Re: [IUG] Merging Accounting Units?

["Seeman, Corey" <cseeman at bus dot umich dot edu>]

Fred (et al) - 
 
Here is where a call to the helpdesk/sales consultant might be in order.  I do not believe that you can move the accounting units, since they are based on your passwords, not on a parameter in the reports, fund codes and records.  So in many ways, this might involve an acquisitions migration (of sorts) that the Innovative staff would need to undertake.  The trick is that a password really cannot be affiliated with more than one accounting unit at a time - so there is no easy way to move them over.
 
The accounting units are setup to keep money and information about that money separate.  So in many shared systems - the law library is on a separate accounting unit.  What might be a way to move without migrating is to replicate the merged accounting units into a single one.  So if you have a "main" accounting unit, you could start using that for all your new orders.  Maybe a fiscal year would be good time to change.  >From an administrative point of view, you would need to add the codes/funds/etc. to the main accounting unit prior to use. You would also need to give people in one of the accounting units two sets of passwords - so they can look at the older records and start working with the newer ones.  Over time - they need for the old set of passwords would go away as all the older records are received and paid for.  
 
I would be interested to see if anyone has done this before.  While it seems like a pain, if you want to reduce the accounting units, this might work.  Ultimately, you would want to work with Innovative staff to finalize the accounting units, but this might be a good transition.
 
Ultimately, this should be driven by what you want to accomplish at Arizona State.  If will not be easy or work-free, but if the desired outcome is met - then it would be a worthwhile job.  At Toledo, we had two accounting units and it was a pain to find that the record I needed was in the other accounting unit.  So if you do not need it - then it is a good idea.  Remember, that this will not have any impact on circulation or the WebOPAC.  But if will have an impact on Acquisitions and possibly Serials - if you have separate check in units.
 
Hope this helps.
 
Best - Corey
 
Corey Seeman
Director
Kresge Business Administration Library
Ross School of Business
The University of Michigan
cseeman at umich dot edu
(734) 764-9969
(734) 717-9734 (cell)
(734) 764-3839 (fax)
 
Kresge Library Home Page: http://www.bus.umich.edu/kresgelibrary/ <http://www.bus.umich.edu/kresgelibrary/> 
My home page: http://www-personal.umich.edu/~cseeman/index.html <http://www-personal.umich.edu/~cseeman/index.html> 
 
 
 

________________________________

From: innopac-bounces at innopacusers dot org on behalf of Fred McIlvain
Sent: Fri 5/9/2008 4:21 PM
To: IUG INNOPAC List
Subject: [IUG] Merging Accounting Units?



We are going through a workflow evaluation and redesign here at ASU.  We
currently have 4 accounting units.  We are thinking of consolidating the
workflow down to one accounting unit.  Does anyone know if it is
possible to merge accounting units?

Or does anyone have any suggestions for how to move from 4 to 1?

Thanks,

Fred McIlvain
Informatics and Cyber Infrastructure Services
Arizona State University Libraries
Tempe, AZ  85287-1006
Phone 480-965-9427
FAX 480-965-7595
Fred dot McIlvain at asu dot edu


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