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  1. Collection Development, using the total amount per allocated fund from report, will confirm with FP and A that all new allocated funds in HUBS have the necessary monies to cover the encumbrances. (November - January)
  2. Collection Development will contact HLF with request for fund coding changes.  HLF will organize a meeting with key stakeholder team (collection developments, ITS, local TS, and LTS).  At this meeting, process, timeline, and communication channels will be confirmed. (January)
  3. Collection Development will provide a mapping of old allocated funds mapped to new allocated funds to HLF, ITS or local TS, and LTS.  (March)
  4. Collection Development units, in collaboration with their local technical services unit or ITS, will compile list of all Alma record load vendors and map old allocated funds to the new allocated funds for Harvard Library Information and Technical Services review (to ensure that vendors in use but without open Alma Purchase Order Lines are adjusted).  (April)
  5. Harvard Library Information and Technical Services will compile an inventory of all changes needed for each vendor. (April - May)
    1. With the invoice processing stop date for the fiscal year decided, Harvard Library Information and Technical Services will communicate with vendors related to need for updates to vendor profiles in ordering systems.
    2. After invoice processing stop date for the fiscal year, Harvard Library Information and Technical Services will update all profiles in local vendor load scripts.
    3. Confirm that any locally maintained load profiles will be updated as needed.
  6. Local Tech Services unit or ITS will create preliminary spreadsheet of all open Alma Purchase Order Lines with mapping to new funds.  (Immediately after the freeze on new orders - likely first week of June, see schedule for exact date.)
  7. 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. Spreadsheet should list all open Alma Purchase Order Lines, with vendor, old allocated fund, and new allocated fund.
    2. HLF will confirm that FP and A has budgeted the correct allocations for the new funds (see step 1).
  8. After invoice processing stop date for the fiscal year, Local Tech Services unit or 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 Tech Services or Harvard Library Information and Technical Services, as batch processes do not exist for split payments.  This will be sent to Library Technology Services for batch updates (Likely Mid-June, see schedule for exact date)
  9. Harvard Library Finance/Fund Manager will create new allocated and summary funds before the fiscal close date. (Likely last week of June, see schedule for exact date)

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  1. Harvard Library Finance/Fund Manger will allocate/transfer monies after FY rollover. (Likely last week of June, see schedule for exact date)
  2. Harvard Library Finance will inactivate old allocated funds/summary funds prior to all encumbrances being moved. (Likely last week of June, see schedule for exact date)
  3. Library Technology Services 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.)  (Begins first business day of new FY, see schedule for exact date)
  4. ITS or Local Technical Services Staff in the affected Alma Acquisitions Libraries will perform any manual updates needed for split payment and allocated funds with fewer than 10 orders. Harvard  (Begins first business day of new FY, see schedule for exact date)
  5. Harvard Library Finance will delete old allocated funds/summary funds after all encumbrances have been moved. (After all orders have been moved to new funds)