition to annual budget process.
AM-6 annual capital budget approval?
        Do you record assets that are owned by multiple institutions or                          No, we do not currently record multi-institute owned type assets. All
AM-7 departments?                                                                                assets are recorded to one department only.
        Where is the coding of the capital transaction (i.e. budget,                             Budget/source of funds is addressed in PO process by department.
        depreciation attributes, and account) accomplished? By the central                       Equipment is coded by Accounts Payable based on dollar threshholds and
        department, one person, the originator of the purchase, construction                     coded with capital object codes. The inventory department assigns
        department?                                                                              inventory tag numbers and loads assets into the asset system. All other
                                                                                                 assets are coded corrected by Financial Reporting.
AM-8




ERP Planning Survey                                                     5-AssetMgt Section                                                                   Page 20 of 65
      Are parent-child relationships identified when adding an asset?                 Y      Yes, multiple inventory items belonging to one unit are given an element
AM-9                                                                                         number.
AM-10 Are assets tracked individually or by groups?                                          Assets are tracked individually by property tag.
      What are the various sources of new assets (e.g. who buys items,                       New assets can be purchased through departments as long as propoer
      manages construction, etc.)?                                                           procurement procedure is followed. Construction management is done
                                                                                             either by the Office of Facilities Planning and Construction at UT System
AM-11                                                                                        or our Facilities department.
        Is there any approval required prior to capitalizing items/services?                 Yes, capitlization thresholds must be met by project. UT system provides
AM-12                                                                                        guidance on componentization.
      Are there any assets that need to be allocated across multiple                         Cost can and is frequently allocated across different fund sources.
      departments or entities within Asset management module (costs and                      Inventory ownership and depreciation expense is not allocated.
AM-13 depreciation expenses)?
      How are changes in asset location submitted - transfers, retirements,                  Asset locations are submitted by departmental requests or during annual
      sale, scrap, etc.? Are approval(s) required?                                           physical inventory. Transfers, retirements & scraps originate at the
                                                                                             departamental level. Approvals are required on all transactions.
AM-14
      Are any items tracked in the asset system for physical tracking                        Certain sensitive items, such as computers or projectors are tagged, but
      purposes, not for depreciation (in the asset system, but have no                       not depreciated.
      financial attributes, such as cost on the books, depreciation rules,
AM-15 etc.)?
      What are the current capitalization policies? Is there a “hard”                        All assets meeting the capitilization criteria set by the State or the
      capitalization minimum?                                                                University will be capitalized as follows:
                                                                                             Land - Cap Min. $0.00                                            Facilities and
                                                                                             other improvements - Cap Min. $100,000             Building & Building
                                                                                             Improvements - Cap Min. $100,000 Infrastructure & INF Improvements
                                                                                             - Cap Min. $500,000 Leasehold Improvements - Cap Min. $5,000
                                                                                             Equipment/Automobiles - Cap Min. $5,000
AM-16
        How often are asset transactions reflected on the General Ledger (i.e.               Transactions, including depreciation, are posted monthly. Depreciation is
        additions, transfers, adjustments, etc.)? How often is depreciation                  processed through General Accounting and Financial Reporting. It is not
        posted to the General Ledger? Who initiates the process of posting                   calculated by Define.
        depreciation? Is it calculated by the system?
AM-17

Topic Area #3 – Additional Questions/Comments
        Please list all business applications used in this process. In addition              Define, SPA.
        to listing your main financial system (i.e., DEFINE, etc.), please also
        list any other systems you use. This includes any databases
        maintained to track information outside of the primary system.
AM-18



ERP Planning Survey                                                         5-AssetMgt Section                                                               Page 21 of 65
      Please list any key issues with your current system(s) that require             The up load of current purchases and activity from DEFINE to SPA.
AM-19 improvement in a new system.
      Please list any key process areas that we did NOT cover with this
AM-20 survey that must be accommodated within a new system.
      Please note any additional thoughts or observations you would like
AM-21 to have noted at this time.
      How are reports delivered to users? Are they from your current ERP              Define, Cognos, UT Direct
      system (e.g., DEFINE, SCT Plus) or are they delivered from a data
AM-22 warehouse, excel, etc?




ERP Planning Survey                                                  5-AssetMgt Section                                                         Page 22 of 65
                                                         Grants Management Questions
Respondent(s):
Date Completed:

                                                                                  Vol-       Use
 No.                             Question/Request                                                                                 Response Details
                                                                                  ume        Y/N

Topic Area #1 – Grants Data Volume Questions
      What is the number of active Grants that your institution currently        382               As of 9/1/08 there were 382 ACTIVE grant accounts.
GR-1 records and tracks?
      What types of Grants does do you track? For example State funded,                            Federal, State, Local and Private
      Federal funded, privately funded, gift grants, others?
GR-2
      What was the Fiscal Year 2008 grant related renewal rate?                                    Will follow up during site visit.
GR-3
      How many funds and fund codes does your institution utilize?                                 For grants only 4 fund codes: 200-Federal, 300-State, 380-Local and 400-
GR-4                                                                                               Private
        Do you track intra-unit or intra-agency transactions? If yes what is             Y         intra agency transactions are done through UTIMCO, USAS, EFT through
        the current number of intra-institution or intra-agency transactions?                      banks, or checks.
GR-5

Topic Area #2 – Grants Business Process Questions
      Are there more than one level of Grants “hierarchies” where more                   Y         Fund group, budget group (8 digit account), subaccount (10 digit account)
      detailed levels of budgets (with more account fields role up to higher
GR-6 levels)?
      What resource types does our institution utilize? (e.g. labor, direct                        Direct and indirect costs
GR-7 cost, materials, overhead)
      Does the institution utilize program types; how many if applicable?                          Will follow up during site visit.
GR-8
      What are the outstanding Facilities and Administration (F&A)                                 Current rates approved by Cognizant agency
GR-9 requirements for your institution
      Does the institution have proposal, award, recipient grant close-out                         Award, allowable expenses and period of grant, etc. entered into DEFINE.
      requirement(s)? If yes briefly describe.                                                     Grant close-out: notify PI six months prior to grant ending; notify PI when
                                                                                                   account closed if any encumbrances are still outstanding; ensure indirect
                                                                                                   cost calculation is correct, issue final invoice and final financial.

GR-10




ERP Planning Survey                                                             6-Grants Section                                                                Page 23 of 65
      How many “approvers” does the institution require for proposal                               Proposals are not submitted through GL
GR-11 components?
      What is the number of sub-recipients where your institution is the     93                    As of 9/1/08 there are 93 active sub-recipient accounts active.
      Grantee and/or Grantor if applicable? For example, sub-recipients
      are second tier grantors that will receive grant funds and are
      contained within the grant award. The Grantee is awarded to the
      principal recipient of the grant, then a percentage of the total award
      may be funded to several other grantees as sub-recipients.
GR-12
      What is the number of employees designated as PI within the Grants 308                       As of 9/1/08 308 Pis for active accounts
      Management system (HR Interface?)PI being the Principal
      Investigator (Administrator of the Grant); the responsible person is
      typically a Project Manager or perhaps a third party.
GR-13
      Is there a Project Costing Interface to include Grant activities,                            N/A
      budgets, categories, etc.? In addition will you utilize commitment
GR-14 control to track Grant Budgets?
      What are the reporting requirements for Grants? Do you have                                  Reporting requirements are based on agency requirements not funding
      requirements for State, Federal, or other reporting? Please provide                          source. For example, DHHS and NSF require quarterly reporting. Other
      examples and frequency.                                                                      agencies vary from monthly, quarterly, annual or final.
GR-15
GR-16 Is there a requirement for variance reporting?                                               Not currently
      Are there any grant/department level related security requirements?                          Approval of appointments and/or payments on sponsored accounts is
GR-17                                                                                              assigned to Project PI, ORSP and Contracts & Grants
      Is there a portal requirement in order to facilitate eGrants or eGov                         Not currently
GR-18 functionality?

Topic Area #3 – Additional Questions/Comments
      Please list all business applications used in this process. In addition                      DEFINE
      to listing your main financial system (i.e., DEFINE, etc.), please also                      COGNOS
      list any other systems you use. This includes any databases                                  UT Direct
      maintained to track information outside of the primary system.                               Contracts & Grants - Cost Share Database
GR-19
      Please list any key issues with your current system(s) that require                          Reporting, data extraction and end user friendly interface
GR-20 improvement in a new system.
      Please list any key process areas that we did NOT cover with this                            None
GR-21 survey that must be accommodated within a new system.
      Please note any additional thoughts or observations you would like                           None
GR-22 to have noted at this time.




ERP Planning Survey                                                             6-Grants Section                                                                Page 24 of 65
                                                                                              DEFINE
      How are reports delivered to users? Are they from your current ERP                      COGNOS
      system (e.g., DEFINE, SCT Plus) or are they delivered from a data                       UT Direct
GR-23 warehouse, excel, etc?                                                                  Contracts & Grants - Cost Share Database




ERP Planning Survey                                                        6-Grants Section                                              Page 25 of 65
                                                      Budgeting & Planning Questions
Respondent(s):
Date Completed:

                                                                               Vol-       Use
 No.                            Question/Request                                                                             Response Details
                                                                               ume        Y/N

Topic Area #1 – Data Volume Questions
       What are the current number of units or legal entities that you have 834                 There are approximately 834 budget documents processed during the
       in your current Planning and Budgeting system?                                           budget cycle.
PB-1
       Are budget journal entries recorded? If yes on average how many in             Y         There are approx. 15 original budget vouchers, with approx. 11,360
       a given month?                                                                           transactions (all recorded in September). There are also budget transfers
                                                                                                and adjustments processed during the year. The volume on these
PB-2                                                                                            transactions is approx. 140 per month.
        How many fiscal years of summarized data are available in the                           over 15 years
        current Planning and Budgeting system?
PB-3
     Do you track intra-unit or intra-agency transactions? If yes what is             N
     the current number of intra-company or intra-agency transactions in
PB-4 a given month?
     Do you track inter-unit transactions? If yes what is the average                 N
     number of inter-unit transactions in a given month?
PB-5

Topic Area #2 – Budgeting & Planning Business Process Questions
       Are there approvals or workflows used and tracked within the budget                      Please see DE-Docs section
       and planning environment? (Note: DEFINE users may respond in the
       DE-Docs Section.)
PB-6
PB-7 Do you conduct long range financial planning?                                    N
PB-8 What is the length of your budget cycle?                                                   4 - 5 month preparation cycle.
PB-9 How many Legal Entities do you currently budget?                      1                    one
       How many periods do you budget in a budget cycle? How often is      1                    one period (fiscal year) - data is only refreshed as requested/needed
PB-10 data refreshed?
       Do you prepare a Capital Budget, Operational Budget, etc?                                Operational budget. Limited capital budget is included to the extent that
                                                                                                current sources will be used for non-current funds capital activities.
PB-11



ERP Planning Survey                                                     7-Budget Section                                                                    Page 26 of 65
        Do you prepare a multi-year Budget? Multi-Year Forecast? Multi-                Y         The operating budget is a two year comparative format. As part of the
        Year Plan?                                                                               preparation process we are required to prepared and submit a six year
PB-12                                                                                            forecast.
        If you use multi-year (budgets, forecast or plan), are all years                         N/A
        captured at the same level of detail? Forecast at Quarterly level vs.
        Monthly level? Forecast future years budget amounts at a summary
PB-13   level?
        Is your historical data at a different level than your plan to enter your      N
PB-14   budget?
PB-15   How many budget phases do you use?                                        1
        How many iterations of a budget do you normally go through? What 1
        governs a new iteration, for instance a change in economic
        assumptions or a government reorganization may require a new
PB-16   iteration?
PB-17   Do you seed your budget or use zero-based budgeting?                                     We use an historical based budget.
PB-18   Do users have the ability to work on their budgets offline?                    Y
PB-19   What is the lowest level for which you record budgets?                                   sub-accont level
PB-20   How many accounts do you utilize for budgeting?                                          over 1,000 (approx. 834 budget groups)
PB-21   How many planning centers do you utilize for budgeting?                                  Will discuss during site visit.
PB-22   Will other types of allocations need to be performed?                          Y         Discetionary accounts, research incentive accounts, etc.
        Do you perform consolidations and eliminations on planning data?               N
PB-23
      Do you perform mass adjustments? An across-the-board reduction in                Y         As needed; usually involves salaries
PB-24 travel expenses?
      How often do you need budgetary reports? Several times daily, daily,                       daily to several times daily during the budget cycle
PB-25 weekly, monthly?
      What kinds of Management reports do you currently utilize from                             We have had to develop tools to provide the needed data for
PB-26 your budget system? Ex. Cost Center Expenses                                               management reporting needs
      Do you use any kind of OLAP or ROLAP applications to analyze                     N
PB-27 planning data?
      Where do you run your current reports? Financial System and/or                             *DEFINE budget and financial systems, UTDIRECT
PB-28 Budget System?
PB-29 Do you utilize any type of dashboard to distribute reports?                      Y         for upper management only
      Are users provided with historical values when preparing budgets?                Y         prior year only
PB-30
      How many budget dimensions (chart of accounts) do you currently                            Will discuss during site visit.
PB-31 use for budgeting?
      Do you utilize formulas and drivers to create budgets? If so, please             N
PB-32 describe the types of drivers and formulas?




ERP Planning Survey                                                           7-Budget Section                                                              Page 27 of 65
      Are data precision requirements defined? If so, what are they?                      N
PB-33
PB-34 Are drivers defined centrally or locally?                                           N
      Are dimension values free form (do users create line item values on                 N
PB-35 the fly)?
      How do you validate users are utilizing the correct chart of account                          processed centrally
PB-36 values for budgeting?
      Do you budget for personnel positions? If so, how do you currently                  Y         The current budget model allows for position line item detail for all faculty
PB-37 budget for them?                                                                              and staff positions
      Do you currently have an interface which feeds your budget                          Y
PB-38 application actual position information?
      Do you extract job codes, position information and position data                    Y         The budget system validates some data to HR modlue (e.g. job code,
      from your current HRMS system?                                                                salary within range, etc…) Current HR modules in *DEFINE are being
PB-39                                                                                               transitioned to a new HRMS system
      Do you budget for personnel related costs (salary, benefits, earnings,              Y         All permanent faculty and staff positions are budegted at line item level.
      tax)? If yes, Fulltime? Part-time? Temporary?                                                 Temporary and part-time salaries are budgeted to an appropriate sub-
                                                                                                    account as well as the related fringe benefit costs for all salaries and
PB-40                                                                                               wages.
      Do you send budgeted position information back to the source HRMS                             N/A
PB-41 system?
      Do HRMS Departments (cost centers) map 1:1 to the Financial Cost                              N/A
PB-42 Centers (Departments)? If not what is the relationship?
PB-43 Do all employees have a position?                                                   Y
      Are employee expenses cross-charged or booked to the employee's                               Employee expenses are cross-charged as appropriate.
      'home' department? What percentage are cross-charged?
PB-44

Topic Area #3 – Additional Questions/Comments
       Please list all business applications used in this process. In addition                      MS Exce, Define, UT Direct
       to listing your main financial system (i.e., DEFINE, etc.), please also
       list any other systems you use. This includes any databases
       maintained to track information outside of the primary system.
PB-45
       Please list any key issues with your current system(s) that require                          ability to create custom reports as needed
PB-46 improvement in a new system.
       Please list any key process areas that we did NOT cover with this
PB-47 survey that must be accommodated within a new system.
       Please note any additional thoughts or observations you would like
PB-48 to have noted at this time.




ERP Planning Survey                                                              7-Budget Section                                                                 Page 28 of 65
      How are reports delivered to users? Are they from your current ERP                  from current system through UTDIRECT and through COGNOS
      system (e.g., DEFINE, SCT Plus) or are they delivered from a data
PB-49 warehouse, excel, etc?




