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SWIFT Update October 20, 2022

Supplier Portal Security Changes

If you work with suppliers and respond to questions about their Supplier Acccount, please be aware of new security measures that MMB implemented on October 16. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal.

Other changes related to the MFA security measure.

  • Suppliers and bidders need to enroll in multi-factor authentication during initial log in after October 16.
  • Existing passwords are no longer valid.
  • Shared accounts are no longer allowed. If they created a shared account for their organization, they will need to create a User ID for each individual accessing the Supplier Portal.
  • They need to activate their account by responding to the email from no-reply@oracle.com.

Support.

Password support.

  • For password support, refer them to the FAQ document.
  • Forgotten Password. There are instructions on page four of the FAQ document to assist with changing their password
  • Expired Passwords. All SWIFT passwords expire after 90 days. To update an expired password, they can select the Sign In tile on the Supplier Portal home page. Then, select the Need help signing in? link to update their password.

New Suppliers added to Catalog Punchouts

The Office of State Procurement is in the final stages of adding suppliers to the Catalog Punchout process in SWIFT. Starting Monday, October 31, 2022, orders under Contract Release T-572(5) to Abundant 180, Fastenal, and MSC Industrial Supply will be placed through the Catalog Punchout process in the eProcurement module. Blanket purchase orders can no longer be used for ordering from these suppliers. 


SWIFT Data is Available to the Public on TransparencyMN

Did you know that SWIFT budget, payment, contract, grant, and purchase order information is available to the public on the TransparencyMN website? TransparencyMN uses citizen-friendly public reports from the EPM Data Warehouse.

For example, if you create contract shells in the Supplier Contracts module, you are familiar with the required Statement of Purpose field. This field is visible to the public in the Contracts Open Checkbook on the TransparencyMN website. Remember to write a clear, concise, and easy to understand Statement of Purpose of the contract for our citizens.

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

TransparencyMN


SWIFT Help Desk Support Position

Minnesota Management and Budget is hiring one permanent position supporting State agency users of the State’s PeopleSoft accounting and procurement system (SWIFT). 

SWIFT Help Desk Support - Permanent Position

The SWIFT Help Desk Unit is responsible for providing the initial level of support via phone or email to agencies on any questions on SWIFT, EPM Data Warehouse, or budget system applications. The help desk also  responds to inquiries on the Human Capital Management systems: Self Service, SEMA4, and Learning Management (ELM). Responsibilities include staffing a central help desk, answering questions, logging problems, troubleshooting, and resolving issues. Successful candidates will have a strong interest in learning about large financial and procurement systems.

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

This position is a great entry-level position for people with a strong interest in learning about large financial and procurement systems.

SWIFT and EPM Data Warehouse Training

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

  • Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
  • SWIFT 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.
  • EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
  • eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you can request a Certificate of Completion.
  • One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at SWIFTHelpDesk.MMB@state.mn.us.

Upcoming SWIFT Training

To enroll in a SWIFT training, sign in to Self Service or the Administrative 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, and check your email later for an invitation with instructions on how to attend the webinar.

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

Module

Webinars/eLearning

Date 

Time 

INTRO

Introduction to SWIFT eLearning

Anytime

Self-Paced Class

SS

Strategic Sourcing eLearning

Anytime

Self-Paced Class

KK

SWIFT Budget Journal Administration

October 25, 2022

9:00 a.m. – 11:00 a.m.

AP

Create Vouchers Overview webinar

October 26, 2022

9:00 a.m. – 10:30 a.m.

BI

SWIFT Billing Part 1

October 26, 2022

9:00 a.m. – 10:30 a.m.

BI

SWIFT Billing Part 2

October 27, 2022

9:00 a.m. – 10:30 a.m.

PO

Create Purchase Orders Overview webinar

October 27, 2022

9:00 a.m. – 10:30 a.m.

EPM

Build a My Dashboard for SWIFT Reports lab

November 2, 2022

9:00 a.m. – 10:30 a.m.

INTRO

Introduction to SWIFT Reporting webinar

November 3, 2022

9:00 a.m. – 10:30 a.m.

SS1

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

November 3, 2022

9:00 a.m. – 10:30 a.m.

SS2

Strategic Sourcing Part 2: Analyze and Award Events webinar

November 3, 2022

1:00 p.m. – 2:30 p.m.

SC

Create a Supplier Contract Shell webinar

November 8, 2022

9:00 a.m. – 10:30 a.m.

SC

Import and Process a Contract Document Electronically webinar

November 8, 2022

1:00 p.m. – 2:30 p.m.

AR

SWIFT Accounts Receivable Direct Journal Deposits

November 8, 2022

9:00 a.m. – 10:30 a.m.

AR

SWIFT Accounts Receivable Apply Payments to Invoices

November 9, 2022

9:00 a.m. – 10:30 a.m.

AR

SWIFT Accounts Receivable Maintenance Worksheets

November 10, 2022

9:00 a.m. – 10:30 a.m.

INTRO

Introduction to SWIFT Navigation

November 17, 2022

9:00 a.m. - 11:00 a.m.

EPM

Create and Save the Manager's Financial Report

November 30, 2022

9:00 a.m. – 10:30 a.m.

EPM

Create a SWIFT All Expenditures Report in EPM lab

December 1, 2022

9:00 a.m. – 10:30 a.m.

EPM

Use SWIFT Standard Reports in EPM Lab

December 6, 2022

9:00 a.m. – 10:30 a.m.

EPM 

Introduction to SWIFT Reporting webinar

December 13, 2022

9:00 a.m. – 10:30 a.m.

EPM

Create and Save a New Analysis lab

December 15, 2022

9:00 a.m. – 10:30 a.m.


SWIFT Help Desk

Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

EmailSWIFTHelpDesk.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

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