FY22

FY22 was our first FPC in Alma.

1 Messaging
2 Alma FY 22 Year-End Close Schedule
3 Fiscal Period Close FY22

Messaging

Dear Colleagues,

With this being the first fiscal period close done in Alma, we thought it would be useful to outline exactly what work can and cannot be done during the period of fiscal period close.

After the close of business today until we send a message that the fiscal period close process is done, the following work has to be paused:

Electronic resources: creating/deleting/activating portfolios attached to PO lines

Metadata: modifying holdings, location changes

Inventory management: receiving items, location changes in item records

Acquisitions and Finance: creating/modifying/deleting PO lines, creating/modifying/deleting invoices, receiving items

All fulfillment work (checking items in and out, collecting fines, updating users, etc.) can continue uninterrupted.

If in doubt, you may contact me (Mark Zelesky) directly. We will send out a message when work can resume.

We also wanted to provide an update on where funds stand. As of today, June 24th, the Cash Balance of all FY22 funds should be final for the fiscal year. The Cash Balances of FY22 funds become the initial balances of FY23 funds. Encumbrances for one-time purchases on FY22 funds will carry over to FY23, but the total encumbrance for FY23 will not be known until all lines are rolled over. This is scheduled to be completed on June 28th.

Finally, endowment income distributions and general endowment allocations will be in place the week of July 25, 2022. Ordering and payment of invoices will not be delayed until such time.

Please contact me if there are any questions you have.

Thank you on behalf of the year-end closing team,

Mark

Mark Zelesky

Library Discovery and Integrated Library System Analyst/Coordinator Princeton University Library

8-2563

Dear Colleagues,

The fiscal period rollover process has concluded. At this time, the following work can resume:

Electronic resources: creating/deleting/activating portfolios attached to PO lines

Metadata: modifying holdings, location changes

Inventory management: receiving items, location changes in item records

Acquisitions: receiving items

PO lines and invoices cannot yet be directly added/modified/deleted. That work can resume on July 1st.

Thank you again for your patience while we performed the first fiscal period close in Alma. With the lessons learned, next year should be even smoother.

Thank you,

Mark Zelesky

Library Discovery and Integrated Library System Analyst/Coordinator Princeton University Library

8-2563

Alma FY 22 Year-End Close Schedule

Alma Fiscal Year 2022 YEAR_END CLOSE SCHEDULE

Alma Fiscal Year 2022 YEAR_END CLOSE SCHEDULE
Data Cleanup & Reconciliation				Audience
May			Review all Rollover documentation	Acquisitions/Finance/Alma Tech Team
May			Department review of financial reports, and make adjustments as needed	Selectors
May			Review encumbrances for appropriateness, make needed adjustments	Selectors/Acquisitions
May			Review and ensure all expected transfer journals are accounted for are fully approved by month end	Selectors/Finance
May			Review, substantiate, and submit any purchasing card transactions from all closed statement periods	Acquisitions/Finance
May			Onboard suppliers for goods or services that are planned to purchase in FY22	Selectors/Finance
May			Enter Requests for purchases and submit for approval, for FY22 purchase of goods and services	Selectors
May			Notify Acquisitions Department to close fully executed or unneeded PO’s	Selectors
May			Perform receipt of goods in Alma when physically received	Selectors/Acquisitions/Inventory Management
TEST ROLLOVER / SANDBOX
5/26/2022	Thur		Run rollover in sandbox	Alma Tech Team
5/27/2022	Fri		Review results	Collection Development/Finance/Acquisitions
5/30/2022	Mon	HOLIDAY - MEMORIAL DAY	HOLIDAY - MEMORIAL DAY	HOLIDAY - MEMORIAL DAY
5/31/2022	Tue	HOLIDAY	HOLIDAY - EXTRA DAY	HOLIDAY
1st CLOSE/ROLLOVER
6/15/2022	Wed	4:30 PM	All invoices must be received by Library Finance for FY22	Acquisitions/Selectors
6/15/2022	Wed	4:30 PM	Last day to import EDI invoices	Alma Tech Team
6/16/2022	Thur	4:30 PM	Audit fund balances	Finance
6/16/2022	Thurs	4:30 PM	Last day to load PO lines from any method	All those responsible for PO line creation
6/17/2022	Fri	HOLIDAY - JUNETEENTH	HOLIDAY	HOLIDAY
6/20/2022	Mon	HOLIDAY	HOLIDAY - EXTRA DAY	HOLIDAY
6/21/2022	Tue	4:30 PM	Delete 'In Review' invoices if necessary	Finance
6/27/2022	Mon	9:00 AM	Begin the rollover process	Alma Tech Team
6/28/2022	Tue	All day	Troubleshoot/test	ALL
6/29/2022	Wed	All day	Audit fund balances	Finance/Collection Development/Selectors
6/30/2022	Thur	All day	Fund allocation work for FY23 ledger	Finance/Collection Development/Selectors
END OF FY2022/START OF FY2023
7/1/2022	Fri		FY23 open for activity
7/4/2022	Mon	HOLIDAY ‐ INDEPENDENCE DAY	HOLIDAY ‐ INDEPENDENCE DAY	HOLIDAY ‐ INDEPENDENCE DAY
7/5/2022	Tue	HOLIDAY ‐ EXTRA DAY OFF	HOLIDAY ‐ EXTRA DAY OFF	HOLIDAY ‐ EXTRA DAY OFF
7/7/2022	Thu	12:00 PM	First day invoices can be approved for FY23

