Fiscal Year Rollover (FYRO) Instructions

1. Before starting the FYRO process, review all open orders and make sure they are in the status you expect. 

2. Index Data will run a script provided by the FOLIO community (we call it the “fix encumbrances” script) to deal with encumbrance issues created by a variety of processes in FOLIO (none of which were user-error):

   1. Remove duplicate encumbrances  

   2. Update POL-encumbrance connections  

   3. Fix Fund IDs on POLs  

   4. Fix order status on encumbrance transactions  

   5. Warn us about remaining duplicate encumbrances  

   6. Update release-status on encumbrances

3. When the script has been run, review the log and address any problems found. Any duplicate encumbrances, for example, will cause FYRO to fail. 

4. Review your budget summaries to ensure they are accurate. We’ve found that any deleted or canceled invoices (processed in an older flower release) can cause problems.

5. Verify:  

   1. All invoices are either ‘Reviewed’ or ‘Paid’. 

      1. Anything in the ‘Open’, ‘Reviewed’ or ‘Approved’ status needs to be deleted, marked as paid, or canceled before proceeding. 

   2. Awaiting payment = $0 for all funds  

   3. All open orders are on ‘Active’ funds  

   4. Current fiscal year ends on the day you plan to run FYRO; New FY starts the next day

      1. These dates can be edited later to reflect true fiscal year open/close.

6. Index Data will clone your production environment to your test system. Plan to complete all of the following steps in your test environment first, and then move to production after successful tests.This allows us to react to any errors in your test environment and roll back the data if necessary. 

   1. Note: Only one ledger can be rolled over at a time. If you have multiple ledgers/libraries, please coordinate timing. 

7. Run FYRO on test for each individual ledger. We recommend using the “Test Rollover” option before proceeding with Rollover. 

   1. Recommendation: uncheck the boxes that enforce all budget encumbrance and expenditure limits and ‘Close all current budgets’.  If you are planning on zeroing out the budgets and entering new ones after the fiscal year has begun, these settings are important.  

   2. If you plan to set budgets for the new fiscal year during this process, have your plan ready by fund type.

   3. Rollover of encumbrances are done by order type:  

      1. For ongoing encumbrances, if you encumber them, you can choose to rollover the encumbrance based on the amount spent last fiscal year, the initial encumbrance based on the price in the POL, or the encumbrance remaining on the POL (not recommended unless it’s a monographic serial with a set price you know in advance and are drawing against).  

      2. For one-time encumbrances, you’ll want to choose ‘Remaining’.  

   4. The time it takes to process FYRO varies by library based on # of orders and funds.  It can take anywhere from 20 minutes to several hours.  We’ll keep track during testing so you can plan appropriately when performing FYRO on production.

   5. You can review your settings from previous rollovers in the Rollover Logs.

8. Once Rollover is complete (in Test), review the logs for errors to address and look at the funds’ financial summaries to ensure they match expectations. 

9. Now, the same process can be performed in production. Please do not run FYRO in production until you have the go-ahead from Index Data. 

   1. We will re-run the fix encumbrances script just in case there have been changes.

   2. We will make a new backup of your production data.

   3. You will run “Test Rollover” in the Production System and review the results.

   4. You will run FYRO in Production.

Sample Schedule (these do not need to be back-to-back weeks!):

• Test :

  • Tuesday: 

    • Index Data runs the “fix encumbrances” script in production so your data is fresh.

    • Index Data will copy production data over test.

    • Index Data will make a snapshot of your acquisitions data in test so we can roll it back if needed.

  • Wednesday: Library runs FYRO in the test system

    •  Restore data and re-run as necessary.

• Production: 

  • Monday: 

    • All acquisitions activity for library ends.

      • This may vary by library, please check in with your account lead if you have questions. 

  • Tuesday: 

    • Review data and confirm order status.

  • Wednesday: 

    • Index Data re-runs the “fix encumbrances” script in production.

    • Index Data will make a snapshot of your acquisitions data in production so we can roll it back if needed.

    • Run FYRO in production.

NOTE: If you have ledgers that will be rolled over at different times, we will request that ALL libraries pause acquisitions activities until each rollover process is complete.