Attending: Linda Young (ILR), Mary Arcangeli (Mann), Bill Kara (Mann), Susanne Whitaker (Vet), Robin Wakeman (Vet), Katie Margolis (Hotel), Kathy Teeter (Hotel), Jeanne Samimy (Geneva), Ann Augustine (Endowed units), Linda Westlake (Endowed units/IMT), Joel Zumoff (DLIT).

1) LMS Participation
Each library unit is structured a bit differently in terms of accounting responsibilities and there are wide variations in the use of the current library management system (NOTIS) for acquisition ordering, payment and reporting functions. Mann and endowed units make full use of NOTIS acquisitions, while Vet, ILR, Geneva and Hotel use these functions in NOTIS either partially or not at all. There were concerns expressed by some about the benefits of fully using the Voyager acquisition module. An on-line demo of the Voyager Acquisition/Accounting system will be arranged soon for the group to illustrate the system capabilities. Since LMT made a policy decision that when Voyager is implemented all units will use Voyager's basic LMS functionality, any significant reservations about using the new acquisition module should be explained by the unit to the appropriate AUL representative on LMT.

2) Schedule
The recently announced Voyager implementation schedule was discussed.
* The accounting units will need to pay particular attention to coordinating the planned early NOTIS fiscal year end (June 13th) to the university's year end of June 30th and to special processing of invoices during that period (e.g.manually).
* Since NYS funds must be spent by 6/30/00, statutory reps indicated it may be beneficial to use up NYS funds prior to June 13th and use non-NYS funds between June 13 and June 26th (the start of Voyager).
* It is likely that the amount of materials received but not invoiced by June 30th will be greater than normal - appropriate expense accruals will be required on the university's accounting ledger.
* Additionally, invoices processed in Voyager between June 26th and June 30th will be considered fiscal year 1999/2000 for accounting purposes and must be recognized in reconciling LMS activity to university accounting activity.

3) Financial Functions & Issues
a) Fund Accounting: We discussed a handout showing a sample Voyager fund hierarchy structure and various options for capturing format/class code and "L3" information. We will be testing the option of capturing format and "L3" information in bib and/or order records and linking to the fund record to report expenditures by format, etc. Capturing the format and "L3" information in the Voyager hierarchy would result in our approximately 600 NOTIS funds exploding to thousands of funds within Voyager - a situation we would clearly like to avoid. Once it is determined what information must be captured in the Voyager fund hierarchy (format? L3?), we can finalize the new fund design and map all NOTIS funds to the Voyager system. NOTIS funds are not automatically migrated to Voyager and there will be no automatic rollover to the new fiscal year. The fund structure and related balances must be manually loaded into Voyager as part of the implementation configuration.
b) Invoice Processing:
* NOTIS vendor records will migrate to the new system, including the "L" number used by endowed units for the university vendor ID.
* As with NOTIS, there will need to be two options for sending voucher payable information from Voyager to the university payable office. 1) an electronic feed for the endowed units (Hotel may also be able to use this option) and 2) a printed special form for the NYS standard vouchers which require manual approvals.
c) Bursar & Payable interfaces (Joel Zumoff): All units (except Geneva which does not levy fines) are part of the NOTIS daily electronic fine and fee data feed to the bursar system. We discussed whether a bursar interface/report should be run automatically or be run on request in each unit. The consensus was that, since the information is being processed by another university department and since units do not need to DO anything with the information, it should be run automatically as a production job - details on how and where need to be worked out. Joel will be working on creating both the bursar and payable interface functions in Voyager.
d) Security (Bill Kara): As chair of the IMT Security group, Bill Kara reported on some of the issues being discussed. Individual logons with passwords will generally be used by staff and they will be linked to locations and functional profiles (handout provided for sample Acquisitions profiles) within the security system module. The security will be a combination of system and policy-based restrictions.

4) Reports
a) Voyage Reporting (Lydia Pettis) - Lydia missed the meeting due to a training conflict. A table of Voyager reporting issues prepared by Lydia is attached to the message sent to the accounting group. It summarizes the types of Voyager reports, who is expected to use them and equipment and software requirements.
b) Financial Accounting Reporting Needs - We discussed the need to identify and prioritize accounting information (including existing NOTIS reports) required by the units. This will allow us to identify what information to capture, as well as identify training and equipment needs by individual. A reporting survey has been distributed and will be completed by each unit. The Vet library has already started this analysis.

5) Training
Ann Augustine is the Fund Accounting trainer for the new Voyager system. Statutory and Hotel staff will need to evaluate the system to address special work flow impacts in their areas. The training is scheduled to be conducted March through May.

6) Test Cases
Testing is planned between now and April to verify data migration results, functionality and work flow impacts. All units are encouraged to participate in testing or submit test cases for processing. More information will follow in this area.

7) Action Items for each unit
a) Schedule and attend Voyager accounting demo for group - date to be determined
b) Identify reporting needs (reply to reports survey by 2/18/00)
c) Identify who will be running reports
d) Identify training needs for reports (MS Access) and Voyager functional areas
e) Identify equipment needs