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(a) Reduce duplicate costs across institutions for solutions and resources;

(b) Maintain authoritative systems of record in appropriate location; and

(c) Provide solutions that are secure and meet Federal and State requirements for access and compliance.

a. Inventory of Student Information Records:

The following records are managed be the Enterprise Systems for Student:

(1) Student Record 

(2) Student Financial Aid 

(3) Student Billing 

(4) Degree Audit 

b. Inventory of Financial Information Records:

The following records are managed be the Enterprise Systems for Finance:

(1) Finance (including General Ledger and Budget) 

(2) Procurement 

(3) eCommerce for credit card processing 

c. Inventory of Human Resources (HR) Information Records:

The following records are managed be the Enterprise Systems for HR:

(1) Human Resources  

(2) Payroll  

(3) Payroll Budget 

(4) Certification system for time worked on grants (eCRT) 

d. Reporting Module:

TTUSA provides reporting capabilities for official records:

(1) Data Warehouse  

Exception processes are in place at each institution through the CIOs to request use of an alternate solution should the current solution not meet unique needs. Currently excluded systems are:

a. Learning Management Systems (LMS)

Institutions may independently leverage any number of Learning Management Systems as is necessary to facilitate course instruction.

b. Classroom Scheduling System

Institutions may independently leverage any number of software systems for facilitating classroom scheduling as is necessary to assign the available inventory of classrooms for instruction to courses.

c. Institutional data warehouse for reporting and analytics

Institutions may independently leverage their own technology for providing reporting and analytics that leverage data from the Shared Systems of record.

(1) Authoritative data needed for institutional data warehouses will be obtained from the Enterprise Systems

d. Emergency Alert System

Institutions may independently leverage their own technology managing emergency communication needs at their campuses.

e. Employee Talent Management System

Institutions may independently leverage their own technology for automating the recruitment, performance management, learning and development, and compensation management of employees (excluding payroll operations).

f. Employee Learning Management System

Institutions may independently leverage their own technology for providing training and employee training and development needs.

g. Grant Management Systems

Institutions may independently leverage their own technology for managing the general administration of research grants excluding operations relating to payroll and finance.

h. Other Systems

Institutions may independently leverage their own technology for specific needs not provided by the Enterprise Systems or insufficient to meet institutional needs.

Integrations must be provided to and from the Enterprise Systems and institutions' solution for use of data from the authoritative source.

a. Updating Enterprise Systems of Record by Third Party Tools

Some data may be updated in the Enterprise Systems from integrations and automated feeds, such as, student grades, building and room assignments. Permission for allowing these updates will be decided through the enterprise governance.

b. Integration of Enterprise Systems to Institutionally Managed Systems

TTUSA IT will work with the institutions’ central IT staff through the appropriate CIO for all integrations that need to occur between the Enterprise Systems of record and their local systems.

TTUSA IT will be a significant partner with the ERP vendor providing Enterprise Systems and have a seat at the table to better meet the needs of large and complex institutions.

a. Maintenance of Enterprise Systems

TTUSA IT will maintain the systems in partnership with the provider, make minimal modifications supported locally, and remain as current as possible with vendor provided releases.

(1) Releases for tax compliance and Financial Aid will always be upgraded in production as soon as received from the provider. 

(2) Enterprise Systems may be provided on-premises, in the cloud, or through hybrid solutions. 

(a) TTUSA IT will work with the ERP and enterprise vendors to move solutions to the cloud, as appropriate. 

(3) There will be one instance of the ERP provided to all. The single instance will: 

(a) Support multiple chart of accounts, at least one per entity 

(b) Identify employees by entity and location 

(c) Identify students by entity and location 

(d) Provide a single list of vendors shared by all 

 (4) TTUSA IT will provide resources for local development to enhance the Enterprise Systems meeting additional needs of the functional areas that are not delivered within the Enterprise Systems. Local development projects will be determined through the Functional Co Op groups as part of the ERP Governance Model. 

