Aleph Update: End of FY procedures


This Update covers topics of interest to financial, acquisitions and serials staff.

Aleph end of FY procedures are scheduled to begin on June 30, 2007 (Sat) at 7:00 p.m.

The Aleph system will remain in operation but NO activity involving 2007 Aleph budgets should be done after 6:00 p.m. on June 30 (Sat.).  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. 

For staff who have authorization to move various records, please do not move any records during rollover.

The rollover process

At 7:00 p.m. on June 30, 2007 (Sat.), a series of batch jobs will be run which will shut down 2007 budgets and open 2008 budgets.  These batch jobs will do the following:

1.  Open annual budgets for 2008;
2.  Transfer encumbrances for monographs from 2007 to 2008 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 2007 to 2008 budgets (for all except Budget Type UU Unrestricted Undesignated);
6.  Mark 2007 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 Monday 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 FY08 budgets will vary from unit to unit--please wait for instructions from your financial office before using FY08 budgets.

Rollover reports

Two Budget Summary Reports will be provided as part of the rollover process.  The first will be a final report of 2007 budgets as they appear before the rollover process has begun.  The second will be a report of 2008 budgets once the rollover process has been completed.  These reports will be made available on the Aleph Acquisitions Budget Reports website.

Note that the 2007 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://hul.harvard.edu/ois/systems/aleph/forms/f-supp-acq.html

Thanks.

KA

Kathleen Anderson
Library Systems Manager
Office for Information Systems
Harvard University Library
90 Mount Auburn Street
Cambridge, MA 02138

Phone: 617-495-3724
Fax: 617-496-5600