ERP Planning Survey                                                    7-Budget Section                                                        Page 29 of 65
                                            Purchasing & Strategic Sourcing Questions
 Respondent(s):
 Date Completed:

                                                                              Vol-       Use
  No.                            Question/Request                                                                           Response Details
                                                                              ume        Y/N

 Topic Area #1 – Data Volume Questions
        How many active Vendors are in your current system? Are the same                       UT Austin has indicated that the vendor file contains approximately 1.5
        Vendors used for Purchasing as in the Payables system? If not,                         million vendors. This includes employees and external providers of goods
        briefly describe the differences or issues.                                            and services. Multiple records may exist for a single vendor with different
                                                                                               mailing addresses. The same vendors are used between Purchasing and
                                                                                               Accounts Payable.
 PO-1
        How many Requisitions are entered either daily or monthly? How                         On average there are 788 purchase orders issued that are less than $5,000
        many Purchase Orders are entered?                                                      per transaction and an average of 174 purchase orders are issued that are
                                                                                               greater than $5,000 per transaction on a monthly basis.
 PO-2
        What is the average number of Requisition lines in a Requisition?                      Difficult to determine - this information is not tracked.
        What is the average number of Purchase Order lines in a PO?
 PO-3
        Do you record and track Vendor quotes? If yes how many are                   Y         Vendor quotes are entered and tracked in Point Plus for transactions over
        currently in the system? Are there other vendor bids or events                         $5,000. It is unknown how many are in the system; the history goes back
        tracked?                                                                               to 2000. Bids & proposals are tracked on a stand alone file in Microsoft
 PO-4                                                                                          Access
        Identify the approvals or workflows used and tracked within the                        Point Plus has a routing history screen that tracks all purchase order
        current Purchasing system. (Note: DEFINE users may respond in the                      transaction history from creation to final approval.
 PO-5   DE-Docs Section.)
        How many buyers do you employ in central Purchasing?              5
 PO-6
        Are there departmental buyers? If so, how many?                              Y         300 + departmental buyers that have purchasing authority up to
 PO-7                                                                                          $4,999.99
 PO-8   How many departmental requesters are there?                                            300+

 Topic Area #2 – Purchasing & Strategic Sourcing Business Process Questions




ERP Planning Survey                                                      8-Purchase Section                                                                  Page 30 of 65
         Do you record and track sourcing bids and /or events? If yes what             Y, N   The Bid Tabulation form captures the following information: Names of
         information is recorded, documents supported, etc.? Is there a “self-                vendors submitting bids, dollar amounts, delivery date, payment terms,
         service” tool for the Vendor/bidder?                                                 FOB, shipping/handling costs & discounts offered to Univeristy. We also
                                                                                              have the capability to enter "No Bid " or "No Response." All of this
                                                                                              information is captured in Point Plus. There is no self-service tool
 PO-9                                                                                         available for vendors.
         Do you record information to document justification for award of a            Y      For purchases >$25,000, best value criteria are often used, especially with
         purchase order and/or contract? If yes what fields/information is                    RFPs. Factors include purchase price, reputation of the vendor and of the
         recorded?                                                                            goods and services, quality of the goods or services, impact on the ability
                                                                                              of the institution to comply with laws and rules relating to historically
                                                                                              underutilized business, impact on the ability of UTEP to comply with laws
                                                                                              and rules relating to procurmement from persons with disabilities, or any
                                                                                              relevant factor that a private business entity would consider in selecting a
                                                                                              vendor. If using one of our exisitng contracts or a cooperative contract,
                                                                                              then we reference the applicable contract number.
 PO-10
         Does your current system support bidder categorization, so bidders            N      UTEP utilizes the Centralized Master Bidder's List (CMBL) administered by
         can register for specific categories or events?                                      TPASS. Vendors register their commodities or services with TPASS in
 PO-11                                                                                        order to receive bid opportunities.
         Does the current system support functionality to alert invited                       UTEP posts bid opportunities on the ESBD administered by TPASS.
         vendors of changes to a solicitation? Notification of an award in total
         or by sections? Can you copy pricing, terms, additional information?
 PO-12
         Does the current system support functionality to receive responses
         electronically and include an electronic time and date stamp?
 PO-13
         Describe the current item or catalog configuration. For example do            Y, Y   UTEP has a few contracts in which we place orders electronically. These
         you maintain your ordering items or catalog(s) or is it vendor                       electronic catalogs are maintained by the vendors. Office Depot orders
         maintained (Punch Out or Round Trip)? Do you use any Vendors                         are placed using a single sign on through Point Plus, but the catalog itself
         website to order supplies or products?                                               is maintained at the Office Depot level. We use several cooperative
                                                                                              contracts in which we utilize vendor website links to place orders.
 PO-14
         Do you provide your Vendors with any “self-service” capabilities i.e.;        N
         to check the status of payment, update address information, etc.?
 PO-15
       Do you receive Vendor invoices electronically? If yes is it through             Y      Two vendors send PDF email files for electronic invoices.
 PO-16 EDI, XML, other?.
 PO-17 Do you record purchasing contracts with your Vendors?                           Y      Utilizing Microsoft Access




ERP Planning Survey                                                          8-Purchase Section                                                              Page 31 of 65
         Do you have special security for requestors and buyers by unit or             Y     Each department or college has a purchasing center to track departmental
         department? For example, one may purchase from only certain                         transactions. Along with the assigned purchasing centers, routing
         vendors or for specific areas.                                                      approval levels are assigned by department heads. Purchasers are not
 PO-18                                                                                       restricted to certain vendors or specific areas.
         Do you record requisitions? Is this done through the internet, EDI,           YY    Requisitions are entered into Point Plus which is web based. The
         fax, and/or paper? How do you number the transactions?                              departments assign the requisition number. The system (Point Plus)
                                                                                             automatically assigns the transaction as a document ID number.
 PO-19
         Do you record purchase orders? If yes how is this done i.e.; internet,        Y     Purchase orders are recorded through Point Plus which is web based. We
         EDI, fax, and paper form?                                                           also maintain a hard copy P.O. file.
 PO-20
         Do you track or record UNSPSC (United Nations Standard Product                N     We utilized NIGP codes and they are input into Point Plus when P.O.
         and Service Code, a commodity code system)?                                         information is entered.
 PO-21
         Do you attach external documents to transactions (Bids, RFQ, RFP,             Y     Quotes, vendor correspondence, departmental correspondence, bid
         requisitions, purchase orders, etc.)?                                               tabulations, insurance, & solicitation packages, etc. that might be
 PO-22
                                                                                             considered pertinent to the procurement.
         Do you record shipping and receipt information? Do you inspect                YY    Central Receiving inspects and receives. Receiving reports are entered
         shipments, enter asset tag information?                                             into Point Plus. Capital Asset Management assigns asset tag information
 PO-23
                                                                                             and enters it into their database.
       Do you record or track order acknowledgements received from                     N     Purchase orders are emailed, faxed or mailed to vendors however,
 PO-24 vendors? Is this done electronically?                                                 vendors are not required to acknowledge receipt.
       Do you have procurement card capabilities within your current                   Y     Approximately 280 cardholders
 PO-25 system?
       What are your current reporting capabilities for Bids, RFQ, RFP,                      Minimal. We utilize Microsoft Excel & Word for self generated reports
       Vendors, accounting and accruals, State or Federal government                         relating to Bids & RFPs. Vendor reporting is done through P.O.
       related reports? Please provide examples of each report.                              assignments in Point Plus. Accounting and accurals are done through
                                                                                             Define. Some state reports are generated through Monarch which is a
                                                                                             Univeristy generated database. HUB reporting is generated through a
 PO-26                                                                                       download from TPASS.
 Topic Area #3 – Additional Questions/Comments
        Please list all business applications used in this process. In addition              DEFINE, Point Plus, self-maintained Contract database utilizing Microsoft
        to listing your main financial system (i.e., DEFINE, etc.), please also              Access & Excel, Monarch, & Cognos.
        list any other systems you use. This includes any databases
        maintained to track information outside of the primary system.
 PO-27
        Please list any key issues with your current system(s) that require                  Reporting capabilites are very limited & scattered .
 PO-28 improvement in a new system.
        Please list any key process areas that we did NOT cover with this                    HUB subcontract tracking, breakdown of HUB ethnicity bids/quotes and
        survey that must be accommodated within a new system.                                awards, project management capabilities, built in contract administration
 PO-29                                                                                       database


ERP Planning Survey                                                          8-Purchase Section                                                           Page 32 of 65
       Please note any additional thoughts or observations you would like
 PO-30 to have noted at this time.
       How are reports delivered to users? Are they from your current ERP            Reports are delivered through our current system in Excel or are self-
       system (e.g., DEFINE, SCT Plus) or are they delivered from a data             genreated. Capabilities are very limited.
 PO-31 warehouse, excel, etc?




ERP Planning Survey                                                  8-Purchase Section                                                           Page 33 of 65
                                    Texas Required Reporting and Functionality Questions
    Respondent(s):
   Date Completed:




       The purpose of this section is to gather information about functionality and types of reports that are uniquely required by the State of Texas,
       the Texas Higher Education Coordinating Board, the UT System, and any other official entity in the State of Texas. Each office or area filling
       out any part of this survey, should review the Texas requirements which apply to them and list those requirements below.

                     Texas Agency          Institutional Office Impacted                                   Description

       See attached listing




ERP Planning Survey                                                  9-Texas Section                                                         Page 34 of 65
                                             IT Application and Help Support Questions
  Respondent(s):
 Date Completed:


   No.                                Question/Request                                                                Response Details


 Topic Area #1 – Technical Support
 SU-1     Do you have a local technical support group for your ERP and related  we have a group of 3 individual who support the DEFINE platform for our
          business applications? If yes, how many people make up this group and institution. Their responsibilties are data upload, data extraction, security, and
          their areas of responsibilities?                                      configuration of workflow routing rules.


 SU-2     Does the institution have a technical Help Desk or trouble ticket system? Yes. We have a help desk system where users log requests for account activations
          If so, what types of technical support calls do they receive related to the for DEFINE, or for security and routing changes.
          ERP and related business applications.


 SU-4     List other applications and systems currently in place to provide           Cognos data reporting platform, SQL Server Data Warehouse, BARR for payroll,
          supplemental ERP functionality not provided by core ERP systems.            Monarch for reporting,
          Summarize technical capabilities required by the institution to support
          these applications and systems and any interfaces needed to extract or
          feed data.



 SU-5     Is the institution’s current IT infrastructure (e.g., hardware, software,   We are not at capacity. However, we do not host our ERP. We would only have
          network) at capacity? Is capacity available to support a large scale        issues of storage / capacity during periods of parallel processes.
          business application conversion?


 Topic Area #2 – Application Support
 SU-6     Help Desk (Business Process): Does the institution provide Help Desk        The IT help desk provides limited support for business process related questions.
          support for questions related to business processes, FAQs, ‘how to’         Departments contact SME's at the business processing department for assistance.
          questions or data entry questions? Is the current Help Desk support         On-line guides, examples and manuals are also available.
          sufficient?




ERP Planning Survey                                                         10-Support Section                                                            Page 35 of 65
 SU-7    How are new users trained in using your ERP and related business           will discuss during site visit
         applications? How often is training provided?
         Is training provided to novice users so they can progress towards
         intermediate and expert type users?
         What issues does the institution have with the current level of training
         for your current ERP?

 SU-8    How many training staff does the institution have?                         1
 SU-9    What training would you like to have that is not currently available?      More training for individuals on system use.

 SU-10   List the number of business application training programs available at    none
         the institution and whether they are self-study paper, self-study online,
         classroom, and/or one-on-one.

 SU-11   What percentage of business application users would you classify as        We do not have this information.
         beginners/novice, intermediate, expert?




ERP Planning Survey                                                     10-Support Section                                         Page 36 of 65
                                                  System and Data Interface Inventory
    Respondent(s):
    Date Completed:

     The purpose of this section is to catalog or inventory all the data interfaces between your institution's ERP system, including add-on applications that provide
     supplemental functionality, and external applications, systems, and services. For this inventory, the word "external" applies to any applications, systems, or
     services which are not a part of your current business applications. Therefore, an interface to an application which is run by your institution, but is not a part
     of your ERP system, would be considered an external interface.

     If your institution already keeps an inventory of external interfaces in a spreadsheet or similar report format, you may submit that report along with your
     returned survey in lieu of filling out the inventory below.


                                                                                                                Frequency/Dir      Batch or
                            Process Description                               Source              Target                                             Technology
                                                                                                                    ection          Online
     Example Entry: Purchasing/Receiving Processing – Receiver
     Interface Push; sends transactions to an external Asset                                                     Weekly / One
     Management system.                                                    Purchasing          AM System             Way            Batch            Java/XML
     Cognos                                                             DEFINE              Cognos              Daily, 1 way     Batch         natural programming, flatfiles
     SQL Server                                                         DEFINE              SQL Server          Daily, 1 way     Batch         natural programming, flatfiles
     BARR                                                               DEFINE              BARR                2x per day       Batch         natural programming, flatfiles
     Monarch                                                            DEFINE              Monarch             Daily, 1 way     Batch         natural programming, flatfiles
     Banner                                                             Banner              Define              Daily, 1 way     Batch         natural programming, flatfiles




ERP Planning Survey                                                      11-Interfaces Section                                                               Page 37 of 65
ERP Planning Survey   11-Interfaces Section   Page 38 of 65
                                     Institutional Conversion Preparedness Questions
  Respondent(s):
 Date Completed:



    No.                             Question/Request                                                      Response Details

 CP-1       How ready is the institution for a large scale business application Large scale conversions are a challenge for any organization. The
            conversion? How well do people in the finance areas know their University's finance and administrative personnel expertise ranges across
            jobs? How adaptable are they to change?                             the spectrum from low to high.
 CP-2       How prepared does the institution feel it is for a conversion?    Well prepared.

 CP-3       What user skill gaps may affect conversion? How much              25 % are highly skilled, 50% are in the medium range and 25 % are in the
            conversion support will they need, e.g., what percentage of users low range.
            would fall in the categories of: High, Medium, and Low


 CP-4       What level of user training may be required for a new ERP         Most users are comfortable with system based environments and will
            system? What percentage of users would fall in the categories     learn and adapt quickly.
            of: Novice in Windows; Comfortable with computer skills but
            may need help from time-to-time; Comfortable with computer
            skills; or Expert – training on ERP system only.


 CP-5       Would business offices and users look forward to a conversion?    A project of this magnitude will invariable meet some resistance at all
            What is the consensus feeling or attitude toward the UT System    levels. Expecially since it will probably be coupled with continuing
            direction to PeopleSoft?                                          workloads and responsibilities.
 CP-6       What large scale business application initiatives has the         Upgarde of Banner to implement functionalities available under the Texas
            institution undertaken in the past 3 years? How well did the      consortium verion.
            institution manage the change associated with the initiatives?
            Were they considered successful? What were the most
            important success factors?




ERP Planning Survey                                                12-Conversion Section                                                    Page 39 of 65
 CP-7    Based on current resources and workload, what is the                 Will discuss during site visit.
         institution’s ability to participate in an ERP conversion project?

 CP-8    What impacts would a conversion team have on the institution Will discuss during site visit.
         for the following: Workspace, Communications (phone, network,
         etc.) and Building/campus access

 CP-9    How many prior fiscal years' data would your institution wish to     5 years
         convert and carry forward from your current ERP system into
         PeopleSoft?




ERP Planning Survey                                               12-Conversion Section                         Page 40 of 65
                        Overall Metrics and Volumes for Non-DEFINE Institutions Only
  Respondent(s):
 Date Completed:

         This section is only for institutions that do not use UT Austin's DEFINE System. Please provide the system-wide volumes or metrics listed
         below and any explanation which you believe should accompany them.


   No.                              Question/Request                                                 Response Numbers and Explanation (if any)


 VO-1    Total number of transactions processed through the system annually.

 VO-2    Total number of annual transactions by transaction type                   149,054

 VO-3    Please list the types of workflows in use. Examples of workflow types     Salaried and hourly appointments, timesheets, purchase orders, transfers and
         include electronic purchase orders, budget request documents, funds       adjustments, payment vouchers, deposit vouchers, journal vouchers, travel
         transfers, annual appointments, etc.                                      vouchers, credit card payments, payrolls, reimbursements.

