FY23

1 Messaging
2 Alma FY 2023 Year-End Close Schedule
3 Detailed Fiscal Period Close FY23 Schedule

Messaging

NOTE: This text includes clarifications that were subsequently communicated verbally to team leads
After the close of business June 15 until we send a message that the fiscal period close process is done, the following work has to be paused:

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

After the close of business June 23 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: receiving items

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

We will send out a message when work can resume.

Please contact the Alma Tech Team for any questions.

Thank you!

Alma Tech Team

All,

The Fiscal Year Rollover has completed for FY23. As of Wednesday, June 28th, all work in Alma can resume.

Thank you,

Alma Year End Closing Team

Alma FY 2023 Year-End Close Schedule

Alma Fiscal Year 2023 YEAR-END CLOSE SCHEDULE
Data Cleanup & Reconciliation				Audience
April/May			Review all Rollover documentation	Acquisitions/Finance/Alma Tech Team
April/May			Department review of financial reports, and make adjustments as needed	Selectors
April/May			Review encumbrances for appropriateness, make needed adjustments	Selectors
April/May			Review and ensure all expected transfer journals are accounted for are fully approved by month end	Selectors/Finance
April/May			Review, substantiate, and submit any purchasing card transactions from all closed statement periods	Acquisitions/Finance
April/May			Onboard suppliers for goods or services that are planned to purchase in FY23	Selectors/Finance
April/May			Enter Requests for purchases and submit for approval, for FY23 purchase of goods and services	Selectors
April/May			Notify Acquisitions Department to close fully executed or unneeded PO’s	Selectors
April/May			Perform receipt of goods in Alma when physically received	Selectors/Acquisitions/Inventory Management
TEST ROLLOVER / SANDBOX
5/25/2023	Thur		Run rollover in sandbox	Alma Tech Team
5/26/2023	Fri		Review results	Collection Development/Finance/Acquisitions
5/29/2023	Mon	HOLIDAY - MEMORIAL DAY	HOLIDAY - MEMORIAL DAY	HOLIDAY - MEMORIAL DAY
1st CLOSE/ROLLOVER
6/14/2023	Wed	4:30 PM	All invoices must be received by Library Finance for FY23	Acquisitions/Selectors
6/14/2023	Wed	4:30 PM	Last day to import EDI invoices	Alma Tech Team
6/15/2023	Thur	4:30 PM	Last day to approve invoices in Alma	Finance
6/15/2023	Thur	4:30 PM	Last day to load PO lines from any method	All those responsible for PO line creation
6/16/2023	Fri	HOLIDAY - JUNETEENTH	HOLIDAY	HOLIDAY
6/19/2023	Mon	4:30 PM	Delete 'In Review' invoices if necessary	Finance
6/23/2023	Fri	4:30 PM	COB all cataloguing work attached to orders discontinued for FY23	ALL
6/23/2023	Fri	4:30 PM	COB all physical receiving discontinued for FY23	ALL
6/26/2023	Mon	9:00 AM	Begin the rollover process	Alma Tech Team
6/27/2023	Tue	All day	Troubleshoot/test	ALL
6/28/2023	Wed	All day	Audit fund balances	Finance/Collection Development/Selectors
6/29/2023	Thur	All day	Fund allocation work for FY24 ledger	Finance/Collection Development/Selectors
END OF FY2023/START OF FY2024
7/3/2023	Mon		FY24 open for activity
7/4/2023	Tue	HOLIDAY ‐ INDEPENDENCE DAY	HOLIDAY ‐ INDEPENDENCE DAY	HOLIDAY ‐ INDEPENDENCE DAY
7/6/2023	Thur	9:00 AM	First day invoices can be approved for FY24

Detailed Fiscal Period Close FY23 Schedule

Working document was a Google Spreadsheet. This table is here for informational purposes and for future reference.

