...
- Revisit deadline for invoices/order cutoff?
- Lars: feedback from Langdell asking us to extend EOD/invoice loading deadlines til later because they created many by hand instead
- P-cards (new concur system), 2 week approval process, proposed 5/31 end date for all p-card activity (including rush, but can do Amazon Business as an alternate), needs to be widely advertised "how system works"
- Lars: ask Acq folks to try to limit to rush orders, reduce p-card use in May
- Lars: ask Acq folks to try to limit to rush orders, reduce p-card use in May
- Review data (orphans) to help set EDI/API invoice end date, mark as TBD (maybe shift a few days, Wed 6/14 perhaps? Revisit in a month)
- MK check to see if any of these could be deleted
Timeline (draft - yet to be confirmed)
Date | Milestone | |||
|---|---|---|---|---|
| Quarterly - throughout FY | Messages to CCDSC regarding updating funds in existing orders if those funds will not be used in FY24. Messages should also go to CD list. | |||
| Monday, February 27, 2023 | Initial Ordering Deadline Outreach (ITS). | |||
| Monday, March 27, 2023 | Reminder Outreach for Ordering Deadlines (ITS) | |||
| Friday, April 21, 2023 (5:00 pm) | E-resources License & International Firm Order Deadline. | |||
| Monday, May 1, 2023 (9:00 am) | Begin Distribution of Weekly Unapproved and In Review Invoice Reports (LTS) | |||
| Friday, May 12, 2023 (by 5:00 pm) | Domestic Firm Order Deadline. | |||
| Friday, May 26, 2023 (by 5:00 pm) | Order Deadline for new e-resources through established vendors | |||
| Wednesday, May 31, 2023 (9:00 am) | Begin Distribution of Daily Unapproved and In Review Invoice Reports (LTS) | |||
| Wednesday, May 31, 2023 (by 5:00 pm) | Requested shipping receipt date for all approval orders for FY23 payment | |||
| Wednesday, May 31, 2023 (5:00 pm) | Last use of P-Card for non-Rush Orders . | Friday, June 9, 2023and for existing orders | ||
| TBD (by 5:00 pm) | Turn off EDI invoice loads (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Thursday, June 8 to ensure loading on Friday, June 9. | |||
| Friday, June 9, 2023 TBD (by 5:00 pm) | Turn off API invoice creation (Mallory). | Tuesday, June 13, 2023 (5:00 pm) | Stop placing all orders associated with funds in Alma (Library Units) | |
| Wednesday, June 14, 2023 (by 5:00 pm) | Turn off EOD (order loads) (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Tuesday, June 13 to ensure loading on Wednesday, June 14. | |||
| Thursday, June 15, 2023 (by 35:00 pm) | Accounting Department Adjustment Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) | |||
| Thursday, June 15, 2023 (5:00 pm) | Last use of P-Card for existing orders. | |||
| Thursday, June 15Friday, June 16, 2023 (5:00 pm) | Wire Request for Collection Invoices (both Foreign Currency and USD Currency) will need to be entered into B2P and submitted to HLF (AP approval deadline is 5pm on 6/21/23 suggested last day to enter and submitted to approval in ALMA would be Friday 6/16/23) | |||
| Thursday, June 22, 2023 (by 3:00 pm) | Accounting Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) | |||
| Thursday, June 22, 2023 (5:00 pm) | Stop placing all orders associated with funds in Alma (Library Units) | |||
| Thursday, June 22, 2023 (by 5:00 pm) | Turn off EOD (order loads) (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Tuesday, June 13 to ensure loading on Wednesday, June 14. | |||
| Thursday, June 1522, 2023 (5:00 pm) | Freeze on creating/updating Accounting Department invoices until all clear is sent (All non Finance Department Alma Users) | |||
| Thursday, June 1522, 2023 (5:00 pm) | Freeze on creating/updating Adjustment invoices until all clear is sent (All non Finance Department Alma Users) | |||