 VO-4    Total number of users.                                                    1700

 VO-5    Number of users by department (if available).                             N/A

 VO-6    Typical or average number of concurrent users (online) during a typical   800-1000
         business day (if available).




ERP Planning Survey                                                    13-Volumes Section                                                             Page 41 of 65
                                                             DEFINE: Modules In Use
     Respondent(s):
     Date Completed:

     Part 1: Introduction and Instructions
            This section is intended for DEFINE institutions only. The purpose of these questions is to determine which DEFINE Modules you are
            currently using and how important they are to your operations. Please review the list of DEFINE Modules in Part 2 and answer each of
            the four questions listed below for each of the Modules At most institutions, designated personnel in each of the processing offices will
            answer the questions for the Module(s) owned by those offices.




           Question 1:      Does your institution currently use this DEFINE Module? Answers should be either "Yes" or "No".

           Question 2:      How important is this module to the functioning of your processing/owner department and/or institution? Answers
                            should be a number from 1 to 5, where 1 is Not Important at All, and 5 is Very Important.


           Question 3:      Is this module used by campus departments outside the Owner Department? Answers should be: Never, Sometimes,
                            Usually, or Always.
           Question 4:      How important is this module to the functioning of campus departments outside of your processing/owner department?
                            Answers should be a number from 1 to 5, where 1 is Not Important at All, and 5 is Very Important.




ERP Planning Survey                                                      DE-Modules Section                                                             Page 42 of 65
     Part 2: List of Functional Modules in DEFINE

              Command                               Module                        Owner Department   Question 1 Question 2 Question 3 Question 4

                                                                         (Sample Entry)
                BMM        Budgeting                                            Budget Office           Yes         5       Usually       3

                AMM        Appointments and Personnel Information               OHR - Personnel         Yes         5       Always        5
                BMM        Budgeting                                            Budget Office           Yes         5       Never         2
                CMM        Account Control Information                          Accounting              Yes         5       Never         1
                EMM        Employee Information                                 OHR - Personnel         Yes         5       Usually       3
                FMM        Faculty Information Menu                             OHR - Personnel         No
                GMM        General Accounting Information                       Accounting              Yes         5        Always       5
                IMM        Information Management Module                        Various                 Yes         3      Sometimes      3
                KMM        Controller Office Information                        Controller              No
                LMM        Departmental Accounting Ledger                       Various                 Yes         1      Sometimes      2
                NMM        Inventory Module                                     Inventory               Yes         5        Never        1
                OMM        Payroll Information and Vouching                     Payroll                 Yes         5        Usually      4
                PMM        Purchasing                                           Purchasing              Yes         5        Always       5
                RMM        Receivables Module                                   Purchasing              No
                SMM        Student Service Application                          Registrar               No
                VMM        Voucher Processing                                   Accounting              Yes         5       Always        5
                WMM        Physical Plant Information                           Physical Plant          No




ERP Planning Survey                                                 DE-Modules Section                                                  Page 43 of 65
                                             DEFINE: Electronic Document Questions
     Respondent(s):
     Date Completed:

     Part 1: Introduction and Instructions
           This section is intended for DEFINE institutions only. The purpose of these questions is to determine which Electronic
           Documents you are currently using and how important they are to your operations. Please review the list of Electronic
           Documents in Part 2 and answer each of the four questions listed below for each of the documents. At most institutions,
           designated personnel in each of the processing offices will answer the questions for the documents owned by those offices.



           Question 1:     Does your institution currently use this document? Answers should be either "Yes" or "No".
           Question 2:     How important is this electronic document to the functioning of your processing department and/or
                           institution? Answers should be a number from 1 to 5, where 1 is Not Important at All, and 5 is Very
                           Important.
           Question 3:     Are these documents initiated (i.e., Created) in campus departments outside the Processing Department?
                           Answers should be: Never, Sometimes, Usually, or Always.
           Question 4:     Approximately how many of these documents are processed each fiscal year? Answers should be
                           the number or "Unknown".




ERP Planning Survey                                                DE-Docs Section                                                      Page 44 of 65
     Part 2: List of Electronic Documents and Responses to Questions

             Command                             Form Name                        Processing Department Question 1 Question 2 Question 3 Question 4

                                                                           (Sample Entry)
                NNN        Hypothetical Document with Sample Answers              Sample Department         Yes        5       Usually      500

                ACA        Change Appointment Admin/Professional                 OHR - Personnel            Yes         5       Usually     457
                ACC        Change Appointment Classified/Monthly                 OHR - Personnel            Yes         5       Usually     594
                ACE        Change Appointment Extension Instructor               OHR - Personnel            No
                ACF        Change Appointment Faculty                            OHR - Personnel            Yes         5       Usually      413
                ACH        Change Appointment Hourly                             OHR - Personnel            Yes         5       Usually     2802
                ACI        Change Appointment Assistant Instructor               OHR - Personnel            Yes         5       Usually      224
                ACS        Change Appointment Student Academic                   OHR - Personnel            Yes         5       Usually      291
                ANA        New Appointment                                       OHR - Personnel            Yes         5       Always       715
                ANC        New Appointment Admin/Professional                    OHR - Personnel            Yes         5       Always       729
                ANE        New Appointment Classified/Monthly                    OHR - Personnel            No
                ANF        New Appointment Faculty                               OHR - Personnel            Yes         5       Always      2007
                ANH        New Appointment Hourly                                OHR - Personnel            Yes         5       Always      3098
                ANI        New Appointment Assistant Instructor                  OHR - Personnel            Yes         5       Always       944
                ANR        Reappointment Electronic Document                     OHR - Personnel            Yes         5       Always      1145
                ANS        New Appointment Student Academic                      OHR - Personnel            Yes         5       Always
                BDL        Budget Recommendation Form: Long Session              Budget Office              Yes         5       Never       834
                BDS        Budget Recommendation Form: Summer                    Budget Office              No
                ER1        Employee Requisition Document                         OHR - Personnel            Yes         5       Always      617
                ER3        Recruiting Summary Document                           OHR - Personnel            Yes         5       Always      326
                ETS        Employee Time Report                                  OHR - Personnel            Yes                            10074
                GGV        Vendor ID Request Document                            Accounts Payable           No
                OV1        Hourly Payment Document                               Payroll                    Yes         5       Always      8897
                OV2        Flat Rate Payment Document                            Payroll                    Yes         5       Usually     1829
                OV5        Department Overtime Payment Document                  OHR - Personnel            Yes         5       Usually      562
                OV6        Dept Vacation/Float/Holiday Pay Document              OHR - Personnel            Yes         5       Never        177
                OV7        Professional Services Payment Document                Payroll                    Yes         5       Always       410
                PBO        Small Purchase Order                                  Purchasing                 Yes         5       Always     13500
                PB3        Department Prepared Requisition                       Purchasing                 Yes         5       Always       494
                PB4        Purchasing Office Prepared Requisition                Purchasing                 Yes         5       Always      2107
                PB6        State Open Market Requisition                         Purchasing                 Yes         5       Always
                PB7        State Contract Requisition                            Purchasing                 Yes         5       Always       81
                PD4        Material Release Request                              Central Receiving          Yes         5       Never
                PRO        Small Purchase Order                                  Purchasing                 Yes         5       Always
                PR3        Department Prepared Requisition                       Purchasing                 Yes         5       Always


ERP Planning Survey                                                    DE-Docs Section                                                     Page 45 of 65
                PR4        UT Purchasing Prepared Requisition                       Purchasing               Yes   5     Never
                PR6        Open Market Requisition                                  Purchasing               Yes   5     Never
                PR7        Automated State Contract Requisition                     Purchasing               Yes   5     Never
                SSA        Cancel or Reduce Amount of SS1 Award                     Payroll                  No
                SSB        Delete SS2 Tuition/Fees Waiver                                                    No
                SS1        Scholarship/Fellowship Award Document                    Payroll                  No
                SS2        Authorize Tuition/Fees Waiver                            Cashiers                 No
                VC1        Cash Receipts Voucher for Departments                    Cashiers                 Yes   5   Sometimes   9074
                VE3        Non-Material Encumbrances                                Accounts Payable         Yes   5     Never      365
                VE5        Request for Travel Authorization                                                  Yes   5     Always    5535
                VE6        Correction Document for the RTA                                                   Yes   5     Always    1803
                VJB        Balance Forward Document                                 General Accounting       Yes   5     Never      146
                VJR        Post Closing Document                                    General Accounting       Yes   5     Never      259
                VJ1        Journal Voucher                                          General Accounting       Yes   5   Sometimes   6587
                VPE        Entertainment Payment Voucher                            Accounts Payable         No
                VPH        Housing and Food Payment Vouchers                        Accounts Payable         No
                VP1        Purchase Order Payment Request                           Accounts Payable         Yes   5   Sometimes   19722
                VP2        Service Payment Request                                  Accounts Payable         Yes   5     Usually   25826
                VP3        Et Al Payment Request                                    Accounts Payable         Yes   5     Usually    2272
                VP5        Travel Payment Voucher                                   Payroll                  Yes   5     Always     3617
                VP6        Centrally Billed Travel Payment Voucher                  General Accounting       No
                VP7        PRO Card Payment Voucher                                 Accounts Payable         Yes   5     Always    1716
                VT1        RTF - Intra Fund Group - 14 and 20 Accounts              Budget Office            Yes   5     Usually   1015
                VT2        RTF - Intra Fund Group -                                 Budget Office            Yes   5     Usually    414
                VT3        RTF - Intra Fund Group - 26 Accounts                     Contracts & Grants       Yes   5   Sometimes   1561
                VT5        IDT Original Charges                                     General Accounting       Yes   5     Always    1813
                VT6        IDT Correction of Charges                                General Accounting       Yes   5   Sometimes   2606

     If your institution uses any Electronic Documents not listed above, please add those documents in the
     lines below and provide the responses to the four questions.




ERP Planning Survey                                                      DE-Docs Section                                           Page 46 of 65
                           DEFINE: Business/Functional Services Provided by UT Austin
    Respondent(s):
   Date Completed:


      The purpose of this section is to inventory the business or functional services provided to your institution by UT Austin in conjunction with
      your use of DEFINE. In other words, these are business services which go beyond the features and functionality that are built into the
      DEFINE system. Hypothetical examples of these services might be UT Austin preparing some of your institution's state or Federal required
      reports or executing electronic funds transfers (EFTs) on your behalf.

                                                 Institutional Office(s) Receiving
       UT Austin Office Providing Service                                                                      Description of Business Service
                                                              Service
      Payroll Office                        Payroll                                  Preparation of electronic files required for transmittal to IRS
      Payroll Office                        Payroll                                  Payroll reimbursements from State Treasury
      HR                                    HR                                       benefits elegibility reportig to UT System
      General Accounting                    Inventory                                automated updated of SPA records based on Define data
      General Accounting                    Purchasing                               HUB detail reports to State
      General Accounting                    A/P & Payroll                            Auto load of payee information to State files

      DEFINE HR Programming                 IT                                       programming of data extracts and data imports
      DEFINE Payroll Programming            IT                                       programming of data extracts and data imports
      DEFINE Accounting Programming         IT                                       programming of data extracts and data imports

      Other DEFINE units                    IT                                       programming of data extracts and data imports




ERP Planning Survey                                                        DE-Services Section                                                         Page 47 of 65
                                     DEFINE IT Application and Help Support Questions
  Respondent(s):
 Date Completed:


   No.                               Question/Request                                                               Response Details


 Topic Area #1 – Functional & Technical Support
 DS-1     Does your institution have local DEFINE subject matter experts (SME’s)   UTEP has been using Define since 1992 and have developed significant subject
          or do you have to call UT Austin for support or both?                    matter expertise. However, we do rely on UT Austin for support when
                                                                                   encountering new issues in define. (IT) - Yes. We have 2 individuals who perform
                                                                                   this role. We only call for support on items we do not have access to change.

 DS-2     How effective is the Austin DEFINE support model for your institution?   It is effective in addressing overall institiutional operating needs. We would like
                                                                                   increased felxibility/support in addressing UTEP specific business rule
                                                                                   requirements.
 DS-3     Are the DEFINE support services and levels of support provided by UT     N/A
          Austin formally defined in documents such as SLAs or MOUs?
 DS-4     If support levels or metrics are formally documented, are they usually   N/A
          met?
 DS-5     How does the institution currently participate and support DEFINE        If institutional input is requested, we will participate in the JAG process for
          upgrades?                                                                defining modifications to existing systems. We are currently participating in the
                                                                                   HRMS development.
 DS-6     How are institution resources involved in DEFINE related projects?       No institutional resources, beyond annual support payments, are included in
                                                                                   Define projects.

 DS-7     How much assistance does UT Austin provide for upgrades (on-campus       Limited support is provided. Usually involves incremental institutional cost.
          versus remote support)?

 DS-8     Do you have any major outstanding issues or problems with DEFINE?        None

 DS-9     Has the institution implemented any DEFINE customizations that are       No
          specific only to you?


 Topic Area #2 – User Support




ERP Planning Survey                                                     DE-Support Section                                                                 Page 48 of 65
 DS-8    What Help Desk support is provided by UT Austin? Is this support           All accounting related issues are submitted and addressed via issue manager.
         sufficient to meet the needs of the institution?                           Budget and payroll have more access to UT Austin management and enjoy higher
                                                                                    levels of support.
 DS-9    How are new users trained in using DEFINE? Is the training provided by     All training for new institutional users is handled by the institution
         UT Austin, your institution or both? How often is training provided?

 DS-10   What issues does the institution have with the current level of training   Define's reliance on coding blocks makes it a difficult tool to learn. Processing
         for DEFINE?                                                                errors are caught by central review of documents and retraing efforts are design
                                                                                    accordingly.
 DS-11   What training does UT Austin provide to the institution? Is it sufficient? No formal training is provided on an ongoing basis.

 DS-12   What training would you like to have that is not currently available?      Ongoing training related to new releases, reports, functionality that is developed.
                                                                                    We frequently discover that solutions are developed but not communicated.

 DS-13   Do you have local subject matter experts (SME) in how to use DEFINE (or Yes, sill discuss during site visit.
         local ERP system) and business processes? If yes, provide an outline of
         their role in the institution.




ERP Planning Survey                                                      DE-Support Section                                                               Page 49 of 65
                                                                     HR Questions
Respondent(s):
Date Completed:

                                                                                 Vol-    Use     What functionality would you like to have that you currently do not
 No.                           Question/Request
                                                                                 ume     Y/N             have or is not supported by your core HR system?

Topic Area #1 – HR Data Volume Questions
HR-1 How many Job Classes does your institution use?                         4

                                                                                               Faculty, Administrative & Professional, Classified Staff & Students
HR-2   What is the volume of HR data input you get weekly? New Hires,        N/A               We go through volumes of data entry concerning hires, EE status
       Terms, Transfers, Pay Rate Changes, Family Status Change, Name                          changes, & other HR-related entries. The ability to create these reports
       Changes, Address Changes, etc.                                                          as needed.
Topic Area #2 – HR Business Process Questions
HR-3 Do you track and manage your recuriting activities in your current HR              Yes    Positions are tracked individually via our automated system. Would
       system? If not, what systems or tools do you use?                                       like the ability to request/receive reports for various recruiting needs
                                                                                               from customers and management.
HR-4   Do you track and manage faculty appointments in your current                     Y, N   We can track faculty appointments through the process, but not much
       system? Does your current system meet the needs of the institution                      more than this…other than the initial data entry. We'd like the ability
       for tracking and managing faculty appointments?                                         to create reports using faculty information as needed. Don't have this
                                                                                               ability today!
HR-5   How do you allocate appointment amounts? What is the average                     Yes
       allocations per appointment?
                                                                                               N/A
HR-6   Do you track time and attendance in your current system? If not,                 No
                                                                                               Certain departments across campus use an automated time and
       what systems or tools do you use?
                                                                                               attendance system (i.e. KRONOS), others track manually.
HR-7   Do you perform any salary/performance planning in your current                   No
       system? If no, what systems or tools do you use?
                                                                                               We'd like the ability to do so.
HR-8   Does your current system support an institution calendar?                        No

                                                                                               Not that I'm aware of…




ERP Planning Survey                                                          HR Section                                                                   Page 50 of 65
HR-9   Does your current system support reporting for any of the following:         Yes
       - Available Job Titles
       - Employee and Appointment Information
       - Appointments by EID                                                               Yes, our system does provide some standard reports as they pertain to
       - Employees by Name                                                                 the listed items. We'd like the ability to create ad-hoc reports from
       - Appointments for an Account                                                       these reports in response to customer needs using elements from these
                                                                                           data fields.




