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Dates for FY24-25 rollover are expected to be set in March/April 2024. |
Topics to consider (debrief on FY23-24 rollover on 7/25/23):
- Acquisitions
- Deadline for invoices/order cutoff extended: general feedback was positive
- Finance
- P-Cards: 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. Did this work?
- Reviewing/reloading invoices in review and without assignment in advance; did this help with the number of invoices to delete on the last day?
- Dataloads
- No issues
- Made FAUXPO updates in vendor EDI profiles on 7/5/23 rather than 7/3 (takes about half an hour)
- LTS
- Other topics
- Proposed change for initial messaging: April 19, 2024 Last day to place international firm orders for print materials or to request an e-resource from a new vendor or from an existing vendor requiring a new license agreement.
- Has this been clarified before - does "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)." includes updates to electronic inventory? (suspect we can still fix links, but shouldn't be adding or removing inventory)
- Tub changes?
Timeline** Copied from last year, dates/milestones need to be updated for new FY
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Date
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Milestone
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Dates for FY24-25 rollover are expected to be set in March/April 2024. |
Timeline
Date | Milestone | |||
|---|---|---|---|---|
| Monday, February 26, 2024 | Initial Ordering Deadline Outreach (ITS). | |||
| Monday, March 2725, 20232024 | Reminder Outreach for Ordering Deadlines (ITS) | |||
| Monday, April 1, 2024 | Messages to CCDSC regarding updating funds in existing orders if those funds will not be used in FY25. Messages should also go to CD list. | |||
| Friday, April 2119, 2023 2024 (5:00 pm) | E-resources License & International Firm Order Deadline. | |||
| Monday, May 1April 29, 2023 2024 (9:00 am) | Begin Distribution of Weekly Unapproved and In Review Invoice Reports (LTS) | |||
| FridayWednesday, May 121, 2023 2024 (by 5:00 pm) | ITS 625 Domestic Firm Order Deadline. | |||
| Friday, May 2610, 2023 2024 (by 5:00 pm) | All other locations - Domestic Firm Order Deadline for new e-resources through established vendors | Wednesday|||
| Tuesday, May | 3128, | 20232024 (by 5:00 pm) | Requested shipping receipt date for all approval orders for FY23 payment | WednesdayOrder Deadline for new e-resources through established vendors |
| Friday, May 31, | 20232024 (by 5:00 pm) | Last use of P-Card for ALL orders | ThursdayRequested shipping receipt date for all approval orders for FY24 payment | |
| Saturday, June 1, 2023 2024 (9:00 am) | Begin Distribution of Daily Unapproved and In Review Invoice Reports (LTS) | |||
| Wednesday, June 14 12, 2024 (by 5:00 pm) | Turn off EDI invoice loads (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Tuesday, June 13 11 to ensure loading on Wednesday, June 1412. | |||
| Wednesday, June 14 12, 2024 (by 5:00 pm) | Turn off API invoice creation (Mallory). | Thursday, June 15, 2023 (5:00 pm) | Adjustment Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units)LTS). | |
| Friday, June 1614, 2023 2024 (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 | |||
| ThursdayTuesday, June 2218, 2023 2024 (by 35:00 pm) | Accounting Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) | |||
| Thursday, June 22, 2023 (520, 2024 (12:00 pm) | Adjustment Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) | |||
| Thursday, June 20, 2024 (12:00 pm) | Stop placing all orders associated with funds in Alma (Library UnitsFreeze on creating/updating Accounting Department invoices until all clear is sent (All non Finance Department Alma Users) | |||
| Thursday, June 2220, 2023 2024 (by 5:00 pm) | Turn off EOD (order loads) (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Wednesday, June 21 19 to ensure loading on Thursday, June 2220. | |||
| Thursday, June 22, 2023 20, 2024 (5:00 pm) | Stop placing all orders associated with funds in Alma (Library Units) | |||
| Thursday, June 20, 2024 (5:00 pm) | Freeze on creating/updating Accounting Department Adjustment invoices until all clear is sent (All non Finance Department Alma Users) | |||
| Thursday, June 2220, 2023 2024 (by 5:00 pm) | Freeze on creating/updating Adjustment invoices until all clear is sent (All non Finance Department Alma UsersFinal Accounting Department Invoices Approvals/Last AP Batch (HLF/Unit Approvers) | |||
| Friday, June 2321, 2023 2024 (9:00 am) | Confirm all ledger "Available for" match associated fund "Available for" (HLF) | |||
| Friday, June 2321, 2023 2024 (by 2:00 pm) | Final Adjustment Invoices Approvals (HLF/Unit Approvers) | Friday, June 23, 2023 (by 2:00 pm) | Final Accounting Department Invoices Approvals/Last AP Batch Invoices Approvals (HLF/Unit Approvers) | |
| Friday, June 2321, 2023 2024 (4:00 pm) | Delete In Review/Waiting for Approval Invoices (HLF) | |||
| Friday, June 2321, 2023 2024 (5:00 pm) | No further updates of order records (Library Units) | |||
| Saturday, June 2422, 2023 2024 (9:00 am) | Run Final FY23 FY25 Budget Reports (HLF) | |||
| Saturday, June 2422, 2023 2024 (5:00 pm) | Inactivate FY23 FY24 Ledgers, Summary, and Allocated Funds (LTS) | |||
| Sunday, June 2523, 2023 2024 (9:30 am) | Ledger Rollover in Draft Mode (LTS) | |||
| Monday, June 2624, 2023 2024 (9:00 am) | Ledger Rollover in Update Mode (LTS) | |||
| Monday, June 2624, 2023 2024 (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 25, 2024 (9:00 am) | Run Initial FY24 FY25 Budget Reports (HLF) | |
| Tuesday, June 2725, 2023 2024 (10:00 am) | Run FY24 FY25 Allocations Budget Reports - Review Allocations (HLF) | |||
| Friday, June 3028, 2023 2024 (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 3028, 2023 2024 (5:05 pm) | Run PO Line Rollover in Update Mode (LTS) **Note for FY25–issue with using FY25 funds prior to July 1 | |||
| Monday, July 31, 2023 2024 (8:30 am) | Run Final FY24 FY25 Budget Reports - Review balances (HLF) | |||
| Monday, July 31, 2023 2024 (9:30 am) | Update EDI Profiles (ITS with support from LTS) | |||
| WednesdayTuesday, July 52, 2023 2024 (9:00 am) | Specify that updates to Alma holdings and receiving may resume (LTS) | |||
| WednesdayTuesday, July 52, 2023 2024 (9:00 am) | Announcement that FY Rollover is Successfully Completed. Ordering and invoicing commences (Library Units) | |||
| WednesdayTuesday, July 52, 2023 2024 (9:00 am) | Turn on EOD (order loads) (LTS); re-enable API invoice creation (MalloryLTS) | |||
| FridayWednesday, July 73, 2023 2024 (9:00 am) | Turn on EDI Invoices (LTS) |