SWIFT Update September 26, 2024

SWIFT System Availability (including Supplier Portal and Mobile Inventory)

SWIFT, including the Supplier Portal and Mobile Inventory, will be unavailable on Saturday, October 12 for the PeopleTools patch upgrade. 

Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience.

Reminder to Buyers:
Please be aware of the system downtime, including the Supplier Portal. Avoid scheduling events to close between October 12 and October 13. Depending on when the system comes up, bidders and suppliers may or may not have time to enter bid responses if an event is scheduled to close over the weekend.

Supplier Portal Training Available for Vendors

The Office of State Procurement (OSP) provides training sessions for vendors who would like to learn to use the SWIFT Supplier Portal. These two-hour sessions cover registering as a supplier, finding solicitation opportunities, submitting responses, and other key features of the Supplier Portal. Information on these trainings can be found on OSP’s Vendor Training page, along with on-demand training videos and a link to the Quick Reference Guides. Buyers who interact with interested vendors are encouraged to provide them this information.

The next available sessions are:

• Thursday, October 17 - 1:00 pm to 3:00 pm (virtual)
• Wednesday, November 20 - 2:00 pm to 4:00 pm (in-person in St. Paul)

For more information, contact the OSP Vendor Liaison, Ellie Pflager, at ellie.pflager@state.mn.us or 651.201.8148.

A Reminder Regarding Attached Documents in SWIFT

It is possible to attach documents to certain transactions in SWIFT. Attaching a document to a particular transaction may be required or useful, for example, to support an approval request. We want to remind you that SWIFT is not a suitable long-term storage repository for your documents. Please use other storage options, such as, shared drives and SharePoint for document retention.

Updating or Editing a Supplier Contract Shell in SWIFT

If a supplier contract shell must be edited or updated, the Office of State Procurement recommends that in most cases agencies should update the existing record. There are limited circumstances when an agency should create a new version of a contract shell.

Users should create a new version of a contract shell ONLY if one of these reasons apply:

1. To cancel a contract line.
2. To reactivate a canceled contract line.

Refer to the Create a New Version of a Supplier Contract Quick Reference Guide. 

To edit a contract shell, refer to the Edit a Supplier Contract Shell Quick Reference Guide.

Editing a contract shell includes, but is not limited to, adding contract lines, changing contract dollar amounts, changing Administrator/Buyer, extending the contract Expire Date, and amending contract documents.

There are two options to view contract changes.

Option 1: Select the View Changes link in the contract Header section.

Option 2: Select Contract Change History from the left menu on the Contract Entry page.

SWIFT and EPM Data Warehouse Training

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 Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.	DATES
INTRO	Introduction to SWIFT Navigation webinar	10/15/24
INTRO	Introduction to SWIFT eLearning	Anytime
INTRO	Overview of SWIFT Reporting webinar 9/10/24 Time, 8:30 a.m. - 10:00 a.m.	10/10/24; 11/7/24; 12/12/24
AR	SWIFT Accounts Receivable Part A: Direct Journal Deposits webinar	1/7/25
AR	SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar	1/8/25
AR	SWIFT Accounts Receivable Part C: Maintenance Worksheets	1/9/25
AP	SWIFT Create Vouchers Overview in Accounts Payable webinar	11/5/24
BI	SWIFT Billing Part 1 webinar	11/13/24
BI	SWIFT Billing Part 2 webinar	11/14/24
EPM	Build a My Dashboard for SWIFT Reports in EPM lab	1/16/25
EPM	Create a SWIFT All Expenditures Report in EPM lab	10/3/24
EPM	Create a SWIFT All Receipts Report in EPM lab	10/16/24
EPM	Introduction to the EPM Data Warehouse for SWIFT webinar	10/23/24
EPM	SWIFT EPM Create and Save a New Analysis lab	10/9/24
EPM	SWIFT EPM Formatting Your Report lab	12/19/24
EPM	SWIFT EPM Manager's Financial Report	10/30/24
EPM	Use SWIFT Standard Reports in EPM lab	1/16/25
EPM	Understand the SWIFT Data in the EPM Data Warehouse webinar	12/3/24
KK	SWIFT Budget Journal Administration webinar Time, 9:00 a.m. - 11:15 a.m.	10/23/24
PO	SWIFT Create Purchase Orders Overview webinar	10/1/24
SC	SWIFT Create a Supplier Contract Shell webinar Time, 9:00 a.m. - 10:00 a.m.	1/7/25
SS	SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar	11/14/24
SS	SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar Time, 1:00 p.m. - 2:30 p.m.	11/14/24
SS	SWIFT Strategic Sourcing eLearning	Anytime

SWIFT Help Desk

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:

• Your Business Unit
• Description of the issue/question
• SWIFT 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 Training Guides and Resources page.