Use the Grants module in SWIFT to manage incoming federal grants. Review and complete the steps provided in the Enter Grant Proposals Quick Reference Guide to create a grant award in SWIFT. Federal funds will be subject to the Single Audit and will require a Catalog of Federal Domestic Assistance (CFDA) number be used to track the funds. If your CFDA number is not available in the dropdown, please email agencyassistance.mmb@state.mn.us to get it added in SWIFT.
All transactions coded to a federal fund will require project funding to be entered in the PC Business Unit, Project ID, Activity ID, and Source Type fields in addition to the standard State of Minnesota ChartFields. This requirement applies to transactions originating in both SWIFT and SEMA4.
Agencies should use REIMB as the Source Type value on all transactions. This value marks the transaction as paid for by the Grantor and drives a transaction's inclusion in Single Audit reporting.
|
|
PC Business Unit |
Project ID |
Activity ID |
Source Type |
|
Instruction |
Agency PC Business Unit |
Unit Use value established on Grant Award |
Unit Use value established on Grant Award |
REIMB |
|
Example |
G9R01 |
G9R12345 |
1 |
REIMB |
The Department of Administration's Office of State Procurement (OSP) recommends that agencies cancel or close existing supplier contracts that they no longer need. Cancelling or closing these contracts streamlines reports both for agencies and for OSP.
Review the Close or Cancel a Supplier Contract or Lines Quick Reference Guide for more information.
You can find Contract IDs by Business Unit and Origin that have expired or will expire using this query in the Query Viewer: M_SC_GBL_EXPR_CNTRCTS_BU_ORGN
This query provides information such as the Status, Begin and Expire Dates, Buyer, Supplier, Maximum Amount, Total Released Amount, and Remaining Released Amount.
Find out about queries and the Query Viewer from the Query Basics Quick Reference Guide.
Since the pandemic, the SWIFT Training Team has introduced new methods of delivering training, including live webinars, an extensive library of video tutorials, in addition to our written guides. Now, we’re pleased to announce the release of a new eLearning course, which you can find in Learning Management. Online courses are self-paced and include a series of video demonstrations, followed by learning interactions and a short quiz. Learning Management tracks successful completion so they can be used in learning plans to ensure employees stay current in SWIFT.
If you are new to SWIFT and need to learn how to use the Financial Management System, this online class is for you. It takes about one hour to complete (consisting of four parts, each 10-20 minutes) and demonstrates how to navigate SWIFT, find SWIFT resources, and use some of the reporting tools, including Inquiries, Queries, and Process Monitor reports.
After learning this material at your own pace, make sure to take and pass the assessment at the end to receive an official Certificate of Completion.
The SWIFT training team will launch more eLearning courses in Learning Management in the next several months. Stay tuned!
The SWIFT Training team offers online training through webinars, training guides, video tutorials, and one-on-one sessions.
To enroll in a SWIFT webinar, sign in to the Self Service or Admin Portal and select the Learning Management tile.
Currently, there are seats still available for the following webinars.
|
Module |
Classes/Webinars |
Date |
Time |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
Self-Paced Class |
|
AP |
Accounts Payable Overview |
Nov 09, 2021 |
1:00 p.m. - 2:30 p.m. |
|
AR |
SWIFT Create, Correct and Verify Direct Journal Deposits |
Nov 09, 2021 |
1:00 p.m. - 2:30 p.m. |
|
BI |
Billing Part 1 |
Nov 10, 2021 |
9:30 a.m. - 11:00 a.m. |
|
BI |
Billing Part 2 |
Nov 10, 2021 |
1:00 p.m. - 2:30 p.m. |
|
SC |
Supplier Contracts, Import Contract Documents |
Nov 16, 2021 |
9:00 a.m. - 10:00 a.m. |
|
AR |
SWIFT Enter Deposits and Apply Payments for SWIFT Invoices |
Nov 16, 2021 |
1:00 p.m. - 2:30 p.m. |
|
SS |
Strategic Sourcing, Part 1: Create, Post, and Approve Events |
Nov 17, 2021 |
9:30 a.m. - 11:30 a.m. |
|
AR |
SWIFT Use Maintenance Worksheets to Manage Customer Accounts |
Nov 18, 2021 |
9:30 a.m. - 11:00 a.m. |
|
SS |
Strategic Sourcing, Part 2: Analyze and Award Events |
Nov 24, 2021 |
9:30 a.m. - 11:30 a.m. |
|
PO |
Purchase Order Overview |
Dec 02, 2021 |
9:00 a.m. - 10:30 a.m. |
|
SC |
Supplier Contracts, Create Contract Shell |
Dec 08, 2021 |
9:00 a.m. - 10:00 a.m. |
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 page.
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