Dates for FY22-23 rollover are expected to be set in March/April 2022.


Topics to consider this FY:

  • Revisit deadline for invoices? Finance had a large number of invoices to delete on final day. Alternatively, work on process to escalate with units before deadline?  Review when dates from Central are released.
  • MK question:  ledgers/funds 'frozen'

Timeline

Date

Milestone

Quarterly - throughout FYMessages to CCDSC regarding updating funds in existing orders if those funds will not be used in FY23. Messages should also go to CD list.
Friday, April 8, 2022 Initial Ordering Deadline Outreach (ITS).
Friday, April 29, 2022 (5:00 pm)E-resources License & International Firm Order Deadline. 
Monday, May 2, 2022 (9:00 am)

Begin Distribution of Weekly Unapproved and In Review Invoice Reports (LTS)

Friday, May 13, 2022 (by 5:00 pm) Domestic Firm Order Deadline. 
Friday, May 27, 2022 (by 5:00 pm)Requested shipping receipt date for all approval orders for FY22 payment.
Wednesday, June 1, 2022 (9:00 am)

Begin Distribution of Daily Unapproved and In Review Invoice Reports (LTS)

Wednesday, June 1, 2022 (5:00 pm)Last use of P-Card for non-Rush Orders.
Friday, June 10, 2022 (by 5:00 pm)Turn off EDI invoice loads (LTS).  Vendor data must be uploaded to the Harvard dropbox by midnight, Thursday, June 9 to ensure loading on Friday, June 10.
Friday, June 10, 2022 (by 5:00 pm)Turn off API invoice creation (Mallory).
Tuesday, June 14, 2022 (5:00 pm)

Stop placing all orders associated with funds in Alma (Library Units)

Wednesday, June 15, 2022 (by 5:00 pm)Turn off EOD (order loads) (LTS). Vendor data must be uploaded to the Harvard dropbox by midnight, Tuesday, June 14 to ensure loading on Wednesday, June 15.
Thursday, June 16, 2022 (by 3:00 pm) Accounting Department Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units)
Thursday, June 16, 2022 (5:00 pm)Last use of P-Card for existing orders.
Thursday, June 16, 2022 (by 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 16, 2022 (by 5:00 pm)Freeze on creating/updating Accounting Department invoices until all clear is sent (All non Finance Department Alma Users)
Thursday, June 16, 2022 (by 5:00 pm)Freeze on creating/updating Adjustment invoices until all clear is sent (All non Finance Department Alma Users)
Thursday, June 16, 2022 (by 5:00 pm) Adjustment Invoices to be submitted to hl_finance@harvard.edu or Finance Department (Library Units)
Tuesday, June 21, 2022 (by 2:00 pm)Final Accounting Department Invoices Approvals/Last AP Batch (HLF/Unit Approvers)
Tuesday, June 21, 2022 (by 2:00 pm)Final Adjustment Invoices Approvals (HLF/Unit Approvers)
Tuesday, June 21, 2022 (4:00 pm)Delete In Review/Waiting for Approval Invoices (HLF)
Tuesday, June 21, 2022 (9:00 am)Confirm all ledger "Available for" match associated fund "Available for" (HLF)
Tuesday, June 21, 2022 (5:00 pm)No further updates of order records (Library Units)
Tuesday, June 21, 2022 (5:00 pm)Inactivate FY22 Ledgers, Summary, and Allocated Funds (LTS)
Wednesday, June 22, 2022 (9:00 am)Run Final FY22 Budget Reports (HLF)
Thursday, June 23, 2022 (9:00 am)Ledger Rollover in Draft Mode (LTS)
Friday, June 23, 2022 (9:00 am)Run Draft FY23 Budget Reports (HLF)
Friday, June 24, 2022 (4:00 pm)Ledger Rollover in Update Mode for Law only (LTS)
Friday, June 24, 2022 (4:00 pm)Batch upload initial allocations supplied by HLF for Law only (LTS) 
Saturday, June 25, 2022 (9:00 am)Run Initial FY23 Budget Reports for Law only (HLF)
Saturday, June 25, 2002 (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 25, 2022 (9:20 am)Run PO Line Rollover in Update Mode for Law only (LTS)
Sunday, June 26, 2022 (9:30 am)Ledger Rollover in Update Mode (LTS)
Monday, June 27, 2022 (10:30 am)Batch upload initial allocations and carry-overs supplied by HLF (LTS) 
Tuesday, June 28, 2022 (9:00 am)Run Initial FY23 Budget Reports (HLF)
Tuesday, June 28, 2022 (10:00 am)Run FY23 Allocations Budget Reports - Review Allocations (HLF) 
Thursday, June 30, 2022 (5:00 pm)Run PO Line Rollover in Update Mode (LTS)
Thursday, June 30, 2022 (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).
Tuesday, July 5, 2022 (8:30 am)Run Final FY23 Budget Reports - Review balances  (HLF)
Tuesday, July 5, 2022 (9:30 am)Update EDI Profiles (ITS with support from LTS)
Wednesday, July 6, 2022 (9:00 am)Specify that updates to Alma holdings and receiving may resume (LTS)
Wednesday, July 6, 2022 (9:00 am)Announcement that FY Rollover is Successfully Completed. Ordering and invoicing commences (Library Units)
Wednesday, July 6, 2022 (9:00 am)Turn on EOD (order loads) (LTS); re-enable API invoice creation (Mallory) 
Friday, July 8, 2022 (9:00 am)Turn on EDI Invoices (LTS)
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