The close period is July 1 through August 18, 2023. When entering transactions in the close period, do not let the Accounting Date default to the current date. Also, see instructions in the Annual Budget and Accounting Instructions - Document 3.
Agency staff should always use the current date in the Journal Date field when entering budget transfers in SWIFT. The current date populates into the Journal Date field by default. BFY 2023 transfers processed after June 30 must reference the current date/date processed in the Journal Date field, and should not be backdated.
For payments, the Accounting Date is based on the Received Date of the goods or services. This Received Date may cause the Budget Date to be different. The goods or services must be received by June 30 to be in accounting FY 2023.
If you make indirect cost payments after June 30 that relate to FY 2023, enter the Accounting Date of June 30, 2023. Change this field manually; do not let this date default as SWIFT will default it to the current date.
The SWIFT Asset Management module (AM) will close for FY 2023 activity at the hard close this year on August 18. Agencies should complete all FY 2023 AM transactions on or before that date. FY 2023 transactions entered between July 1 and August 18 must have an Accounting Date of June 30 or prior if they are to be recorded as FY 2023 transactions.
ACFR Asset Certification reports will be available in the EPM Data Warehouse to aid in completing the Asset Certifications. The Capital Asset Certification worksheets and instructions will be emailed for agencies to complete on August 1 and due back August 21, 2023. Send capital asset certification questions to Travis.Creel@state.mn.us.
Agencies must clear up Over-the-Limit (OLT) rows in the grants module prior to hard close. Over-the-Limit rows represent transactions processed against a grant agreement which have exceeded the established Contract Billing Limit. OLT rows will cause complications with SEFA reporting, and may require your agency to make manual adjustments to the report if not resolved by hard close.
Run the M_GM_GBL_GRNT_OVER_LIMIT_TRANS query in SWIFT to obtain a list of Over-the-Limit transactions for your agency.
To resolve OLT rows:
If you have questions or issues regarding resolving OLT rows, please contact the SWIFT Help Desk.
An agency may add a project and or activity that relates to an existing contract, but failed to associate the project/activity to the contract. When this happens, the expenditures are excluded from SEFA reporting. Agencies should run the M_GM_GBL_UNBILLED_REIMB_ROWS query in SWIFT to obtain a list of 2023 reimbursable transactions without contract numbers.
Steps to add a project and or activity to a contract is in the Add Projects and Activities Quick Reference Guide. After completing, please email MMB at AgencyAssistance.MMB@state.mn.us to run the Pricing job to create the billable rows. Once the billable rows are created, the expenditures will properly reflect on SEFA reporting.
If you have questions or issues regarding resolving possible missing expenditures, please contact the SWIFT Help Desk.
Vendor Ombudsperson – Acquisition Management Specialist
The Department of Administration is hiring for a permanent position supporting the SWIFT Procurement Team. The Vendor Ombudsperson/Acquisition Mgmt Spec position is a part of the operations/functional support unit. This position will support effective and efficient vendor utilization of the SWIFT system and serve as a vendor liaison for agencies on vendor-related matters. The Ombudsperson will be responsible for managing vendor communications, ongoing vendor training activities, and play a key role in planning, organizing, educating, and implementing the SWIFT vendor management activities and support across partnering agencies and internal or external vendor groups.
This position is eligible for a hybrid telework arrangement. Completion of a telework agreement will be required. Onsite attendance is required at least one (1) scheduled day per month or as requested by management to meet business needs.
The Vendor Ombudsperson - Acquisition Management Specialist, job ID 66658, vacancy will be open through 7/6/2023.
BFY 2023 Closing Deadlines:
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 EPM Data Warehouse/SWIFT |
8/9/23 |
INTRO |
Introduction to SWIFT Navigation webinar |
7/20/23 |
INTRO |
Overview of SWIFT Reporting webinar |
7/12/23; 8/3/2023 |
INTRO |
Introduction to SWIFT eLearning |
Anytime |
AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
8/1/23 |
AR |
SWIFT Accounts Receivable Direct Journal Deposits webinar |
8/8/23 |
AR |
SWIFT Accounts Receivable Apply Payments to Invoices webinar |
8/9/23 |
AR |
SWIFT Accounts Receivable Maintenance Worksheets webinar |
8/10/23
|
BI |
SWIFT Billing Part 1 webinar |
7/26/23 |
BI |
SWIFT Billing Part 2 webinar |
7/27/23 |
EPM |
Build a My Dashboard for SWIFT Reports in EPM lab |
7/6/23; 9/7/23 |
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
7/11/23; 10/4/23 |
EPM |
Create and Save an All Receipts Report in EPM lab |
7/13/23 |
EPM |
SWIFT EPM Create and Save a New Analysis lab |
9/28/23 |
EPM |
SWIFT EPM Create and Save the Manager's Financial Report lab |
7/20/23
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
7/13/23; 10/4/23 |
EPM |
Use SWIFT Standard Reports in EPM lab |
7/18/23; 9/13/23 |
KK |
SWIFT Budget Journal Administration webinar |
|
PO |
SWIFT Cancel Requisitions webinar
|
|
PO |
SWIFT Create Purchase Orders webinar |
|
SS |
Strategic Sourcing Part 1: Create, Post, and Approve Events |
8/29/23 |
SS |
Strategic Sourcing Part 2: Analyze and Award Events |
8/29/23 |
SS |
SWIFT Strategic Sourcing eLearning |
Anytime |
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.
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