Clarifying SWIFT
The State of Minnesota uses a suite of applications that are accessed through the Administrative Portal. SWIFT is a PeopleSoft application by Oracle that consists of two components, Financials (Accounting) and Procurement. SWIFT stands for StateWide Integrated Financial Tools. SWIFT is accessed through the Administrative Portal. Portals are web applications that allow users to log in to a single location and access various systems and services.
Below is a list of the various applications that are generally accessed through the Administrative Portal. It is important to note that they are separate systems. A few of them are also PeopleSoft products while others are owned wholly by the State and developed and maintained internally.
SWIFT Hot Topic: Queries and Reports
SWIFT Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new!
Q. How can I learn about running queries and reports to manage transactions in my modules?
A. The SWIFT training team offers a webinar on the Overview of SWIFT reporting. It describes various ways to get information out of SWIFT such as inquiries, queries, and reports. It shows some of the support tools to help you get this information. Please take the SWIFT Introduction to Navigation webinar prior to taking this webinar. Register for both webinars in Learning Management.
Also, many modules have Quick References Guides that list commonly used queries for them.
• AP: Run SWIFT Queries for Accounts Payable Data
• AM: Run SWIFT Queries for Asset Management Data
• GL: Run SWIFT Queries for General Ledger Data
• PC: Run SWIFT Queries for Projects and Grants
• PO: Common Queries for Purchase Order Data
• PCards: SWIFT PCard FAQs (Lists several queries)
• SC: Common Queries for Supplier Contract Data
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:
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
|
DATES |
|
INTRO |
Introduction to SWIFT Navigation webinar |
10/15/24 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
INTRO |
Overview of SWIFT Reporting webinar
|
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
|
10/23/24 |
|
PO |
SWIFT Create Purchase Orders Overview webinar |
10/1/24 |
|
SC |
SWIFT Create a Supplier Contract Shell webinar
|
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 |
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:
Additional assistance can be found on the SWIFT Training Guides and Resources page.
