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    SWIFT Update January 27, 2022


    All Statewide Systems will be Unavailable Sunday January 30, 2022 for System Maintenance

    All statewide systems will be unavailable due to system maintenance on Sunday, January 30, 2022, from 6:00 a.m. to noon.

    Statewide systems impacted by the maintenance include:

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

    We apologize for the inconvenience. 

    New Training Guides for the EPM Data Warehouse

    Did you hear? The SWIFT training team launched beginner training on SWIFT topics and reports for the EPM Data Warehouse. Your response was phenomenal! All levels of SWIFT users with Warehouse roles reported finding this training helpful and are asking for more.

    We are pleased to announce that we updated and created new quick reference guides for the EPM Data Warehouse on Minnesota Management and Budget's (MMB) EPM Warehouse Training page. Check it out! 

    EPM Warehouse Training

     

    Reminder: Bank Deposits and SWIFT Entries

    Agencies must have controls in place to record and reconcile deposits and clear all reconciling items, at a monthly minimum.

    • The SWIFT received date should match the date of the bank deposit and the SWIFT deposit entry amount must match the bank deposit total.
    • Deposits must be recorded in SWIFT on the same business day as the bank deposit. This ensures that the State avoids bank overdrafts, maximizes investments, and provides an efficient reconciliation for both MMB and State agencies.

    For further detail on recording and depositing receipts, view the MMB Statewide Operating Policy 0602-01 Recording and Depositing Receipts (Word Version).

    Reminder: New Business Process for Conducting Business with Foreign Suppliers 

    Last week, MMB communicated a new business process for agencies conducting business with foreign suppliers.

    • We asked agencies to collect W8 documents and fill out Foreign Supplier Payment Intake Form for all existing purchase orders with foreign suppliers by February 1st.
    • We also asked agencies to fill out a Foreign Supplier Payment Intake Form for all new purchases going forward and collect W8’s as needed.
    • We made changes to the Foreign Supplier Payment Intake Form to help agencies identify when to fill out the software questions on the form. Agencies need to complete the software questions only when purchasing against SWIFT Account Codes 411502 and 411505.

    To identify open purchase orders with foreign suppliers, use this query in the SWIFT Query Viewer. M_PO_GBL_FOREIGN_VNDR 

    For details on how to run a query, use the Run and Schedule Queries quick reference guide.

    Questions? Please email MMB Supplier Support at vendor.mmbefax@state.mn.us.

    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.

    • Training Guides: Find quick reference guides on the EPM Warehouse Training page. 
    • Online Labs: Sign up for an informal, online lab about the EPM Data Warehouse. These 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 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.

    Feb. 03, 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 MFR 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.

    Feb. 10, 2022

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

    Diverse Spend Reports

    Aaron Anderson, from the Office of Equity in Procurement at the Minnesota Department of Administration, will  provide an overview of three reports for supplier diversity spending. 

    Feb. 17, 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 (e.g., MFR, All Expenditures, All Receipts), we recommend taking the Use Standard 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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