FY Rollover Process Review

There were approximately 20 In Review invoices that lacked POLs for Finance to delete on June 24th this past fiscal year. Since these cannot be identified in Analytics, these did not appear on the daily invoice reports. This was manageable, but we will need to revisit if that number increases significantly for FY2020.

Discussion of whether we can place a freeze on PCard purchases for the collection. This requires additional discussion for FY2020.

• There were approximately 15 of these orders placed at the end of FY2019. These need to be reviewed to determine when charges hit the General Ledger and confirm that these were legitimate rush orders.

We are working with Ex Libris to determine how best to prevent future problems with "Available For" settings on allocated funds when inactivating ledgers during the rollover process. Ex Libris has supplied a report, which we are using for cleanup. We will request a new report when finished to confirm these were reapplied properly. (We will also ask Ex Libris about the possibility of making this information available in Analytics.)

In order to tighten up the process, we can eliminate the Ledger Rollover in Draft Mode and Run Draft Budget Reports steps, as they do not provide meaningful information for review.

Ellen will send an email to Lidia and Michael Hopper about the need to supply allocations for all funds they expect to make payments from.

• Laura and Sarah are also working on cleaning up old allocated funds that are no longer used. 

For FY2020, we will send separate all clear for holdings freeze once the PO Line Rollover job is finished.

For FY2020, we will add an extra day before resuming EDI Invoice loads to give staff more time to troubleshoot EOD problems.   
 

Consensus is that messages were well-paced and all were needed.

Will tweak language about holdings freeze for clarity. Will also plan to send message about holdings freeze to HLcat list to reach those not reading HLComms messages regarding end of fiscal year processing.