FY 2020 - FY 2021 Fiscal Year Rollover
- William Walsh
- Laura Morse
Owned by William Walsh
Timeline
Date | Milestone |
|---|---|
| Monday, May 4, 2020 (9:00 am) | Begin Distribution of Weekly Unapproved and In Review Invoice Reports (LTS) |
| Monday, June 1, 2020 (9:00 am) | Begin Distribution of Daily Unapproved and In Review Invoice Reports (LTS) |
| Friday, June 5, 2020 (by 5:00 pm) | Turn off EDI invoice loads (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Thursday, June 4 to ensure loading on Friday, June 5. |
| Friday, June 5, 2020 (by 5:00 pm) | Turn off API invoice creation (Mallory). |
| Wednesday, June 17, 2020 (by 5:00 pm) | Turn off EOD (order loads) (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Tuesday, June 16 to ensure loading on Wednesday, June 17. |
| Friday, June 19, 2020 (by 5:00 pm) | Wire Request for Collection Invoices (both Foreign Currency and USD Currency) will need to be entered into HCOM and submitted to HLF |
| Add task for confirming ledger "Available for" matches associated funds "Available for" in future FYs. | |
| Monday, June 22, 2020 (by 5:00 pm) | Freeze on creating/updating Accounting Department invoices until all clear is sent (All non Finance Department Alma Users) |
| Monday, June 22, 2020 (by 5:00 pm) | Accounting Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) |
Wednesday, June 24, 2020 (by 5:00 pm) | Final Accounting Department Invoices Approvals/Last AP Batch (HLF/Unit Approvers) |
| Thursday, June 25, 2020 (by 5:00 pm) | Freeze on creating/updating Adjustment invoices until all clear is sent (All non Finance Department Alma Users) |
| Thursday, June 25, 2020 (by 5:00 pm) | Adjustment Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) |
| Friday, June 26, 2020 (by 5:00 pm) | Final Adjustment Invoices Approvals (HLF/Unit Approvers) |
| Friday, June 26, 2020 (by 5:00 pm) | Stop placing orders in Alma (Library Units) |
| Friday, June 26, 2020 (by 5:00 pm) | Delete In Review/Waiting for Approval Invoices (HLF) |
| Monday, June 29, 2020 (9:00 am) | Inactivate FY20 Ledgers, Summary, and Allocated Funds (LTS) |
| Monday, June 29, 2020 (9:00 am) | Run updates to tertiary reporting code for invoices not received but paid based on POLs provided by Sarah (LTS) |
| Monday, June 29, 2020 (9:00 am) | Run Final FY20 Budget Reports (HLF) |
| Monday, June 29, 2020 (9:20 am) | Ledger Rollover in Draft Mode (LTS) |
| Tuesday, June 30, 2020 (9:00 am) | Run Draft FY21 Budget Reports (HLF) |
| Tuesday, June 30, 2020 (9:30 am) | Ledger Rollover in Update Mode (LTS) |
| Wednesday, July 1, 2020 (9:00 am) | Run Initial FY21 Budget Reports (HLF) |
| Wednesday, July 1, 2020 (9:30 am) | Batch upload initial allocations and carry-overs supplied by HLFÂ (LTS) Consider moving this a day earlier in future years. If so, also move Review Allocations (HLF) back one day. |
| Thursday, July 2, 2020 (9:00 am) | Run FY21 Allocations Budget Reports - Review Allocations (HLF) |
| Thursday, July 2, 2020 (5:00 pm) | Run PO Line Rollover in Update Mode (LTS) |
| Thursday, July 2, 2020 (5:00 pm) | Freeze all updates to Alma holdings records and all receiving until notice to resume from LTS (All Alma Users) |
| Monday, July 6, 2020 (8:30 am) | Run Final FY21 Budget Reports - Review balances  (HLF) |
| Monday, July 6, 2020 (9:30 am) | Update EDI Profiles (ITS with support from LTS) |
| Tuesday, July 7, 2020 (9:00 am) | Announcement that FY Rollovers is Successfully Completed (LTS) Include statement that updates to Alma holdings and all receiving may resume. |
| Tuesday, July 7, 2020 (9:00 am) | Ordering and Invoice Commences (Library Units) |
| Tuesday, July 7, 2020 (9:00 am) | Turn on EOD (order loads)Â (LTS) |
| Wednesday, July 8, 2020 (9:00 am) | Turn on EDI Invoices (LTS) Add re-enable API invoice creation in future years. |