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WACTCLC.org

Alma / Primo Call - May 25, 2021

Recording

Attendees

Brooke Thomas
Cara Beth
Charles Chitty
Charly (Edmonds)
Deb Derylak (she/her)
Elena Bianco
George Babcock (Seattle Central)
Isaac Devereux (Shoreline)
John Anderson Big Bend CC
Kirsti Thomas (Seattle Colleges)
L Culligan
Laura Staley_Library
Lesley Caldwell (Pierce College# she/her)
Leslie Potter-Henderson
Lily Kun (SPSCC; she/her)
Lynn
Maryanne Hirning (Learning Commons)
Melinda Martin
Nadine Pavlov
Nicole Longpre
Patricia Naylor (South Seattle College)
Paula Laine
Sally Sheedy
Stephanie
Tammy Siebenberg (Tammy Siebenberg)
Wade Guidry
Will Parnell
Xinhang Hu
angi she/her
srostkoski

Discussions

Alma June Release

https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2021/Alma_2021_Release_Notes?mon=202106BASE

New Alma Analytics Dashboards

Classic Metadata Editor available through October 2021

Primo VE June Release

https://knowledge.exlibrisgroup.com/Primo/Release_Notes/002Primo_VE/2021/010Primo_VE_2021_Release_Notes 

Pagination Options

505 Indexing Changes, subfield t indexed with title

Fiscal year rollover

The process consists of two steps:

  • Ledger rollover – Copies the ledgers from the closing fiscal period to the next fiscal period 
  • PO line rollover – Copies PO lines from the closing fiscal period to the next fiscal period

Online Help

For detailed explanations see

Other helpful resources

From University of Rhode Island

https://sites.google.com/a/uri.edu/librarytechserv/home/funds/fiscal_close 

From Kirsti Thomas


From my notes... The Fiscal Rollover process does 3 things:
1) It automatically creates a new fiscal year period based on previous fiscal year periods
2) It copies the codes and names from active ledgers and funds into new ledgers and funds associated with a new fiscal year period
3) It creates encumbrances in the new fiscal year for the following:
a. Any One-Time POL that still has an encumbrance in the previous fiscal year
b. Any Continuous POL that is not marked "Closed"


General Notes from Kirsti:

When you create a ledger (and associated funds) in Alma, that ledger gets associated with a specific fiscal year that has a particular start date and end date. Ledgers and their associated funds stick around in Alma forever unless you deliberately delete them. The fiscal close process is just a semi-automated method of copying information about the names and structure of the ledgers and funds you're currently using into brand new ledgers and funds associated with a different fiscal year. The fiscal close process also marks the new ledgers and funds as Active and marks the previous ledgers and funds as Inactive. Even though we may reuse ledger and fund names in Alma from year to year, each year's ledgers and funds are different as far as Alma is concerned because they're associated with different fiscal years. I assume there's some kind of unique identifier for each ledger and fund hiding in a relational database table that we can't see. 

a POL can be assigned a fund from a past fiscal year as long as the fund and the ledger for that fiscal year have been set as Active. The ledger and fund can be reactivated anytime after fiscal close (but shouldn't be left active long to prevent people from accidentally using ledgers and funds associated with a prior fiscal year for current fiscal year POLs).

The fund grace period needs to be set long enough to include the *transaction date* when we mark an invoice Closed (i.e. Paid). When the invoice is marked Closed, Alma posts the expenditure to whichever fund for a specific fiscal year was associated with the POL on the invoice. 
The invoice date doesn't have any effect on which fiscal year the expenditure is associated with. The POL creation date doesn't have any effect on which fiscal year the expenditure is associated with. It's the specific fund associated with the POL on an invoice that affects the fiscal year the expenditure is associated with. The ledger/fund status and the fund grace period just control whether we can make changes to fund expenditures on a date that falls after the end date for the fiscal year associated with a particular ledger. 

After rolling over ledgers, enter initial temporary allocations ($1) in all funds and make sure funds are set to allow overencumbrance/overexpenditure *before* rolling over POLs (Alternately: leave the Check Over Encumbrance box unchecked when you roll over POLs in Step 2)
Before rollover, unencumber continuous POLs that are only paid every two years.

Who needs to do FIscal Year Rollover

If you use Alma Acquisitions, you must do fiscal year rollover yourself.

If you do not use Acquisitions, I will do the rollover for you.

Institution

Uses Acquisitions? (Yes / No)

Rollover to FY2022 Completed

Bellevue College

Yes

 

Bellingham Technical College

No

 

Big Bend Community College

No

 

Centralia College

No

 

Clover Park Technical College

No

 

Edmonds Community College

Yes

 

Everett Community College

?

 

Grays Harbor College

No

 

Green River College

No

 

Highline College

Yes

 

Lower Columbia College

No

 

LWTECH

No

 

Olympic College

Yes

 

Peninsula College

No

 

*Pierce College

No

 

Renton Technical College

No

 

Seattle Colleges

Yes

 

Shoreline Community College

Yes

 

Skagit Valley College

Yes

 

South Puget Sound Community College

No

 

Spokane Colleges

Yes

 

Wenatchee Valley College

?

