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    SWIFT Update October 19, 2023 

    SWIFT Accounts Receivable Critical Change: Implementation of New Banking System

    The MMB Accounting Services Division, Banking Services Section is retiring the state’s current banking system (“MMB Systems”) and will be converting to the SWIFT (PeopleSoft) Banking System. This conversion will impact two SWIFT fields in the Deposit Control Table: (1) the deposit reconciliation date (RECONCILE_DT); and (2) the deposit reconciliation status (RECON_STATUS).

    • When is the conversion expected to take place?
      • Anticipated Conversion Date: December 30, 2023 (last weekend of the calendar year 2023).
    • What can agencies do to prepare for the conversion now?
      • Agencies are responsible to adjust any queries or subsystem used to pull deposit information related to the two impacted fields on the deposit control table.
      • Clear up as many outstanding items as possible prior to conversion, including: (1) banking items; and (2) SWIFT deposits.
      • Always use the bank deposit date as the received date when making SWIFT deposits. If you have questions on this date, please contact the MMB Cash Management Team.
      • Review your incomplete deposits regularly and complete them.
    • What is the major change from MMB Systems to the SWIFT Banking System?
      • Two specific fields within the deposit control table will be changed.
        • Reconciliation date.
        • Reconciliation status.
      • Users who run reports using the deposit control table need to be aware of this change.
    • Will the deposit information continue to be available in SWIFT?
      • Yes, the information will be available in SWIFT.
    • When will agencies have more information on the conversion?
      • Please continue to monitor the SWIFT Update for more announcements regarding the conversion to the SWIFT Banking System. Additional communications will be sent closer to the conversion date.
    • Who can I contact with questions?

    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 type of contract with a supplier that 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.

    One of the benefits of using the Grants Module in SWIFT is that it can help you monitor expenditures in alignment with grant contract dates as opposed to the state fiscal year.

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

    MMB is Hiring: Vendor Payments Support Position

    Vendor Payments Support 

    This position is responsible for recording and researching all returned warrants; Resolving, responding to, and recommending solutions to problems related to processing and identification of state payments encountered by customers using the Statewide Integrated Financial Tools (SWIFT); Reviewing and completing processing of Legislative warrants; Validating special handling of SWIFT warrants; and guiding customers through vendor registration and resolving inquiries received on the Vendor Helpline and Supplier Portal.

    This is a hybrid position and will require working in the office by alternating two and three days every other week. 

    Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies. The Job ID is 70278.

    Open Lab: Tips and Tricks in the EPM Data Warehouse

    Open labs for the EPM Data Warehouse include a variety of topics nominated by users for collaboration and joint problem solving. You can sign up to participate in open labs through Learning Management. In the find Learning box, enter “SWIFT EPM” to locate open labs as well as other EPM Data Warehouse labs.

    The SWIFT training team will host their first open lab on Wednesday, November 1, 2023, from 9 am to 10:30 am. The first topic is Tips and Tricks for Business Intelligence. We will bring a couple of tricks that we’ve picked up along the way. You bring yours. No matter how small or inelegant you think your solution is. These open labs are intended for sharing.
    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 EPM Data Warehouse/SWIFT webinar

    12/5/23

    INTRO

    Introduction to SWIFT Navigation webinar

    11/7/23; 12/7/23

    INTRO

    Overview of SWIFT Reporting webinar

    11/2/23; 12/7/23; 1/4/24

    INTRO

    Introduction to SWIFT eLearning

    Anytime

    AP

    SWIFT Create Vouchers Overview in Accounts Payable webinar

    11/2/23

    AR

    SWIFT Accounts Receivable Part A Direct Journal Deposits webinar

    11/14/23

    AR

    SWIFT Accounts Receivable Part B Apply Payments to Invoices webinar

    11/15/23

    AR

    SWIFT Accounts Receivable Part C Maintenance Worksheets webinar

    11/16/23

    BI

    Billing Part 1 webinar

    10/25/23; 1/24/24

    BI

    Billing Part 2 webinar

    10/26/23; 1/25/24

    EPM

    Build a My Dashboard for SWIFT Reports in EPM lab

    11/8/23

    EPM

    Create a SWIFT All Expenditures Report in EPM lab

    12/13/23

    EPM

    SWIFT EPM Create and Save a New Analysis lab

    12/12/23

    EPM

    SWIFT EPM Create and Save the All Receipts Report lab

    1/11/24

    EPM

    SWIFT EPM Create and Save the Manager's Financial Report lab

    11/9/23; 1/18/24

    EPM

    SWIFT EPM Formatting Your Report
    PM session Time, 1:00 p.m. - 2:30 p.m.

    12/13/23 am; 12/13/23 pm; 12/19/23 pm

    EPM

    SWIFT EPM Open Lab: Tips and Tricks

    11/1/23

    EPM

    Understand the SWIFT Data in the EPM Data Warehouse webinar

    11/30/23

    EPM

    Use SWIFT Standard Reports in EPM lab

    11/8/23

    PO

    SWIFT Create Purchase Orders webinar

    11/15/23

    SC

    SWIFT Create a Supplier Contract Shell webinar
    Time, 9 a.m. - 10:am

    12/6/23

    SC

    SWIFT Import and Process Contract Document Electronically webinar
    Time, 1:00 p.m. - 2:00 p.m.

    12/6/23

    SS

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

    12/14/23

    SS

    Strategic Sourcing Part 2: Analyze and Award Events webinar
     Time, 1:00 p.m. - 2:30 p.m.

    12/14/23

    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.

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