Annual System Security Review and Verification
Minnesota Management and Budget (MMB) requires all state agencies to review the security roles assigned to their employees in statewide systems, including SWIFT, SEMA4, ELM, and the EPM Data Warehouse. An agency’s assigned security administrator coordinates the annual security review process and ensures proper signatures are collected on the verification form. All changes to security roles as a result of the review process as well as signed verifications are due Friday, August 30, 2024.
For more information and links to relevant policies, refer to the May 28 memo and instructions regarding Annual System Security Review and Verification due August 30, 2024. Questions and returned verification forms should be directed to the MMB Statewide Systems Security Team at sema4.security.mmb@state.mn.us.
AMA and SWIFT System Availability (including Supplier Portal and Mobile Inventory)
The Appropriation Maintenance Application (AMA), SWIFT, the Supplier Portal, and Mobile Inventory will be unavailable on Sunday, June 30, 2024, beginning at 6 p.m. for soft close. The system will become available Monday, July 1, 2024, once soft close is complete. A system notification email will be sent to users when the system becomes available.
Reminder to Buyers:
Please be aware of the system downtime. This includes the Supplier Portal. Avoid scheduling events to close between June 28 and July 2. Depending on when the system comes up, bidders and suppliers may or may not have time to enter bid responses if an event is scheduled to close over soft close weekend.
Payment Processing on June 19, 2024
Juneteenth is a state and federal holiday occurring on Wednesday, June 19. No payments will be issued on this day since banks and post offices will be closed. Payments processed on Tuesday, June 18 will have a payment date of Thursday, June 20. Please keep this in mind when scheduling payments that are due the week of June 17.
Statewide Payroll Services Has an Opening!
Join the Statewide Payroll Services team. Please see the Job Posting Number below for the full-time employment opportunity within Statewide Payroll Services at Minnesota Management and Budget.
Please share with anyone who may be interested in and qualified for the position.
Reminder: Payroll Budget Fiscal Year (BFY) 2024 Deadlines
BFY 2024 Closing Deadlines:
Asset Management Training Coming Soon – Limited Seats Available
New to Asset Management or want to learn more? Join us for two SWIFT webinars, Asset Management Overview and Asset Management Advanced. The SWIFT Training Team and SWIFT Module Support have teamed up to create these two sessions coming to you on June 26 and 27. There are limited seats remaining.
You will receive a Teams Invite before the webinars. If you need reasonable accommodations for SWIFT training, please set them up with your agency prior to the training.
Late Payments on Purchasing Card Statements
US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank and available to view in SWIFT. However, the Late Payment transaction cannot be reconciled the same way other transactions are reconciled.
To pay a late fee associated with a PCard statement, agencies must manually add this fee to their monthly PCard voucher by adding a line and entering the information. Make sure to enter Late Payment Charge in the Description field. In the Account field use Expense code 430008 (Interest Pd To Vend Late Pymt). After the line has been added, provide the voucher number to Angie Brandt, and she will remove the transaction from the PCard pages.
As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.
Use CRO for Orders with MSC Industrial Supply Co.
Due to an error in the Punchout process with MSC Industrial Supply Co., on Contract Release T-572(5), please use a CRO when placing orders until further notice. MNIT is working with the vendor to get the issue resolved as quickly as possible.
This error only impacts MSC Industrial Supply Co. Agencies should continue to use the Punchout process for other vendors.
SWIFT and EPM Data Warehouse Training
The SWIFT Training team offers training through a variety of methods. 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/eLEARNING
|
DATES |
|
INTRO |
Introduction to SWIFT Navigation webinar |
6/5/24 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
INTRO |
Overview of SWIFT Reporting webinar |
6/6/24; 7/2/24 |
|
AM |
SWIFT Asset Management Overview webinar |
6/26/24 |
|
AM |
SWIFT Asset Management Advanced webinar |
6/27/24 |
|
AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
8/20/24 |
|
AR |
SWIFT Accounts Receivable Part A: Direct Journal Deposits webinar
|
6/26/24 |
|
AR |
SWIFT Accounts Receivable Part B: Regular Item Deposits webinar
|
6/26/24 |
|
BI |
SWIFT Billing Part 1 webinar |
6/19/24 |
|
BI |
SWIFT Billing Part 2 webinar |
6/20/24 |
|
EPM |
Build a My Dashboard for SWIFT Reports in EPM lab
|
6/4/24 |
|
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
7/11/24 |
|
EPM |
Introduction to the EPM Data Warehouse for SWIFT webinar |
6/18/24 |
|
EPM |
SWIFT EPM Formatting Your Report lab
|
7/11/24 am; 7/18/24 pm |
|
EPM |
Use SWIFT Standard Reports in EPM lab |
6/4/24 |
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
6/6/24 |
|
KK |
SWIFT Budget Journal Administration webinar
|
6/13/24 |
|
PO |
SWIFT Cancel and Close Purchase Orders webinar |
6/11/24 |
|
PO |
SWIFT Create Purchase Orders Overview webinar |
8/15/24 |
|
SC |
SWIFT Create a Supplier Contract Shell webinar |
7/18/24 |
|
SC |
SWIFT Import and Process Contract Document Electronically webinar
|
7/18/24 |
|
SS |
SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar |
11/14/24 |
|
SS |
SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar |
11/14/24 |
|
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:
Additional assistance can be found on the SWIFT Training Guides and Resources page.
