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SWIFT Update August 24, 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)

New Supplier Contracts Reference Guides 

Did you know that your agency can use the Supplier Contracts module to electronically create and manage official contract documents in SWIFT?

  • This feature allows agencies to reduce or eliminate the need for manual routing and storing of paper contract documents.
  • SWIFT serves as a repository of the contract documents.
  • It also allows agencies to electronically collaborate, approve and get signatures.

Agency staff who currently set up and manage supplier contracts can learn about electronic processing of contract documents using SWIFT. The new and updated Supplier Contracts Reference Guides cover creating and managing contract documents electronically.

  • Create and Manage Contract Documents Electronically User Guide
  • Amend a Contract Document in SWIFT
  • Amend a Contract Document Created Outside of SWIFT
  • Approve Contract Documents through SWIFT
  • Create a Contract Document from a Purchase Order
  • Create a Contract Document through SWIFT
  • Create an Ad Hoc Contract Document through SWIFT
  • Create and Electronically Sign PT Ad Hoc Contracts
  • Edit a Contract Document
  • Edit an Ad Hoc Contract Document
  • Electronically Sign a Contract Document
  • Respond to Internal Collaboration Requests
  • Send a Contract Document to Contacts

Look for the new full-day class on electronic processing of contract documents in the fall!


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

Create and Manage Supplier Contracts (SC1)

September 21, 2017

8:30 am to 4:00 pm

Create and Manage Supplier Contracts (SC1)

November 30, 2017

8:30 am to 4:00 pm

Create and Update Purchase Orders for Buyer Roles (PO1)

November 1, 2017

8:30 am to 4:00 pm

Strategic Sourcing Events for Acquisitions (SS1)

October 3, 2017

8:30 am to 4:00 pm

Strategic Sourcing Events for Professional/Technical Services (SS2)

November 16, 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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