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    SWIFT Update May 25, 2017

    SWIFT System Availability

    MMB is in the process of upgrading the software (PeopleTools) that runs the enterprise HR systems (SEMA4, Self Service, and Recruiting Solutions/Careers). On Friday, June 2 at 5 p.m. through Sunday, June 4 the systems will be unavailable while the last steps of the upgrade are performed.

    Some systems accessed through the Administrative Portal will be intermittently unavailable Friday, June 2 at 5 p.m. through Sunday, June 4. We apologize for the inconvenience. These systems include:

    • 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)
    • Appropriation Maintenance Application (AMA)
    • Enterprise Learning Management (ELM)

    Vendor File Update - Change of Address

    You will notice two changes when submitting vendor address updates.  When adding a new address, you will now be required to include Doing Business As (DBA) name and comments on your address request.  However, you will NOT be able to change the DBA Name on existing addresses.

    • DBA NAME 1 and DBA NAME 2 will be new fields on the address page
    • The Comments field is now a required field. Comments should include the requester’s name, contact information (e.g. phone number), and a brief explanation for the change.
    • The County field is now a required field. For Counties in other states, Enter NON MINNESOTA in the county field.

    MMB receives several requests daily to update vendor addresses. 

    Reminder: The vendor or the agency doing business with the vendor is responsible for submitting address requests in SWIFT. Once this step has been completed, the change is routed to the MMB vendor team for approval.

    Questions on how to submit these requests can be forwarded to vendor.mmbefax@state.mn.us. 

    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 does a Blocked status mean when running reports in SWIFT?

    A: Reports may run to a Blocked status in SWIFT when too many reports are run at the same time. When a report is blocked, the process will wait for resources to become available and will run at a later time. You will not need to re-run the report.

    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.

    ELM-screenshot-SWIFT

    Seats are available in the following classes:

    Class 

    Date 

    Time 

    Strategic Sourcing for Acquisitions (SS1)

    July 18, 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  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.

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