OIS News -- June 2000
Starting in July 2000, HOLLIS will begin sending payment data to Accounts Payable (AP) in the university's standard format instead of the slightly customized format employed for the past twelve months. To make this possible, HOLLIS ACUs will be expanded to accommodate 33-digit Chart of Accounts (CoA) codes and the payment transfer process will be modified to include these CoA values and some additional vendor data.
The transition to the standard format will take place 1 July, the start of fiscal 2001. The expansion of ACU records was accomplished on Friday, 15 June so that library accounting staff can review CoA values before the new fiscal year. What follows are details on the changes to HOLLIS. If you have questions – now or when the July changes take place -- please contact Julie Wetherill or Patricia Hatch in OIS.
Changes to the HOLLIS ACU record
Accounting unit records (ACUs) and the screen layout that displays them have been changed to incorporate the new 33-digit CoA coding as well as the old 14-digit codes. New CoA values will display only on the ACU record. There will be no changes to acquisitions processing because the old ACU codes will continue to be used for ordering and invoice payment. Old codes will be replaced by new at the point HOLLIS transfers a payment batch to Accounts Payable.
Online ACU access will continue to be through the old 10-character ACU record key (for example, to display the sample record below, the request would be LTHU ACU 5899900011).
The ACU screen layout of the 7-segment CoA coding
Tub - Orb -Object - Fund - Activity - Sub-activity - Root
has 3 segments (Tub.Org..Fund) displaying near the top, to the right of the Name field. The combination of these segments is roughly equivalent to the old 10-digit accounting unit code displaying on the top left of the ACU screen. The segments that can vary by expenditure (..Object..activity.subact.root) appear at the expense class level, opposite the class code to which they correspond.
The display of CoA segments in the ACU record is somewhat unattractive because the layout of segments on the screen does not follow the order in which these numbers are normally expressed. Below is the sample ACU record marked to assist with interpretation of the order of CoA segments.
ACU records for the Boston Medical Library and the Smithsonian Astrophysical Observatory will not display new CoA coding because those accounts are not handled throught Harvard AP. Labels for the new elements will appear on the screen, however.
Editing ACU records
Each segment of the new CoA code is in a separate field. To users with the authorization to update ACU records, all segments of the CoA coding will be unprotected (updatable) except for ..Object..activity.subact.root groups associated with a protected expense class; i.e., one against which a payment has already been approved.
HOLLIS will not be able to validate any changes or additions to CoA coding. Staff must take great care to enter only codes that are valid in Oracle, as errors would not be detected until payments are submitted to AP.
Another reason for caution: there are still a few bugs left in the program that do not always retain every change when multiple elements corresponding to multiple expense classes are changed in one operation. These bugs will be examined when time allows, but for now staff should review changes to an ACU before and after the record is saved to verify that all changes have been recorded correctly.
Changes to payment transfer
The electronic transfer of payment batches to AP is triggered when staff issue the RELB (release batch) command. OIS will be modifying the format of payment data in these batches to include the 33-digit CoA coding and the AP vendor ID number, both requirements of the University’s standard payment transfer format.
These changes will have no effect on HOLLIS electronic payment approval and release procedures. But the introduction of vendor ID number to the batch adds another reason invoice payments may be rejected by AP. Two AP vendor identifiers – vendor ID and vendor site ID – are stored in HOLLIS vendor records. Unlike the site ID (labeled APSITE in HOLLIS), the vendor ID (labeled APVNO in HOLLIS) has been present but unused since the cutover to new accounts payable procedures last July. As of July 2000, an invalid APVNO or APSITE will cause AP to reject an invoice payment. Both types of error (as well as errors in CoA values) will appear in the "Pre Invoice Error Report" portion of a library’s invoice import report.
OIS plans to modify the online Vendor APSITE Number Request Form to accommodate requests for changes in APVNO.
Impact on HOLLIS reporting
The 33-digit CoA codes will not be incorporated into HOLLIS reporting services, which includes mediated and distributed reporting. Any report involving fund data will include only the old ACU codes. Ì
HOLLIS end-of-fiscal-year (EOFY) procedures are scheduled to begin on Friday, June 30, 2000, at 6:00 p.m. This year there are a number of differences in EOFY processing both in HOLLIS and in the University’s accounting procedures that can affect the processing of HOLLIS payments made near the end of July. Most notable is the recommended June 26th deadline for approving invoice payments in HOLLIS. On June 20th an addendum to EOFY procedures memo describing these recommendations was distributed with HOLLIS products for each library. Library accounting staff should review this memo to insure their invoice batches are not rejected if not processed in a timely manner. Consult the original May 8th memo for details about centralized EOFY procedures.
Because of fiscal year end activities, Thursday June 22nd will be the last day that HOLLIS vendor requests are processed for this fiscal year. All requests for setup or changes to the HOLLIS vendor file must be submitted (via online request forms) by 3:00 pm June 22. For requests that are not problematic, HCL Book Accounts staff will process them through to Accounts Payable promptly and apply the updates to HOLLIS by Monday, June 26. Vendor file changes in this fiscal year are only relevant through June 26th, since this is the last day library staff should be approving invoices in FY00. (See the EOFY process story in this issue.)
Since Book Accounts is unable to notify requestors when updates are complete, library staff must consult the relevant HOLLIS vendor record to confirm the updates. Any requests submitted by the June 22nd deadline but not be fully processed by June 26th will be completed in July.
HCL Book Accounts will begin accepting FY01 requests for HOLLIS vendor file setups and changes 9:00 AM July 10, 2000. Any requests submitted after June 22nd will be processed beginning July 10th. If exceptional circumstances make it necessary for you to request a vendor setup after the June 22, 3:00 PM deadline please contact Lorraine DiSessa at 5-2400. We apologize for the short notice on this deadline and thank you for your cooperation. Ì
Results from the March HOLLIS performance survey are in. Fifty-one respondents completed a web-based survey about library staff perceptions of HULPR and HOLLIS system performance since early January 2000. For each system, the survey asked the respondent to rate performance (unacceptable, disappointing, average, good, excellent) and average response time. The majority of responses for both systems rated performance as "good" or "average" with response times averaging 0-3 seconds. What follows are detailed results.
HULPR system performance
HULPR response time
HOLLIS system performance
HOLLIS response time
OIS continues to monitor the "short on storage" condition that affected system performance in late 1999 (see OIS News February 2000 issue ). Some new monitoring tools are now in place to detect this condition before it can cause widespread problems for users. Many thanks to library staff who took the time to fill out the performance suvey.
If you have a questions, contact Julie Wetherill in OIS. Ì
In preparation for the planned August release of the HOLLIS Plus replacement (to be called "HOLLIS") OIS has stopped adding resources to ensure that the new development environment stays synchronized with the production system. This freeze will remain in place until August. Please contact Ivy Anderson in OIS if you have questions.
While the freeze is in place, major new resources will be made available on a separate web page prominently linked from the HOLLIS Plus main page, and will be announced as usual. These resources will not appear in the HOLLIS Plus alphabetical or subject indexes. To keep redundant activities to a minimum, new electronic journals will not be added until the new HOLLIS is live. We hope this interim solution will provide a sufficient level of access while the HOLLIS Plus replacement is in development. Please contact Ivy Anderson in OIS if you have questions.
invoice import report
setup procedures and request forms
Vendor APSITE Number Request Form
Hollis End of Fiscal Year 2000 -- 8 May memo
Hollis End of Fiscal Year 2000 -- 20 June memo
News -- February 2000