Fiscal Period Close FY22

The working document was a Google Sheet. This table is here for informational purposes and for future reference.

Task	Task Name	Duration	Start	Finish	Predecessors	Assigned To	Comments

Task	Task Name	Duration	Start	Finish	Predecessors	Assigned To	Comments
1	Review all rollover documentation	7d	05/10/22	05/18/22		All	Ex Libris FPC documentation Ex Libris FPC basic training
2	Department review of financial reports, and make adjustments as needed	16d	05/10/22	05/31/22		Library Finance	Marking complete on June 28th since FY22 is closed
3	Review encumbrances for appropriateness, make needed adjustments	16d	05/10/22	05/31/22		Selectors	Marking complete on June 28th since FY22 is closed
4	Review and ensure all expected transfer journals are accounted for are fully approved by month end	16d	05/10/22	05/31/22		Library Finance	Marking complete on June 28th since FY22 is closed
5	Review, substantiate, and submit any purchasing card transactions from all closed statement periods	19d	05/10/22	06/03/22		Selectors	Marking complete on June 28th since FY22 is closed
6	Onboard suppliers for goods or services that are planned to purchase in FY22	16d	05/10/22	05/31/22			Marking complete on June 28th since FY22 is closed
7	Enter Requests for purchases and submit for approval, for FY22 purchase of goods and services	16d	05/10/22	05/31/22		Selectors/Acquisitions	Marking complete on June 28th since FY22 is closed
8	Notify Acquisitions Department to close fully executed or unneeded POs	16d	05/10/22	05/31/22		Selectors	Marking complete on June 28th since FY22 is closed
9	Move active PO lines still attached to Voyager ledger to current fund structure	10d	05/19/22	06/01/22
10	Convert one-time orders that are currently Partially Invoiced to Fully Invoiced	4d	05/24/22	05/27/22
11	Perform receipt of goods in Alma when physically received	16d	05/10/22	05/31/22		Acquisitions/Holdings Management
12	Rollover test 1: one ledger in sandbox	0	05/19/22	05/19/22		Alma Tech Team	Science Ledger
13	Rollover test 1: one PO line in sandbox	1d	05/19/22	05/19/22	12	Alma Tech Team	22660-princetondb; also try 1046794-princetondb
14	Rollover test 1: review results	1d	05/20/22	05/20/22	13	Alma Tech Team
15	Rollover test 2: all ledgers in sandbox	0	05/26/22	05/26/22		Alma Tech Team	Began at 10:39 AM; took 1 minute; for this year, we should roll over each ledger individually to avoid rolling over the ledger (named 'FY22') with the old fund structure; run in Draft, then Activate after evaluating the balances
16	Rollover test 2: all PO lines in sandbox in Report mode	0	05/26/22	05/26/22	15	Alma Tech Team	POL Rollover cannot be undone; began at 11:05 AM and ended at 9:16 PM
17	Rollover test 2: review results	1d	05/26/22	05/26/22	16	Alma Tech/Acq/Finance	199 lines did not roll over due to being on old Voyager funds; we will work to move them to proper funds in prod prior to the prod rollover
18	Rollover test 3: all PO lines in sandbox in Update mode	0	05/27/22	05/27/22		Alma Tech Team	Began at 11:31 AM; finished 5/28 at 6:50 AM
19	Rollover test 3: review results	6d	05/27/22	06/03/22	18	Alma Tech/Acq/Finance
20	All invoices must be received by Library Finance for FY22 by 4:30 PM	0	06/15/22	06/15/22
21	Last day to import EDI invoices by 4:30 PM	0	06/15/22	06/15/22
22	Disable EDI loading on vendors that are on auto-pilot (EBSCO and Midwest)	1d	06/16/22	06/16/22
23	Last day to approve invoices in ALMA by 4:30 PM	0	06/16/22	06/16/22			Final export of invoices from Alma is 6/16 at 7 PM
24	Disable voucher feed lib-job script	0	06/17/22	06/17/22		Alma Tech Team
