Aleph end of FY procedures are scheduled to begin on June 30, 2008 (Mon.) at 7:00
p.m.
The Aleph system will remain in operation but NO activity involving 2008 Aleph
budgets should be done after 6:00 p.m. on June 30 (Mon.). This includes
placing or cancelling orders that have been assigned budgets as well as any invoice
activity. You will get an error message ("You are not authorized to use budget code
...") for most but not all functions that change budget records. Please do
not perform any functions that involve budgets even if appears that the system will allow
you to do it. Staff authorized to move orders should not do any moving during the
rollover process.
The rollover process
At 7:00 p.m. on June 30, 2008 (Mon.), a series of batch jobs will be run which
will shut down 2008 budgets and open 2009 budgets. These batch jobs will do the
following:
1. Open annual budgets for 2009;
2. Transfer encumbrances for monographs from 2008 to 2009 budgets;
3. Renew encumbrances for serials (based on previous years encumbrance);
4. Renew encumbrances for standing orders (based on previous years
encumbrance);
5. Transfer remaining balances from 2008 to 2009 budgets (for all except
Budget Type UU Unrestricted Undesignated);
6. Mark 2008 budgets as Non-Active.
We cannot be sure how long it will take but we expect that all work including production
of budget summary reports will be finished by Wednesday morning (July 2) at 9:00
a.m. We will send a message to HULINFO when the process has been completed and work
involving budgets can resume. Setup procedures for FY09 budgets will vary from
unit to unit–please wait for instructions from your financial office before using FY09
budgets.
Rollover reports
Two Budget Summary Reports will be provided as part of the rollover process. The
first will be a final report of 2008 budgets as they appear before the rollover process
has begun. The second will be a report of 2009 budgets once the rollover process
has been completed. These reports will be made available on the Aleph Acquisitions
Budget Reports website.
Note that the 2008 budgets will remain available in Aleph for problem resolution.
There is no plan at this time to weed Non-Active budgets from the system.
Please send questions about the rollover process or any other acquisitions activity via
the Aleph Support Center at ...
http://nrs.harvard.edu/urn-3:hul.ois:alephhelpacq
Thanks.
KA
Kathleen Anderson
Library Systems Manager
Office for Information Systems
Harvard University Library
