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- Sets to compile prior to rollover:
- All Active Continuous Orders owned by Middle East - Report named: MEAADOrderstoZeroOut
- All Active Orders of POL type Standing Order Non-Monograph owned by Judaica - Report named: JudaicaStandingOrderNonMonos
- All active continuous orders not owned by ITS 625 eResources, encumbered on a 265 fund that are not gifts/technical - Report named: LawOrderstoZeroOut
- Queries for these sets can be located in the folder located at;
Shared Folders/Harvard University/_WGs/FY23 Encumbrances Working Group/AnnualReports/PostRolloverUpdates
- Remaining ledgers rolled as follows:
- Roll all ledgers
- Roll all PO Lines where Continuity = Standing Order on encumbrance (does not impact the Standing Order non-Monograph orders)
n.b. PO Lines of type Standing Order Non-Monograph should fully encumber, with the intent to release any remaining encumbrances in March - Roll all remaining PO Lines, identifying that for continuous orders to use expenditure plus an FPC factor of 4%
- Run Update POLs Transactions job on the following sets, updating list prices to $0.01:
- All Active Continuous Orders owned by Middle East
- All Active Orders of POL type Standing Order Non-Monograph owned by Judaica
- All active continuous orders not owned by ITS 625 eResources, encumbered on a 265 fund that are not gifts/technical
- Continuity = Standing Order on encumbrance (does not impact the Standing Order non-Monograph orders)
- All remaining continuous orders on expenditure plus 4%
Application of Fund Rules
- Report on funds with rules should be run daily
- The report can be subscribed for email receipt from Alma Analytics, Shared with me, it is entitled FIN-Budget Status with Rules Filter
- Funds over 92% should have rules disabled
- Funds used for both subscriptions and approval plans should not have rules enabled
- At this time, the 26-50 funds HLF has agreed to allow use of rules for should continue
- If any funds appear as overspent, reports to identify invoices In Review that can be adjusted can be found at:
Shared Folders/Harvard University/_WGs/FY23 Encumbrances Working Group/AnnualReports/Fund Rules
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Report for instances where users forgot to check off the box on invoice payment
- The report with a weekly cadence is subscribable from Analytics Shared with me, under the title: ACQ-Orders with Outstanding Encumbrances
- A flexible version of this report, called OrderLineTypeAllExpendedWithEncumbrancesStill can be located in the following filepath in Design Analytics:
Shared Folders/Harvard University/_WGs/FY23 Encumbrances Working Group/AnnualReports/EncumbranceReleaseReports
- Weekly review of cases where an encumbrance remains after an expenditure should take place
- Anything that looks like it was an accidental failure to check off the box to release the remaining encumbrance should be gathered into a set to run the Update PO Lines Transaction job on, in order to release any remaining encumbrance should be done regularly
Annual follow up on orders expected to be invoiced that have not yet been
- These reports should be run around February or Marchat the beginning of February
- Reports to run for this purpose can be found in the folder located in Alma Analytics at:
Shared Folders/Harvard University/_WGs/FY23 Encumbrances Working Group/AnnualReports/EncumbranceReleaseReports
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- In each of these pairs of reports, the invoice dates need to be pasted into a secondary tab of the OrdersList report, and pulled into the main tab using the VLOOKUP formula
- Sort the reports by Date, oldest to newest
- Filter to anything with a date over one year prior
- Review the list for anything that references a potential standing order in the receiving note (e.g. Analyzed or Various), but is coded as a subscription
- Convert these to Order Line Type Standing Order Non-Monograph, using the Update PO Lines Information - Advanced job – can be run by Amy Dittman or via ticket to LT
- Sort this sub-list by vendor
- Assign individuals in Acquisitions/Subscriptions from across Harvard Library to follow up on a vendor or vendors’ outstanding orders, regardless of PO Line Owning Library or associated fund
- Berenson – In FY23 they did their own whole report
- DOAK
- Serials Acq at 625
- CRA at Langdell
- ITS 625 eResources
- Judaica
- Harvard-Yenching ITS
- Slavic
Orders of type Standing Order Non-Monograph
Any orders on the reports above with the order line type Standing Order NonMonograph should have their list prices adjusted to $0.01 and the remaining encumbrances released in March