Task Name	Duration	Start Month	Start Date	Finish Date	Predecessors	Assigned To	Comments

Task Name	Duration	Start Month	Start Date	Finish Date	Predecessors	Assigned To	Comments
Review all rollover documentation	7d	May	05/09/23	05/17/23		All	FPC documentation FPC training
Department review of financial reports, and make adjustments as needed	16d	May	05/09/23	05/31/23		Library Finance
Review encumbrances for appropriateness, make needed adjustments	16d	May	05/09/23	05/31/23		Selectors
Review and ensure all expected transfer journals are accounted for are fully approved by month end	16d	May	05/09/23	05/31/23		Library Finance
Review, substantiate, and submit any purchasing card transactions from all closed statement periods	19d	May	05/09/23	06/03/23		Selectors
Onboard suppliers for goods or services that are planned to purchase in FY23	16d	May	05/09/23	05/31/23
Enter Requests for purchases and submit for approval, for FY23 purchase of goods and services	16d	May	05/09/23	05/31/23		Selectors/Acquisitions
Notify Acquisitions Department to close fully executed or unneeded POs	16d	May	05/09/23	05/31/23		Selectors
Perform receipt of goods in Alma when physically received	16d	May	05/10/23	05/31/23		Acquisitions/Holdings Management
Rollover test 1: one ledger in sandbox	0	May	05/18/23	05/18/23		Alma Tech Team	Complete on 5/31
Rollover test 1: one PO line in sandbox	1d	May	05/18/23	05/18/23	12	Alma Tech Team	Complete on 5/31
Rollover test 1: review results	1d	May	05/19/23	05/19/23	13	Alma Tech Team	Complete on 5/31
Convert one-time orders that are currently Partially Invoiced to Fully Invoiced	4d	May	05/23/23	05/26/23			Completed by 5/20
Rollover test 2: all ledgers in sandbox	0	May	05/25/23	05/25/23		Alma Tech Team	Completed on 6/1 (less than a minute)
Rollover test 2: all PO lines in sandbox in Report mode	0	May	05/25/23	05/25/23	15	Alma Tech Team	Started at 10:24 on 6/1 and ended at 1:06 on 6/1
Rollover test 2: review results	1d	May	05/25/23	05/25/23	16	Alma Tech/Acq/Finance
Rollover test 3: all PO lines in sandbox in Update mode	1d	May	45072	45072		Alma Tech Team	Started at 06/02/2023 10:12:32, ended 06/02/2023 18:47:08 (runtime 8 Hours 34 Minutes 36 Seconds)
Rollover test 3: review results	6d	May	45072	45079	18	Alma Tech/Acq/Finance	Found 4 allocated funds with encumbrances left on FY23 in sandbox
Reconcile credit card transactions between Alma and Prime and deliver to Finance	15d	May	45056	45079			FY22 and FY23 reports sent to Finance on 6/2/23
Perform journal entries and create credit invoices in Alma for deposit accounts and missed credit card transactions	30d	May	05/01/23	06/19/23		Finance	This will be quarterly next year
Do final EDI load	0	June	06/12/23	06/12/23
Disable EDI loading on vendors that are on auto-pilot (EBSCO and Midwest)	1d	June	06/12/23	06/12/23
Last day to import EDI invoices by 4:30 PM	0	June	06/12/23	06/12/23
All invoices must be received by Library Finance for FY23 by 4:30 PM	0	June	06/14/23	06/14/23
Last day to approve invoices in ALMA by 4:30 PM	0	June	06/19/23	06/19/23
All work on PO lines stopped by 4:30 PM	10d	June	06/19/23	06/29/23		Acq/Finance	Staff may continue working due to dates not being clear, but when funds are deactivated on 6/21, no POs will be able to be saved
Disable voucher feed lib-job script	0	June	06/20/23	06/20/23		Alma Tech Team	This is done using the new Peoplesoft voucher "flipper" on lib-jobs interface; it is unclear which jobs were actually stopped
