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SWIFT Update (May 26, 2016)

2017 Appropriation Transfers/Roll Forwards

Agencies should not roll forward appropriation balances into budget period 2017 or process actual transfers for budget period 2017 before July 1st. MMB SWIFT Module Support will be monitoring for 2017 transfers and will have agencies reverse transactions that are processed in error.

Below is the wording from page 14 of the Annual Budget and Accounting Instructions.

Anticipated and Actual Appropriation Transfers
There is no authority to move BFY 2017 monies prior to July 1; therefore, agencies cannot process actual transfers of appropriation documents (XTA – transfer against an anticipated, XTN – actual transfer, no anticipated) for BFY 2017 until July 1, 2016. This includes appropriation transfers between funds and within the same fund.

Agencies can process anticipated transfers (XATs) prior to July 1 in order to set up expense budgets and encumbrances.

Year End Reporting: New Security Role Required for SWIFT EPM Data Warehouse

FY 2016 year end reporting data will be available in the SWIFT EPM Data Warehouse.

Snap shots of data will be taken at the soft close (June 30) and hard close (August 12). The snap shot data will include general ledger, journal records, voucher records, KK ledger, budget records, AR records, payment records, purchase order records, billing records and bilateral netting data. The EPM point-in-time data tables will include the prefix “PS_X_FR_”. More detail about the SWIFT EPM Data Warehouse Year End reporting can be found on the SWIFT Data Warehouse Bulletin page.

Staff who need access to this financial data will need to request a new security role: M_EPM_FSCM_FINRPT.   To do this, complete and submit the Request for Access to SWIFT Statewide Systems form. The form and instructions can be found on the SWIFT Security Access Forms page.

The SWIFT EPM Data Warehouse data will be the year end reporting tool for FY 2016 and going forward. FY 2015 Year End reporting will continue to be available from the FMS Year End Reporting link on the SWIFT menu.

Sign up for SWIFT Training

SWIFT classroom training is free of charge and open to everyone. 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:




AR Direct Journal Deposits (AR/BI3a)

June 8, 2016

8:30 am to 12:00 pm

AR Item Deposits and Applying Payments (AR/BI3b)

June 8, 2016

1:00 pm to 4:30 pm

AR Account Maintenance and Customer Interactions (AR/BI3c)

June 15, 2016

8:30 am to 12:00 pm

Note: SWIFT Training will not be held in July and August. We perform maintenance and refresh the training database every new fiscal year.

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: My SWIFT password is about to expire, but the page to change my password won’t display or won’t save my new password information.

A: After the PeopleTools upgrade in April, users began reporting issues related to passwords expiring. The issues include the change password page not displaying or the ability to save the new password information once entered and saved. The help desk advises clearing your browser cache and deleting all temporary internet files if you experience issues trying to update a password that is about to expire or is expired. Once your cache is cleared, navigate to SWIFT, login, then click on the link to change your password now. The page should load as expected. Instructions for clearing your cache are available in the Clearing Browser Cache Quick Reference Guide.

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.
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