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    SWIFT Update January 18, 2024

    Statewide Systems Maintenance

    To stay up to date with our statewide systems, Minnesota Management and Budget along with the Department of Administration and Minnesota IT Services are working to upgrade all statewide systems to be supported by latest version of PeopleTools. PeopleTools provides the underlying technology for all statewide applications (PeopleSoft applications).

    The anticipated launch date for this project is Tuesday, February 20, 2024. We anticipate that all statewide systems will be unavailable due to the system-wide upgrade Thursday, February 15, 2024, starting at 6 p.m., through Tuesday, February 20 at 6 a.m. Please plan around this time to minimize the interruption of critical business functions. We apologize for the inconvenience.

    Important note for Buyers:Please ensure that your events are not scheduled to start or end during this time as the Supplier Portal will also be unavailable.

    Impacted systems include:

    • Appropriate Maintenance Application (AMA)
    • Budget Planning and Analysis System (BPAS)
    • Capital Budget System (CBS)
    • EPM Data Warehouse
    • Fiscal Note Tracking System (FNTS)
    • Learning Management (ELM)
    • Recruiting Solutions
    • Self Service
    • SEMA4
    • SWIFT (Including Supplier Portal and Mobile Inventory)

    While the updated version of the Administrative Portal and SWIFT application pages will have aesthetic changes, this upgrade will not affect how accounting and procurement processes are completed. The upgrade includes a new look and feel with simpler navigation intended to make a more efficient user experience by reducing clicks and providing multiple avenues of navigation. Overall navigation remains tile-based using navigation collections.

    Stay informed with the SWIFT Update as we provide sneak peeks and anticipated changes in the coming weeks.

    SWIFT Hot Topics

    SWIFT Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Training and Help Desk team. Use these as a friendly reminder of a process or as an opportunity to learn something new!

    Q. Can I run the Single Action Invoice Process (SAIP) for an invoice while another SAIP job is still processing?

    A. No. You should not run bills through SAIP until the first occurrence has completed. Running multiple occurrences of SAIP, can cause the original process to fail. If SAIP fails for a particular invoice, you will likely need to run that invoice again with a new instance of SAIP. Refer to the Troubleshoot Single Action Quick Reference Guide for more information regarding issues with SAIP.

    SWIFT and EPM Data Warehouse Training

    The SWIFT Training team offers training through a variety of methods. There are SWIFT training guides and training videos, EPM training guides, webinars, labs, eLearning, and individual sessions (by request through the SWIFT Help Desk).

    Find current SWIFT training in Learning Management. Enter "SWIFT" in the Find Learning text entry box.

    MODULE

    WEBINARS/eLEARNING
    Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.

    DATES

    INTRO

    Introduction to SWIFT Navigation webinar

    3/26/24

    INTRO

    Introduction to SWIFT eLearning

    Anytime

    AP

    SWIFT Create Vouchers Overview in Accounts Payable webinar

    4/10/24

    BI

    SWIFT Billing Part 1 webinar

    1/24/24

    BI

    SWIFT Billing Part 2 webinar

    1/25/24

    EPM

    Build a My Dashboard for SWIFT Reports in EPM lab
    Time, 1:00 p.m. - 2:30 p.m.

    3/5/24

    EPM

    Create a SWIFT All Expenditures Report in EPM lab

    2/6/24

    EPM

    Understand the SWIFT Data in the EPM Data Warehouse webinar

    3/14/24

    EPM

    Use SWIFT Standard Reports in EPM lab

    3/5/24

    PO

    SWIFT Create Purchase Orders webinar

    4/2/24

    SC

    SWIFT Create a Supplier Contract Shell webinar

    4/11/24

    SC

    SWIFT Import and Process Contract Document Electronically webinar
    Time, 1:00 p.m. - 2:00 p.m.

    4/11/24

    SS

    SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar

    5/2/24

    SS

    SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar
     Time, 1:00 p.m. - 2:30 p.m.

    5/2/24

    SS

    SWIFT Strategic Sourcing eLearning

    Anytime

    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 and Resources 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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