ERP Planning Survey                                                           HR Section                                                           Page 51 of 65
                                                                           Payroll Questions
        Respondent(s):
        Date Completed:

                                                                                        Vol-    Use What functionality would you like to have that you currently do not have
         No.                             Question/Request
                                                                                        ume     Y/N              or is not supported by your core HR system?

        Topic Area #1 – Data Volume Questions
        PR-1 Total number of active Faculty                                             1357
        PR-2 Total number of active Staff                                               3130
        PR-3 Total number of active part-time Staff                                     1982
                How many employees to you have in the following categories:                          280-Terminated Employees FY 07-08
                Terminated? Pension employees? Contractors?                                          1740- TRS (Aug 2008)
        PR-4                                                                                         1652- ORP (Aug 2008)
        PR-5 What is the volume of employees per payroll?                                            3100 Monthly Payroll; 1600 Semi-monthly
        PR-6 How many taxing entitites do you have?                                     1
                Do you have seasonal employees? If yes, how many?                                    We have what we call "casual Labor" employees that work events and are
        PR-7                                                                                         paid flat rate payments
        Topic Area #2 – Payroll Business Process Questions
                Do you use ADP or Kronos?                                                      No    Kronos is used by facilities for time-keeping but it is not integrated with the
        PR-8                                                                                         payroll system.
        PR-9 Does the institution have unions? If yes, how many?                               No
                If you have unions, do you track any additional information than you                 N/A
        PR-10 would for a non-bargaining employee?
                Do you generate on-line (softcopy) Payroll reports? Hardcopy? If yes,                We use a data access tool called Monarch that generates DEFINE reports in
                what tools or systems are used to generate the reports?                              an on-line softcopy format.
        PR-11
                What types of earnings do you track? (Regular Pay, Overtime, Shift,                  Regular Pay, Bonus, Overtime, Internal Consultants, Casual Labor (flat rate)
        PR-12 etc.)
                What is your payroll calendar? Semi-monthly, monthly, bi-weekly?                     Monthly and Semi-monthly
        PR-13
                Do you have employees working in different shifts, i.e., shift                 No
        PR-14 differentials?
        PR-15 When are salary increases applied? Mid-pay cycle?                                      Usually at the beginning of the fiscal year or Budget cycle
                What is the percent of salary employees vs. hourly employees?                        61% Salary vs. 39% Hourly
        PR-16
                Do you have salary employees that have split their salary between              Yes
        PR-17 multiple cost centers/departments?
                Do you have hourly employess that split their earnings between                 Yes
        PR-18 multiple cost centers/departments?
        PR-19 Do you have any special pay processing requirements?                             Yes




ERP Planning Survey                                                                Payroll Section                                                                            Page 52 of 65
                Do you process any bonuses? If yes, what is the frequency?                 Yes      Bonus payments are paid out only on semi-monthly payrolls and can be
                                                                                                    requested at any given time. Examples include Athletics and Awards.
        PR-20
        PR-21 Do you need pay annuities, profit sharing distributions, etc.?               No
              How much historical data do you currently have? How much pay                          DEFINE stores historical information back to 1991. We have on-line W-2
        PR-22 detail/balance data do you retain?                                                    information available beginning CY 2004.
        PR-23 Do you track vacation accruals?                                              Yes      Detail information is tracked at the departmental level.
              Do you allocate payrolls costs to a specific Grant or across multiple        Yes
        PR-24 Grants?
        PR-25 What other payroll allocations do you have?
              Are all employee's paid by direct deposit or are some paid by check?
        PR-26 How many active employee's are paid by check?
              For hourly employees, does the institution use time shees? If yes,
        PR-27 what system do employees use to enter their time?




ERP Planning Survey                                                               Payroll Section                                                                       Page 53 of 65
                                                                        Vol- Use            What functionality would you like to have that you currently do not have
 No.                           Question/Request                         ume Y/N                          or is not supported by your core HR system?

                                                                                   -Work-Study (75%- 25% )
                                                                                   -Student Opportunity Program (75%-25%)
                                                                                   -Career Services/Engineering (75%-25%)
PR-25   What Other Payroll Allocations do you have?                         Yes    -Institutional Work-Study Program (75%-25%)

        Are all employee's paid by direct deposit or are some paid by              Approximately 9% (460 checks) of our employees are still receiving checks, but active
PR-26   check? How many active employee's are paid by check?                No     campaign to move everyone to direct deposit.


                                                                                   Currently hourly employees use paper timesheets to record their time and
        For hourly employees, does the institution use timesheets?                 after approval the department process the electronic timesheet (OV1) in
PR-27   If, yes what system do employees use to enter their time?                  Define.
                                                                                                                    SUMMARY OF REQUIRED REPORTING REQUIREMENTS
                                                                                                                             The University of Texas at El Paso

   Frequency                             Report Name                                  Agency Filed With         Month Due                   Due Date                    Prepared By                                                                 Description
Annually         Annual Service Survey                                      Department of Commerce              January     01/31                                   Patty Renteria        Book inventory and general information on Texas Western Press
Annually         Faculty Salary Increase Report                             THECB                               January     01/31                                   Charlie Martinez      Report the average salary increase provided to faculty.
Annually         Foreign Gifts Disclosure Report                            Department of Education             January     01/31                                   Patty Renteria        Gifts to UTEP from foreign Entities or Individuals
Biannual         HUB-Non-Resident Bidders Report                            Legislative Budget Board            January     07/31, 01/31                            Letty Del Barrio      Report contract awards in excess of $25,000 to non-resident vendors.
Annually         Information for Texas Historical Commission                UT System                           January     01/01                                   Villa/McNicol         Information identifying the age of the buildings on campus
Annually         NACUBO Institute- Student Aid Survey                       NACUBO                              January     01/12                                   Financial Reporting   Level of Inst. Student aid, % of students recv Inst. grants, net rev , and other related info.
Annually         Private Use Survey-Fac. funded byTax Exempt Bonds          UT System                           January     01/31                                   Laura Gutierrez       Compliance status of prohibited private use of tax exempt facilities
Quarterly        Quarterly Financial Report                                 Internal Management                 January     01/15, 04/15, 07/15                     Financial Reporting   Quarterly Financial Report similar to Annual Financial Report
Annually         Recycled Materials Expenditures Report                     General Services Commission         January     01/01                                   Gerry Cochrane        Report to GSC purchases of recycled products, commodities, supplies, etc.
Quarterly        Reimbursable Benefits-Unemployment Compen.                 State Comptroller                   January     04/30, 07/30, 10/30, 01/30              Tessy Rappe           Reports the amount of UC claims paid from General Revenue.
                 Survey of Transactions b/w U.S. and Unaffiliated Foreign
Quarterly        Persons in Selected Services BE-125                        UT System                           January     11/22, 01/15, 4/15, 7/15                German Hurtado        Transactions with foreign persons (entities) on service transactions & royalties, license fees, other receipts
Annually         Annual Waste Report                                        TNRCC                               February    02/28                                   Robert Moss           TNRCC Annual Waste Summary - This report is required under Texas Administrative Code to provide information to the
                                                                                                                                                                                          agency on what wastes are generated in Texas, by whom, in what volumes, and ultimately disposed of in what way and
                                                                                                                                                                                          where? TNRCC bases an annual waste generator fee and the level of code applicability on the cummulative waste totals


Annually         Building & Content Values for Insurance                    UT System                           February    02/15/08                                Laura Gutierrez     Per Appropriations Act-Update building values & contents value & replacement value for insurance purposes
Quarterly        End of Semester Class Report                               THECB                               February    02/01, 06/15, 10/01                     Frank Vigil/Andrade This report is the second of two points at which class activities are reported during a semester. It is used to calculate
                                                                                                                                                                                        completionn rates of various types of the THECB and LBB.
Annually         HUB Reports                                                General Services Commissions        February    02/28                                   Letty Del Barrio      Reportable Object Codes
Quarterly        Larry K Durham Gift Summary Report                         UT System                           February    Discontinued; last submitted 07/31/06   Laura Gutierrez       Reports pledges committed and gifts received towards the construction of the Larry K Durham Facility.
Quarterly        LBB Investment Report                                      UT System                           February    11/30, 02/28, 05/31, 08/31              March Guevara         Statement of changes in investment assets.
Annually         Student Housing Report                                     THECB                               February    02/28                                   Bill Schafer          Provide number of dorm/apartment rooms and number of beds available and number actually utilized per FY.
Annually         Student Services Fees                                      Southwest Texas State               February    02/15                                   Financial Reporting   Allocation of student services fee & Other funding sources
Quarterly        TASP Report                                                THECB                               February    02/01, 06/15, 10/01                     Richard Padilla       This report is the record of student compliance with TASP regulations. It is used to calculate meaures of developmental
                                                                                                                                                                                          education
Annually         Texas Grant Program- Progress Report                       THECB                               February    02/01                                   Irma Stewart
Quarterly        ABEST Quarterly Reconciliation                             Legislative Budget Board            March       12/31, 03/31, 06/30, 09/30              Rowena Ramirez        Reconciliation of USAS to ABEST Expenditures
Quarterly        Binding Encumbrance and Payable Report                     State Comptroller                   March       12/31, 03/31, 06/30, 10/31              Rowena Ramirez        USAS entry of outstanding State vouchers and Encumbrances at end of each FY quarter
Quarterly        Capital Improvement Plan (CIP) & LERR                      THECB and UT System                 March       12/31, 03/31, 06/30, 09/30              Villa/McNicol         Capital Improvement projects - Library Equipment and Repair and Renovation Projects
Quarterly        Class Report                                               THECB                               March       11/01, 03/15, 07/01, 08/15              Richard Padilla       This report is the first of two points at which class activitiesa re reported during a semester. It is used to calculate a wide
                                                                                                                                                                                          variety of semester credit hour measures including portions of formula funding.
Annually         Council on Govn't Relations (COGR)                         Council on Governmental Relations   March       03/24                                   Jose Ramirez          Indirect Cost Survey on campus rates for organized research
Biannual         Faculty Report                                             THECB                               March       11/01, 03/15                            F. Vigil/Andrade      Report of average budgeted faculty salaries.
Quarterly        FTE State Employees                                        UT System                           March       12/31, 03/31, 06/30, 09/30              Charlie Martinez      # of full-time equivalent State employees employed and paid from funds in the State Treasury; outside the State Treasury;
                                                                                                                                                                                          increase/decrease from fiscal quarter to covered quarter; # of positions paid from State Treasury; outside State Treasury;
                                                                                                                                                                                          # who performed services undera a contract, including consultants; # managers, supervisors, and staff.

Annually         Hazardous Chemical List Tier II Report                     Texas Department of Health          March       03/01                                   Robert Moss/EH&S      Required by Texas Administrative Code which summarizes the bulk chemical materials on campus (I.e. above certain
                                                                                                                                                                                          reporting quantity thresholds) which might reasonably be expected to require significant emergency response action. The
                                                                                                                                                                                          code specifies the quantity thresholds for thousands of different chemicals. Reports are specific to locations on the
                                                                                                                                                                                          campus, and quite honestly rarely contain more than gasoline, diesel, acetone, and hydrualic fluid. Few locations keep
                                                                                                                                                                                          bulk quantities on inventory and as such the report is ot too terrible extensive. The report is sent to TDH, LEPC (Local
                                                                                                                                                                                          Emergency Planning Committee) and the El Paso Fire Dept.


Biannual         HUB-Hist. Und. Minor. Busn.-Contracts                                                          March       03/15, 09/15                            Letty Del Barrio      The total dollar amount of purchases and payments made under contracts to HUB; Number of businesses participating in
                                                                                                                                                                                          any issuance of state bonds by the agency; # of contracts awarded to businesses with regard to acquisition, construction,
                                                                                                                                                                                          or equipment of a vacility or implementation of a program; number of bids proposals, or other applicable expressions of
                                                                                                                                                                                          interest made by HUB.
Quarterly        Institution Expenditures Quarterly Report                  UT System                           March       12/15, 03/15, 06/15, 11/01              Anthony Turrietta     Reports expenditure detail by object code and natural classification of expense.
Annually         IPEDS Finance Survey                                       CIERP/Bureau of Census-IPEDS        March       03/31                                   Laura Gutierrez       CY Financial Data for: Current Fund Rev/Exp by source & function, Clarifying questions regarding
Quarterly        ORP Annual Report by Company Title                         THECB                               March       12/31, 03/31, 06/30, 09/30              Norma Cortez          Report to the THECB to include number of participants and eligible positions and the amount of contribution.
Quarterly        Report of Budgeted/Actual Audit Hours                      UT System                           March       12/31, 03/31, 06/30, 09/30              Bill Peters           IT System requests quarterly budget to actual audit hour comparison.
Quarterly        Status Report of SAO Audit Recommendations                 SAO                                 March       12/31, 03/31, 06/30, 09/30              Bill Peters
Quarterly        Status Report of Significant Audit Recommendations         UT System/SAO                       March       12/31, 03/31, 06/30, 09/30              Bill Peters
Quarterly        Student Report                                             THECB                               March       11/01, 03/15, 07/01, 08/15              Richard Padilla       This report is the record of which students are in attendance during a semester. It is used to calculate a wide variety of
                                                                                                                                                                                          student tracking measures (including retention and graduation) and semester credit hour measures (including portions of
                                                                                                                                                                                          formula funding.)
Quarterly        Students in Continuing Education Classes Report            THECB                               March       12/15, 03/15, 06/15, 09/15              F. Vigil/Andrade
Annually                                                                     UT System
                 Transactions with Foreign Entities - Mandatory/Confidential Surveys                            March       03/31                                   March Guevara         Transactions with foreign persons (entities) on service transactions & royalties, license fees, other receipts
Annually         Annual Survey of Govn't Employment Form E-2                Census Bureau                       April       04/30                                   Arleene Valles        Employment Information
Quarterly        Quarterly Financial Report                                 Internal Management                 April       01/15, 04/15, 07/15                     Financial Reporting   Quarterly Financial Report similar to Annual Financial Report
Quarterly        Quarterly Turnover Report-HRS                              UT System                           April       04/06, 07/06, 10/05                     Norma Cortez          Personnel Turnover Report for faculty, A/P and Professional Librarians, classified staff.
Quarterly        Reimbursable Benefits-Unemployment Compen.                 State Comptroller                   April       04/30, 07/30, 10/30, 01/30              Tessy Rappe           Reports the amount of UC claims paid from General Revenue.
                 Survey of Transactions b/w U.S. and Unaffiliated Foreign
Quarterly        Persons in Selected Services BE-125                        UT System                           April       11/22, 01/15, 4/15, 7/15                German Hurtado        Transactions with foreign persons (entities) on service transactions & royalties, license fees, other receipts
Annually         GASB 39 Report                                             UT System                           May         05/28                                   Anthony Turrietta     Evaluation of Potential Component Units


               D:\Docstoc\Working\pdf\81741066-3814-4595-9679-06920d52a7fd.xls
                                                                                                              SUMMARY OF REQUIRED REPORTING REQUIREMENTS
                                                                                                                       The University of Texas at El Paso

   Frequency                             Report Name                                   Agency Filed With   Month Due                   Due Date                    Prepared By                                                                 Description
Quarterly        Larry K Durham Gift Summary Report                         UT System                      May         Discontinued; last submitted 07/31/06   Laura Gutierrez       Reports pledges committed and gifts received towards the construction of the Larry K Durham Facility.
Quarterly        LBB Investment Report                                      UT System                      May         11/30, 02/28, 05/31, 08/31              March Guevara         Statement of changes in investment assets.
Quarterly        ABEST Quarterly Reconciliation                             Legislative Budget Board       June        12/31, 03/31, 06/30, 09/30              Rowena Ramirez        Reconciliation of USAS to ABEST Expenditures
Quarterly        Binding Encumbrance and Payable Report                     State Comptroller              June        12/31, 03/31, 06/30, 10/31              Rowena Ramirez        USAS entry of outstanding State vouchers and Encumbrances at end of each FY quarter
Quarterly        Capital Improvement Plan (CIP) & LERR                      THECB and UT System            June        12/31, 03/31, 06/30, 09/30              Villa/McNicol       Capital Improvement projects - Library Equipment and Repair and Renovation Projects
Quarterly        End of Semester Class Report                               THECB                          June        02/01, 06/15, 10/01                     Frank Vigil/Andrade This report is the second of two points at which class activities are reported during a semester. It is used to calculate
                                                                                                                                                                                   completionn rates of various types of the THECB and LBB.
Quarterly        FTE State Employees                                        UT System                      June        12/31, 03/31, 06/30, 09/30              Charlie Martinez    # of full-time equivalent State employees employed and paid from funds in the State Treasury; outside the State Treasury;
                                                                                                                                                                                   increase/decrease from fiscal quarter to covered quarter; # of positions paid from State Treasury; outside State Treasury;
                                                                                                                                                                                   # who performed services undera a contract, including consultants; # managers, supervisors, and staff.


