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    SWIFT Update March 10, 2022

    Procurement Fiscal Year 2022 End Cutoff Dates

    The fiscal year end 2022 deadline established to submit requisitions and procurement requests for the following items is March 11, 2022:

    • Request for Proposals (RFP): If the intended procurement method is to make the acquisition through an RFP, please contact the Office of State Procurement (OSP) as soon as possible to discuss the procurement and appropriate timelines.
    • Agency Single Sources related to Software Licensing and/or Software Maintenance Agreements: Agency software purchases related to Software Licensing and/or Software Maintenance Agreements processed through OSP.
    • Construction: Construction and construction-related requisitions processed through the Real Estate and Construction Office or OSP.
    • Sealed Bids: Requisitions requiring sealed bids (over $50K) processed through OSP.
    • Fiscal Closing/Requisitions: Requisitions over the purchasing Agency's authority processed through OSP (under $50,000).

    OSP encourages agencies to submit projects prior to the March 11, 2022 deadline.

    New Customized View in Review Suppliers Page

    Question: Why do inactive Suppliers say “Active” on the Review Suppliers page?

    Answer: In SWIFT, the Review Suppliers page shows a supplier’s “Effective Status,” which represents only the status of a specific address, not that of the supplier itself.

    To help remedy this issue, MMB created a new customized view to include both the Supplier’s active/inactive status and removed the Effective Status of the individual address(es).

    To customize your view, follow the steps below.

    Step 1: Navigate to the Review Suppliers page in SWIFT:

    Accounting, Supplier, Supplier Maintenance, Review Suppliers

    Step 2: As an example, enter “658 CEDAR ST” in the Address field, then press Search.

    Step 3: Select the Grid Action Menu button, and then select Personalize.

    Search on Review Suppliers

    Step 4: On the Personalize Column and Sort Order page, select the Copy Settings link at the bottom of the page.

    Step 5: On the Copy Settings page, open the looking glass icon and select “MMB SUPPLIER REVIEW.” Then, press OK.

    Step 6: SWIFT will return you to the Personalize Column and Sort Order page. Press OK at the bottom of the page.

    Step 7: SWIFT will return you to the Review Suppliers page. Your search results should now be updated to show the Supplier Status.Review Suppliers


    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 SWIFT Webinars

    To enroll in a SWIFT webinar or eLearning class, 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

    Date 

    Time 

    INTRO

    Introduction to SWIFT eLearning

    Anytime

    Self-Paced Class

    SC

    Import and Process a Contract Document Electronically webinar

    Mar. 15, 2022

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

    SS

    Strategic Sourcing, Part 2: Analyze and Award Events webinar

    Mar. 16, 2022

    9:30 a.m. - 11:30 p.m.

    EPM

     Introduction to EPM Data Warehouse/SWIFT webinar

    Mar. 23, 2022

    9:30 a.m. - 11:30 a.m.

    EPM

    Build a My Dashboard for SWIFT Reports lab

    Mar. 29, 2022

    9:00 a.m. - 10:30 a.m.

    INTRO

     Introduction to SWIFT Navigation webinar

    Mar. 30, 2022

    9:30 a.m. - 11:30 a.m.

    INTRO

     Introduction to SWIFT Reporting

    Apr. 06, 2022

    9:30 a.m. - 11:30 a.m.

    EPM

    Create an All Expenditures SWIFT Report lab

    Apr. 07, 2022

    9:00 a.m. - 10:30 a.m.

    PO

    Overview of Purchase Orders webinar

    Apr. 12, 2022

    9:00 a.m. - 10:30 a.m.

    PO

    Close and Cancel Purchase Orders webinar

    Apr. 14, 2022

    10:00 a.m. - 11:30 a.m.

    EPM

    Use Standard SWIFT Reports in EPM webinar

    Apr. 19, 2022

    9:00 a.m. - 10:30 a.m.

    EPM

    Understand the SWIFT Data in the EPM Data webinar

    Apr. 26, 2022

    9:00 a.m. - 10:30 a.m.

    AP

    Create Vouchers Overview in Accounts Payable webinar

    May 10, 2022

    9:00 a.m. - 10:30 a.m.

    SC

    Create Contract Shell webinar

    June 14, 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.

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