Acquisitions ROLLOVER

JUNE 13-15, 2011 LANCASTER, PENNSYLVANIA

Acquisitions ROLLOVER

Step-by-step review of the Symphony rollover procedure


Rollover @ F & M

In Symphony, rollover can be conducted anytime, but we rollover yearly.

The following step-by-step process is taken from SirsiDynix Helps. There may be other institutional steps, depending on accounting and curricular requirements. (ex) April-March cycle, Contingency fund.

Coordination with systems administrator is essential, should an accident occur.

Bottom Line: An accurate Rollover is essential to insure institutional accountability, and organizational viability.


PurposeTo create a new, discrete period of time

(i.e., a new fiscal year)

for all acquisitions activity…

• Essentially, rollover process involves copying old fiscal year to new fiscal year, then purging data from old fiscal year.• fund budgets, encumbrances, invoiced and paid amounts thereby yielding free balances• order lines from outstanding purchase orders• system vendor accounts within new fiscal year


Online Help Overview SirsiDynix provides easy-to-understand, algorithmic online help…

…which should be thoroughly and completely read until understood prior to beginning the rollover process.


OVERVIEWThe process is, at its most macro level, one of….

Duplication of certain records based upon common characteristics (into NEW fiscal year)

Purging of certain records based upon common characteristics (from OLD fiscal year)

Steps must be done in a certain prescribed order or…

DATA damage or loss will occur


To begin…

• Have System Operator do a complete back-up and then do a HALT and RUN• Do not allow A N Y Acquisitions activity while roll over is in progress ! ! !


Step 1• Run “List Orders, Lines” Report against the CURRENT FISCAL YEAR. This report will store data that would be necessary to manually re-create any data lost during rollover.


Step 2Run “List Funds, Cycles” Report against the CURRENT FISCAL YEAR which will provide a “snapshot” of all fund status just prior to executing rollover.


Step 3Run “Rollover Fund Cycles” ReportIT IS CRITICAL that the “OLD” and the “NEW” fund cycle be correctly denoted, as well as any other variables desired.


Step 4Run “Rollover Vendor Cycles” Report


Step 5Run “Rollover Basic Orders” Report


Step 5 (con’t)


Step 6 Run “Rollover Recurring Orders” Report


Step 7 Run “Remove Selected Order Lines” Report


Step 7 (con’t)


Thank You!

Andy GulatiSystems LibrarianFranklin & Marshall [email protected]

Marty GordonContent Services LibrarianFranklin & Marshall [email protected]

Documents

Acquisitions ROLLOVER