Quarterly        Institution Expenditures Quarterly Report                  UT System                      June        12/15, 03/15, 06/15, 11/01              Anthony Turrietta     Reports expenditure detail by object code and natural classification of expense.
Quarterly        ORP Annual Report by Company Title                         THECB                          June        12/31, 03/31, 06/30, 09/30              Norma Cortez          Report to the THECB to include number of participants and eligible positions and the amount of contribution.
Quarterly        Report of Budgeted/Actual Audit Hours                      UT System                      June        12/31, 03/31, 06/30, 09/30              Bill Peters           IT System requests quarterly budget to actual audit hour comparison.
Annually         Revenue Financing Forecasting                              UT System                      June        06/07                                   Carlos Hernandez      Six year forecast related to University's Capital Improvement Plan and fund balance to debt ratio
Quarterly        Status Report of SAO Audit Recommendations                 SAO                            June        12/31, 03/31, 06/30, 09/30              Bill Peters
Quarterly        Status Report of Significant Audit Recommendations         UT System/SAO                  June        12/31, 03/31, 06/30, 09/30              Bill Peters
Biannual         Strategic Plan                                             UT System/Governor's Office    June        6/15 of even years                      Sally Andrade         University Strategic Operating Plan for its operations
Biannual         Strategic Plan for Information Resource Mgmt.              UT System                      June        6/15 of even years                      IT Director           Strategic plan for information resources management.
Quarterly        Students in Continuing Education Classes Report            THECB                          June        12/15, 03/15, 06/15, 09/15              F. Vigil/Andrade
Quarterly        TASP Report                                                THECB                          June        02/01, 06/15, 10/01                     Richard Padilla       This report is the record of student compliance with TASP regulations. It is used to calculate meaures of developmental
                                                                                                                                                                                     education
Annually         Texas College Workstudy Year-End Report                    THECB                          June        06/15                                   Irma Stewart
Quarterly        Class Report                                               THECB                          July        11/01, 03/15, 07/01, 08/15              Richard Padilla       This report is the first of two points at which class activitiesa re reported during a semester. It is used to calculate a wide
                                                                                                                                                                                     variety of semester credit hour measures including portions of formula funding.
Biannual         Financial Aid Database Report                              THECB                          July        09/01, 07/01                            Raul Lerma
Biannual         HUB-Non-Resident Bidders Report                            Legislative Budget Board       July        07/31, 01/31                            Letty Del Barrio      Report contract awards in excess of $25,000 to non-resident vendors.
Annually         Institutional Profile for Financial Information            SACS Commission on Colleges    July        07/18                                   Laura Gutierrez       Financial activity for period ending August 31. Much is same as IPEDS, parts A, B, and E.
Quarterly        Quarterly Financial Report                                 Internal Management            July        01/15, 04/15, 07/15                     Financial Reporting   Quarterly Financial Report similar to Annual Financial Report
Quarterly        Quarterly Turnover Report-HRS                              UT System                      July        04/06, 07/06, 10/05                     Norma Cortez          Personnel Turnover Report for faculty, A/P and Professional Librarians, classified staff.
Quarterly        Reimbursable Benefits-Unemployment Compen.                 State Comptroller              July        04/30, 07/30, 10/30, 01/30              Tessy Rappe           Reports the amount of UC claims paid from General Revenue.
Quarterly        Student Report                                             THECB                          July        11/01, 03/15, 07/01, 08/15              Richard Padilla       This report is the record of which students are in attendance during a semester. It is used to calculate a wide variety of
                                                                                                                                                                                     student tracking measures (including retention and graduation) and semester credit hour measures (including portions of
                                                                                                                                                                                     formula funding.)
                 Survey of Transactions b/w U.S. and Unaffiliated Foreign
Quarterly        Persons in Selected Services BE-125                        UT System                      July        11/22, 01/15, 4/15, 7/15                German Hurtado        Transactions with foreign persons (entities) on service transactions & royalties, license fees, other receipts
Annually         Tech-Prep Report                                           THECB                          July        07/01                                   Jose Ramirez          Income and expenses on Texas Pre-freshmen Engineering Program (TexPREP)
Annually         Texas College Workstudy Progress Report                    THECB                          July        07/31                                   Jose Ramirez          Information on Texas College Workstudy program
                 Class Report                                               THECB                          August      11/01, 03/15, 07/01, 08/15              Richard Padilla       This report is the first of two points at which class activitiesa re reported during a semester. It is used to calculate a wide
Quarterly                                                                                                                                                                            variety of semester credit hour measures including portions of formula funding.
Annually         Financial Aid Budgets Approval                             THECB                          August      08/31                                   Raul Lerma
Annually         Fiscal Operations Report (FISAP)                           Financial Aid                  August      08/31                                   Laura Gutierrez       Tuition revenue by graduate and undergraduate
Quarterly        Larry K Durham Gift Summary Report                         UT System                      August      Discontinued; last submitted 07/31/06   Laura Gutierrez       Reports pledges committed and gifts received towards the construction of the Larry K Durham Facility.
Quarterly        LBB Investment Report                                      UT System                      August      11/30, 02/28, 05/31, 08/31              March Guevara         Statement of changes in investment assets.
Annually         Leased Space Report                                        General Services Commission    August      08/31                                   Beverly Chapman       Report of all leases for space or property off-campus.
Biannual         Legislative Appropriations Request (LAR)                   Governor's Office & LLB        August      8/4/2006 even years                     Charlie Martinez      Any estimate or reporting relating to appropriations requested by the LBB or under the Boards' direction.
Annually         Optional Retirement Program Participation (ORP)            THECB                          August      08/14                                   T. Rappe/N. Cortez    Recording employee participation count, dollar amount by company and list of classification titles eligible for ORP
Quarterly        Student Report                                             THECB                          August      11/01, 03/15, 07/01, 08/15              Richard Padilla       This report is the record of which students are in attendance during a semester. It is used to calculate a wide variety of
                                                                                                                                                                                     student tracking measures (including retention and graduation) and semester credit hour measures (including portions of
                                                                                                                                                                                     formula funding.)
Annually         Texas Grant Program-Year End Report                        THECB                          August      08/31                                   March Guevara
Annually         "Clery Act" Crime Statistics Report                        Department of Education        September   09/01                                   Villa/Adcox           The "Jeanne Clery Act of 1998" requires all universities to report the number of crimes, per category, annually to the
                                                                                                                                                                                     campus community, prospective students and the U.S. Department of Education.
Quarterly        ABEST Quarterly Reconciliation                             Legislative Budget Board       September   12/31, 03/31, 06/30, 09/30              Rowena Ramirez        Reconciliation of USAS to ABEST Expenditures
Quarterly        Capital Improvement Plan (CIP) & LERR                      THECB and UT System            September   12/31, 03/31, 06/30, 09/30              Villa/McNicol         Capital Improvement projects - Library Equipment and Repair and Renovation Projects
Annually         Collection Reporting Requirements                          UT System                      September   09/30                                   Juan Gonzalez         Analysis of Delinquent Accounts
Annually         Faculty & Staff Group Insurance Head Count                 Legislative Budget Board       September   09/01                                   Charlie Martinez      Report identifying all group health insurance plans to be offered to system employees, retireees to include the benefit
                                                                                                                                                                                     schedule, premium amounts,and employee/retire contributions.
Biannual         Financial Aid Database Report                              THECB                          September   09/01, 07/01                            Raul Lerma
Annually         Fleet Management Report                                    General Services Commission    September   09/01                                   Jaime Robles          Report to capture fleet data and submission and approval of institutional policy and regulations.
Quarterly        FTE State Employees                                        UT System                      September   12/31, 03/31, 06/30, 09/30              Charlie Martinez      # of full-time equivalent State employees employed and paid from funds in the State Treasury; outside the State Treasury;
                                                                                                                                                                                     increase/decrease from fiscal quarter to covered quarter; # of positions paid from State Treasury; outside State Treasury;
                                                                                                                                                                                     # who performed services undera a contract, including consultants; # managers, supervisors, and staff.




               D:\Docstoc\Working\pdf\81741066-3814-4595-9679-06920d52a7fd.xls
                                                                                                                   SUMMARY OF REQUIRED REPORTING REQUIREMENTS
                                                                                                                            The University of Texas at El Paso

   Frequency                           Report Name                                    Agency Filed With         Month Due                   Due Date                    Prepared By                                                               Description
Biannual         HUB-Hist. Und. Minor. Busn.-Contracts                                                          September   03/15, 09/15                            Letty Del Barrio      The total dollar amount of purchases and payments made under contracts to HUB; Number of businesses participating in
                                                                                                                                                                                          any issuance of state bonds by the agency; # of contracts awarded to businesses with regard to acquisition, construction,
                                                                                                                                                                                          or equipment of a vacility or implementation of a program; number of bids proposals, or other applicable expressions of
                                                                                                                                                                                          interest made by HUB.
Annually         Inventory Certification                                    State Comptroller                   September   09/20                                   March Guevara         Amount of Personal prop and Vehicles
Quarterly        ORP Annual Report by Company Title                         THECB                               September   12/31, 03/31, 06/30, 09/30              Norma Cortez          Report to the THECB to include number of participants and eligible positions and the amount of contribution.
Annually         Part & Alloc Base for Stud. Grant & School Prgms.          THECB                               September   09/01                                   Raul Lerma
Quarterly        Report of Budgeted/Actual Audit Hours                      UT System                           September   12/31, 03/31, 06/30, 09/30              Bill Peters           IT System requests quarterly budget to actual audit hour comparison.
Quarterly        Status Report of SAO Audit Recommendations                 SAO                                 September   12/31, 03/31, 06/30, 09/30              Bill Peters
Quarterly        Status Report of Significant Audit Recommendations         UT System/SAO                       September   12/31, 03/31, 06/30, 09/30              Bill Peters
Annually         Student Loan & Grant Applications                          THECB                               September   09/01                                   Raul Lerma
Quarterly        Students in Continuing Education Classes Report            THECB                               September   12/15, 03/15, 06/15, 09/15              F. Vigil/Andrade
Annually         Analysis of Financial Condition                            UT System                           October     10/16                                   UT System             Analysis of Financial Condition
Annually         Annual Financial Report                                    UT Sys/State Comptroller            October     10/06                                   Carlos Hernandez      University's Primary and Supporting Financial Statements
Annually         Annual Reports and Inventories                             Governor/LBB/Sunset Adv. Com        October     10/31                                   Cindy Villa           To present financial position and the results of its operations and changes in financial position for fiscal year.
Quarterly        Binding Encumbrance and Payable Report                     State Comptroller                   October     12/31, 03/31, 06/30, 10/31              Rowena Ramirez        USAS entry of outstanding State vouchers and Encumbrances at end of each FY quarter
Annually         Campus Master Plan (MP1, MP2, MP3, MP4)                    THECB                               October     10/15                                   Villa/McNicol         Deferred Maintenance Schedule of projects
Annually         Continuing Disclosure - SEC                                UT SYS/NRMSIRS/SIDS                 October     Discontinued                            Laura Gutierrez       Disclosure of trends/changes/events/uncertainties likely to have a material effect on financial condition
Annually         Council for Aid to Education (CAE)                         UT System                           October     10/31                                   Anthony Turrietta     Financial data related to University Gift Income to include reconciliation to hardcopy AFR
Quarterly        End of Semester Class Report                               THECB                               October     02/01, 06/15, 10/01                     Provost               This report is the second of two points at which class activities are reported during a semester. It is used to calculate
                                                                                                                                                                                          completionn rates of various types of the THECB and LBB.
Annually         LBB Measures                                               CIERP                               October     10/29                                   Financial Reporting   External Research as a % State Appropriation Expenditures
Annually         Moody's & Standard & Poors                                 CIERP                               October     Discontinued                            Laura Gutierrez       Enrollment and tuition data
Annually         Operating report                                           HRSA                                October     10/31                                   Juan Gonzalez         Data on student nursing loans program
Annually         Optional Retirement Program State Contributions            UT System                           October     10/01                                   T. Rappe/N. Cortez    Report recording the retirement contributions to each ORP carrier, by carrier.
Quarterly        Quarterly Turnover Report-HRS                              UT System                           October     04/06, 07/06, 10/05                     Norma Cortez          Personnel Turnover Report for faculty, A/P and Professional Librarians, classified staff.
Quarterly        Reimbursable Benefits-Unemployment Compen.                 State Comptroller                   October     04/30, 07/30, 10/30, 01/30              Tessy Rappe           Reports the amount of UC claims paid from General Revenue.
Annually         Research Expenditures Report                               THECB                               October     10/24                                   Jose Ramirez          Recon between Research expenditures on AFR and Expenditures per THECB
Quarterly        TASP Report                                                THECB                               October     02/01, 06/15, 10/01                     Richard Padilla       This report is the record of student compliance with TASP regulations. It is used to calculate meaures of developmental
                                                                                                                                                                                          education
Annually         TexPREP Program                                            UT San Antonio                      October     10/31                                   Jose Ramirez          Income and expenses on Texas Prefreshmen Engineering Program (TexPREP)
Annually         Annual Internal Audit Report                               UT System                           November    11/01                                   Bill Peters           Per BPM #18-to provide information on benefits & effectiveness of the internal audit function
Biannual         Annual Performance Measures Report                         Legislative Budget Board            November    11/01                                   CIERP                 Actual outcome, output, efficiency, & explanatory measures compared to LBB (ABEST)
Annually         Annual Report of Fiscal Activities                         THECB                               November    Discontinued                            Carlos Hernandez      4-Part Report-Revenues foregone through tuition/fees; tuition and fee revenues; fee charges; option tuition charges
Annually         Building & Room Use Report                                 THECB                               November    11/01                                   Sally Andrade         This report is the intersection of our class report and the facilities inventory. It is used by the THECB and LBB to calculate
                                                                                                                                                                                          our class and lab utilization rates.
Quarterly        Class Report                                               THECB                               November    11/01, 03/15, 07/01, 08/15              Richard Padilla       This report is the first of two points at which class activitiesa re reported during a semester. It is used to calculate a wide
                                                                                                                                                                                          variety of semester credit hour measures including portions of formula funding.
Annually         Fact Book Summary of Rev & Exp                             CIERP                               November    11/06                                   Charlie Martinez      CY Current Funds Revenue & Expenditure Amounts
Biannual         Faculty Report                                             THECB                               November    11/01, 03/15                            F. Vigil/Andrade      Report of average budgeted faculty salaries.
Annually         Federal Schedule Entry and Certification                   State Comptroller                   November    11/01                                   Lupe Gomez            Federal schedule internet entry and certification due to the audit of the Federal Schedule.
Annually         General Revenue Verification/Certification                 State Comptroller                   November    11/01                                   Laura Gutierrez       General Revenue Certification of University's records to match USAS records via the Internet.
Annually         Graduation Report                                          THECB                               November    11/01                                   R. Padilla/Andrade    This is the report of all awards (degrees and certificates) may by UTEP.
Annually         HUB-State Agency Progress Report                           UT System/General Services CommissionNovember   11/01                                   Danny Avitia          Report indicating compliance with HUB Operating Plan.
Quarterly        Institution Expenditures Quarterly Report                  UT System                           November    12/15, 03/15, 06/15, 11/01              Anthony Turrietta     Reports expenditure detail by object code and natural classification of expense.
Quarterly        Larry K Durham Gift Summary Report                         UT System                           November    Discontinued; last submitted 07/31/06   Laura Gutierrez       Reports pledges committed and gifts received towards the construction of the Larry K Durham Facility.
Quarterly        LBB Investment Report                                      UT System                           November    11/30, 02/28, 05/31, 08/31              March Guevara         Statement of changes in investment assets.
Annually         Minority Hiring Practices                                  UT System                           November    11/01                                   EEO Office            Reports employee data by ethnicity, gender for tracking of personnel hired.
Annually         Operating Budget                                           UT System                           November    11/01                                   Carlos Hernandez      University Annual Operating Budget for each fiscal year and summer session.
Annually         Proportional Spending Analysis                             State Comptroller                   November    11/24                                   Carlos Hernandez      Analysis used to determine equitable distribution of salaries, wages and fringe benefits resulting in
Annually         Reconciliation of Hardcopy AFR to USAS                     State Comptroller                   November    11/20                                   Rowena Ramirez        Reconciliation of Hardcopy AFR to Uniform Statewide Accounting System
Annually         SPA/AFR Reconciliation                                     State Comptroller                   November    11/01                                   March Guevara         Reconciliation of AFR Capital Asset Note to SPA ending balances.
Annually         State-Funded Campus-Based Programs Report                  THECB                               November    11/15                                   German Hurtado        Survey of University's activities related to State-Funded Financial Aid Programs
Quarterly        Student Report                                             THECB                               November    11/01, 03/15, 07/01, 08/15              Richard Padilla       This report is the record of which students are in attendance during a semester. It is used to calculate a wide variety of
                                                                                                                                                                                          student tracking measures (including retention and graduation) and semester credit hour measures (including portions of
                                                                                                                                                                                          formula funding.)
                 Survey of Transactions b/w U.S. and Unaffiliated Foreign
Quarterly        Persons in Selected Services BE-125                        UT System                           November    11/20, 01/15, 4/15, 7/15                German Hurtado        Transactions with foreign persons (entities) on service transactions & royalties, license fees, other receipts
Annually         Tobacco Settlement Agreement Budget                        State Comptroller                   November    11/01                                   C. Villa-Hernandez    Submission of budget for funds appropriated from the receipts collected pursuant to this settlement.
Annually         Unclaimed Property Report                                  State Comptroller                   November    11/01                                   March Guevara         Required to submit all monies owed to individuals or entities that have not been claimed in three years.
Quarterly        ABEST Quarterly Reconciliation                             Legislative Budget Board            December    12/31, 03/31, 06/30, 09/30              Rowena Ramirez        Reconciliation of USAS to ABEST Expenditures
Quarterly        Binding Encumbrance and Payable Report                     State Comptroller                   December    12/31, 03/31, 06/30, 10/31              Rowena Ramirez        USAS entry of outstanding State vouchers and Encumbrances at end of each FY quarter
Quarterly        Capital Improvement Plan (CIP) & LERR                      THECB and UT System                 December    12/31, 03/31, 06/30, 09/30              Villa/McNicol         Capital Improvement projects - Library Equipment and Repair and Renovation Projects
Annually         Contract Workforce                                         UT System                           December    12/01                                   Danny Avitia          Report on the use of contract workforce in the preceding fiscal year.
Annually         Financial Info Reporting Art III, Sec 54 - "THECB AFR"     THECB                               December    12/31                                   Laura Gutierrez       Income statement and balance sheet formatted to THECB requirements (old format)



