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 (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 ALL orders |
| Thursday, June 1, 2023 (9:00 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, Tuesday, June 13 to ensure loading on Wednesday, June 14. |
| Wednesday, June 14 (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) |
| Friday, June 16, 2023 (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 |
| Thursday, June 22, 2023 (by 3:00 pm) | Accounting Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) |
| Thursday, June 22, 2023 (5:00 pm) | Stop placing all orders associated with funds in Alma (Library Units) |
| Thursday, June 22, 2023 (by 5:00 pm) | Turn 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 22, 2023 (5:00 pm) | Freeze on creating/updating Adjustment invoices until all clear is sent (All non Finance Department Alma Users) |
| Friday, June 23, 2023 (9:00 am) | Confirm all ledger "Available for" match associated fund "Available for" (HLF) |
| Friday, June 23, 2023 (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 (HLF/Unit Approvers) |
| Friday, June 23, 2023 (4:00 pm) | Delete In Review/Waiting for Approval Invoices (HLF) |
| Friday, June 23, 2023 (5:00 pm) | No further updates of order records (Library Units) |
| Saturday, June 24, 2023 (9:00 am) | Run Final FY23 Budget Reports (HLF) |
| Saturday, June 24, 2023 (9:00 am) | 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 24, 2023 (9:20 am) | Run PO Line Rollover in Update Mode for Law only (LTS) |
| Saturday, June 24, 2023 (5:00 pm) | Inactivate FY23 Ledgers, Summary, and Allocated Funds (LTS) |
| Sunday, June 25, 2023 (9:30 am) | Ledger Rollover in Update Mode (LTS) |
| Monday, June 26, 2023 (9:00 am) | Ledger Rollover in Draft 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 Draft FY24 Budget Reports (HLF) |
| Tuesday, June 27, 2023 (9:00 am) | Run Initial FY24 Budget Reports (HLF) |
| Tuesday, June 27, 2023 (10:00 am) | Run FY24 Allocations Budget Reports - Review Allocations (HLF) |
| Tuesday, June 27, 2023 (12:00 pm) | Ledger Rollover in Update Mode for Law only (LTS) |
| Tuesday, June 27, 2023 (4:00 pm) | Batch upload initial allocations supplied by HLF for Law only (LTS) |
| 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 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)