25	Delete 'In Review' invoices by 4:30 PM	0	06/21/22	06/21/22
26	Convert one-time orders that are currently Partially Invoiced to Fully Invoiced	0	06/21/22	06/21/22
27	Disable loaders for PO lines	8d	06/22/22	07/01/22		Alma Tech Team
28	Disable PeopleSoft integrations	6d	06/24/22	07/01/22
29	Disable jobs that touch invoices and PO lines	8d	06/22/22	07/01/22		Alma Tech Team	PO renewal was not able to be closed, but other jobs were disabled
30	All work on invoices stopped	7d	06/22/22	06/30/22		Finance
31	All work on PO lines stopped by 4:30 PM	5d	06/21/22	06/27/22		Acq/Finance	All work on PO lines was stopped by noon June 22
32	Inactivate FY22 Ledgers, Summary, and Allocated Funds	0	06/22/22	06/22/22
33	Create report of final FY22 budget	1d	06/22/22	06/22/22	27
34	Reconcile Alma report of final FY22 numbers with Prime	1d	06/22/22	06/22/22			This review will happen throughout the year, quarterly
35	Rollover test 3: all ledgers in production rolled over in draft	0	06/22/22	06/22/22	34	Alma Tech Team
36	Rollover test 3: review ledger rollover and draft budget reports	1d	06/22/22	06/23/22	36	Alma Tech Team	Allocated Balances for FY23 matched all cash balances from FY22, so the final FY22 report for funds can be used for fund allocation work
37	Rollover test 3: roll over all PO lines in Report mode	1d	06/22/22	06/23/22	37	Alma Tech Team	Started at 2:50 PM on 6/22; ended at 6 PM; first attempt resulted in most lines failing due to the FY23 funds being in Draft; running a second time, began at 9 AM on 6/23 and finished at 2 PM on 6/23 for the one-time orders and went from 6 PM on 6/23 to 12:03 AM on 6/24
38	Rollover test 3: review PO line rollover reports	1d	06/23/22	06/24/22	37	Alma Tech Team	No lines had errors
39	All physical receiving stopped at 5 PM	5d	06/24/22	06/30/22		Receiving
40	All activation/deactivation of portfolios attached to PO lines stopped at 5 pm	5d	06/24/22	06/30/22		Electronic Resources
41	All work on physical holdings and portfolios attached to orders stopped at 5 PM	5d	06/24/22	06/30/22		Electronic Resources/Cataloging/Acq
42	Production rollover: delete all FY23 draft ledgers	0	06/27/22	06/27/22		Alma Tech Team
43	Production rollover: roll over all ledgers in Update mode	0	06/27/22	06/27/22		Alma Tech Team	Began at 9:37 AM on 6/27, completed at 9:39 AM
44	Production rollover: run initial budget report	0	06/27/22	06/27/22	42	Alma Tech Team
45	Production rollover: roll over all PO lines in Update mode	1d	06/27/22	06/28/22	42	Alma Tech Team	Began at 9:53 AM on 6/27, completed at 8:55 AM on 6/28; PO lines attached to an In Review PO did not roll over (see PO-799006)
46	Production rollover: review PO line rollover reports	1d	06/28/22	06/28/22	44	Alma Tech Team/Acq/Finance/Selectors	No errors
47	Production rollover: create budget report that includes encumbrances	1d	06/28/22	06/28/22	44
48	Re-enable PeopleSoft integrations and all Acquisitions jobs	0	06/28/22	06/28/22
49	Audit fund balances	3d	06/28/22	06/30/22	46	Alma Tech Team/Acq/Finance	Alma Tech Team looked at the encumbrances left on FY22 and found that lines fully invoiced in FY22 but not yet received have an encumbrance remaining in FY22 until the item is received
50	Fund allocation work for FY23 ledger	13d	06/28/22	07/14/22	46
51	FY23 open for activity except for invoice approval	0	07/01/22	07/01/22
52	First day invoices can be approved for FY23	0	07/07/22	07/07/22
53	Turn in budget reports to Patty by 4:30 PM	0	07/08/22	07/08/22		Selectors	Next year, this will be the middle of May
54	FY 23 Endowment income distributions and general endowment allocations post	0	07/21/22	07/21/22