SWIFT Update November 14, 2024

ERP/SWIFT Procurement Support Supervisor 

The Department of Administration (Admin) is hiring a SWIFT Procurement Support Supervisor (Administrative Planning Director State), who will supervise a team of professional staff to provide effective procurement module management, functional analysis, and business process design, along with testing of system upgrades, changes, and enhancements to the procurement modules in SWIFT. As system module experts, this team provides assistance and training to State agencies, vendors, and other users to optimize their use of the procurement modules in meeting processing and reporting needs.

Admin offers a hybrid work environment. With a telework arrangement, onsite attendance may be required for team meetings or as requested by management to meet business needs. At a minimum, two (2) onsite days per month will be required. Completion of a telework agreement will be required.

The first review of applications/resumes for the SWIFT Procurement Support Supervisor, Job ID 81598, will begin after 12/02/2024.

State employees interested in the position should apply to Job ID 81598. 

Managing Outgoing Grants in SWIFT

The SWIFT Training team partnered with the Office of Grants Management to offer SWIFT resources for grant makers. These resources are posted on the SWIFT General Procurement page.

• Create a Grant Contract Quick Reference Guide: Typically, grants that provide funding for an outside entity are encumbered in SWIFT in the Supplier Contracts module. This guide provides the steps to enter and execute grant contracts.
• Manage a Grant for Grant Makers Quick Reference Guide: This guide provides the steps to enter and manage grants in three SWIFT Modules: Supplier Contracts, Purchase Orders, and Accounts Payable.

To record outgoing grants into SWIFT:

• Enter outgoing grant contracts into the Supplier Contracts module.
• Code all grants as a Grant (GRK) Contract Type and Category Code of 84101501.
• Enter the encumbrance into the Purchase Order module.
• Code the purchase order as a Contract Encumbering Order (KEO) purchase order.

SWIFT Hot Topic: Effective Date Customer

SWIFT Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Training and Help Desk team. Use these as a friendly reminder of a process or as an opportunity to learn something new!

Q. I need to add a customer or a customer contact. What should I use for an Effective Date? 

A. To provide services and goods to an individual or an organization, you first need to add a customer in either the Accounts Receivable or Billing module of SWIFT. The dates used while adding your customer are very important because they interact with the ability to invoice your customer. You are unable to create a bill with dates previous to the Date Added, Since, or Effective dates entered in your customer record. Therefore, we suggest that you backdate all dates in the customer record to before any possible invoice date.

For more information about adding Customers and their dates, refer to the Enter a New Customer Quick Reference Guide or the Add a Customer video in the Billing section.

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 SWIFT Navigation webinar	10/15/24
INTRO	Introduction to SWIFT eLearning	Anytime
INTRO	Overview of SWIFT Reporting webinar 9/10/24 Time, 8:30 a.m. - 10:00 a.m.	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 Time, 9:00 a.m. - 11:15 a.m.	10/23/24
PO	SWIFT Create Purchase Orders Overview webinar	10/1/24
SC	SWIFT Create a Supplier Contract Shell webinar Time, 9:00 a.m. - 10:00 a.m.	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 Time, 1:00 p.m. - 2:30 p.m.	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:

• 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.