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Dates for FY23-24 rollover are expected to be set in March/April 2023. |
Topics to consider this FY:
- Revisit deadline for invoices/order cutoff?
Timeline
...
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. | 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 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 15Turn 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 22, 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) (DUE to AP on 6/26/23)Tuesday | ||||
| Friday, 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 | 2023, 2023 | ( | 9:00 am)Confirm all ledger "Available for" match associated fund "Available for" (HLF) | Tuesday, June 20, 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 21June 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)