2022-04-26 Acquisitions Meeting notes

:03

Fiscal Year rollover

Greg Hutton

• Greg Hutton from Okanagan College located in British Colombia, 

• In Kiwi

• Will talk about what they experienced, what they broke, 

• They have 4 campuses but technical services are centralized. 

• 70% of budget is tied up in databases. 

• 20% tied to subject selectors. 

• They do not carry over encumbrances. 

• Signed folio contract for folio in feb'21 and migrated in May '21

• Migrated from Voyager to Folio

• They were satisfied with Documentation 

• They did not test first in a test environment. 

• Documentation says to take a screen shot of

• Learned, his focus was on bottom line, what was spent, what we had.... but there are a wide variety of options available. 

• They are only using four fund type. 

  • Frim

  • DDA/PDA

  • One time

  • Standing orders

• Would set allowed encumbrance back to 100%

• Problem: By not checking some of the rollover encumbrance options, may have tried to force through or generate null values. When tried to open up their adjustment ledger it would go into an 'endless timeout'. A Jira ticket has been opened. 

• Dennis: There is no overall cap for the budget

• From Scott Perry to Everyone 12:18 PM
  I've always been troubled by the lack of a limit based on available balance as opposed to the 100% applied to encumbrances or expenditures as separate totals.

• Ann-Marie: If you allow overspending on certain funds, you should think about underfunding other funds. 

• From Dung-Lan Chen to Everyone 12:35 PM
  There is also the case that we have to prepay something as it's required by the seller/vendor, but the item won't arrive before rollover, so it shouldn't be encumbered again as it's already paid for.

• From Kristin Martin to Everyone 12:36 PM
  but it will re-encumber, whether you like it or not!

:44

UAT Testing

Dennis

• Would like to start UAT testing next Monday

• updates to managing voucher export

• export of invoice data

• Finance export

  • Exporting fund and budget information to csv

• Are there people that would like to test all of those thing?

  • Four people expressed interest in testing all 

• Dennis: They have been testing exporting about 40K lines. This takes about 4 1/2 minutes. Does anyone know a ball park of how many invoices they might be exporting? If anyone can ball park their use cases for exporting invoice lines, please place that information in slack. 

• From Scott Perry to Everyone 12:50 PM
  40k invoices or invoice lines?

• From Dennis Bridges to Everyone 12:51 PM
  40K invoice lines

Processing invoices against previous fiscal year

• Processing invoices against previous fiscal year

• Dennis to Greg: Are you finished all the work against the previous fiscal year? Are you thinking about a way to correct last year's budget? 

  • Greg: It's resolved as much as possible before we roll over.  

Field based permissions

• Please think about it and share if you think it's important. App Interaction is trying to gauge if there is enough interest it. 

  • example: In user record you can see passwords or not.