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Office of Accounting

Campus Support Policy

The Interagency Contract Statement of Services to be Performed:

“Provide computer resources, systems analysis, programming, user support and training, and general administrative and accounting services for the conversion, maintenance, and operation of the UT Austin administrative computer system.”

The definitions and performance of these services are defined as follows:

Computer resourcesSystems analysis and programming
User support and trainingGeneral administrative and accounting services
UT Institution & UT Austin-Responsibilities List

Computer resources

UT-Austin provides access to centralized administrative software applications, e.g., *DEFINE. Access is application-by-application and institution-by-institution, such that each institution has access to the administrative applications they choose. UT Austin provides the underlying centralized computing environment, including the hardware (central processor, disk and tape storage, communications), software (operating system, database management, application run-time, communications), and personnel (computer operators, systems programmers, managers) to operate and maintain the computing environment.

Systems analysis and programming

UT Austin maintains and modifies existing files and systems that are designed for institution use, such as accounting transaction files, balance files, vouchers, financial reporting tools, security, routing, purchasing, budget, human resources modules etc. Some files and systems are not included, such as centralized receivables.

User support and training

UT Austin provides initial training and setup assistance when a institution converts to its administrative systems. A separate start-up contract covers these costs and services. After startup, system training takes place at institution user group meetings. Additionally, on line documentation and training materials are available for institutions to use in training their staff. Classes offered on the UT Austin campus are also open to staff of other institutions.

General administrative and accounting services

UT Austin maintains a communication network for informing institutions of changes to the systems and statuses of projects, as well as communicating programming problems and enhancement requests. UT Austin maintains central infrastructure pieces, such as object codes and T-codes; however, it does not maintain institution sensitive data or provide guidance regarding the interpretation of laws and regulations as part of this agreement.

All of the above services are provided for the conversion, maintenance and operation of the administrative systems, and are not intended to support specific institution applications. Specific institution automation and support needs are considered and prioritized in relation with all other such needs. However, as detailed below, new development required for compliance with mandates affecting all institution will be implemented in a institution sensitive way.

UT-Austin and UT Institution-Responsibilites List


UT Austin Responsibilities

Institution Responsibilities


Timely communication of programming problems or other requests is very important. To facilitate this, UT Austin will provide contacts to which all questions and problems are to be addressed. The UT Austin contacts are responsible for facilitating all institution questions and responses.

Institutions are responsible for providing two contacts for their institutions and to notify the UT Austin contacts of personnel changes. Institution contacts are responsible for forwarding all communications through the appropriate UT Austin channels and ensuring that information provided by UT Austin is disseminated to other institution personnel. Except in extreme emergencies, inquiries from individuals who are not institution contacts will be referred back to official contacts for review.


UT Austin will keep institutions informed of development projects via e-mail, the Web, and user group meetings. Responses to questions regarding projects will be addressed in a timely manner.

The Web will list current projects and their status. Questions regarding specific projects not answered via the Web should be sent to the UT Austin contacts for a response.


Because programming resources are limited, UT Austin prioritizes programming initiatives based upon specific criteria, mandates being the foremost. In addition to mandated changes affecting all institutions, UT Austin also considers UT Austin mandates and other operational needs. UT Austin will work with institutions to incorporate institution needs and requests into UT Austin planning.

Institutions are responsible for prioritizing their programming requests using similar criteria. Institutions should work with UT Austin to incorporate needs when feasible. Projects that benefit all institutions will be given priority.


UT Austin will implement enhancements and changes mandated by law which affect all institutions. UT Austin will keep institutions informed regarding the progress of the implementation and solicit input regarding institution operations.

Institutions are responsible for inquiring about potential changes when mandates are known and informing UT Austin of specific institution processes that may be impacted.


UT Austin will fix programming problems to existing systems according to the severity of the problem. Problems that can be worked around will be given lower priority than problems that cannot.

Institution are responsible for notifying the UT Austin contacts about programming problems. Sufficient detail regarding the problem, including whether a workaround exists, should be provided so that UT Austin can determine the severity of the problem and prioritize it accordingly.


UT Austin will evaluate and incorporate institution enhancement requests into the appropriate UT Austin enhancement list.

Institutions are responsible for notifying the UT Austin contacts with detailed enhancement requests including the name of the requestor.


UT Austin maintains and modifies system-wide tables and other system-wide infrastructure. UT Austin does not monitor data integrity of institution tables or institution information.

Institutions are responsible for maintaining tables containing institution specific information and monitoring their data for accuracy.


When feasible, special reports developed specifically for UT Austin purposes will be designed for use by all institutions. As resources are available, UT Austin may develop institution specific reports. The number of reports completed per year depends upon the resources required to fulfill each request.

Institutions are responsible for prioritizing report requests and sending them to the UT Austin contacts for facilitation.

User Support and Training

UT Austin provides initial training when a institution first converts to central administrative software applications. UT Austin does not perform ongoing training to institution staff due to turnover.

Institutions are responsible for the training of their staff after UT Austin's initial training. More than one individual at each institution should be knowledgeable regarding processes so that turnover does not result in complete loss of expertise.


UT Austin develops and maintains documentation of administrative software applications. Teaching materials are available to institutions to modify for their own use.

Institutions are responsible for utilizing existing documentation before asking for UT Austin assistance to solve a problem. Institutions are also responsible for training their users and answering their user questions.


UT Austin will coordinate an annual institution user group meeting. The group may meet more frequently if the need arises. Meetings are held at UT Austin when UT Austin provides the majority of expertise needed. Training topics include new or changed system functionality as well as periodic training for existing system functionality.

Institutions are responsible for providing input regarding meeting topics and times. Institutions are expected to actively participate by presenting topics and/or sharing information in areas of their expertise.


UT Austin does not provide training support other than that listed above. Should the need arise, requests for additional training may be sent to the UT Austin contacts. Training requests will be filled based upon the availability of UT Austin staff, and for an additional charge to the institution.

Institution are responsible for anticipating and internally addressing training needs.


For benchmarking purposes, UT Austin willingly shares information with all institutions regarding UT Austin business policies and procedures. UT Austin does not provide interpretation of regulations or provide guidance on policy/process implementation.

Institutions are responsible for interpreting laws and determining policies for their institution. UT System should be consulted for guidance when needed.

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