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SWIFT Update January 12, 2017

New Process for Appropriation Budget Entries and Adjustments

Instead of using paper forms and Excel spreadsheets, agencies will submit their appropriation budgets for the 2018-2019 biennium to MMB online using a new web-based system called Appropriation Maintenance Application (AMA). Begun in late 2015 and scheduled for go-live on April 3, 2017, AMA is a custom-designed and built system that will centralize and automate the process for requesting and approving new appropriations and changes to existing appropriations for upload to SWIFT and BPAS.

Users will access AMA through a link in the statewide systems portal; the system will use existing SWIFT Security roles. Agency Preparers will process appropriation budgets requests and change requests in the system and route them to Agency Approvers. Once the agency’s MMB Executive Budget Officer has approved the transaction, it will pass to SWIFT Support for approval and upload to SWIFT and, finally, to Budget Operations for upload to BPAS. Agencies will be able to track the progress of their requests on-line.

System testing will begin in January, with User Acceptance Testing targeted to be completed in mid-February. Training for state agencies on the new system will be held during March at the Centennial Office Building in St. Paul. Training session dates and signup will be announced in early February. System development is financed through a 2013 legislative appropriation for budget systems development. The Appropriation Maintenance Application (AMA) project team includes MMB staff from SWIFT Module Support, Budget Operations, and staff from MN.IT at MMB.

If you would like to receive future updates on the system, request to be added to the Budget Systems newsletter list by emailing

SWIFT FMS System Maintenance

SWIFT's Financial Management System (FMS) is scheduled for a PeopleTools upgrade on Friday, January 27, 2017, beginning at 6 p.m. The upgrade is expected to be completed Sunday, January 29, 2017. SWIFT FMS and Supplier Portal will be unavailable during the upgrade.

The PeopleTools maintenance upgrade will not change the look and feel in SWIFT. Please contact the SWIFT Help Desk with questions about the PeopleTools upgrade or system downtime. 

Department of Administration:  New Look, Same Great Service

The Department of Administration has a new look! The debut of their new logo is a visual reminder of how state agencies collaborate and work together to make Minnesota a great place to live, work, and play.
The transition to a unified state logo presented Admin with a great opportunity to act on employee suggestions for updating division names that better reflect the work they do. They are pleased to announce the name changes for the following divisions:

These new division names paired with their new logo will help all customers easily locate the services they need while also supporting their mission to lead innovation, create solutions, and provide exceptional service to their customers, employees, and the public. You will see a new look, but expect the same great service from Team Admin! 

Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following modules. Classes are free of charge and open to everyone. You can enroll for this training by opening Employee Self-Service and selecting the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Seats are available in the following classes:




AP Voucher Entry, Maintenance, Approval & Reporting Tools (AP2)

February 22, 2017

8:30 am to 4:00 pm

AR Direct Journal Deposits (AR/BI3a)

January 25, 2017

8:30 am to 12:00 pm 

AR Item Deposits & Applying Payments (AR/BI3b)

January 25, 2017

1:00 pm to 4:30 pm

AR Account Maintenance & Customer Interactions (AR/BI3c)

January 26, 2017

8:30 am to 12:00 pm

Budget Journal Administration (BC2)

February 2, 2017

8:30 am to 4:00 pm

Create & Manage Purchase Orders for Buyer Roles (PO1)

January 24, 2017

8:30 am to 4:00 pm

Create & Manage Supplier Contracts (SC1) 

January 31, 2017

8:30 am to 4:00 pm

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
651-201-8100, option 2 or by email

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

When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. Information to include with your message:

  • Issue Description
  • Business Unit
  • 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 Reference Guide page.

SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

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