VOYAGER INTEREST GROUP Fiscal Period Close May 28, 2008

A little background  Acquisitions client  Tool to aid in the acquisition of materials that are represented in the Voyager catalog.  Manage materials funds in a more granular way than UR ledger (reporting funds)  Place orders and pay invoices  Track order and payment status

Overview of FPC process  Create new ledgers and funds  Set new fund allocations  Roll open orders to new ledgers  Close old ledgers

Why do we do it?  Across three campuses we have many ledgers and a gazillion funds.  FPC creates a copy of the past year’s ledger structure with new allocations so we don’t have to make a new one from scratch.  When open orders are transferred to the new ledger they are automatically associated with the current fund.

Preparing for the FPC process  Acquisitions staff review open orders Line Item Copy StatusInvoice Item StatusRoll Over PendingN/AYes Approved/SentNoneYes * Approved/SentInvoicedYes Received PartialNoneYes Received PartialInvoicedYes Received CompleteNoneYes ClaimedNoneYes ClaimedInvoicedYes Approved/Sent* Invoice PendingNo Received Partial* Invoice PendingNo Received Complete* Invoice PendingNo Received Complete InvoicedNo Returned NoneNo Returned* Invoice PendingNo Returned InvoicedNo Claimed* Invoice PendingNo

Preparing for the FPC process  Find and fix potential problems before the FPC  Approved and Invoiced, but not yet received will roll over and encumber funds in the new ledger. (To un-encumber funds in new ledger, invoice for zero.)  No orders with pending invoices will roll over. (Before FPC, approve or delete all pending invoices.)

 Open Order and Fund Snapshot Reports help staff analyze their orders and ledgers.  They can be printed by staff using the Reporter client.  To reduce the size of the Monograph Open Order reports we print only those Order/Invoice combinations that need action.  Reduces report from 200 to 5 pages. Reports

 All serial orders remain open and will roll over.  We do not print the Serials Open Order Report because it would be 1000s of pages long.  We can run alternative reports to find problems. For example, find any Serial Orders with pending invoices which won’t roll over.

Reports  Fund Snapshot report is a printed version of the ledgers and funds for the fiscal year.  Saves a snapshot of what the ledger was like before you do the FPC process.  Allows you to check and see that funds rolled over correctly for the new fiscal year.

Voyager System Administration  Define the new fiscal period

Voyager System Administration Define Rollover Rules  Line item types and purchase order types that will roll over  Check “Apply rule during next run of FPC”

Voyager System Administration  Apply rules to ledgers

Before Running FPC  Full system backup is performed each night  Turn off access to Acquisitions client.  Run batch process to save Acquisition data  Makes a copy of all the database tables affected by FPC  Allows you to keep using other clients during FPC and still have the option to restore to pre-FPC conditions if any problems occur.

Running the FPC process  Running the process is the easiest part!  Type in the command and wait

Analyzing Results  Open Order and Fund Snapshot reports are run again after the FPC for both the old and new ledgers.  Access to the Acquisitions client is restored for analysis only. No work can be done yet.  The reports and client data must be analyzed to make sure the FPC worked as expected.

Analyzing Results  Tips for quick analysis  In the Acquisitions client search for purchase order line items with your new serials fund. There should be plenty.  Check the size of your open order reports. If the count of pages on the pre-FPC report is the same as the count of the post-FPC report for the new ledger then your open orders rolled over to the new ledger.  Any other tips?

Signing Off  All three campuses must confirm that the FPC was successful before any work can begin.  Once the campuses sign off, Acquisitions staff can edit their new ledgers, add allocations, and resume their regular work.