FY 2024 - FY 2025 Fiscal Year Rollover

Topics to consider (debrief on FY23-24 rollover on 7/25/23):

• Acquisitions
  • Deadline for invoices/order cutoff extended: general feedback was positive (no impact on HLF!)
• 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?
    • Worked well, less to approve at crunch time, everyone getting used to new system. Might not need it next year. Lars did ask staff to reduce ordering month before, can assess in spring to see if using new is system going well.
    • Ordering in June starting on 6/15 work okay? Yeah, hitting July budgets, orders added to Alma in July, etc.
  • Reviewing/reloading invoices in review and without assignment in advance; did this help with the number of invoices to delete on the last day?
    • Helped, a lot less to delete. Folks good about emailing in deletions too.
  • Central Finance dates were great, we'll see how calendar falls next year. Week buffer after invoice approval completed helped SBW do troubleshooting of budgets, getting everything in place for every library, etc. Try for buffer again.
  • Maybe need to remind folks: need to allocate what they spend at least on serials, share how it works, SBW made forms for folks... make sure where possible to allocate + 4% if you're not sure what that is, reach out to Amy D. Need this message in December/January (at least for HCL) - Amy D will send it at budget season (or tag onto SBW's calendar end message... make sure it goes to everyone?), and again in June for allocations. 
  • Encumbrances? 
    • Maybe Law can encumber e- purchases next year? Timing worked well for Amy - took about an hour on pre-built sets. Seems like we have everything finetuned. 
    • Spend this year demonstrating value in forecasting, using system
• Dataloads
  • No issues
  • Made FAUXPO updates in vendor EDI profiles on 7/5/23 rather than 7/3 (takes about half an hour)
• LTS
  • ExL job optimizations helped a lot in timing (consider for scheduling next year, might not need as much time in rollover if it gives HLF more time).
  • Test loads in sandbox of actual load file, gave SBW errors of funds not there, discrepancies, worked with departments to correct before loading into prod.
  • Went relatively smoothly, might be able to give HLF more time, Law jobs went well (worked better than last year). 
• 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? (MCZ rolled into CHL, SBW still working on it... might have another this year)

Timeline** Copied from last year, dates/milestones need to be updated for new FY