(a) Local development will be joint projects with the functional departments 

(b) Requirements for local development will include needs from all institutions 

(c) On the occasion that an enhancement is needed from only one institution and requires direct interaction with production data then TTUSA IT will perform that work. 

b. Selection of New Technology Products

The System will use products selected through the TTUSA IT Governance process that enhance the ERP and are shared by all. These products may also be used for other needs outside the Enterprise Systems but does not preclude an institution from having similar products used for other unrelated needs. Currently these include:

(1) Portal (Raiderlink, WebRaider) 

(2) Document Management 

(3) Reporting solution 

(4) Time clock system for recording non-exempt employees' time 

c. Selection of future Enterprise Systems

Selection of future Enterprise Systems will be a collaborative effort as was previously done through an Executive Committee with representation from all component institutions and CIO Council.

d. Additional TTUSA IT Services

The System may opt to use additional software systems provided and supported by TTUSA IT such as:

(1) Student CRM 

(2) Grant Administration 

The TTUSA CIO will oversee the governance organization for the Enterprise Systems and is responsible for appropriate representation and communications to all entities involved.

a. The Enterprise Systems Governance Organization

The Enterprise Systems governance organization includes Enterprise Systems Management Councils (ECOs), Functional Co Ops, Reporting Co Op, and an Enterprise Systems Work Group (EWOG). In addition, the organization includes representation from TTUSA Audit Services and central IT staff from each institution. 

(1) Enterprise Systems Management Councils (ECOs ) 

(a) There will be an instance of an ECO per pillar: Student, Finance, HR/Budget/Payroll 

(b) Membership is determined by the appropriate CFOs and Vice Presidents of the component institutions. Members should be at the Associate/Assistant Vice President or Managing Director titles. 

(c) Agenda should include:  

(i) Provide enterprise environment updates 

(ii) Discussion of new solutions/procurements/strategies that may impact Enterprise Systems 

(d) Meets quarterly, in person with remote campus joining via video conferencing 

(2) Functional Co Ops 

(a) Student/Student CRM, Student Financial, Finance, HR/Budget/Payroll 

(b) Membership: Managing Directors, subject matter experts. Membership is determined by ECO members. 

(c) Agenda should include:

(i) Project priority discussions and project status updates 

(d) Meets monthly, in person with remote campus joining via video conferencing 

(3) Reporting Co Ops 

(a) Membership: Staff with significant Cognos report creation responsibilities. Membership is determined by Cognos access levels. 

(b) Plan Cognos and ODS upgrades 

(c) Create and execute test plans 

(d) Meets monthly or multiple times a month, as appropriate, via video conference

(4) Enterprise Systems Work Group (EWOG)

(a) Membership: Open attendance from related functional departments and institutions' central IT staff. 

(i) Membership may exceed 150 participants 

(b) Agenda should include: 

(i) Enterprise environment and project impact updates 

(ii) Past two months successes 

(iii) Current and future two to four months' work/plans 

(c) Meets bi-monthly via Video Conferencing 

(5) Additional Reporting and Communications. 

(a) The governance structure will include email communications to the constituents regarding all system upgrades, downtimes and any issues that prevent system access. 

(b) The TTUSA CIO will provide Enterprise Systems updates at each CIO Council meeting and keep the council informed of all changes and potential new enterprise software solutions. As appropriate, the CIOs will appoint IT work groups to address issues and/or recommend solutions for joint projects that need input and agreement across central IT. 

All Enterprise Systems will contain appropriate security, access control, and authentication and follow TTU IT Security OPs as the data center and TTUSA IT resides on the TTU network.

a. Compliance with Standards for Accessibility  

TTUSA IT will confirm with our provider partners that Enterprise Systems meet accessibility and compliance requirements.

b. Administration of Security for Enterprise Systems  

TTUSA IT will provide services for security and compliance that protect Enterprise data.

c. Data Encryption for Enterprise Systems  

TTUSA IT will ensure that appropriate security standards and protocols are used to encrypt and protect data at rest in Enterprise Systems.

d. Access to Enterprise Systems 

TTUSA IT will ensure that appropriate security standards and protocols are used to access Enterprise Systems and will provide automated processes for granting and revoking access to Enterprise Systems.