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    SWIFT Update April 3, 2025

    Fraud Prevention

    Everyone has a role to play in the prevention of fraud. Help your agency protect its finances — and its reputation — from harm. Here are common ways agencies can prevent fraud from happening.

    Common Anti-Fraud Controls

    • External audit of financial statements.
    • Code of conduct.
    • Internal audit department.
    • Management certification of financial statements.
    • Delegations of authority and clearly defined responsibilities in position descriptions.
    • Internal controls over financial reporting.
    • Fraud hotline.
    • Management review.
    • Independent audit committee.
    • Fraud training for all employees.
    • Anti-fraud policy.

    Source: 2020 Report to the Nations (Government Edition), Association of Certified Fraud Examiners.

    Common General Internal Controls

    • Separation of duties for transaction recording, approval, reconciliation, and custody of a process.
    • Periodic rotation of tasks and job responsibilities, cross-train staff, promote knowledge retention in specific areas.
    • Proper oversight including reviews, reconciliations, and approvals of transactions.
    • Delegations of authority and clearly defined responsibilities in position descriptions.
    • Document and update policies and procedures, including agency decision-making on key topics. External auditors are required to assess internal controls in their Statements of Work.
    • Verify and periodically audit appropriate state employee access to systems.
    • Update roles during the Annual Security Review and Verification.
    • Cybersecurity controls, guidance, and policies provided by Minnesota IT Services (MNIT).
    • Established hiring policies and procedures requiring reference and background checks.
    • Automated transaction/data monitoring.
    • Physical access controls such as keycard access, surveillance, and security desks.

    Resources on Fraud Prevention

    “Remember, it’s everyone’s job to prevent, identify, and report fraud and to create a culture of compliance. We can’t do it without you! Thank you for the work you do each day to safeguard public funds and for your commitment to serving Minnesotans.” Governor Tim Walz

    SWIFT Finance Specialist Team Lead Position

    Minnesota Management and Budget is hiring a Financial Specialist Team Lead (Finance Specialist 2 or 3) position.

    The position is responsible for providing advice and functional assistance to state agencies regarding the use of the SWIFT, consulting with agencies on improving financial management, accounting procedures and business processes, and assisting in the design of modifications to SWIFT to better fit agency business needs. This position works closely with the MN.IT MMB technical developers, batch operations staff, and security staff in resolving system related issues and participating in system upgrades. The position will serve as the team leader by coordinating tasks and providing guidance and expertise to the SWIFT Module Support Team for the Accounts Payable, Billing/Accounts Receivable, and Grants/Projects Modules, including helping to resolve the more complex system issues.

    This posting will hire at the Finance Specialist 3 or Finance Specialist 2 level, depending on qualification of applicant.

    Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies.

    SWIFT Help Desk Support Position

    Minnesota Management and Budget is hiring one permanent position supporting State agency users of the State’s PeopleSoft accounting and procurement system (SWIFT). 

    SWIFT Help Desk Support - Permanent Position.

    The SWIFT Help Desk Unit is responsible for providing the initial level of support via phone or email to agencies on any questions on SWIFT, EPM Data Warehouse, or budget system applications. The help desk also responds to inquiries on the Human Capital Management systems: Self Service, SEMA4, and Learning Management (ELM). Responsibilities include staffing a central help desk, answering questions, logging problems, troubleshooting, and resolving issues. Successful candidates will have a strong interest in learning about large financial and procurement systems.

    Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies.

    This position is a great entry-level position for people with a strong interest in learning about large financial and procurement systems.

    SWIFT Module Training and EPM Data Warehouse Training

    The SWIFT Training team offers training through a variety of methods at no cost to the employee. 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.

    MODULE

    WEBINARS/LABS/eLearning
     Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted

    DATES

    INTRO

    Introduction to SWIFT Navigation webinar

    4/8/25, 5/7/25, 6/4/25

    INTRO

    Overview of SWIFT Reporting webinar

    4/17/25, 5/15/25, 6/12/25, 7/17/25

    AR

    SWIFT Account Receivable Part A: Direct Journal Deposits webinar

    4/8/25

    AR

    SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar

    4/9/25

    AR

    SWIFT Accounts Receivable Part C: Maintenance Worksheets webinar

    4/10/25

    BI

    SWIFT Billing Part 1 webinar

    6/25/25

    BI

    SWIFT Billing Part 2 webinar

    6/26/25

    EPM

    Create a SWIFT All Expenditures Report in EPM lab

    5/6/25

    EPM

    Create a SWIFT All Receipts Report in EPM lab

    6/18/25

    EPM

    Introduction to the EPM Data Warehouse for SWIFT webinar

    4/9/25

    EPM

    SWIFT EPM Create and Save a New Analysis lab

    6/5/25

    EPM

    SWIFT EPM Formatting Your Report lab

    5/22/25

    EPM

    SWIFT EPM Manager's Financial Report lab

    4/16/25

    EPM

    Use SWIFT Standard Reports in EPM lab

    4/16/25

    EPM

    Understand the SWIFT Data in the EPM Data Warehouse webinar

    4/15/25

    EPro

    SWIFT Create a Catalog Punchout Requisition webinar

    4/17/25

    KK

    SWIFT Budget Journal Administration webinar Part 1 webinar

    5/7/25

    KK

    SWIFT Budget Journal Administration webinar Part 2 webinar

    5/8/25

    PO

    SWIFT Cancel and Close Purchase Orders

    5/15/25

    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

    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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