Handling of orders typically billed April-June
- Case study using the Fine Arts Bliss fund
- All orders excluding those that were cost-shared or flagged by the selector had their encumbrances released on April 1
- Recommend this approach going forward for all funds without carryover
Funds permitting carryover
Any orders w/o any expenditure in 4 years should be minimized to penny list prices/encumbrances released every April 1
PO Lines of type Standing Order Non-Monograph
- PO Lines of order line type Standing Order non-Monograph will encumber on expenditure plus the FPC factor % in the rollover
- For any over-encumbered funds, review the dollar value of encumbrances associated with this order type, based on a pivot table of encumbrance values by Order Line Type ;
if it is sufficient to bring the fund’s available balance within the 3% threshold to benefit from the rules, reduce this set of orders to $0.01 list prices - , because Alma considers them subscriptons
- As orders’ frequency are revealed annually through correspondence with vendors, it can make sense to use the U pdate Update PO Lines Information - Advanced job to change order line types:
- Make things that are sent less than annually Standing Order NonMonograph
- Make resources that are sent at least once per year Physical Journal - Subscription
- Continuity Type = Standing Order
- Roll on minimal encumbrance List prices for Electronic Title - Standing Order should be $0.01 for sole-funded orders and $100 for cost-shared or multi-fund ordersOrder Line type = Physical - Standing Order Non-Monograph
- allow to roll on expenditure
- release on as needed sets will roll over with new encumbrances based on expenditure
- For any over-encumbered funds, review the dollar value of encumbrances associated with this order type, based on a pivot table of encumbrance values by Order Line Type ;
if it is sufficient to bring the fund’s available balance within the 3% threshold to benefit from the rules, reduce this set of orders to $0.01 list prices - release encumbrances for these orders as needed where it can create positive available balances on over-encumbered funds
- release any remaining encumbrances by April of the new fiscal year for all orders of order line type Standing Order NonMonograph
Allocation Matchup
Annual review process
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Over-encumbered/under-allocated funds - Funds where percent committed >103
- Filter the report to anything where the percent committed exceeds 103
- Reach out to selectors about these funds, asking if they have the ability to allocate more funds, anticipate more funds being allocated in the future – sometimes the case for certain ledgers' endowments, or if they would like assistance in identifying orders that could transition to a different fund
- Include copies for each of the responsible selector’s over-encumbered fund strings entitled OverEncumberedFundOrders, also located in the folder:
/Shared Folders/Harvard University/_WGs/TSWG/Rollover/PostRolloverFundAssessment- If there are obvious suggestions for how to bring the fund’s available balance back to positive, such as minimizing encumbrances for Stanidng Order nonMonongraph orders reference those in the outreach message.
- It might also be useful to compare how these same funds were allocated the previous year – sometimes this highlights areas where there are planned transfers – PreviousFYAllocationByFund, in the same subfolder
Rules application - Funds where precent committed is between 95 and 103
- HLF will only permit up to 50 funds having the Alma rules, be cognizant of this limitation when sending the request
- Filter the report to anything where the percent committed is between 95 and 103
- In a new column to the far right, calculate 3% of the fund’s allocated balance
- Send this list to hl_finance@harvard.edu, indicating that they are a list of funds that would benefit from use of the Alma rules
Post-Rollover
- Batch jobs to drop to $0.01
- run in ascending order, based on size
- Over-encumbered funds report
- follow up with selectors for any over-encumbered funds with lists of encumbered funds
- Batch jobs to drop to $0.01
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- , unless changes described in the Alma roadmap for the first half of 2024 make identifying this information simpler
- One week after the all-clear, share a copy of the report detailing the status of any over-encumbered funds and their anticipated resolution via the ER&S email list hl-its-eras@calists.harvard.edu
Communication improvement
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