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Dates for FY23-24 rollover are expected to be set in March/April 2023. |
Topics to consider this FY:
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Timeline
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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. | Wednesday||||
| Friday, May | 3126, 2023 ( | 9by 5:00 | am)Begin Distribution of Daily Unapproved and In Review Invoice Reports (LTS) | pm) | Order Deadline for new e-resources through established vendors |
| 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. | FridayALL orders | |||
| Thursday, June 1, 2023 (9 | , 2023:00 am) | Begin Distribution of Daily Unapproved and In Review Invoice Reports (LTS) | |||
| Wednesday, June 14 (by 5:00 pm) | Turn off EDI invoice loads (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, ThursdayTuesday, June 8 13 to ensure loading on FridayWednesday, June 914. | ||||
| FridayWednesday, June 9, 2023 14 (by 5:00 pm) | Turn off API invoice creation (Mallory). | ||||
| TuesdayThursday, June 1315, 2023 (5:00 pm) | Stop placing all orders associated with funds in Alma Adjustment Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) | ||||
| WednesdayFriday, June 1416, 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. | Wire Request for Collection Invoices (both Foreign Currency and USD Currency) will need to be entered into B2P and submitted to HLF | ||||
| Thursday, June 1522, 2023 (by 3:00 pm) | Accounting Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) | ||||
| Thursday, June | 1522, 2023 (5:00 pm) | Last use of P-Card for existing orders.Stop placing all orders associated with funds in Alma (Library Units) | |||
| Thursday, June 1522, 2023 (by 5:00 pm) | Wire Request for Collection Invoices (both Foreign Currency and USD Currency) will need to be entered into B2P and submitted to HLFTurn off EOD (order loads) (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Wednesday, June 21 to ensure loading on Thursday, June 22. | ||||
| 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) | ||||
| ThursdayFriday, June 1523, 2023 (59:00 pm) | Adjustment Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) | Tuesday, June 20am) | Confirm all ledger "Available for" match associated fund "Available for" (HLF) | ||
| Friday, June 23, 2023 (by 2:00 pm) | Final Accounting Department Invoices Approvals/Last AP Batch Adjustment Invoices Approvals (HLF/Unit Approvers) | ||||
| TuesdayFriday, June 2023, 2023 (by 2:00 pm) | Final Adjustment Invoices Approvals Accounting Department Invoices Approvals/Last AP Batch (HLF/Unit Approvers) | ||||
| TuesdayFriday, June 2023, 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 20, 23, 2023 (5:00 pm) | No further updates of order records (Library Units) | ||
| TuesdaySaturday, June 20, 2023 (5:00 pm) | Inactivate FY23 Ledgers, Summary, and Allocated Funds (LTS) | Wednesday, June 21, June 24, 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, Saturday, June 24, 2023 (95:00 ampm) | 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 24Inactivate FY23 Ledgers, Summary, and Allocated Funds (LTS) | |||||
| Sunday, June 25, 2023 (9: | 2030 am) | Run PO LineLedger Rollover in | UpdateDraft Mode | for Law only(LTS) | |
| SundayMonday, June 2526, 2023 (9:30 00 am) | Ledger Rollover in Update Mode 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 Initial Draft FY24 Budget Reports (HLF) | ||||
| Tuesday, June 27, 2023 (109:00 am) | Run Initial FY24 Allocations Budget Reports - Review Allocations (HLF) | ||||
| ThursdayTuesday, June 2927, 2023 (510:00 pmam) | Run PO Line Rollover in Update Mode (LTS)Thursday, June 29FY24 Allocations Budget Reports - Review Allocations (HLF) | ||||
| Friday, June 30, 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 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) |
Topics considered this FY:
- Revisit deadline for invoices/order cutoff?
- Lars: feedback from Langdell asking us to extend EOD/invoice loading deadlines to avoid creating many records by hand
- 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
- Lars: ask Acq folks to try to limit to rush orders, reduce p-card use in May
- Review invoices without assignment to help determine EDI/API invoice end date
- Mallory investigating if any of these could be deleted/reloaded
- Other topics
- Tub 385/415 changes still in the works (MCZ)