SWIFT Update June 6, 2024

Annual Budget and Accounting Instructions - Document 2

The Annual Budget and Accounting Instructions – Document 2 has been posted to the SWIFT Budget & Accounting Instructions webpage under the Establishing Budget Fiscal Year 2025 Budgets and Closing Fiscal Year 2024.

New to Accounts Receivable or Have Questions About It? Join the Workgroup

An active statewide workgroup for Accounts Receivable (AR) staff meets quarterly, with a meeting scheduled for June 18, 2024. It provides agencies with an opportunity to ask questions and exchange ideas. This workgroup is welcoming AR staff from all state agencies to attend! Consider attending to learn about handling common AR issues and discuss AR-related processes with staff from around the state.

The benefits of participating include:

• Find AR colleagues and leaders across state agencies during the virtual meetings. This is a great networking resource!
• Take advantage of the dedicated and active Teams channel where you can discuss AR questions or issues outside of the virtual meetings.
• Access the AR subject matter experts from Minnesota Management and Budget who attend these virtual meetings and provide announcements and input about the module.

For more information about the AR Workgroup and to join, contact Michael Hietpas at Michael.Hietpas@state.mn.us

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. 

Download Bidder Comments and Attachments for Analyzing Bidder Responses

Did you know that you can download bidder comments and attachments for an event in SWIFT’s Strategic Sourcing module? SWIFT can download them in a ZIP file. This ensures that all the comments and attachments for each bidder are in one place, and nothing is missed that may impact the analysis of the event.

To download the ZIP file, go to the Analyze Total page and select Download Bidder Attachments.

Because of the way the download bidder attachments functionality works, sometimes the naming convention on the file gets very long.

Some attachments cannot be opened and generate an error message. When this happens, you will need to rename the folder.

Go to your Downloads folder or wherever the folder was saved.

• Right click on the row and an option box will open.
• Select the option that says Rename. This will open the file name and allow it to be edited. Rename the file to something short, such as the Event ID, and enter.
• The file is now renamed. If you open the folder and drill into all the subfolders, they will now show a much shorter name in the address bar, and the individual files can be opened.

For more information, view Step 3 in the Analyze Bid Responses for an Event Quick Reference Guide.

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.

Reminder: Payroll Budget Fiscal Year (BFY) 2024 Deadlines

BFY 2024 Closing Deadlines:

• 6/18/2024. Agencies using Self Service Time and Labor must complete all position funding updates by the end of the day.
• 7/5/2024.  BFY2025 All other Position Funding updates must be completed by noon.
• 7/15/2024. BFY 2024 Relocation Expense reports must be received by noon.
• 7/18/2024. BFY 2024 Business Expense, Travel Advance Settlements, and Business Expense Transfers must be completed by the end of the day.
• 7/19/2024. BFY 2024 Prior Pay Period Adjustments and Retroactive Pay Adjustments must be completed by noon.
• 7/26/2024. BFY 2024 Mass Expense Transfers must be completed by noon.

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 Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.	DATES
INTRO	Introduction to SWIFT Navigation webinar	7/23/24
INTRO	Introduction to SWIFT eLearning	Anytime
INTRO	Overview of SWIFT Reporting webinar	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 Time, 10:30 a.m. - 12:00 p.m.	6/26/24
AR	SWIFT Accounts Receivable Part B: Regular Item Deposits webinar Time, 2:00 p.m. - 3:30 p.m.	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 Time, 1:00 p.m. - 2:30 p.m.	9/5/24
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 PM session Time, 2:00 p.m. - 3:30 p.m.	7/11/24 am; 7/18/24 pm
EPM	Use SWIFT Standard Reports in EPM lab	9/5/24
EPM	Understand the SWIFT Data in the EPM Data Warehouse webinar	9/12/24
KK	SWIFT Budget Journal Administration webinar Time, 9:00 a.m. - 11:15 p.m.	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 Time, 1:00 p.m. - 2:00 p.m.	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 Time, 1:00 p.m. - 2:30 p.m.	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:

• Your Business Unit
• Description of the issue/question
• SWIFT 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 Training Guides and Resources page.

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