               D:\Docstoc\Working\pdf\81741066-3814-4595-9679-06920d52a7fd.xls
                                                                                                                SUMMARY OF REQUIRED REPORTING REQUIREMENTS
                                                                                                                         The University of Texas at El Paso

   Frequency                             Report Name                             Agency Filed With        Month Due                       Due Date                  Prepared By                                                              Description
Annually         Fiscal Activities Report                             THECB                               December      Discontinued; replaced w/IFRS report    Terri Toothaker     Tuition and Fee Exemptions/Tuition and Fee Revenues/Fee charges for CY
Quarterly        FTE State Employees                                  UT System                           December      12/31, 03/31, 06/30, 09/30              Charlie Martinez    # of full-time equivalent State employees employed and paid from funds in the State Treasury; outside the State Treasury;
                                                                                                                                                                                    increase/decrease from fiscal quarter to covered quarter; # of positions paid from State Treasury; outside State Treasury;
                                                                                                                                                                                    # who performed services undera a contract, including consultants; # managers, supervisors, and staff.


Annually         IFRS - Integrated Fiscal Reporting System Report     THECB                               December      12/31                                   Laura Gutierrez     Tuition and Fee charge information
Quarterly        Institution Expenditures Quarterly Report            UT System                           December      12/15, 03/15, 06/15, 11/01              Anthony Turrietta   Reports expenditure detail by object code and natural classification of expense.
Quarterly        ORP Annual Report by Company Title                   THECB                               December      12/31, 03/31, 06/30, 09/30              Norma Cortez        Report to the THECB to include number of participants and eligible positions and the amount of contribution.
Quarterly        Report of Budgeted/Actual Audit Hours                UT System                           December      12/31, 03/31, 06/30, 09/30              Bill Peters         IT System requests quarterly budget to actual audit hour comparison.
Annually         Sources and Uses of Funds                            THECB                               December      12/01                                   Laura Gutierrez     AFR Information formatted to THECB sources and uses categories.
Quarterly        Status Report of SAO Audit Recommendations           SAO                                 December      12/31, 03/31, 06/30, 09/30              Bill Peters
Quarterly        Status Report of Significant Audit Recommendations   UT System/SAO                       December      12/31, 03/31, 06/30, 09/30              Bill Peters
Quarterly        Students in Continuing Education Classes Report      THECB                               December      12/15, 03/15, 06/15, 09/15              F. Vigil/Andrade
Annually         Unrelated Business Income Tax                        UT System/IRS                       December      12/04                                   Tony Romero         Completion of UBIT for filing to IRS for business unrelated to the University's mission of education
Monthly          Construction Project Report                                                              Bureau
                                                                      US Department of Commerce/US Census All           Discontinued; last submitted 06/30/07   Rowena Ramirez      Report contruction progress on a particular new building contruction project
Monthly          Contract Notification                                UT System                           All           10th                                    Charlie Martinez    To provide written notice to LBB after entering into a contract for consulting services, professional services, construction
                                                                                                                                                                                    contracts, or a contract for major information systems.
Annually         EEO Reporting                                        UT System                           All           7th workday ea yr                       EEO Office          Report equal employment opportunity information for the preceding calendar year
Bimonthly        Employee Eligibility Data                            UT System                           All           5th & 20th                              Norma Cortez        Reports insurance eligibility information on every benefit eligible employee 2x per month for insurance verification
                                                                                                                                                                                    purposes
Monthly          NLT Report                                           DIR                                 All           5th working day                         Pat Wesley          Monthly computer incident report
Monthly          Plant Fund Project Summary                           VPBA/Facil Svcs/Provost/UT System   All           Day after close out                     Rowena Ramirez      Listing of major Plt Fund Projects indicating fund source, total allocation, and account balance
Monthly          State Travel Management Report                       General Services Commission         All           Monthly                                                     Monthly Travel Activity reported to GSC
Monthly          U. T. System MFR Report                              VPBA/UT System                      All           17th                                    Laura Gutierrez     YTD operating income and expenses, operating margin and variance explanations.
Annually         Affirmative Action Plan                              UT System                                                                                 EEO Office          Compliance with Chapter 21, Labor Code, personnel selection procedures that incorporate a workforce diversity program.
                                                                                                                                                                                    Report and update are reviewed on a 6-yr cycle.
Biannual         Campus Auxiliary Financial Survey                    NACUBO/NACAS/CCBO                                                                         Laura Gutierrez     Auxiliary services survey
Annually         Campus Master Plan - 5 Year Plan                     UT System                                                                                 Villa/McNicol       Five Year Capital Improvement Plan for physical projects as opposed to fiscal projects
Annually         Classified Pay Plan                                  UT System                                                                                 Norma Cortez
Annually         Collection Account Status Report                     UT System                                                                                 Juan Gonzalez       Summary of Delinquent Accounts
Annually         Continuing Disclosure - SEC - Exhibit C              Securities Exchange Commission                    Discontinued                            Laura Gutierrez     Key personnel changes, Spring enrollment, Litigation - Regarding O/S bonds with UT System
Annually         Cost Savings Report                                  UT SYS                                                                                    Villa/Pacheco       Identification of any additional cost savings and revenue enhancement measures that had not perviously been identified
                                                                                                                                                                                    or reported, including cost avoidance, investments.
Annually         Energy Conservation Program                          Governor's Office & LLB                                                                   Emilio Escandon     Requires institutions to submit energy consevation proposals to the energy management center of the GSC for review
                                                                                                                                                                                    before awarding an anergy conservation contract. Last submission was 1998.
Biannual         HRS Database Report                                  UT System                                                                                 Norma Cortez        Report actual headcounts for staff, Administrative/Professional and faculty.
Monthly          HUB Report - Internal                                UTEP/UT System                                                                            Danny Avitia        Expenditure data to include subcontracting, group pourchases, term contracts and procurement card purchases.
Annually         Nursing Student Loan Program - Annual
Annually         Payroll Tax Savings Report                           State Comptroller                                 Discontinued                            Tessy Rappe         Amount of savings in employee P/R taxes from deductions for Dependent Care Assistance expenses
Upon Request     Procurement Plan                                     UT System/GSC                                     Last submitted 11/30/98                 Danny Avitia        Procurement Plan is reported when requested by GSC.
Annually         Real Property Inventory                              General Land Office                                                                       Villa/McNicol       Maintenance of records and report of each item of real property owned by University
Annually         Records Retention Schedule                           State Library                                     Every 5 years                           Ana Borchers        Report of updates and changes to institutional records retention policy.
Monthly          Request for Public Information                       State Comptroller                                                                         Beverley Chapman    Monthly log of request for public information under the Texas Public Information Act.
Annually         Risk Management Loss Information Report              Texas Worker's Compensation Com.                                                          N. Cortez/R. Moss   TWCC Risk Management Loss Information Report - I do not find any record of such a report ever being filed by this office,
                                                                                                                                                                                    nor have I been able to locate a requirement for such a report. I'm thinking from the title that this is a report required of
                                                                                                                                                                                    those State Agencies subject to the Office of Risk Management (ORM), of which TWCC is a component. Specifically, UT
                                                                                                                                                                                    System (and its components), A&M System, Tech System and TexDOT are exempted from oversight by the ORM. As
                                                                                                                                                                                    such we are likely exempt from reporting to TWCC. Other public universities and colleges on the other hand probably do
                                                                                                                                                                                    file this report since ORM has jurisdiction over them.


Annually         Survey of Univ. Auxiliary Financial Status           NACUBO/Nat'l Assoc of Aux Srvcs                                                                               Trend analysis of University Auxiliary Enterprise Revenue and Expenditures
Monthly          System-wide Personnel Pay Plan Adjustments           UT System                                         As Needed                               Norma Cortez        Recommendations for adjustments to existing pay plan.
Biannual         Teach for Texas Program-Student Status Report        THECB                                                                                     Raul Lerma
Annually         Texas Guaranteed Student Status Report               Texas Guaranteed Student Loan                                                             Linda Hensgen
Annually         Workers Compensation Cums & Reimb.                   State Comptroller                                                                         Tessy Rappe         Payroll report




               D:\Docstoc\Working\pdf\81741066-3814-4595-9679-06920d52a7fd.xls
                                                                                                   SUMMARY OF REQUIRED REPORTING REQUIREMENTS
                                                                                                            The University of Texas at El Paso

   Frequency                           Report Name                                Agency Filed With                   Due Date          Prepared By                                                                        Description


