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SWIFT Update October 5, 2017


SWIFT Administration Portal Availability

The SWIFT Administration Portal will be unavailable due to system maintenance Sunday, October 8, 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:

  • Appropriation Maintenance Application (AMA)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • Fiscal Note Tracking System (FNTS)
  • SWIFT
  • SWIFT Data Warehouse (EPM)

New Class on Creating Contract Documents Electronically

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.

Create and Manage Contract Documents Electronically is an advanced course. The hands-on training on the Supplier Contracts module allows agencies to prepare for creating and managing contract documents electronically in SWIFT.

It provides a framework for agencies to create and manage all aspects of the actual contract documents electronically within SWIFT. Participants will learn how to create an ad hoc contract document. Participants will also create a contract document, edit it, send it for collaboration (peer review), process the approvals, set up electronic signatures, fully execute it and amend it. Participants will be able to track the versions of the contract document in Word. Participants will gain an understanding of the security roles required for these electronic processes.


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 

Accounts Payable Voucher Entry, Main, Approval and Reports (AP1)
October 27, 2017 8:30 am to 12:00 pm
Accounts Payable Voucher Entry, Main, Approval and Reports (AP1)
December 14, 2017 8:30 am to 12:00 pm
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
Create and Manage Contract Documents Electronically (SC2)
November 3, 2017
8:30 am to 2:30 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 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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