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SWIFT Update February 1, 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.

Note for Daily Interface Uploads: The daily interfaces will only be loaded up until Thursday evening, 2/15/24, at 6:00 PM. They will resume loading to SWIFT on Tuesday morning, 2/20/24, at 8:00 AM. All files sent in between these dates will sit in pending status on the mainframe FTP site. Agencies that send files with static filenames will need to be mindful of overwriting files that they have already sent to the mainframe FTP site but that haven’t been loaded between these dates due to the upgrade.

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)

Users must clear their internet browsing history and cache before they log into these systems on Tuesday, February 20. 

If you experience difficulties trying to log in, view data, or access data in any of the statewide systems mentioned above, clearing your browsing history and cache may help resolve these issues.

PeopleTools Upgrade - What's in it?

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.

This Week's Sneak Peek

Quick Access Bar.The Quick Access Bar is a new feature and is available by default on all fluid home pages, dashboards, and transaction pages. The quick access bar buttons are located on the left side of the Global Menu and contains two useful buttons; a Recently Visited button and a Favorites button. The Recently Visited button looks like a clock hand with a circular arrow around it. The Favorites button is a star.

Quick Access Bar

Selecting the Recently Visited button opens a left menu and lists pages you have recently accessed.

Recently Visited

Selecting the Favorites button also open a left menu and lists pages you have saved as favorites.

Favorites menu

Component Pages. Component pages allow you to search for in-progress transactions or to start a transaction. These pages have replaced tabs with buttons. When accessing a component page, the Find an Existing Value search page is the default.To add a transaction, you will select the Add a New Value button.

Add a New Value button

Conversely, if you have selected the Add a New Value page, the Find an Existing Value search page is now accessible as a button.

Find an Existing Value button

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

Vanity Links

In preparation for the PeopleTools upgrade, we want to remind you to use and save vanity links to access statewide system portals. A 'vanity URL' is a shorter URL that is more descriptive and automatically redirects a user to the application. These should be saved in your favorites and used when sending out communications to employees or suppliers as it replaces the need for the much longer and sometimes changing portal URLs.

The following portals have vanity URLs:

For instructions on how to save these links to your browser's Favorites, see the Save Vanity URLs quick
reference guide. This guide includes instructions for Microsoft Edge, Chrome, and Firefox.

If you have questions about how to save favorites in your browser, contact the SWIFT Help Desk (see contact information below).

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.


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



Introduction to SWIFT Navigation webinar



Introduction to SWIFT eLearning



Overview of SWIFT Reporting



SWIFT Create Vouchers Overview in Accounts Payable webinar



SWIFT Accounts Receivable Part A: Direct Journal Deposits



SWIFT Accounts Receivable Part B: Regular Item Deposits



SWIFT Accounts Receivable Part C: Customer Maintenance



SWIFT Billing Part 1



SWIFT Billing Part 2



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



Create a SWIFT All Expenditures Report in EPM lab



EPM Open Lab: Diversity Spend Report



Introduction to the EPM Data Warehouse for SWIFT



SWIFT EPM Manager's Financial Report



Understand the SWIFT Data in the EPM Data Warehouse webinar



Use SWIFT Standard Reports in EPM lab



SWIFT Create Purchase Orders webinar



SWIFT Create a Supplier Contract Shell webinar



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



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



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



SWIFT Strategic Sourcing eLearning


SWIFT Help Desk

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

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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