If true, then all budget must be closed in rollover time UIF-175 - Getting issue details... STATUS

Andrei Makaranka : How many users can start rollover at the same time?

Dennis Bridges Each ledger could rollover independently but most would roll one at a time. Generally there is one user that handles the rollover at each institution. However, for a multi library instance each Ledger could be rolled over by a different user.

Andrei Makaranka: Could you clarify what "unfinished orders" are and what encumbrances should we choose for a rollover?

Dennis Bridges Any "Open" orders should be considered in the rollover. However, some may not have encumbrances. Closed and pending orders will not need encumbrances created during rollover for the new fiscal year.

Andrei Makaranka: There are to approaches how to rollover budgets:

1.  After the start of the rollover all selected active budgets will be blocked(Status = "Closed") for any operations and then all new budgets start to be created.
2.  After the start of the rollover, the budgets are blocked(Status = "Closed") and new ones are created for them one by one.

Example : Block first budget and then create new budget. Block second budget and then create new budget.

What is the right approach from business view?

Dennis Bridges This process is generally done while all other system activity is frozen. Meaning the expectation would be that if I am rolling over Ledger A no one can spend money against any of the budgets assigned to Ledger A. Option 1 seems like the appropriate approach.

MODFISTO-167 - Getting issue details... STATUS

Andrei Makaranka: Do we need set "Active" status for new budgets immediately after creation or only when rollover will be finished?

Dennis Bridges So long as the system can still create the necessary encumbrances I believe we should activate the budget last. So the users can be sure no one is able to order or invoice against them during rollover.

MODFISTO-157 - Getting issue details... STATUS

Andrei Makaranka: We need set of checks which we can use for building error report.

Also it's needed for estimating the scope an effort what we need for implementing a rollover check process.

Could you please provide this set of checks? 

Dennis Bridges The checks would include:

Were budgets closed successfully for previous fiscal year?

Were budgets created successfully for new fiscal year?

Were budgets activated successfully for new fiscal year? Note: if Fund status is Frozen, then new budget should be created in status Frozen.

Were allocations created against all new budgets successfully for new fiscal year?

Were encumbrances created for all POLs against new budgets for new fiscal year?

Andrei Makaranka: Library will want to release all remaining encumbrances in the fiscal year that is being closed?

Dennis Bridges No, I have confirmed that the encumbrances should remain as they are in the fiscal year being closed, for reporting purposes. 

Andrei Makaranka: What field need to be included in the error report?

Dennis Bridges 

Order error table

POL Number (Hyperlink) Dennis Bridges It will be difficult to understand in which POL error occurs. Can we store link on order?

Failed action(s) (Eg. Create Encumbrance)

Amount (Eg. $104.03)

Fund Code (Eg. ECON) (Hyperlink)

Error message (Eg. Not enough money available in the Fund to create encumbrance)

Fund error table

Fund Code (Hyperlink)

Failed action(s) (Eg. Create allocation)

Amount (Eg. $1000)

Error message (Eg. System error: server could not be reached)

Aliaksandr Pautau : What should happen to invoices during a rollover, specifically with Pending payments?

Dennis Bridges : 
Any invoice with a pending payment that IS NOT in the workflow state "Approved" should be moved into the next fiscal year (Note: Currently this is not an issue, but we will be implementing a feature in the future that will mean creating pending payments for all invoices that are Open).

Any invoice with pending payment(s) that are in the workflow state "Approved" should NOT rollover pending payments into the next fiscal year. Important: Also, any payment or credit for the invoice should be created for the FY during which the invoice was approved.

• Eg. Invoice 1234 is approved in FY2020. The ledger is rolled over into FY2021 and then the invoice is transitioned to paid. Payments are created for FY2020 budget.

Andrei Makaranka In what order should we process orders during rollover?
Examples: 

1. We can start from the very first in time to the last created order.
2. We can start with the orders with the least encumbered amount of money booked or vice versa.

Dennis Bridges

We will start from the oldest orders and finish with the newest orders.

Andrei Makaranka Is not clear how to create new fiscal year rollover? 

In mockup https://drive.google.com/drive/u/0/folders/1OGnJNiNVgm6c6qifjDf-ZXnAhlv54JTV

• FY20 - Is this the fiscal year code? If yes why the use can't edit the code?

Dennis Bridges

Mockup has been updated so the user will not need to edit the Fiscal year at this time. They can select an existing year or create a new one during rollover.

https://drive.google.com/file/d/15i9H9JM6Tk6DDv9M2ubkzincxN4xep2t/view?usp=sharing

Andrei Makaranka Is not clear how to change costs in mixed POL?

How to split percentage between different types physical and e-resource?

Dennis Bridges

We are not really concern with cost being updated it might be ideal not to update the cost. Particularly when basing the increase on amount expended which could be higher OR lower than current cost of POL.

Aliaksandr Pautau In case of an error of lack of money in the fund: Should we skip the creation all encumbrances for the order, or only for a fund where there is no money?

Dennis Bridges

In this case the order should be skipped. Essentially it should appear in the error report after rollover as having failed because the encumbrances could not be made. Because there was not enough money available in FUND XYZ

MODFISTO-157 - Getting issue details... STATUS

Andrei Makaranka How to be in a situation if in the same POL we have funds from different ledgers and then the cost changing affects the ledger who did not rollover?

Dennis Bridges

In this case the order should be skipped as well. Essentially it should appear in the error report after rollover as having failed because the encumbrances could not be made. Because there was not enough money available in FUND XYZ. Ideally IF the other ledger was rolled over already, at which time this order failed to encumber. Then rolling over this ledger would make another attempt and this time it would be successful encumbering both funds as they would now have allocations. So again either the order is entirely successful or not and if not it is flagged for the user in the report.

Andrei Makaranka Should user has specific permissions for starting rollover? (the similar like we done for approve order)

Dennis Bridges Yes, note the permission reference in UIF-168. "Finance: Execute fiscal year rollover" permission.