SWIFT Update February 16, 2023 

Welcome to the SWIFT Update

Some of you are receiving this bulletin for the first time. In the SWIFT Update, you find timely information from Minnesota Management and Budget (MMB), the Office of State Procurement (OSP) at the Department of Administration, and MNIT Services related to SWIFT, the EPM Data Warehouse, and the Administrative Portal.

Benefits of the SWIFT Update:

  • Receive timely notices regarding system changes, outages, and upgrades, including updates to the SWIFT financial and procurement modules.
  • Stay up to date on State policies, processes, and procedures as they relate to SWIFT.
  • Stay informed on all State communication regarding Procurement and Accounting.
  • Receive tips and tricks for using SWIFT.
  • Learn about upcoming, no-cost SWIFT training opportunities. 
  • Access direct links to resources and references. For example, SWIFT Training and Support Resources.

Questions about SWIFT, including the SWIFT Update? Contact the SWIFT Help Desk.
Email: swifthelpdesk.mmb@state.mn.us Phone: 651-201-8100, option 2

New to SWIFT? Consider Our Introductory Webinars!

If you are new or in a new role using SWIFT or EPM Data Warehouse for SWIFT, the SWIFT training team offers introduction webinars. Sign up for any of them in ELM. There is no cost to you.

  • Introduction to SWIFT Navigation. This webinar introduces you to the Statewide Integrated Financial Tools (SWIFT) system for users who are new to SWIFT. This webinar is highly recommended before taking other SWIFT webinars.
  • Overview of SWIFT Reporting. This webinar provides an overview of the reporting tools in SWIFT. Please take the Introduction to SWIFT Navigation webinar before attending if you are new to SWIFT.
  • Introduction to the EPM Data Warehouse Navigation for SWIFT. This webinar introduces you to the Enterprise Performance Management (EPM) Data Warehouse, including key concepts and basic navigation, focusing on SWIFT data. It is a reporting platform for the State of Minnesota. It contains shared reports for Financial and Supply Chain Management (FSCM) data. Access to it requires additional security. This webinar is highly recommended before taking other EPM Data Warehouse for SWIFT webinars or labs.

SWIFT Staff Spotlight: Sean Torin

Get to know members of the SWIFT support teams who answer your calls, respond to your emails, and make sure you get the information you need. This spotlight is on Sean Torin. Sean is the SWIFT Procurement Support Supervisor at the Department of Administration.

How long have you been with the Department of Administration?
I’ve worked in the Office of State Procurement at Admin for over nine years. Prior to transitioning to my role on the SWIFT Procurement Support Team in November 2022, I was an Acquisition Management Specialist.

What's your favorite part of your job?
Getting to know so many great people around the State has been the most rewarding part of my job at Admin. I’m looking forward to learning new things and working with a great team as I venture out in my new position.

Fun Facts:
I’ve enjoyed playing saxophone with a jazz band for most of the last decade. More recently, though, I’ve focused my energy on snow removal.

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. How can I find help in SWIFT?

A. The Need Help? button is available in all SWIFT modules in the upper right-hand corner of the page. The Need Help? button provides access to three types of help. Help pages open in a separate window so you can review the resource while working on a transaction. To close the Need Help window, select the Need Help? button again. 

First are Quick Reference Guides (QRGs). When you select the Need Help? button, a menu displays with a list of the QRGs for that module.

Need Help menu

Second is the Common Utilities folder. You can expand Common Utilities to provide you with direct access to commonly used tools, including the Process Monitor, Query Viewer, and Report Manager.

Common Utilities folder

Third is the Help Desk folder. You can expand the Help Desk folder to view contact information for the SWIFT Help Desk, as well as links to our Training and Support Resources page on MMB's website.

SWIFT Help Desk contact information

You can also find all QRGs from the My Homepage button at the top of the Administrative Portal page.

Dropdown for Quick Reference guides

SWIFT and EPM Data Warehouse Training

The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

  • Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
  • SWIFT 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.
  • EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
  • eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you can request a Certificate of Completion.
  • One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at SWIFTHelpDesk.MMB@state.mn.us.

Upcoming SWIFT Training

To enroll in a SWIFT training, sign in to Self Service or the Administrative 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
Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.

DATES

INTRO

Introduction to EPM Data Warehouse/SWIFT

 4/5/23; 6/7/23

INTRO

Introduction to SWIFT Navigation webinar

 3/15/23; 4/12/23;5/17/23; 6/8/23

INTRO

Introduction to SWIFT Reporting webinar

3/8/23; 4/6/23; 5/4/23; 6/8/23

INTRO

Introduction to SWIFT eLearning

Anytime

AP

SWIFT Create Vouchers Overview in Accounts Payable webinar

4/4/23

AR

SWIFT Accounts Receivable Direct Journal Deposits webinar

5/16/23

AR

SWIFT Accounts Receivable Apply Payments to Invoices webinar

5/17/23

AR

SWIFT Accounts Receivable Maintenance Worksheets webinar

5/18/23

BI 

SWIFT Billing Part 1 webinar

4/26/23

BI

SWIFT Billing Part 2 webinar

4/27/23

EPM

Build a My Dashboard for SWIFT Reports in EPM lab

3/1/23

EPM

Create a SWIFT All Expenditures Report in EPM lab

5/3/23

EPM

SWIFT EPM Create and Save a New Analysis lab

3/22/23; 6/14/23

EPM

SWIFT EPM Create and Save the All Receipts Report Lab

7/13/23

EPM

SWIFT EPM Create and Save the Manager's Financial Report lab

 3/30/23; 5/25/23

EPM

Understand the SWIFT Data in the EPM Data Warehouse webinar

5/16/23

EPM

Use SWIFT Standard Reports in EPM lab

2/28/23; 5/9/23

KK

SWIFT Budget Journal Administration webinar
 Time, 9 a.m. - 11 a.m.

6/22/23

PO

SWIFT Create Purchase Orders webinar

4/11/23; 6/6/23

SC

SWIFT Create a Supplier Contract Shell webinar
 Time, 9 a.m. - 10 a.m.

5/4/23

SC

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

5/4/23

SS

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

3/9/23

SS

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

3/9/23

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

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