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Harvard Library coding for funds is based on the university chart of accounts, and aligns with the organizational model of units. Very occasionally, organization or funding structure changes require large number of fund code changes to ensure continued alignment. These cases require changes in Alma fund coding for allocated/summary funds and ledger roll ups, in local Alma vendor load scripts, in external vendor systems, and in outstanding encumbrances for open orders. 

This work requires much coordination across Harvard Library Finance, unit Fund Managers, Collection Development staff, Harvard Library Information and Technical Services, and Library Technology Services. This work needs to be tied to the fiscal year rollover.

Process

At least 6 months in advance of the change, representatives from all stakeholder groups should meet to review the process, confirm resources for each role, and set delivery dates for each action.

Prior to Roll-Over

DateTaskLead DepartmentKey Stakeholders
November - JanuaryCollection Development units, using the total amount per allocated fund from report, will confirm with Financial Planning and Analysis (FP&A) that all new allocated funds in HUBS have the necessary monies to cover the encumbrances.Collection Development units
  • Collection Development units
  • FP&A
JanuaryCollection Development will contact Harvard Library Finance (HLF) with request for fund coding changes.  Collection Development units
  • Collection Development units
  • HLF
JanuaryHLF will organize a meeting with key stakeholder team. At this meeting, process, timeline, and communication channels will be confirmed. HLF
  • Collection Development units
  • HLF
  • HL ITS and or local TS
  • LTS
MarchCollection Development will provide a mapping of old allocated funds mapped to new allocated funds to HLF, Harvard Library Information and Technical Serivces (HL ITS) or local Technical Services (local TS), and LTS.Collection Development units
  • Collection Development units
  • HLF
  • HL ITS and or local TS
  • LTS
AprilCollection Development units, in collaboration with their local technical services unit or HL ITS, will compile list of all Alma record load vendors and map old allocated funds to the new allocated funds for HL ITS review (to ensure that vendors in use but without open Alma Purchase Order Lines are adjusted).Collection Development units
  • Collection Development units
April - May

HL ITS will compile an inventory of all changes needed for each vendor.

  1. With the invoice processing stop date for the fiscal year decided, HL ITS will communicate with vendors related to need for updates to vendor profiles in ordering systems.
  2. HL ITS staff will confirm with local TS that any locally maintained load profiles will be updated as needed.
HL ITS
  • HL ITS
  • Local TS
Immediately after the freeze on new orders - likely first week of June, see Annual Rollover timeline for exact date.

HL ITS or Local TS unit will create preliminary spreadsheet of all open Alma Purchase Order Lines with mapping to new funds. 

  1. Spreadsheet should list all open Alma Purchase Order Lines, with vendor, old allocated fund, and new allocated fund.
HL ITS or Local TS
  • HL ITS and or local TS
Must be completed prior date set for fund allocation with new FY balance - likely mid-June, see Annual Rollover timeline for exact date.Collection Development units will review preliminary spreadsheet of all open Alma Purchase Order Lines with mapping to new funds and confirm mapping. They will note any orders that should be closed to eliminate unnecessary encumbrances.  (Must be completed prior date set for fund allocation with new FY balance - likely mid-June, see schedule for exact date.)
  1. HLF will confirm that FP&A has budgeted the correct allocations for the new funds based off of the totals for mapped open orders.
Collection Development units
  • Collection Development units
  • HLF
Likely Mid-June, see Annual Rollover timeline for exact date

After invoice processing stop date for the fiscal year, Local TS or HL ITS units will create a final spreadsheet of all open Alma Purchase Order Lines with mapping to new funds. Note: a single Alma Purchase Order Line split across multiple allocated funds will require manual work by Local TS or HL ITS, as batch processes do not exist for split payments.  This will be sent to LTS for batch updates. 

HL ITS or Local TS
  • HL ITS and or local TS
  • LTS
Likely Mid-June, see Annual Rollover timeline for exact date

After invoice processing stop date for the fiscal year, HL ITS will update all profiles in local vendor load scripts.

HL ITS
  • HL ITS

After invoice processing stop date for the fiscal year, local TS staff will updated any locally maintained load profiles.Local TS
  • local TS
Likely last week of June, see Annual Rollover timeline for exact dateHLF/Fund Manager will create new allocated and summary funds before the fiscal close date. HLF
  • HLF
  • Collection Development units

After Rollover

DateTaskLead DepartmentKey Stakeholders
Likely last week of June, see Annual Rollover timeline for exact dateHLF or Fund Manger will allocate/transfer monies after FY rollover. HLF or Fund Manager
  • Collection Development units
  • HLF or Fund Manager
Likely last week of June, see Annual Rollover timeline for exact dateHLF will inactivate old allocated funds/summary funds prior to all encumbrances being moved.HLF or Fund Manager
  • Collection Development units
  • HLF or Fund Manager
Begins first business day of new FY, see Annual Rollover timeline for exact dateLTS will run batch process to transfer line items to new allocated funds. Note: this job needs to be run for each new fund. (See Requesting a batch change of funding to a set of orders in Alma.) LTS
  • LTS
  • Collection Development Units
Begins first business day of new FY, see Annual Rollover timeline for exact dateITS or Local TS in the affected Alma Acquisitions Libraries will perform any manual updates needed for split payment and allocated funds with fewer than 10 orders. ITS or Local TS
  • HL ITS and or local TS
  • LTS
  • Collection Development Units
After all orders have been moved to new fundsHLF will delete old allocated funds/summary funds after all encumbrances have been moved. HLF
  • Collection Development units
  • HLF or Fund Manager
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