Timeline
| Date | Milestone |
|---|---|
| Quarterly - throughout FY | Messages to CCDSC regarding updating funds in existing orders if those funds will not be used in FY22. Message should also go to CD list. |
Begin Distribution of Weekly Unapproved and In Review Invoice Reports (LTS) | |
Begin Distribution of Daily Unapproved and In Review Invoice Reports (LTS) | |
| Turn off EDI invoice loads (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, X to ensure loading on Y. | |
| Turn off API invoice creation (Mallory). | |
| Turn off EOD (order loads) (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, X to ensure loading on Y. | |
| Wire Request for Collection Invoices (both Foreign Currency and USD Currency) will need to be entered into HCOM and submitted to HLF | |
| Confirm all ledger "Available for" match associated fund "Available for" (HLF) | |
| Freeze on creating/updating Accounting Department invoices until all clear is sent (All non Finance Department Alma Users) | |
| Accounting Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) | |
| Final Accounting Department Invoices Approvals/Last AP Batch (HLF/Unit Approvers) | |
| Freeze on creating/updating Adjustment invoices until all clear is sent (All non Finance Department Alma Users) | |
| Adjustment Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) | |
| Final Adjustment Invoices Approvals (HLF/Unit Approvers) | |
| Stop placing orders in Alma (Library Units) | |
| Delete In Review/Waiting for Approval Invoices (HLF) | |
| Inactivate FY21 Ledgers, Summary, and Allocated Funds (LTS) | |
| Run updates to tertiary reporting code for invoices not received but paid based on POLs provided by Sarah (LTS) If needed. | |
| Run Final FY21 Budget Reports (HLF) | |
| Ledger Rollover in Draft Mode (LTS) | |
| Review ledgers and funds (HLF) | |
| Ledger Rollover in Update Mode (LTS) | |
| Review ledgers and funds (HLF) | |
| Batch upload initial allocations and carry-overs supplied by HLF (LTS) Do this on same day as Ledger Rollover in Update Mode. | |
| Run FY22 Allocations Budget Reports - Review Allocations (HLF) | |
| Run PO Line Rollover in Update Mode (LTS) | |
| Freeze all updates to Alma holdings records and all receiving until notice to resume from LTS (All Alma Users) | |
| Run Final FY22 Budget Reports - Review balances (HLF) | |
| Update EDI Profiles (ITS with support from LTS) | |
| Announcement that FY Rollovers is Successfully Completed. Specify that updates to Alma holdings and receiving may resume (LTS) | |
| Ordering and Invoice Commences (Library Units) | |
| Turn on EOD (order loads) (LTS) | |
| Turn on EDI Invoices (LTS); re-enable API invoice creation (Mallory) |