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SWIFT Update May 3, 2018


Electronic Processing of Annual Plan Memos and Contracts

As you prepare to submit your Annual Plan Memos for review and approval, you can create, view and submit it electronically through SWIFT. There are two new reference guides to help you.

  • Create and Sign an Annual Plan Memo through SWIFT (new)
  • View an Ad Hoc Contract Document Created in SWIFT (new)
  • Create an Annual Plan Contract
Find reference guides about creating and managing contract documents electronically in SWIFT in SWIFT’s Supplier Contracts reference guides page.

Upcoming Procurement Fiscal Year End Cutoff Date

Below is the cutoff date established for submission of requisitions and requests for establishing contracts above agency buyers’ delegated ALP authority.

  • 05/11/2018: Deadline for requisitions over the purchasing agency's authority processed through OSP (under $50,000.00).

If the intended procurement method is to make the acquisition through a Request for Proposal (RFP), please contact OSP as soon as possible to discuss the procurement and appropriate timelines. https://mn.gov/admin/about/contact-us/state-procurement.jsp


SWIFT Training Update: UPK e-Learning Tutorials Being Retired

We plan to retire the SWIFT UPK (User Productivity Kit) e-Learning tutorials effective June 1, 2018. The tutorials will be removed from both Enterprise Learning Management (ELM) and MMB’s SWIFT website. 

The UPK tutorials were created when SWIFT was implemented in 2011. They contain outdated information, and will not work with technology upgrades being planned for the ELM system and Adobe products. 

SWIFT users should refer to the SWIFT Reference Guides page and SWIFT classroom training calendar in the ELM system. In the future, we plan to offer new e-learning training that reflects the changes that will come with SWIFT 9.2 limited upgrade.


Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. 

You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. 

Most of the SWIFT classes have waiting lists.  If you cannot make the class you enrolled in, drop the class in ELM or contact the trainer as soon as you are able.  Also, ELM will not automatically enroll agency staff on waiting lists to the next class.  You will need to enroll in the next class if it is offered.  

Seats are available in the following classes:

Class 

Date 

Time 

Accounts Payable Voucher Entry, Main, Approval and Reports (AP1) June 13, 2018
8:30 am to 4:00 pm
Billing Advanced (AR/BI3)
May 22, 2018
8:30 am to 4:00 pm
Budget Journal Administration (BC2)
May 10, 2018
8:30 am to 4:00 pm
Create and Manage Contract Documents Electronically (SC2)
May 8, 2018
8:30 am to 2:00 pm
Create and Update Purchase Orders for Agency Buyer Roles (PO1) June 1, 2018 8:30 am to 4:00 pm
Create and Manage Supplier Contracts (SC1)
May 17, 2018
8:30 am to 4:00 pm
Create and Update Purchase Orders for Contract Encumbrance Roles (PO4)
April 27, 2018
8:30 am to 12:30 pm
Introduction to SWIFT (INTRO)
May 16, 2018
8:30 am to 12:00 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  SWIFTHelpDesk.MMB@state.mn.us

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.

Printing the SWIFT Update

If you are experiencing issues printing this update, download a PDF version and print that version

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