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
