SWIFT Update February 8, 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

Homepage access.From the landing page of the Administrative Portal, you have multiple ways to access the various components of SWIFT and other applications (depending on your security). In addition to the normal tile-based navigation, you also have access to various components from both the left and right sides on all homepages

Left side - The My Homepage dropdown has moved from the center to the left side.

Simply select the drop-down list to access component homepages with a single click.

Alternatively, on the right side of all homepages, you can quickly toggle through various homepages using the right and left arrows.

Keyword search and Global Search. Last week, we highlighted the Add a New Value and Find an Existing Value pages and buttons. In the current PeopleTools version, you also have access to a Keyword search page. In the coming PeopleTools upgrade, the Keyword search page has been replaced with enhanced access to the Global Search bar and is available on all PeopleSoft application pages.

On the homepages, the Global Search bar is presented in its expanded form, enabling you to choose a category, enter your search terms, and perform an advanced search. 

From transaction pages, the Global Search bar is presented in its muted form. You can select the muted global search bar to activate the global search.

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:

• Administrative Portal/SWIFT: http://mn.gov/adminportal
• Self Service Portal: http://mn.gov/selfservice
• Supplier Portal: http://mn.gov/supplier

For instructions on how to save these links to your browser's Favorites, see the Save Vanity URLsquick
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 guidesand 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.

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.

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