Quarterly      ABEST Quarterly Reconciliation                           LBB                                 31st of following mo.   T. Osteen             Reconciliation of USAS to ABEST Expenditures
Annually       Affirmative Action Plan                                  UT System                                                   Robert Almanzan       Compliance with Chapter 21, Labor Code, personnel selection procedures that incorporate a workforce
                                                                                                                                                          diversity program. Report and update are reviewed on a 6-year cycle.
Annually       Analysis of Financial Condition                          UT System                           10/16/00                Terri                 Analysis of Financial Condition
Annually       Annual Financial Report                                  UT Sys/State Comptroller            Oct. 12th               Carlos Hernandez      University's Primary and Supporting Financial Statements
Annually       Annual Internal Audit Report                             UT System                           11/01/00                Lisa Cardona          Per BPM #18-to provide information on benefits & effectiveness of the internal audit function
Biannual       Annual Performance Measures Report                       Legislative Budget Board            11/01/99                CIERP                 Actual outcome, output, efficiency, & explanatory measures compared to LBB (ABEST)
Annually       Annual Reports and Inventories                           Governor/LBB/Sunset Adv. Com        Before 11/1             Cindy Villa           To present financvialposition and the results of its operations and changes in financial position for fiscal year.
Annually       Annual Report of Fiscal Activities                       THECB                               11/01/00                Arisano/Hernandez     4-Part Report-Revenues foregone through tuition/fees; tuition and fee revenues; fee charges; option tuition chrges
Annually       Annual Service Survey                                    Department of Commerce              05/18/00                M. Mcgurk             Book inventory and general information on Texas Western Press
Annually       Annual Survey of Govn't Employment                       Census Bureau                                               T. Rappe              Employment Information
Annually       Annual Waste Report                                      TNRCC                               02/28/01                Robert Moss           TNRCC Annual Waste Summary - This report is required under Texas Administrative Code to provide informa-
                                                                                                                                                          tion to the agency on what wastes are generated in Texas, by whom, in what volumes, and ultimately
                                                                                                                                                          disposed of in what way and where? TNRCC bases an annual waste generator fee and the level of code
                                                                                                                                                          applicability on the cummulative waste totals
Quarterly      Binding Encumbrance and Payable Report                   State Comptroller                   30th of following mo.   T. Osteen             USAS entry of outstanding State vouchers and Encumbrances at end of each FY quarter
Annually       Building & Content Values for Insurance                  UT System                           August 15, 2000         T. Osteen             Per Appropriations Act-Update building values & contents value & replacement value for insurance purposes
Annually       Building & Room Use Report                               THECB                               11/1-                   Sally Andrade         This report is the intersection of our class report and the facilities inventory. It is used by the THECB and LBB
                                                                                                                                                          to calculate our class and lab utilization rates.
Biannual       Campus Auxiliary Financial Survey                        NACUBO/NACAS/CCBO                                           L. Martinez           Auxiliary services survey
Annually       Campus Master Plan (MP1, MP2, MP3, MP4)                  THECB                               10/15/00                Sandoval/McNicol      Deferred Maintenance Schedule of projects
Quarterly      Captial Improvement Plan (CIP) & LERR                    THECB and UT System                 31st of following mo.   Sandoval/McNicol      Capital Improvement projects - Library Equipment and Repair and Renovation Projects
Annually       Campus Master Plan - 5 Year Plan                         UT System                                                   Sandoval/McNicol      Five Year Capital Improvement Plan for physical projects as opposed to fiscal projects
Quarterly      Class Report                                             THECB                               11/1-3/15-7/1-8/15      Richard Padilla       This report is the first of two points at which class activitiesa re reported during a semester. It is used to
                                                                                                                                                          calculate a wide variety of semester credit hour measures including portions of formula funding.
Annually       Classified Pay Plan                                      UT System                                                   Norma Cortez          Complete pay plan for all classified positions
Annually       "Clery Act" Crime Statistics Report                      Department of Education             09/01/00                Sandoval/Adcox        The "Jeanne Clery Act of 1998" requires all universities to report the number of crimes, per category, annually
                                                                                                                                                          to the campus community, prospective students and the U.S. Department of Education.
Annually       Collection Account Status Report                         UT System                                                   Juan Gonzalez         Summary of Delinquent Accounts
Annually       Collection Reporting Requirements                        UT System                           Sept 30                 Juan Gonzalez         Analysis of Delinquent Accounts
Monthly        Contruction Project Report                                                                   Bureau
                                                                        US Department of Commerce/US Census 19th                    Eva Ortega            Report contruction progress on a particular new building contruction project
Annually       Continuing Disclosure - SEC - Exhibit C                  Securities Exchange Commission      02/01/00                Terri Toothaker       Key personnel changes, Spring enrollment, Litigation - Regarding O/S bonds with UT System
Monthly        Contract Notification                                    UT System                           10th day ea. Mo.        Claudia Guerrero      To provide written notice to LBB after entering into a contract for consulting services, professional services,
                                                                                                                                                          construction contracts, or a contract for major information systems.
Annually       Contract Workforce                                       UT System                           12/01/00                Gerry Cochrane        Report on the use of contract workfroce in the preceding fiscal year.
Annually       Cost Savings Report                                      UT SYS                                                      Sandoval/Pacheco      Identification of any additional cost savings and revenue enhancement measures that had not perviously
                                                                                                                                                          been identified or reported, including cost avoidance, investments.
Annually       Council of Aid for Education (CFAE)                      UT System                           11/24/99                M. McGurk             Financial data related to University Gift Income to include reconciliation to hardcopy AFR
Annually       Council on Govn't Relations (COGR)                       Council on Governmental Relations   03/24/00                Jose Ramirez          Indirect Cost Survey on campus rates for organized research
Annually       Disclosure of Foreign Gifts Report                       Department of Education             01/31/00                M. McGurk             Gifts to UTEP from foreign Entities or Individuals
Monthly        NLT Report                                               DIR                                 5th working day/mo.     Pat Wesley            Monthly computer incident report
Annually       EEO Reporting                                            UT System                           7th workday ea yr       Robert Almanzan       Report equal employment opportunity information for the preceding calendar year
Bimonthly      Employee Eligibility Data                                UT System                           5th & 20th ea mo.       Norma Cortez          Reports insurance eligibility information on every benefit eligible employee 2x per month for insurance verification purposes
Quarterly      End of Semester Class Report                             THECB                               2/1-6/15-10/1           Frank Vigil/Andrade This report is the second of two points at which class activities are reported during a semester. It is used to
                                                                                                                                                          calculate completionn rates of various types of the THECB and LBB.
Annually       Energy Conservation Program                              Governor's Office & LLB                                     E. Escandon           Requires institutions to submit energy consevation proposals to the energy management center of the GSC
                                                                                                                                                          for review before awarding an anergy conservation contract. Last submission was 1998.
Annually       Fact Book Summary of Rev & Exp                           CIERP                               Nov. 6th                C. Martinez           CY Current Funds Revenue & Expenditure Amounts
Biannual       Faculty Report                                           THECB                               11/1-3/15               F. Vigil/Andrade      Report of average budgeted faculty salaries.
Annually       Faculty Salary Increase Report                           THECB                               01/31/00                Claudia Guerrero      Report the average salary increase provided to faculty.
Annually       Faculty & Staff Group Insurance Head Count               Legislative Budget Board            09/01/00                Claudia Guerrero      Report identifying all group health insurance plans to be offered to system employees, retireees to include the
                                                                                                                                                          benefit schedule, premium amounts,and employee/retire contributions.
Annually       Financial Aid Budgets Approval                           THECB                               08/31/00                Linda Hensgen
Biannual       Financial Aid Database Report                            THECB                               9/1-7/1                 Linda Hensgen
Annually       Financial Info Reporting Art III, Sec 54 - "THECB AFR"   THECB                               12/31                   Eva Ortega            Income statement and balance sheet formatted to THECB requirements (old format)
Annually       Fiscal Activities Report                                  THECB                                12/01/99                Terri Toothaker      Tuition and Fee Exemptions/Tuition and Fee Revenues/Fee charges for CY
Annually       Fiscal Operations Report (FISAP)                          Financial Aid                        August                  Terri Toothaker      Tuition revenue by graduate and undergraduate
Annually       Fleet Management Report                                   General Services Commission          09/01/00                Jaime Robles         Report to capture fleet data and submission and approval of institutional policy and regulations.
Quarterly      FTE State Employees                                       UT System                                                    Claudia
                                                                                                              Last Day of 1st mo. Of Quarter Guerrero      # of full-time equivalent State employees employed and paid from funds in the State Treasury; outside the
                                                                                                                                                           State Treasury; increase/decrease from fiscal quarter to covered quarter; # of positions paid from State
                                                                                                                                                           Treasury; outside State Treasury; # who performed services undera a contract, including consultants;
                                                                                                                                                           # managers, supervisors, and staff.
Annually       General Revenue Verification/Reconciliation               State Comptroller                    10/30/00                Terri Toothaker      Reconciliation of General Revenue to University's records to match USAS records
Annually       Graduation Report                                         THECB                                11/01/00                R. Padilla/Andrade   This is the report of all awards (degrees and certificates) may by UTEP.
Annually       Hazardous Chemical List Tier II Report                    Texas Department of Health           03/01/00                Robert Moss/EH&S     Required by Texas Administrative Code which summarizes the bulk chemical materials on campus (I.e. above
                                                                                                                                                           certain reporting quantity thresholds) which might reasonably be expected to require significant emergency
                                                                                                                                                           response action. The code specifies the quantity thresholds for thousands of different chemicals. Reports
                                                                                                                                                           are specific to locations on the campus, and quite honestly rarely contain more than gasoline, diesel, acetone,
                                                                                                                                                           and hydrualic fluid. Few locations keep bulk quantities on inventory and as such the report is ot too terrible
                                                                                                                                                           extensive. The report is sent to TDH, LEPC (Local Emergency Planning Committee) and the El Paso Fire Dept.
Biannual       HRS Database Report                                       UT System                                                    Norma Cortez         Report actual headcounts for staff, Administrative/Professional and faculty.
Annually       HUB Reports                                               General Services Commissions         Feb                     L. Del Barrio        Reportable Object Codes
Biannual       HUB-Hist. Und. Minor. Busn.-Contracts                                                          03/15 and 09/15         L. Del Barrio        The total dollar amount of purchases and payments made under contracts to HUB; Number of businesses
                                                                                                                                                           participating in any issuance of state bonds by the agency; # of contracts awarded to businesses with
                                                                                                                                                           regard to acquisition, construction, or equipment of a vacility or implementation of a program; number of bids
                                                                                                                                                           proposals, or other applicable expressions of interest made by HUB.
Biannual       HUB-Non-Resident Bidders Report                           LBB                                  7/31 & 1/31             L. Del Barrio        Report contract awards in excess of $25,000 to non-resident vendors.
Monthly        HUB Report - Internal                                     UTEP/UT System                                               Gerry Cochrane       Expenditure data to include subcontracting, group pourchases, term contracts and procurement card purchases.
Annually       HUB-State Agency Progress Report                          UT System/General Services Commission11/01/00                Gerry Cochrane       Report indicating compliance with HUB Operating Plan.
Annually       IFRS - Integrated Fiscal Reporting System Report          THECB                                12/31                   Laura Martinez       Tuition and Fee charge information
Annually       Information for Texas Historical Commission               UT System                            01/01/00                Sandoval/McNicol     Information identifying the age of the buildings on campus
Annually       Institutional Profile for Financial Info(SACS)            Commission on Colleges               03/24/00                Terri Toothaker      Financial activity for period ending August 31. Much is same as IPEDS, parts A, B, and E.
Monthly        U. T. System MFR Report                                   VPFA/UT System                       15th                    T. Osteen/McGurk     Comparison of YTD Budgeted Figures to Actual for "flagged" accounts
Annually       Inventory Certification                                   State Comptroller                    09/20/01                M. Guevara           Amount of Personal prop and Vehicles
Annually       IPEDS Finance Survey                                      CIERP/Bureau of Census-IPEDS         02/22/00                Terri Toothaker      CY Financial Data for: Current Fund Rev/Exp by source & function, Clarifying questions regarding
Quarterly      LBB Investment Report                                     UT System                            Quarterly               M. Guevara           Statement of changes in investment assets.
Annually       LBB Measures                                              CIERP                                10/29/99                T. Osteen            External Research as a % State Appropriation Expenditures
Annually       Leased Space Report                                       General Services Commission          August 31st             Arisano              Report of all leases for space or property off-campus.
Biannual       Legislative Appropriations Request (LAR)                  Governor's Office & LLB              08/21/00                Claudia Guerrero     Any estimate or reporting relating to appropriations requested by the LBB or under the Boards' direction.
Annually                                                                   UT System
               Transactions with Foreign Entities - Mandatory/Confidential Surveys                            03/31/00                M. Guevara           Transactions with foreign persons (entities) on service transactions & royalties, license fees, other receipts
Annually       Minority Hiring Practices                                 UT System                            11/01/00                Liza Calderon        Reports employee data by ethnicity, gender for tracking of personnel hired.
Annually       Moody's & Standard & Poors                                CIERP                                Oct                     Terri Toothaker      Enrollment and tuition data
Annually       NACUBO Institute- Student Aid Survey                      NACUBO                               01/12/00                Terri Toothaker      Level of Inst. Student aid, % of students recv Inst. grants, net rev , and other related info.
Annually       Nursing Student Loan Program - Annual
Annually       Operating Budget                                          UT System                            11/01/00                Carlos Hernandez     University Annual Operating Budget for each fiscal year and summer session.
Annually       Operating report                                          HRSA                                 October                 J. Gonzales          Data on student nursing loans program
Annually       Optional Retirement Program Participation (ORP)           THECB                                08/14/99                T. Rappe/N. Cortez   Recording employee participation count, dollar amount by company and list of classification titles eligible for ORP
Annually       Optional Retirement Program State Contributions           UT System                            10/01/00                T. Rappe/N. Cortez   Report recording the retirement contributions to each ORP carrier, by carrier.
Quarterly      ORP Annual Report by Company Title                        THECB                                31st of following mo.   Norma Cortez         Report to the THECB to include number of participants and eligible positions and the amount of contribution.
Annually       Part & Alloc Base for Stud. Grant & School Prgms.         THECB                                09/01/00                Linda Hensgen
Annually       Payroll Tax Savings Report                                State Comptroller                    Discontinued            Tessy Rappe          Amount of savings in employee P/R taxes from deductions for Dependent Care Assistance expenses
Monthly        Plant Fund Project Summary                                VPFA/State Comptroller/ Fac Srvcs    15th                    Terri Toothaker      Listing of major Plt Fund Projects indicating fund source, total allocation, and account balance
Upon Request   Procurement Plan                                          UT System/GSC                        Last submitted 11/30/98 Gerry Cochrane       Procurement Plan is reported when requested by GSC.
Annually       Proportional Spending Analysis                            State Comptroller                    11/24/01                Terri Toothaker      Analysis used to determine equitable distribution of salaries, wages and fringe benefits resulting in
Quarterly      Quarterly Turnover Report-HRS                             UT System                            4/6/01-7/6/01-10/5/01   Norma Cortez         Personnel Turnover Report for faculty, A/P and Professional Librarians, classified staff.
Annually       Real Property Inventory                                   General Land Office                                          Sandoval/McNicol     Maintenance of records and report of each item of real property owned by University
Annually       Reconciliation of Hardcopy AFR to USAS                    State Comptroller                    Nov 20th, 1999          T. Osteen            Reconciliation of Hardcopy AFR to Uniform Statewide Accounting System
Annually       Records Retention Schedule                                State Library                        Every 5 years           Ana Borchers         Report of updates and changes to institutional records retention policy.
Annually       Recycled Materials Expenditures Report                    General Services Commission          01/01/00                Gerry Cochrane       Report to GSC purchases of recycled products, commodities, supplies, etc.
Quarterly      Reimbursable Benefits-Unemployment Compen.                State Comptroller                    Quarterly               Tessy Rappe          Reports the amount of UC claims paid from General Revenue.
Quarterly      Report of Budgeted/Actual Audit Hours                     UT System                            31st of following mo.   Lisa Cardona         IT System requests quarterly budget to actual audit hour comparison.
Monthly        Request for Public Information                            State Comptroller                                            Lee Arisano          Monthly log of request for public information under the Texas Public Information Act.
Annually       Research Expenditures Report                              THECB                                Nov                     Jose Ramirez         Recon between Research expenditures on AFR and Expenditures per THECB
Annually       Revenue Financing Forecasting                             UT System                            June 7, 1999            Carlos Hernandez     Six year forecast related to University's Capital Improvement Plan and fund balance to debt ratio
Annually       Risk Management Loss Information Report                   Texas Worker's Compensation Com.                             N. Cortez/R. Moss    TWCC Risk Management Loss Information Report - I do not find any record of such a report ever being filed by
                                                                                                                                                           this office, nor have I been able to locate a requirement for such a report. I'm thinking from the title that this is a
                                                                                                                                                           report required of those State Agencies subject to the Office of Risk Management (ORM), of which TWCC is a
                                                                                                                                                           component. Specifically, UT System (and its components), A&M System, Tech System and TexDOT are
                                                                                                                                                           exempted from oversight by the ORM. As such we are likely exempt from reporting to TWCC. Other public .
                                                                                                                                                           universities and colleges on the other hand probably do file this report since ORM has jurisdiction over them.
Annually    SEC-Continuing Disclosure                              UT SYS/NRMSIRS/SIDS               Oct. 15th/Feb. 1st      Laura Martinez       Disclosure of trends/changes/events/uncertainties likely to have a material effect on financial condition
Annually    State-Funded Campus-Based Programs Report              THECB                             12/01/00                T. Osteen            Survey of University's activities related to State-Funded Financial Aid Programs
Monthly     State Travel Management Report                         General Services Commission       monthly                 Lee Arisano          Monthly Travel Activity reported to GSC
Quarterly   Status Report of Significant Audit Recommendations     UT System/SAO                     31st of following mo.   Lisa Cardona
Quarterly   Status Report of SAO Audit Recommendations             SAO                               31st of following mo.   Lisa Cardona
Biannual    Strategic Plan                                         UT System/Governor's Office       6/15 of even years      Sally Andrade        University Strategic Operating Plan for its operations
Biannual    Strategic Plan for Information Resource Mgmt.          UT System                         6/15 of even years      Anna Hines           Strategic plan for information resources management.
Annually    Student Loan & Grant Applications                      THECB                             09/01/00                Linda Hensgen
Quarterly   Students in Continuing Education Classes Report        THECB                             12/15-3/15-6/15-9/15    F. Vigil/Andrade
Annually    Student Housing Report                                 THECB                             February each year      Bill Schafer         Provide number of dorm/apartment rooms and number of beds available and number actually utilized per FY.
Quarterly   Student Report                                         THECB                             11/1-3/15-7/1-8/15      Richard Padilla      This report is the record of which students are in attendance during a semester. It is used to calculate a wide
                                                                                                                                                  variety of student tracking measures (including retention and graduation) and semester credit hour measures
                                                                                                                                                  (including portions of formula funding.)
Annually    Student Services Fees                                  Southwest Texas State             02/15/00                T. Osteen            Allocation of student services fee & Other funding sources
Annually    Survey of Univ. Auxiliary Financial Status             NACUBO/Nat'l Assoc of Aux Srvcs                                                Trend analysis of University Auxiliary Enterprise Revenue and Expenditures
Monthly     System-wide Personnel Pay Plan Adjustments             UT System                         As Needed               Norma Cortez         Recommendations for adjustments to existing pay plan.
Quarterly   TASP Report                                            THECB                             2/1-6/15-10/1           Richard Padilla      This report is the record of student compliance with TASP regulations. It is used to calculate meaures of
                                                                                                                                                  developmental education
Annually    Tax Liability of Bond Financed Facilities              UT System                         July 1                  Terri Toothaker      Compliance status of prohibited private use of tax exempt facilities
Annually    Tech-Prep Report                                       THECB                             07/01/00                Jose Ramirez         Income and expenses on Texas Pre-freshmen Engineering Program (TexPREP)
Annually    Texas Guaranteed Student Status Report                 Texas Guaranteed Student Loan                             Linda Hensgen
Annually    Texas Grant Program-Year End Report                    THECB                             08/31/00                March Guevera+A9
Biannual    Texas Grant Program-Renewal & Initial Yr. Prog. Rept   THECB                                                     Linda Hensgen
Biannual    Teach for Texas Program-Student Status Report          THECB                                                     Linda Hensgen
Annually    Texas College Workstudy Year-End Report                THECB                                                     Linda Hensgen
Annually    Texas College Workstudy Progress Report                THECB                             July                    Jose Ramirez         Information on Texas College Workstudy program
Annually    TexPREP Program                                        UT San Antonio                    Oct                     Jose Ramirez         Income and expenses on Texas Prefreshmen Engineering Program (TexPREP)
Annually    Tobacco Settlement Agreement Budget                    State Comptroller                 11/01/00                C. Villa-Hernandez   Submission of budget for funds appropriated from the receipts collected pursuant to this settlement.
Annually    Unclaimed Property Report                              State Comptroller                 November 1st            March Guevara        Required to submit all monies owed to individuals or entities that have not been claimed in three years.
Annually    Unrelated Business Income Tax                          UT System/IRS                     Nov, 1999               R. Robinson          Completion of UBIT for filing to IRS for business unrelated to the University's mission of education
Quarterly   Workers Compensation Cums & Reimb.                     State Comptroller                                         Hernandez, C.          Payroll report
                                                                                               SUMMARY OF REQUIRED REPORTING REQUIREMENTS
                                                                                                        The University of Texas at El Paso

