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SWIFT Update April 27, 2017

SWIFT System Availability

All statewide systems will be unavailable due to system maintenance Saturday, May 6, from 7 a.m. to noon. Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience.
Impacted systems include:

  • Self Service
  • SEMA4
  • Recruiting Solutions
  • SWIFT (Including Supplier Portal and Mobile Inventory)
  • SWIFT Data Warehouse (EPM)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • Fiscal Note Tracking System (FNTS)
  • Enterprise Learning Management (ELM)

Help Desk Hot Topic 

Help Desk Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new!

Q: What is a Run Control ID?  

A: SWIFT uses Run Control IDs for various reporting tools. Agency staff can create a unique name that SWIFT uses to save search parameters and run a report or process. Instead of entering the same values each time you run a report or process, you create and save a run control. The next time you run the report, select the run control. SWIFT processes it using your parameters. 

As an example, you wish to see all contracts expiring on a certain date. Use SWIFT’s Contract Expiration report. Create a Run Control ID with a name of “EXPIREDCONTRACTS”. Run this report monthly to manage your contracts.

Some facts about run controls:

  • You can update search parameters on an existing Run Control ID. By selecting an existing Run Control ID, SWIFT will use the previous values. You can change these values after you enter the process or report.
  • You can create new, unique Run Control IDs for the same report or process.
  • Run Control IDs cannot be deleted. Be cautious about creating too many unique Run Control IDs
  • Run Control IDs are specific to each user and are not shared. A user can create one Run Control ID and use it to run multiple reports.

For additional information about Run Control IDs, see the Run Controls for Reporting quick reference guide.

Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following modules.

Classes are free of charge. You can enroll for this training by opening Employee Self-Service and selecting the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Seats are available in the following classes:




AP Voucher Entry, Maintenance, Approval & Reporting Tools (AP2)

June 1, 2017

8:30 am to 4:00 pm

Billing Advanced (AR/B12)

May 11, 2017

8:30 am to 4:00 pm

Budget Journal Administration (BC2)

May 31, 2017

8:30 am to 4:00 pm

Create & Manage Supplier Contracts (SC1)

May 17, 2017

8:30 am to 4:00 pm

Create & Update Purchase Orders for Agency Buyers (PO1)

May 3, 2017

8:30 am to 4:00 pm

Strategic Sourcing for Acquisitions (SS1)

May 23, 2017

8:30 am to 4:00 pm

Strategic Sourcing for P/T Services (SS2)

June 7, 2017

8:30 am to 4:00 pm

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
651-201-8100, option 2 or by email

Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.

When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. Information to include with your message:

  • Issue Description
  • Business Unit
  • 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 Reference Guide page.

SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

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