Announcements/Updates | @Kristin Martin | New documentation technical writers on the call, welcome! Highlights from PC minutes–MARCCat development has halted due to some development conflicts; instead Metadata SIG is recommending expansion of QuickMARC with guidance from Khalilah Metadata Management work on productivity stats–would welcome RM related feedback Sharon Beltane would like institutions to review report clusters–link in JIRA Revisiting Iris timeline–back to first release date (May 3) as per Capacity Planning team Discussion of moving SMEs into feedback loop (e.g. Dennis as an early-adopter able to do testing in scratch environment) to get feedback earlier than bugfest
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Fiscal Year Roll Over Demo
| @Dennis Bridges | Demo focusing on UAT set-up, but early in release/testing environment so there are some lingering issues pre-completion Plan to start testing Thurs. of next week (due to US MLK holiday on Mon., US Presidential Inauguration on Wed.)
Set Up: Start by assigning permissions; users need "Finance: Execute fiscal year rollover" Testing asks you to set up three "fiscal years" (with short periods for testing, like a few days) Create a ledger, and assign to first test fiscal year Did not create any groups–they are optional, but could be interesting to test locally if you plan to use them Created three Funds (A, B, C) and allocated funds to them in current test fiscal year; added higher allowable expenditure and encumbrance to budget Created some transfer activity on Ledger, encumbered at least one order (recommend encumbering 4-5, pay a few invoices for testing, but not too much so you can see what you've done more easily and see what it looks like on rollover; recommend testing at least one order of each type)
Demo: To start rollover, go back to Ledger; system is tracking current fiscal year based on today's date; if there's some overlap, system will look for next upcoming start date closest to today's date Actions>>Rollover System shows current fiscal year with period begin and end date; you can then choose Fiscal Year (want to refine so it only shows future fiscal years, rather than all of them.) You can also create a new Fiscal Year from the Rollover configuration screen "Do not restrict encumbrances" and "Do not restrict expenditures" checkboxes are there so encumbering/spending can continue before money is allocated to budgets if needed "Close all current budgets" checkbox to prevent spending and encumbering on all budgets during rollover Question from Sara C: institution didn't know what budgets would be in July, no allocations, but needed to pay things–confirming "Do not restrict..." checkboxes would need to be selected until budget was available? Answer from Dennis: normally you want a restriction; checkboxes are handled at ledger record level regardless of budget settings; so you can turn it off at the ledger level when needed. Other possibility, in actual Budget you have allowable expenditure and allowable encumbrance that can be set to blank, to indicate no restrictions; you can also set those values in Rollover budgets section of Rollover configuration
Rollover budgets Rollover encumbrances AOB Question from Virginia M: could we get a document started for running questions for RM, similar to ERM? +1 Sara C–table format is helpful for keeping track of what has already been addressed Question from Virginia M: When adding new contact to Organizations, how do you delete old contact from list that pops up, not just from Contacts interface? Also not clear how to edit? Answer from Natalya P: information isn't currently deleted from FOLIO, even if it disappears from interface Answer from Sara C: can only edit/delete from individual contact screen, not from list; Unclear if contact is unassigned if contact record can be edited or deleted
Question from Kristin M: what happens when a contact moves from one Organization to another? Do you need to create a second version? Sara C: advocating for consistency in set up for items in Inventory–right now filtering is really different between physical and e-resources
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