   Frequency                          Report Name                      Agency Filed With                                      Due Date          Prepared By

Annually       "Clery Act" Crime Statistics Report           Department of Education             September     09/01                        Villa/Adcox

Annually       Affirmative Action Plan                       UT System                                                                      EEO Office

Annually       Annual Service Survey                         Department of Commerce              January       01/31                        Patty Renteria
Annually       Annual Financial Report                       UT Sys/State Comptroller            October       10/12                        Carlos Hernandez
Annually       Annual Internal Audit Report                  UT System                           November      11/01                        Bill Peters
Biannual       Annual Performance Measures Report            Legislative Budget Board            November      11/01/03                     CIERP
Annually       Annual Reports and Inventories                Governor/LBB/Sunset Adv. Com        October       10/31                        Cindy Villa
Annually       Annual Waste Report                           TNRCC                               February      02/28                        Robert Moss




Annually       Building & Room Use Report                    THECB                               November      11/01                        Sally Andrade

Annually       Campus Master Plan - 5 Year Plan              UT System                                                                      Villa/McNicol
Annually       Campus Master Plan (MP1, MP2, MP3, MP4)       THECB                               October       10/15                        Villa/McNicol
Quarterly      Captial Improvement Plan (CIP) & LERR         THECB and UT System                 March         12/31, 03/31, 06/30, 09/30   Villa/McNicol
Quarterly      Class Report                                  THECB                               March         11/01, 03/15, 07/01, 08/15   Richard Padilla

Annually       Collection Account Status Report              UT System                                                                      Juan Gonzalez
Monthly        Contract Notification                         UT System                           All           10th                         Claudia Guerrero

Annually       Contract Workforce                            UT System                           December      12/01                        Gerry Cochrane
Annually       Cost Savings Report                           UT SYS                                                                         Villa/Pacheco

Annually       EEO Reporting                                 UT System                           All           7th workday ea yr            EEO Office
Quarterly      End of Semester Class Report                  THECB                               February      02/01, 06/15, 10/01          Frank Vigil/Andrade

Annually       Energy Conservation Program                   Governor's Office & LLB                                                        Emilio Escandon

Annually       Faculty & Staff Group Insurance Head Count    Legislative Budget Board            September     09/01                        Claudia Guerrero

Biannual       Faculty Report                                THECB                               March         11/01, 03/15                 F. Vigil/Andrade
Annually       Faculty Salary Increase Report                THECB                               January       01/31                        Claudia Guerrero
Annually       Financial Aid Budgets Approval                THECB                               August        08/31                        Raul Lerma
Biannual       Financial Aid Database Report                 THECB                               September     09/01, 07/01                 Raul Lerma
Annually       Fleet Management Report                       General Services Commission         September     09/01                        Jaime Robles
Quarterly      FTE State Employees                           UT System                           March         12/31, 03/31, 06/30, 09/30   Claudia Guerrero




Annually       General Revenue Verification/Reconciliation   State Comptroller                   October       10/30                        Mark McGurk
Annually       Graduation Report                             THECB                               November      11/01                        R. Padilla/Andrade
Annually       Hazardous Chemical List Tier II Report        Texas Department of Health          March         03/01                        Robert Moss/EH&S




Annually       HUB Reports                                   General Services Commissions        February      02/28                        Letty Del Barrio
Monthly        HUB Report - Internal                         UTEP/UT System                                                                 Gerry Cochrane
Biannual       HUB-Hist. Und. Minor. Busn.-Contracts                                             March         03/15, 09/15                 Letty Del Barrio




Biannual       HUB-Non-Resident Bidders Report               Legislative Budget Board            January       07/31, 01/31                 Letty Del Barrio
Annually       HUB-State Agency Progress Report              UT System/General Services CommissionNovember     11/01                        Gerry Cochrane
Annually       Information for Texas Historical Commission   UT System                           January       01/01                        Villa/McNicol
Annually       Leased Space Report                           General Services Commission         August        08/31                        Beverly Chapman
Biannual       Legislative Appropriations Request (LAR)      Governor's Office & LLB             August 2004   08/21/04                     Claudia Guerrero
Annually       Minority Hiring Practices                                 UT System                          November    11/01                        EEO Office
Monthly        NLT Report                                                DIR                                All         5th working day              Pat Wesley
Annually       Operating Budget                                          UT System                          November    11/01                        Carlos Hernandez
Annually       Operating report                                          HRSA                               October     10/31                        Juan Gonzalez
Annually       Optional Retirement Program Participation (ORP)           THECB                              August      08/14                        T. Rappe/N. Cortez
Annually       Optional Retirement Program State Contributions           UT System                          October     10/01                        T. Rappe/N. Cortez
Quarterly      ORP Annual Report by Company Title                        THECB                              March       12/31, 03/31, 06/30, 09/30   Norma Cortez
Annually       Part & Alloc Base for Stud. Grant & School Prgms.         THECB                              September   09/01                        Raul Lerma
Upon Request   Procurement Plan                                          UT System/GSC                                  Last submitted 11/30/98      Gerry Cochrane
Annually       Real Property Inventory                                   General Land Office                                                         Villa/McNicol
Annually       Recycled Materials Expenditures Report                    General Services Commission        January     01/01                        Gerry Cochrane
Quarterly      Reimbursable Benefits-Unemployment Compen.                State Comptroller                  January     04/30, 07/30, 10/30, 01/30   Tessy Rappe
Quarterly      Report of Budgeted/Actual Audit Hours                     UT System                          March       12/31, 03/31, 06/30, 09/30   Bill Peters
Monthly        Request for Public Information                            State Comptroller                                                           Beverly Chapman
Annually       Risk Management Loss Information Report                   Texas Worker's Compensation Com.                                            N. Cortez/R. Moss




Monthly        State Travel Management Report                            General Services Commission        All         Monthly                      July
Quarterly      Status Report of SAO Audit Recommendations                SAO                                March       12/31, 03/31, 06/30, 09/30   Bill Peters
Quarterly      Status Report of Significant Audit Recommendations        UT System/SAO                      March       12/31, 03/31, 06/30, 09/30   Bill Peters
Biannual       Strategic Plan                                            UT System/Governor's Office        June 2004   6/15 of even years           Sally Andrade
Biannual       Strategic Plan for Information Resource Mgmt.             UT System                          June 2004   6/15 of even years           IT Director
Annually       Student Housing Report                                    THECB                              February    02/28                        Bill Schafer
Annually       Student Loan & Grant Applications                         THECB                              September   09/01                        Raul Lerma
Quarterly      Student Report                                            THECB                              March       11/01, 03/15, 07/01, 08/15   Richard Padilla



Quarterly      Students in Continuing Education Classes Report           THECB                              March       12/15, 03/15, 06/15, 09/15   F. Vigil/Andrade
Annually       Survey of Univ. Auxiliary Financial Status                NACUBO/Nat'l Assoc of Aux Srvcs
Quarterly      TASP Report                                               THECB                              February    02/01, 06/15, 10/01          Richard Padilla

Biannual       Teach for Texas Program-Student Status Report             THECB                                                                       Raul Lerma
Annually       Tech-Prep Report                                          THECB                              July        07/01                        Jose Ramirez
Annually       Texas College Workstudy Progress Report                   THECB                              July        07/31                        Jose Ramirez
Annually       Texas College Workstudy Year-End Report                   THECB                              June        06/15                        Irma Steward
Annually       Texas Grant Program- Progress Report                      THECB                              February    02/01                        Irma Steward
Annually       Texas Grant Program-Year End Report                       THECB                              August      08/31                        March Guevara
Annually       Texas Guaranteed Student Status Report                    Texas Guaranteed Student Loan                                               Linda Hensgen
Annually                                                                   UT System
               Transactions with Foreign Entities - Mandatory/Confidential Surveys                          March       03/31                        March Guevara
Annually       Unclaimed Property Report                                 State Comptroller                  November    11/01                        March Guevara
Quarterly      Workers Compensation Cums & Reimb.                        State Comptroller                                                           Tessy Rappe
SUMMARY OF REQUIRED REPORTING REQUIREMENTS
         The University of Texas at El Paso

                                                                                                   Description

                                         The "Jeanne Clery Act of 1998" requires all universities to report the number of crimes, per category, annually to the
                                         campus community, prospective students and the U.S. Department of Education.
                                         Compliance with Chapter 21, Labor Code, personnel selection procedures that incorporate a workforce diversity program.
                                         Report and update are reviewed on a 6-yr cycle.
                                         Book inventory and general information on Texas Western Press
                                         University's Primary and Supporting Financial Statements
                                         Per BPM #18-to provide information on benefits & effectiveness of the internal audit function
                                         Actual outcome, output, efficiency, & explanatory measures compared to LBB (ABEST)
                                         To present financial position and the results of its operations and changes in financial position for fiscal year.
                                         TNRCC Annual Waste Summary - This report is required under Texas Administrative Code to provide information to the
                                         agency on what wastes are generated in Texas, by whom, in what volumes, and ultimately disposed of in what way and
                                         where? TNRCC bases an annual waste generator fee and the level of code applicability on the cummulative waste totals

                                         This report is the intersection of our class report and the facilities inventory. It is used by the THECB and LBB to calculate
                                         our class and lab utilization rates.
                                         Five Year Capital Improvement Plan for physical projects as opposed to fiscal projects
                                         Deferred Maintenance Schedule of projects
                                         Capital Improvement projects - Library Equipment and Repair and Renovation Projects
                                         This report is the first of two points at which class activitiesa re reported during a semester. It is used to calculate a wide
                                         variety of semester credit hour measures including portions of formula funding.
                                         Summary of Delinquent Accounts
                                         To provide written notice to LBB after entering into a contract for consulting services, professional services, construction
                                         contracts, or a contract for major information systems.
                                         Report on the use of contract workfroce in the preceding fiscal year.
                                         Identification of any additional cost savings and revenue enhancement measures that had not perviously been identified or
                                         reported, including cost avoidance, investments.
                                         Report equal employment opportunity information for the preceding calendar year
                                         This report is the second of two points at which class activities are reported during a semester. It is used to calculate
                                         completionn rates of various types of the THECB and LBB.
                                         Requires institutions to submit energy consevation proposals to the energy management center of the GSC for review
                                         before awarding an anergy conservation contract. Last submission was 1998.
                                         Report identifying all group health insurance plans to be offered to system employees, retireees to include the benefit
                                         schedule, premium amounts,and employee/retire contributions.
                                         Report of average budgeted faculty salaries.
                                         Report the average salary increase provided to faculty.



                                         Report to capture fleet data and submission and approval of institutional policy and regulations.
                                         # of full-time equivalent State employees employed and paid from funds in the State Treasury; outside the State Treasury;
                                         increase/decrease from fiscal quarter to covered quarter; # of positions paid from State Treasury; outside State Treasury;
                                         # who performed services undera a contract, including consultants; # managers, supervisors, and staff.


                                         Reconciliation of General Revenue to University's records to match USAS records
                                         This is the report of all awards (degrees and certificates) may by UTEP.
                                         Required by Texas Administrative Code which summarizes the bulk chemical materials on campus (I.e. above certain
                                         reporting quantity thresholds) which might reasonably be expected to require significant emergency response action. The
                                         code specifies the quantity thresholds for thousands of different chemicals. Reports are specific to locations on the
                                         campus, and quite honestly rarely contain more than gasoline, diesel, acetone, and hydrualic fluid. Few locations keep
                                         bulk quantities on inventory and as such the report is ot too terrible extensive. The report is sent to TDH, LEPC (Local
                                         Emergency Planning Committee) and the El Paso Fire Dept.


                                         Reportable Object Codes
                                         Expenditure data to include subcontracting, group pourchases, term contracts and procurement card purchases.
                                         The total dollar amount of purchases and payments made under contracts to HUB; Number of businesses participating in
                                         any issuance of state bonds by the agency; # of contracts awarded to businesses with regard to acquisition, construction,
                                         or equipment of a vacility or implementation of a program; number of bids proposals, or other applicable expressions of
                                         interest made by HUB.
                                         Report contract awards in excess of $25,000 to non-resident vendors.
                                         Report indicating compliance with HUB Operating Plan.
                                         Information identifying the age of the buildings on campus
                                         Report of all leases for space or property off-campus.
                                         Any estimate or reporting relating to appropriations requested by the LBB or under the Boards' direction.
Reports employee data by ethnicity, gender for tracking of personnel hired.
Monthly computer incident report
University Annual Operating Budget for each fiscal year and summer session.
Data on student nursing loans program
Recording employee participation count, dollar amount by company and list of classification titles eligible for ORP
Report recording the retirement contributions to each ORP carrier, by carrier.
Report to the THECB to include number of participants and eligible positions and the amount of contribution.


Procurement Plan is reported when requested by GSC.
Maintenance of records and report of each item of real property owned by University
Report to GSC purchases of recycled products, commodities, supplies, etc.
Reports the amount of UC claims paid from General Revenue.
IT System requests quarterly budget to actual audit hour comparison.
Monthly log of request for public information under the Texas Public Information Act.
TWCC Risk Management Loss Information Report - I do not find any record of such a report ever being filed by this office,
nor have I been able to locate a requirement for such a report. I'm thinking from the title that this is a report required of
those State Agencies subject to the Office of Risk Management (ORM), of which TWCC is a component. Specifically, UT
System (and its components), A&M System, Tech System and TexDOT are exempted from oversight by the ORM. As
such we are likely exempt from reporting to TWCC. Other public universities and colleges on the other hand probably do
file this report since ORM has jurisdiction over them.


Monthly Travel Activity reported to GSC



University Strategic Operating Plan for its operations
Strategic plan for information resources management.
Provide number of dorm/apartment rooms and number of beds available and number actually utilized per FY.

This report is the record of which students are in attendance during a semester. It is used to calculate a wide variety of
student tracking measures (including retention and graduation) and semester credit hour measures (including portions of
formula funding.)


Trend analysis of University Auxiliary Enterprise Revenue and Expenditures
This report is the record of student compliance with TASP regulations. It is used to calculate meaures of developmental
education


Income and expenses on Texas Pre-freshmen Engineering Program (TexPREP)
Information on Texas College Workstudy program




Transactions with foreign persons (entities) on service transactions & royalties, license fees, other receipts
Required to submit all monies owed to individuals or entities that have not been claimed in three years.
Payroll report

				
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