Delete 'In Review' and 'Awaiting Approval' invoices by 4:30 PM	0	June	06/20/23	06/20/23			No invoices as of 9:04 AM on 6/20
Convert one-time orders that are currently Partially Invoiced to Fully Invoiced	0	June	06/20/23	06/20/23
Disable all PeopleSoft Integration Actions in Alma Configuration in Prod	10d	June	06/20/23	06/30/23		Alma Tech Team
Deactivate all New Order and Update Repository Import Profiles	10d	June	06/20/23	06/30/23		Alma Tech Team/Paul Diskin
Inactivate FY23 Ledgers, Summary, and Allocated Funds	0	June	06/21/23	06/21/23		Alma Tech Team
Export FY23 Allocated Funds to get the draft balances for FY24		June	06/21/23	06/21/23		Alma Tech Team
Export Detailed Expenditures in Analytics for FY23		June	06/21/23	06/21/23		Alma Tech Team
Export Encumbrances in Analytics for FY23		June				Alma Tech Team
Export All Post-Cutoff Analytics Reports		June				Alma Tech Team
Reconcile Alma report of final FY23 numbers with Prime	1d	June	06/21/23	06/21/23			This has been ongoing work since March, and will continue after FPC
Remove any remaining pending invoices	0	June	06/21/23	06/21/23
Rollover test 4: all ledgers in production rolled over in draft	0	June	06/21/23	06/21/23	34	Alma Tech Team
Rename Fiscal Period for FY24	0	June	06/21/23	06/21/23		Alma Tech Team
Rollover test 4: review ledger rollover and draft budget reports	1d	June	06/21/23	06/21/23	36	Alma Tech Team
Rollover test 4: roll over all PO lines in Report mode	1d	June	06/21/23	06/21/23	37	Alma Tech Team
Rollover test 4: review PO line rollover reports	1d	June	06/22/23	06/23/23	37	Alma Tech Team
All work on invoices stopped	7d	June	06/19/23	06/30/23		Finance
All physical receiving stopped at 5 PM	5d	June	06/23/23	06/30/23		Receiving
All activation/deactivation of portfolios attached to PO lines stopped at 5 pm	5d	June	06/23/23	06/30/23		Electronic Resources
All work on physical holdings and portfolios attached to orders stopped at 5 PM	5d	June	06/23/23	06/30/23		Electronic Resources/Cataloging/Acq
Run final fund allocation import job	0	June	06/26/23	06/26/23		Alma Tech Team
Production rollover: delete all FY24 draft ledgers	0	June	06/26/23	06/26/23		Alma Tech Team
Production rollover: roll over all ledgers in Update mode	0	June	06/26/23	06/26/23		Alma Tech Team
Production rollover: run initial budget report	0	June	06/27/23	06/27/23	42	Alma Tech Team
Production rollover: roll over all PO lines in Update mode	1d	June	06/27/23	06/28/23	42	Alma Tech Team
Production rollover: review PO line rollover reports	1d	June	06/28/23	06/28/23	44	Alma Tech Team/Acq/Finance/Selectors
Compare fund balances between Alma and Prime and investigate variances	4d	June	06/28/23	07/03/23
Audit fund balances	3d	June	06/28/23	06/30/23	46	Alma Tech Team/Acq/Finance
Fund allocation work for FY24 ledger	13d	June	06/28/23	07/14/23	46
Production rollover: create budget report that includes encumbrances	1d	June	06/29/23	06/29/23	44	Alma Tech Team
Re-enable PeopleSoft integrations and all Acquisitions jobs	0	July	07/03/23	07/03/23		Alma Tech Team
FY24 open for activity except for invoice approval	0	July	07/03/23	07/03/23
First day invoices can be approved for FY24	0	July	07/06/23	07/06/23
Turn in budget reports to Patty by 4:30 PM	0	May	05/31/23	05/31/23		Selectors
FY24 Endowment income distributions and general endowment allocations post	0	July	07/21/23	07/21/23