| Thursday, June 15Friday, June 23, 2023 (9:00 am) | Confirm all ledger "Available for" match associated fund "Available for" (HLF) | |||
| Friday, June 23, 2023 (5by 2:00 pm) | Final Adjustment Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units)Tuesday, June 20Approvals (HLF/Unit Approvers) | |||
| Friday, June 23, 2023 (by 2:00 pm) | Final Accounting Department Invoices Approvals/Last AP Batch (HLF/Unit Approvers) (DUE to AP on 6/26/23) | |||
| TuesdayFriday, June 2023, 2023 (by 2:00 pm) | Final Adjustment Invoices Approvals (HLF/Unit Approvers) | Tuesday, June 20, 2023 (4:00 pm) | Delete In Review/Waiting for Approval Invoices (HLF)Tuesday | |
| Friday, June | 20, 2023 (9:00 am)Confirm all ledger "Available for" match associated fund "Available for" (HLF) | Tuesday, June 2023, 2023 (5:00 pm) | No further updates of order records (Library Units) | |
| TuesdaySaturday, June 2024, 2023 (5:00 pm) | Inactivate FY23 Ledgers, Summary, and Allocated Funds (LTS) | |||
| WednesdaySaturday, June 2124, 2023 (9:00 am) | Run Final FY23 Budget Reports (HLF) | |||
| Thursday, June 22, 2023 (9:00 am) | Ledger Rollover in Draft Mode (LTS) | |||
| Friday, June 23, 2023 (9:00 am) | Run Draft FY24 Budget Reports (HLF) | |||
| Friday, June 23, 2023(4:00 pm) | Ledger Rollover in Update Mode for Law only (LTS) | |||
| Friday, June 23, 2023 (4:00 pm) | Batch upload initial allocations supplied by HLF for Law only (LTS) | |||
| Saturday, June 24, 2023 (9:00 am) | Run Initial FY24 Budget Reports for Law only (HLF) | |||
| Saturday, June 24, 2023 (9:00 am) | Freeze all updates to Alma Law holdings records, all receiving, and all creation and updates to gift/technical orders until notice to resume from LTS (All Alma Users). All clear notification to be sent when job finishes, expected prior to Monday am. | |||
| Saturday, June 24, 2023 (9:20 am) | Run PO Line Rollover in Update Mode for Law only (LTS) | |||
| Saturday, June 24, 2023 (5:00 pm) | Inactivate FY23 Ledgers, Summary, and Allocated Funds (LTS) | |||
| Sunday, June 25, 2023(9:30 am) | Ledger Rollover in Update Mode (LTS) | |||
| Monday, June 26, 2023 (9:00 am) | Ledger Rollover in Draft Mode (LTS) | |||
| Monday, June 26, 2023 (10:30 am) | Batch upload initial allocations and carry-overs supplied by HLF (LTS) | |||
| Tuesday, June 27, 2023 (9:00 am) | Run Draft FY24 Budget Reports (HLF) | |||
| Tuesday, June 27, 2023 (9:00 am) | Run Initial FY24 Budget Reports (HLF) | |||
| Tuesday, June 27, 2023 (10:00 am) | Run FY24 Allocations Budget Reports - Review Allocations (HLF) Thursday | |||
| Tuesday, June | 2927, 2023( | 512:00 pm) | Run PO LineLedger Rollover in Update | ModeMode for Law only (LTS) |
| Tuesday, June 27, 2023 (4:00 pm) | Batch upload initial allocations supplied by HLF for Law only (LTS) | |||
| ThursdayFriday, June 2930, 2023 (5:00 pm) | Freeze all updates to Alma holdings records, all receiving, and all creation and updates to gift/technical orders until notice to resume from LTS (All Alma Users). | |||
| Friday, June 30, 2023 (5:05 pm) | Run PO Line Rollover in Update Mode (LTS) | |||
| Monday, July 3, 2023 (8:30 am) | Run Final FY24 Budget Reports - Review balances (HLF) | |||
| Monday, July 3, 2023(9:30 am) | Update EDI Profiles (ITS with support from LTS) | |||
| Wednesday, July 5, 2023 (9:00 am) | Specify that updates to Alma holdings and receiving may resume (LTS) | |||
| Wednesday, July 5, 2023 (9:00 am) | Announcement that FY Rollover is Successfully Completed. Ordering and invoicing commences (Library Units) | |||
| Wednesday, July 5, 2023 (9:00 am) | Turn on EOD (order loads) (LTS); re-enable API invoice creation (Mallory) | |||
| Friday, July 7, 2023 (9:00 am) | Turn on EDI Invoices (LTS) |