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    SWIFT Update October 7, 2021


    Statement of Purpose on the Supplier Contract Record Available to the Public.

    Did you know that SWIFT supplier contract and purchase order information is available to the public on the TransparencyMN website? It uses SWIFT data on an EPM Data Warehouse report. If you create contract shells in the Supplier Contracts module, you are familiar with the required Statement of Purpose field. This field is designed for the Open Checkbook part of the TransparencyMN website. Remember to write a clear, concise, and easy to understand Statement of Purpose of the contract for the public.

    Here’s an example of a Statement of Purpose in the Open Checkbook.

    Open CheckBook image

    For more information, review the Create a Supplier Contract reference guide.

    Managing Grants using SWIFT

    SWIFT offers two different processes to help agencies manage grants depending on who is the grantee.

    Outgoing Grants: The State of Minnesota is not the grantee.

    A grant is a class of contract which provides the transfer of cash or something of value to a recipient to support a public purpose authorized by law. Use the SWIFT Supplier Contracts module to enter the grant as a contract.

    • Agencies must encumber grant funds in SWIFT prior to the execution of the grant agreement. Use the SWIFT Purchase Order module to encumber the funds for the contract.
    • Use the SWIFT Accounts Payable module to pay the grantee from the purchase order.
    • As an option, you can use the SWIFT Strategic Sourcing module to solicit, review, and award proposals for the outgoing grant. The module will create a supplier contract record for the award.

    One of the benefits of using SWIFT to enter grants is that transaction information for this grant can be viewed in any of the modules used in SWIFT.

    For more information about managing outgoing grants, review the Grant Making reference guides.

    Incoming Grants:The State of Minnesota is the grantee.

    Use the SWIFT Grants Management module to document awards that have already been granted by an outside organization, including federal government agencies, other state agencies, and non-profit groups. In the State of Minnesota, agencies that receive federal financial assistance must track all financial activity in SWIFT. This module helps you to track the grant award and create a project to track its activities.

    To learn more about using the Grants Management module, review the Grants (Incoming) reference guides.

    Reminder on Statewide Cost Code for COVID-19 Employee Testing

    SWIFT users may now use the new statewide cost code CET (COVID-19 Employee Testing) to track costs related to COVID-19 testing of employees.

    These costs may be eligible for FEMA reimbursement, such as testing facilities, testing contracts, testing supplies in SWIFT, and personnel costs associated with testing administration in SEMA4. (Cost code use is optional but recommended.)

    SWIFT Training

    The SWIFT Training team offers online training through webinars, training guides, video tutorials, and one-on-one sessions.

    • Webinars: Enroll in upcoming webinars on Learning Management. See Upcoming Webinars below. Webinars run 60 to 120 minutes and include live demos of SWIFT processes.
    • Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
    • One-On-One Sessions: Request a one-on-one session with a SWIFT trainer by emailing your request to: SWIFT.Project@state.mn.us

    Upcoming Webinars

    To enroll in a SWIFT webinar, sign in to the Self Service or Admin Portal and select the Learning Management tile.

    1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
    2. From the Search Results, select the webinar you would like to take.
    3. Press the Enroll button to enroll in the webinar.
    4. For webinars, make sure to check your email later for an invitation, which will provide a link and instructions on how to attend the webinar.

    Currently, there are seats still available for the following webinars.

    Module

    Classes/Webinars

    Date 

    Time 

    PO

    Purchase Order

    Oct 19, 2021

    9:00 a.m. - 10:30 a.m.

    SC

    Supplier Contracts

    Oct 28, 2021

    9:00 a.m. - 10:30 a.m.

    AP

    Accounts Payable

    Nov 09, 2021

    9:00 a.m. - 10:30 a.m.

    SC

    Supplier Contracts

    Nov 16, 2021

    9:00 a.m. - 10:00 a.m.

    SS

    Strategic Sourcing, Part 1: Create, Post, and Approve Events

    Nov 17, 2021

    9:30 a.m. - 11:30 a.m.

    SS

    Strategic Sourcing, Part 2: Analyze and Award Events

    Nov 24, 2021

    9:30 a.m. - 11:30 a.m.

    SC

    Supplier Contracts

    Dec 08, 2021

    9:00 a.m. - 10:00 a.m.

    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 page.

    SWIFT Update Newsletter

    The SWIFT Update is sent to everyone on the SWIFT Update subscription list. To subscribe or unsubscribe to this newsletter, use the links below.

    Printing the SWIFT Update

    • If you are experiencing issues printing this update, download a PDF version and print that version
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