| Warning |
|---|
Friday, June 18th, Tuesday, June 1st, and Friday, July 2nd are also holidays this year. |
Timeline
| Date | Milestone |
|---|
| Quarterly - throughout FY | Messages to CCDSC regarding updating funds in existing orders if those funds will not be used in FY22. Messages should also go to CD list. |
| Monday, May 3, 2021 (9:00 am) | Begin Distribution of Weekly Unapproved and In Review Invoice Reports (LTS) |
Tuesday 1| 2, 2021 (9:00 am) | Begin Distribution of Daily Unapproved and In Review Invoice Reports (LTS) |
| Friday, June 11, 2021 (by 5:00 pm) | Turn off EDI invoice loads (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Thursday, June 10 to ensure loading on Friday, June 11. |
| Friday, June 11, 2021 (by 5:00 pm) | Turn off API invoice creation (Mallory). |
| Monday, June 14, 2021 (5:00 pm) | Stop placing orders in Alma (Library Units) |
| Wednesday, June 16, 2021 (by 5:00 pm) | Turn off EOD (order loads) (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Tuesday, June 15 to ensure loading on Wednesday, June 16. |
TBD| Wednesday, June 16, 2021 (5:00 pm) | Wire Request for Collection Invoices (both Foreign Currency and USD Currency) will need to be entered into HCOM and submitted to HLF |
Thursday 17by Confirm all ledger "Available for" match associated fund "Available for" (HLF) | TBD | | Freeze on creating/updating Accounting Department invoices until all clear is sent (All non Finance Department Alma Users) |
TBD| Wednesday, June 16, 2021 (5:00 pm) | Accounting Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) |
TBD | Final Accounting Department Invoices Approvals/Last AP Batch (HLF/Unit Approvers) |
TBD| Wednesday, June 16, 2021 (5:00 pm) | Freeze on creating/updating Adjustment invoices until all clear is sent (All non Finance Department Alma Users) |
TBD| Wednesday, June 16, 2021 (5:00 pm) | Adjustment |
Department )TBD| ) |
| Thursday, June 17, 2021 (4:00 pm) | Final Accounting Department Invoices Approvals/Last AP Batch (HLF/Unit Approvers) |
| Thursday, June 17, 2021 (4:00 pm) | Final Adjustment Invoices Approvals (HLF/Unit Approvers) |
| TBD | Stop placing orders in Alma (Library Units) |
TBD| Thursday, June 17, 2021 (4:00 pm) | Delete In Review/Waiting for Approval Invoices (HLF) |
| Thursday, June 17, 2021 (by 5:00 pm) | Confirm all ledger "Available for" match associated fund "Available for" (HLF) |
| Thursday, June 17, 2021 (5:00 pm) | Inactivate FY21 Ledgers, Summary, and Allocated Funds (LTS) |
| TBD (Fine Arts?) | Run updates to tertiary reporting code for invoices not received but paid based on POLs provided by Sarah (LTS) If needed. |
| Monday, June 21, 2021 (9:00 am) | Run Final FY21 Budget Reports (HLF) |
| Monday, June 21, 2021 (9:20 am) | Ledger Rollover in Draft Mode (LTS) |
| Tuesday, June 22, 2021 (9:00 am) | Run Draft FY22 Budget Reports (HLF) |
| Tuesday, June 22, 2021 (9:30 am) | Ledger Rollover in Update Mode (LTS) |
Wednesday 239:00 am)Run Initial FY22 Budget Reports (HLF) | Wednesday, June 23, 2021 (9Thursday, June 24, 2021 (9| 10:30 am) | Batch upload initial allocations and carry-overs supplied by HLF (LTS) |
Consider moving this a day earlier. If so, also move Review Allocations (HLF) back one day.| This was moved back one day from previous FYs. |
| Wednesday, June 23, 2021 (9:00 am) | Run Initial FY22 Budget Reports (HLF) |
| Wednesday, June 23, 2021 (10:00 am) | Run FY22 Allocations Budget Reports - Review Allocations (HLF) This was moved back one day from previous FYs. |
| Friday, June 25, 2021 (5:00 pm) | Run PO Line Rollover in Update Mode (LTS) |
| Friday, June 25, 2021 (5:00 pm) | Freeze all updates to Alma holdings records and all receiving until notice to resume from LTS (All Alma Users) |
| Monday, June 28, 2021 (8:30 am) | Run Final FY22 Budget Reports - Review balances (HLF) |
| Monday, June 28, 2021 (9:30 am) | Update EDI Profiles (ITS with support from LTS) |
| Tuesday, June 29, 2021 (9:00 am) | Specify that updates to Alma holdings and receiving may resume (LTS) |
| Thursday, July 1, 2021 (9:00 am) | Announcement that FY |
Rollovers | Rollover is Successfully Completed. Ordering and |
Invoice Commences | invoicing commences (Library Units) |
| Thursday, July 1, 2021 (9:00 am) | Turn on EOD (order loads) (LTS) |
Friday, July 2| ; re-enable API invoice creation (Mallory) This step moved back in 2021 due to July 2nd holiday. |
| Tuesday, July 6, 2021 (9:00 am) | Turn on EDI Invoices (LTS) |
; re-enable API invoice creation (Mallory
Tubs that decided they do not want carryover balances for FY22:
110 -Doak
145- Ittati
235 - GSD
255 -Gutman
265 -LAW
385 - MCZ, Bio Labs and Botony
370 - Fairbank(32840), Center for Helenic Studies (33180)