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Acquisitions Procedures: FY25 Close

FY25 Highlights & Documentation

Fiscal Year 2025 close is about 6 weeks earlier than previous years, due to the Voyager to Alma migration.

Fiscal Year 2025 close schedule was approved by the ILS Strategy and Oversight Group
At the end of May, all Cataloging and Acquisitions work in the ILS will cease, until we come up in Alma
Approval and cataloging vendors have been notified of the earlier shipping dates
Dates based on a Voyager freeze beginning on Monday May 19, 2024

Documentation:

Table of FY25 Close Timeline
Responsibility	Description	FY25	FY24
Selectors	Selectors begin actively reviewing Open PO reports and working with TS on outstanding invoices	Feb. 1	Mar. 1
Technical Services	Send Final EOY shipping notices to approval vendors	Mar. 21	Apr. 12
Selectors	Last day to submit e-resource orders for new vendors to ERSM to allow for vendor setup and license reviews	Apr. 4	May 10
Selectors	Last day to submit e-resource orders for existing vendors	Apr. 11	May 17
Technical staff	Last day to submit new vendor set-up requests to LBO	Apr. 18
Vendors	Last day for approval vendors to ship	Apr. 18	May 10
LBO, MPS, ERSM, LIT	Test run of Fiscal Year rollover processes entered into Voyager Test system	Apr. 23	Jun. 5
Technical staff	Last day to create orders in Voyager for all vendors (excluding Rush)	Apr. 25	Jun.7
Selectors, Technical staff	Last day for selectors, curators, and all subject libraries to submit invoices to TS for processing	Apr. 29	Jun. 11
Selectors, Reserves units, Technical staff	Last date to place orders for rush requests/reserves with Amazon or GOBI	May 1	Jun. 13
Technical staff	Last day to receive orders in Voyager	May 2	Jun. 14
Technical staff	Last day for TS to submit invoices to LBO	May 2	Jun. 14
LBO	Last day for LBO to approve invoices	May 5	Jun. 18
Library IT	Acquisitions moves to read-only. Rollover days begin. Rollover rules entered into the Acquisitions client	May 12	Jun. 21
Library IT	Auto allocation (funding spreadsheet) is run in Voyager -- allocating starting funding for the new FY	May 15	Jun. 28
Library IT, TS, LBO	Final review and sign-offs	May 16	July 2
ALL	Voyager cataloging and acquisitions enters technical freeze	May 19