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SWIFT Update December 14, 2017


SWIFT 9.2 Limited Upgrade


We have officially kicked off a project to perform a limited upgrade to SWIFT. SWIFT goes out of support by the software vendor in Jan. 2018, and the limited upgrade will get SWIFT back into support by the software vendor (Oracle) by early 2019. This is not our preferred approach, but it will keep SWIFT supported, operational, and processing hundreds of thousands of financial transactions employees, vendors, and Minnesotans depend on.

What is included in the limited upgrade?

  • Upgrade SWIFT to version 9.2, which is supported by the software vendor
  • Clean programming code
  • Improved accessibility/usability
  • Reduction of modifications and customizations

What is not included in the limited upgrade?

  • No e-procurement (modern, online requisitioning, ordering, and purchasing of goods and services)
  • No treasury management enhancements
  • No customer portal enhancements

Why a limited upgrade?

  • Over several years MMB repeatedly sought funding to do a comprehensive SWIFT upgrade. We received limited or no funding every time. We don’t have the resources to immediately conduct a full upgrade to meet all the needs of the enterprise. Nevertheless, to minimize the risk of going unsupported, we identified a temporary solution to do a limited upgrade to get the system back into supported service as soon as possible.

Project Timeline

Key dates listed below (subject to change)
  • Dec. 2017 - Jun. 2018: System Development
  • Jul. - Oct.: System Test Cycle 1
  • Jul. - Aug.: Accessibility and Usability Test Cycle 1
  • Aug.: Formal Performance Test Start
  • Oct. - Dec.: System Test Cycle 2
  • Oct. - Nov.: Accessibility and Usability Test Cycle 2
  • Nov.: User Acceptance Test
  • Jan./Feb. 2019: End User Training
  • Feb. 2019: Targeted Launch Limited Upgrade

Questions?

Contact SWIFT.Project@state.mn.us


New Customized View in Review Vendors Page

Question:  Why do inactive vendors say “Active” on the Review Vendors page? 

Answer: In SWIFT, the Review Vendors page shows a vendor’s “Effective Status” which represents only the status of a specific address, not the vendor itself.
To help remedy this issue, MMB created a new customized view to include both the vendor’s active/inactive Status and the Effective Status of the individual address(es).

To customize your view, follow the steps below.

Step 1: Navigate to the Review Vendors page in SWIFT: Vendors, Vendor Information, Add/Update, Review Vendors

Step 2: As an example, enter “658 CEDAR ST” into the Address field, then click Search.

Step 3: Click on Personalize link. It is found on the right side of the Search Results section.
review-vendors-1 
Step 4: On the Personalize Column and Sort Order page, click on the Copy Settings link at the bottom of the page.

Step 5: On the Copy Settings page, click on the looking glass icon and select “MMB VENDOR REVIEW”. Then, click OK.

Step 6: SWIFT returns you to the Personalize Column and Sort Order page. Click OK on the bottom of the page.

Step 7: SWIFT returns you to the Review Vendors page. Scroll to the top of the page and click the Home link.

Step 8: Return to the Review Vendors page (See Step 1).

Step 9: On the Review Vendors search page, enter "658 CEDAR ST” into the Address field, then click Search.SWIFT now displays both the vendor Status (must be “Approved”) and the address Effective Status (must be “Active”).
  review-vendors-2


Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. 

You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. 

Most of the SWIFT classes have waiting lists.  If you cannot make the class you enrolled in, drop the class in ELM or contact the trainer as soon as you are able.  Also, ELM will not automatically enroll agency staff on waiting lists to the next class.  You will need to enroll in the next class if it is offered.  
Seats are available in the following classes:

Class 

Date 

Time 

Accounts Payable Voucher Entry, Main, Approval and Reports (AP1) February 1, 2018
8:30 am to 4:00 pm
AR Account Maintenance & Customer Interactions (AR/BI3c)
January 24, 2018
1:00 pm to 4:30 pm
AR Direct Journal Deposits (AR/BI3a)
January 11, 2018  
8:30 am to 12:00 pm
AR Item Deposits and Applying Payments (AR/BI3b)
January 23, 2018
8:30 am to 12:00 pm
Billing Advanced (AR/BI2)
February 15, 2018
8:30 am to 4:00 pm
Budget Journal Administration (BC2)
February 21, 2018
8:30 am to 4:00 pm
Create and Manage Contract Documents Electronically (SC2)
January 19, 2018  
8:30 am to 2:30 pm
Create and Manage Contract Documents Electronically (SC2) March 28, 2018
8:30 am to 2:30 pm
Create and Manage Supplier Contracts (SC1)
February 27, 2018
8:30 am to 4:00 pm
Create and Update Purchase Orders for Buyer Roles (PO1)
January 10, 2017
8:30 am to 4:00 pm
Create and Update Purchase Orders for Buyer Roles (PO1) March 6, 2018  
8:30 am to 4:00 pm
Introduction to SWIFT (INTRO)
January 12, 2018 8:30 am to 12:00 pm
Introduction to SWIFT (INTRO)  January 17, 2018 8:30 am to 12:00 pm
Strategic Sourcing for Acquisitions (SS1)
March 7, 2018
8:30 am to 4:00 pm


SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
651-201-8100, option 2 or by email  SWIFTHelpDesk.MMB@state.mn.us

Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.

When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. Information to include with your message:

  • Issue Description
  • Business Unit
  • 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 Reference Guide page.

SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

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