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SWIFT Update July 9 2015

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2015 Year End Update
A successful soft close was executed on June 30, 2015. The impact on agencies for budget period 2015 appropriations are as follows:

• Agencies cannot create new encumbrances (POs) against budget period 2015 appropriations (except type 02 - continuing)
• Vouchers for budget period 2015 must reference an existing encumbrance (except type 02 - continuing)
• Agencies need to cancel all requisitions
• Receipts can still be deposited and bills and receivables created against budget period 2015

There are important tasks agencies need to accomplish in the next few weeks to ensure a successful hard close on August 14th. Formalized detailed instructions will be provided in the Annual Budget and Accounting Instructions - Document 3 which will be released next week. Of critical importance is that agencies respond quickly to the problem reports and encumbrance certification documents which will be emailed to agencies after the release of the Annual Budget and Accounting Instructions - Document 3.

Statewide Financial Policies and Procedures
The following Statewide Operating Policy has been updated and posted to the Statewide Financial Policies webpage ( of the MMB website under Chapter 1:

0111-01 Financial Reporting of Liabilities

FMS FY 2015 Soft Close Reporting Available
The FY 2015 Soft Close Database is available for reporting. The FY 2015 Hard Close Database will become available later in August.

In the future, MMB plans to discontinue making copies of the database at both soft and hard close, but have the data available in the warehouse to meet reporting needs. To assist with planning for the transition to the warehouse, please take note of how your agency relies on the soft and hard close databases.

1. What specific reports or queries do you run against the soft and hard close databases?
2. What specific panels/screens within the soft and hard close databases are you accessing?
3. Who are the users within your agency that are accessing the soft and hard close databases?


For help using the FMS reporting databases, refer to the "Accessing the SWIFT FMS Reporting Databases" 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

The SWIFT Help Desk is experiencing intermittent issues with the phone software causing some individuals to remain in the call queue for an extended period of time. If you call the help desk and you are not connected with one of the staff within 10 minutes, please hang up and try your call again. If you are still not connected within 10 minutes, please send an email to the help desk notifying them you are unable to connect.

Additional reference information can be found on the SWIFT website.

SWIFT Update Listserv
The SWIFT Update is sent to SWIFT Agency Sponsors/Project Managers/Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers. It is also sent to a larger listserv composed of SWIFT end users. To be removed or added to the SWIFT Update list, go to the SWIFT Newsletter List.
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