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SWIFT Update June 8, 2017


SWIFT System Availability (including Supplier Portal and Mobile Inventory)

SWIFT will be unavailable on Friday, June 30, 2017, beginning at 6 p.m. for soft close. The system will become available on Saturday, July 1, 2017, at approximately 10:00 a.m., 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 on July 1st. Depending on when the system comes up, vendors may or may not have time to enter bid responses if an event is scheduled to close on July 1, 2017.


FY17 Requisitions and/or Events

FY17 Requisitions and/or Events tied to those requisitions must be closed or modified if the award will not take place by June 30th.

Requisitions using non-continuing funds that will not be awarded by June 30th must either be canceled or the funding must be changed to reflect the new budget year. If the requisition line is tied to a pending sourcing event, the event must be canceled or the specific event line must be closed before the requisition line can be closed or changed.

Please see the SWIFT Procurement Year End Processing Tips guide available on the MMB web site for help with processing procurement documents for the year-end close. 


2018 Appropriation Transfers/Roll Forwards

Agencies should not roll forward appropriation balances into budget period 2018 or process actual transfers for budget period 2018 before July 1st. MMB SWIFT Module Support will be monitoring for 2018 transfers and will have agencies reverse transactions that are processed in error.

Below is the wording from page 12 of the Annual Budget and Accounting Instructions Document 1.

Anticipated and Actual Appropriation Transfers

There is no authority to move BFY 2018 monies prior to July 1; therefore, agencies cannot process actual transfers of appropriation journals (XTA – transfer against an anticipated, XTN – actual transfer, no anticipated) for BFY 2018 until July 1, 2017, and for BFY 2019 until July 1, 2018. This includes appropriation transfers between funds and within the same fund.

Anticipated transfers (XATs) can be processed prior to July 1 in order to establish expense budgets and encumbrances.


Updates to Strategic Sourcing Reference Guides 

The Strategic Sourcing Reference Guides guides are all updated.  The guides are sorted by General Sourcing, Acquisitions and Professional/Technical Servers.   


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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