 

Whatcom Community College

No

 

Yakima Valley College

No

 

 

Chat

00:06:04    Wade Guidry:    https://docs.google.com/document/d/1Da6UPyPqdrd9BGTyiWWWZlJq2-gklKqrwZ1x1NmbatY/edit?usp=sharing
00:20:44    Kirsti Thomas (Seattle Colleges):    Helpful notes on fical close from University of Rhode Island: https://sites.google.com/a/uri.edu/librarytechserv/home/funds/fiscal_close
00:20:45    Wade Guidry:    https://docs.google.com/document/d/1Da6UPyPqdrd9BGTyiWWWZlJq2-gklKqrwZ1x1NmbatY/edit?usp=sharing
00:21:02    Lesley Caldwell (Pierce College, she/her):    Pierce is not using Acquisitions anymore
00:21:04    Tammy Siebenberg:    Could you alphabetize the list?
00:21:24    Sally Sheedy:    I got my MLIS from URI
00:21:45    Nicole Longpre:    I also don't have permission
00:21:54    Elena Bianco:    Likewise re: permission
00:23:12    Lily Kun (SPSCC; she/her):    I can't even access the agenda...
00:24:15    Cara Beth:    Same here, Lily
00:24:44    Kirsti Thomas (Seattle Colleges):    From my notes... The Fiscal Rollover process does 3 things: 1) It automatically creates a new fiscal year period based on previous fiscal year periods 2) It copies the codes and names from active ledgers and funds into new ledgers and funds associated with a new fiscal year period 3) It creates encumbrances in the new fiscal year for the following: a. Any One-Time POL that still has an encumbrance in the previous fiscal year b. Any Continuous POL that is not marked "Closed" https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/100Advanced_Tools/020Fiscal_Period_Closure
00:24:58    Nicole Longpre:    Super Paula!!
00:25:19    Wade Guidry:    https://docs.google.com/document/d/1Da6UPyPqdrd9BGTyiWWWZlJq2-gklKqrwZ1x1NmbatY/edit?usp=sharing
00:29:32    Melinda Martin:    Last year, I was able to roll everything over and extend the dates on the ledgers if necessary
00:33:27    Kirsti Thomas (Seattle Colleges):    More notes (pt. 1/4) ;)... When you create a ledger (and associated funds) in Alma, that ledger gets associated with a specific fiscal year that has a particular start date and end date. Ledgers and their associated funds stick around in Alma forever unless you deliberately delete them. The fiscal close process is just a semi-automated method of copying information about the names and structure of the ledgers and funds you're currently using into brand new ledgers and funds associated with a different fiscal year. The fiscal close process also marks the new ledgers and funds as Active and marks the previous ledgers and funds as Inactive. Even though we may reuse ledger and fund names in Alma from year to year, each year's ledgers and funds are different as far as Alma is concerned because they're associated with different fiscal years. I assume there's some kind of unique identifier for each ledger and fund hiding in a relational database table that we can't see. 
00:34:23    Kirsti Thomas (Seattle Colleges):    pt. 2/4: a POL can be assigned a fund from a past fiscal year as long as the fund and the ledger for that fiscal year have been set as Active. The ledger and fund can be reactivated anytime after fiscal close (but shouldn't be left active long to prevent people from accidentally using ledgers and funds associated with a prior fiscal year for current fiscal year POLs).
00:34:36    Kirsti Thomas (Seattle Colleges):    pt. 3/4: The fund grace period needs to be set long enough to include the *transaction date* when we mark an invoice Closed (i.e. Paid). When the invoice is marked Closed, Alma posts the expenditure to whichever fund for a specific fiscal year was associated with the POL on the invoice. 
00:34:48    Kirsti Thomas (Seattle Colleges):    Pt. 4/4: The invoice date doesn't have any effect on which fiscal year the expenditure is associated with. The POL creation date doesn't have any effect on which fiscal year the expenditure is associated with. It's the specific fund associated with the POL on an invoice that affects the fiscal year the expenditure is associated with. The ledger/fund status and the fund grace period just control whether we can make changes to fund expenditures on a date that falls after the end date for the fiscal year associated with a particular ledger. 
00:38:05    Kirsti Thomas (Seattle Colleges):    After rolling over ledgers, enter initial temporary allocations ($1) in all funds and make sure funds are set to allow overencumbrance/overexpenditure *before* rolling over POLs (Alternately: leave the Check Over Encumbrance box unchecked when you roll over POLs in Step 2)
00:52:01    Nicole Longpre:    I shared it with IT, they thought the processes were cumbersome
00:56:23    Nicole Longpre:    Yes it's different folks
00:56:31    Nicole Longpre:    But I know them all fairly well
00:56:59    Nicole Longpre:    I'm not including the CTC LInk lead, she's not great
00:57:32    Nicole Longpre:    She's not techy- her words
00:58:50    Elena Bianco:    We’re lucky - our ctcLink lead is our lead programmer and he’s awesome…
00:59:03    Nicole Longpre:    Nothing officially
00:59:35    Lesley Caldwell (Pierce College, she/her):    We kind of had to guess where we would be affected
01:00:09    Elena Bianco:    I’ve talked about it informally with the IT folks who I normally communicate with regarding patron loads.
01:00:51    Lesley Caldwell (Pierce College, she/her):    Thanks, Wade
01:00:56    Elena Bianco:    Thanks, all!
01:01:02    Melinda Martin:    Thank you all!
01:01:15    Nicole Longpre:    Thanks! See you Thursday some of you!
01:01:16    Sally Sheedy:    Thanks, I'm heading out.
01:01:17    Laura Staley_Library:    Thanks, everyone!
01:01:25    Deb Derylak (she/her):    Thanks, u
01:01:28    Patricia Naylor (South Seattle College):    I hope you all have a wonderful day.
01:01:28    Stephanie:    thanks everyone!