FY 2024 - FY 2025 Fiscal Year Rollover
- Mallory
- Amanda Schmidt
- Minna
- Sarah Bento-Wesinger
Owned by Mallory
Timeline
Date | Milestone |
|---|---|
| Monday, February 26, 2024 | Initial Ordering Deadline Outreach (ITS). |
| Monday, March 25, 2024 | 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 19, 2024 (5:00 pm) | E-resources License & International Firm Order Deadline. |
| Monday, April 29, 2024 (9:00 am) | Begin Distribution of Weekly Unapproved and In Review Invoice Reports (LTS) |
| Wednesday, May 1, 2024 (by 5:00 pm) | ITS 625 Domestic Firm Order Deadline. |
| Friday, May 10, 2024 (by 5:00 pm) | All other locations - Domestic Firm Order Deadline |
| Tuesday, May 28, 2024 (by 5:00 pm) | Order Deadline for new e-resources through established vendors |
| Friday, May 31, 2024 (by 5:00 pm) | Requested shipping receipt date for all approval orders for FY24 payment |
| Saturday, June 1, 2024 (9:00 am) | Begin Distribution of Daily Unapproved and In Review Invoice Reports (LTS) |
| Wednesday, June 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 11 to ensure loading on Wednesday, June 12. |
| Wednesday, June 12, 2024 (by 5:00 pm) | Turn off API invoice creation (LTS). |
| Friday, June 14, 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 |
| Tuesday, June 18, 2024 (by 5:00 pm) | Accounting Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units) |
| Thursday, June 20, 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) | Freeze on creating/updating Accounting Department invoices until all clear is sent (All non Finance Department Alma Users) |
| Thursday, June 20, 2024 (by 5:00 pm) | Turn off EOD (order loads) (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Wednesday, June 19 to ensure loading on Thursday, June 20. |
| Thursday, June 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 Adjustment invoices until all clear is sent (All non Finance Department Alma Users) |
| Thursday, June 20, 2024 (by 5:00 pm) | Final Accounting Department Invoices Approvals/Last AP Batch (HLF/Unit Approvers) |
| Friday, June 21, 2024 (9:00 am) | Confirm all ledger "Available for" match associated fund "Available for" (HLF) |
| Friday, June 21, 2024 (by 2:00 pm) | Final Adjustment Invoices Approvals (HLF/Unit Approvers) |
| Friday, June 21, 2024 (4:00 pm) | Delete In Review/Waiting for Approval Invoices (HLF) |
| Friday, June 21, 2024 (5:00 pm) | No further updates of order records (Library Units) |
| Saturday, June 22, 2024 (9:00 am) | Run Final FY25 Budget Reports (HLF) |
| Saturday, June 22, 2024 (5:00 pm) | Inactivate FY24 Ledgers, Summary, and Allocated Funds (LTS) |
| Sunday, June 23, 2024 (9:30 am) | Ledger Rollover in Draft Mode (LTS) |
| Monday, June 24, 2024 (9:00 am) | Ledger Rollover in Update Mode (LTS) |
| Monday, June 24, 2024 (10:30 am) | Batch upload initial allocations and carry-overs supplied by HLF (LTS) |
| Tuesday, June 25, 2024 (9:00 am) | Run Initial FY25 Budget Reports (HLF) |
| Tuesday, June 25, 2024 (10:00 am) | Run FY25 Allocations Budget Reports - Review Allocations (HLF) |
| Friday, June 28, 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 28, 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 1, 2024 (8:30 am) | Run Final FY25 Budget Reports - Review balances (HLF) |
| Monday, July 1, 2024 (9:30 am) | Update EDI Profiles (ITS with support from LTS) |
| Tuesday, July 2, 2024 (9:00 am) | Specify that updates to Alma holdings and receiving may resume (LTS) |
| Tuesday, July 2, 2024 (9:00 am) | Announcement that FY Rollover is Successfully Completed. Ordering and invoicing commences (Library Units) |
| Tuesday, July 2, 2024 (9:00 am) | Turn on EOD (order loads) (LTS); re-enable API invoice creation (LTS) |
| Wednesday, July 3, 2024 (9:00 am) | Turn on EDI Invoices (LTS) |