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    SWIFT Update August 17, 2017

    Statewide System Availability

     All statewide systems will be unavailable due to system maintenance Sunday, August 27, from 7 a.m. to noon. Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience.
    Impacted systems include:

    • Budget Planning and Analysis System (BPAS)
    • Capital Budget System (CBS)
    • Enterprise Learning Management (ELM)
    • Fiscal Note Tracking System (FNTS)
    • Recruiting Solutions
    • Self Service
    • SEMA4
    • SWIFT (Including Supplier Portal and Mobile Inventory)
    • SWIFT Data Warehouse (EPM)

    2017 Year End Update 

    A successful FY 2017 hard close was implemented last weekend. This accomplishment is due to agency staff working hard to meet deadlines and resolve issues. Thanks to everyone for making the FY 17 close a great success!

    Statewide Financial Policies and Procedures 

    The following Statewide operating policy, procedure, and form have been updated and posted to the Statewide Financial Policies webpage of the MMB website under Chapter 7:

    • MMB Statewide Operating Policy 0702-01 Reinstating Encumbrances after Close of the Fiscal Year
    • MMB Statewide Operating Procedure 0702-01.1 Reinstating Encumbrance after Close of the Fiscal year
    • MMB Statewide Operating Form 0702-01.1F Request to Open Closed Year Appropriation and/or Reinstate Cancelled Money

    These include minor revisions replacing the references to the old Appropriation form to the Appropriation Maintenance Application.

    Vendor File Update - Change of Address

    Reminder, you will notice two changes when submitting vendor address updates. When adding a new address, you will now be required to include Doing Business As (DBA) name and comments on your address request. However, you will NOT be able to change the DBA Name on existing addresses.

    • DBA NAME 1 and DBA NAME 2 will be new fields on the address page
    • The Comments field is now a required field. Comments should include the requester’s name, contact information (e.g. phone number), and a brief explanation for the change.
    • The County field is now a required field. For Counties in other states, Enter NON MINNESOTA in the county field.

    MMB receives several requests daily to update vendor addresses.

    The vendor or the agency doing business with the vendor is responsible for submitting address requests in SWIFT. Once this step has been completed, the change is routed to the MMB vendor team for approval.

    Questions on how to submit these requests can be forwarded to vendor.mmbefax@state.mn.us.

    Update on SWIFT Classroom Training

    SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. Seats are available in the following classes:

    Class 

    Date 

    Time 

    AR Direct Journal Deposits (AR/BI3a)

    October 4, 2017

    1:00 pm to 4:30 pm 

    AR Item Deposits & Applying Payments (AR/BI3b)

    October 11, 2017

    8:30 am to 12:00 pm

    AR Account Maintenance & Customer Interactions (AR/BI3c)

    October 25, 2017

    8:30 am to 12:00 pm

    Billing Advanced (AR/B12)

    September 20, 2017

    8:30 am to 4:00 pm

    Budget Journal Administration (BC2)

    September 27, 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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