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    SWIFT Update January 6, 2022

    Temporary SWIFT Warrant Change

    Due to supply chain issues, there is a temporary new format for SWIFT warrants. They are now being printed on new paper stock and are no longer postcard sized with self-sealing envelopes. The new warrants are now on trifold paper and mailed in envelopes. If you’re working with suppliers looking for a warrant in the mail, please advise them to look for the envelope from State of Minnesota, Minnesota Management & Budget. We will let you know when we go back to the regular paper stock.

    New Guides on Cancelling Punchout Purchase Orders (CTP) /Requisitions (CTR)

    Did you know that if you cancel a punchout purchase order (CTP), you must also cancel the associated requisition (CTR)? If you need to know how to cancel a punchout purchase order and requisition, make sure to check out two new Quick Reference Guides that will help you through this process. You can find them on the 

    Updated Purchasing Card FAQs 

    Have questions about purchasing cards (PCards)? Find your answers in the SWIFT PCard FAQ, which has just been updated for the new year.

    EPM Data Warehouse Training  

    Are you new to the EPM Data Warehouse and need basic information about SWIFT reports? Do you have questions about which EPM Data Warehouse reports can give you the SWIFT information you need? The SWIFT Training team is offering support for SWIFT reports in the EPM Data Warehouse.

    • One-On-One Sessions: Request a one-on-one session with a SWIFT trainer for SWIFT reports by emailing your request to: SWIFT.Project@state.mn.us
    • Online Labs: Sign up for an informal, online lab based on a SWIFT topic. These informal, online labs provide training on a SWIFT topic and then allow you to try it along with the SWIFT trainer. Request to be added to the online lab by emailing SWIFT.Project@state.mn.us

    Lab Topic

    Description

    Date 

    Time

    Use the OBIEE Data Dictionary Lab

    Learn about this tool to find SWIFT datasets in the EPM Data Warehouse.

    Jan. 11, 2022

    9:00 a.m. - 9:30 a.m.

    Use Standard Reports Lab

    Get an overview of the SWIFT reports on the Statewide dashboards. Learn about how to edit a standard report, create filters, and save a customized report in My Folders.

    Jan. 12, 2022

    9:00 a.m. - 10:00 a.m.

    Create and Save the MFR Report Lab

    Learn about a standard Manager’s Financial Report (MFR) from the Statewide dashboard. Edit the report, create filters, and save a customized report in My Folders.

    Jan. 25, 2022

    9:00 a.m. - 10:00 a.m.

    Set up My Dashboard Lab

    Gain an overview of My Dashboard. Learn how to add SWIFT reports to it.

    Jan. 26, 2022

    9:00 a.m. - 10:00 a.m.

    Create and Save the All Expenditures Report Lab*

    Learn about a standard All Expenditures Report from the Statewide dashboard. Edit the report, create filters, and save a customized report in My Folders.

    Feb. 09, 2022

    9:00 a.m. - 10:00 a.m.

    Create and Save the All Receipts Report Lab*

    Learn about a standard All Receipts Report from the Statewide dashboard. Edit the report, create filters, and save a customized report in My Folders.

    Feb. 22, 2022

    9:00 a.m. - 10:00 a.m.

    Understand the SWIFT Data in the EPM Data Warehouse Webinar

    Learn about the structure of canned reports and ways to get the intended SWIFT data effectively and accurately before running or updating reports.

    Feb. 24, 2022

    9:00 a.m. - 10:00 a.m.

    *Note: Prior to taking the specialized report labs, we recommend taking the Use Standards Reports lab.

    SWIFT Training

    The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

    • Webinars: Enroll in upcoming webinars on Learning Management. See Upcoming Webinars below. Webinars run 60 to 120 minutes and include live demos of SWIFT processes.
    • Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
    • Introduction to SWIFT eLearning: This online class demonstrates how to navigate SWIFT, use SWIFT reporting tools, and find additional SWIFT resources. After learning this material at your own pace and passing the quiz, you’ll receive a Certificate of Completion.
    • One-On-One Sessions: Request a one-on-one session with a SWIFT trainer by emailing us at SWIFT.Project@state.mn.us.

    Upcoming Webinars

    To enroll in a SWIFT webinar or eLearning class, sign in to the Self Service or Admin Portal and select the Learning Management tile.

    1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
    2. From the Search Results, select the webinar you would like to take.
    3. Press the Enroll button, and check your email later for an invitation with instructions on how to attend the webinar.

    Currently, there are seats still available for the following webinars and eLearning.

    Module

    Webinars/eLearning

    Date 

    Time 

    INTRO

    Introduction to SWIFT eLearning

    Anytime

    Self-Paced Class

    EPM

    Introduction to EPM Data Warehouse/SWIFT webinar

    Jan 19, 2022

    9:30 a.m. - 11:30 a.m.

    KK

    Budget Journal Administration webinar

    Jan 19, 2022

    9:00 a.m. - 10:30 a.m.

    BI

    Billing Part 1 webinar

    Feb 01, 2022

    9:00 a.m. - 10:30 a.m.

    BI

    Billing Part 2 webinar

    Feb 03, 2022

    9:00 a.m. - 10:30 a.m.

    PO

    Overview of Purchase Orders webinar

    Feb. 08, 2022

    9:00 a.m. - 10:30 a.m.

    AR

    Create, Correct, and Verify Direct Journal Deposits webinar

    Feb. 15, 2022

    9:00 a.m. - 10:30 a.m.

    AR

    Enter Deposits and Apply Payments for SWIFT Invoices webinar

    Feb. 16, 2022

    9:00 a.m. - 10:30 a.m.

    AR

    Use Maintenance Worksheets to Manage Customer Accounts webinar

    Feb. 17, 2022

    9:00 a.m. - 10:30 a.m.

    AP

    Create Vouchers in the Accounts Payable webinar

    Feb. 23, 2022

    9:00 a.m. - 10:30 a.m.

    SC

    Supplier Contracts - Create Contract Shell webinar

    Mar. 08, 2022

    9:00 a.m. - 10:00 a.m.

    SC

    Supplier Contracts - Import and Process a Contract Document Electronically webinar

    Mar. 15, 2022

    9:00 a.m. - 10:00 a.m.

    SWIFT Help Desk

    Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

    Email: SWIFTHelpDesk.MMB@state.mn.us

    Phone: 651-201-8100, option 2

    Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday (closed holidays)

    When contacting the SWIFT Help Desk, make sure to include details about your question or issue, including:

    • Your Business Unit
    • Description of the issue/question
    • SWIFT Module (Accounts Payable, Purchase Orders, etc.)
    • Transaction ID (Voucher ID, PO ID, etc.)
    • Error message print screen

    Additional assistance can be found on the SWIFT Training Guides page.

    SWIFT Update Newsletter

    The SWIFT Update is sent to everyone on the SWIFT Update subscription list. To subscribe or unsubscribe to this newsletter, use the links below.

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