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    SWIFT Update December 21, 2023 


    Implementation of New SWIFT Banking System

    The State of Minnesota is converting the statewide banking system from MMB Systems to SWIFT Banking System. Conversion is expected December 31, 2023, during normal Sunday maintenance. SWIFT will be unavailable at that time.

    The conversion will have minimal functional impact to agency staff entering and researching deposits in the Accounts Receivable module.

    What changes can users expect?

    • The Entered date field will no longer be editable. This date will default to the current date and cannot be changed.
    • The Reconciliation Status and the Reconciliation Date fields will only be updated when the deposit is reconciled with the bank statement.

    Who can I contact with questions?

    Please contact the MMB Cash Management team at Cash.Management.MMB@state.mn.us.

    Be Alert: Vendor Payments Fraudulent Emails

    Employees at the MMB Vendor Payments Help Desk and in agency accounts payable departments have been recently targeted by imposters sending emails posing as state vendors seeking to access or change vendor payment and banking information. We take information security very seriously and ask that you be vigilant to protect vendor information and prevent fraud. 

    Here are a few precautions to take when reviewing emails: 

    • Confirm the sender’s identity before replying to emails and before opening attachments or clicking on links, even if they appear to come from a legitimate source. You can do this by comparing the full email address or email domain name with the known email addresses associated with the vendor in the SWIFT Supplier Portal.
      • Please note that imposters can manually change email addresses, such as those listed in the “From” and “Cc” lines, or manipulate hyperlinks, in the body of emails, so you must compare the sender’s email address in the most recent email received and not rely on the email addresses listed in the sender’s signature or those listed in the “From” line for previous emails further down in the email exchange. 
    • If an email seems suspicious, call or email the vendor using known vendor email phone numbers or email addresses listed in the SWIFT Supplier Portal to confirm with a vendor representative if the email is legitimate.
    • Immediately report any phishing and imposter attempts to MNIT Services at spam.reporting@state.mn.us
    • Also immediately notify the MMB Vendor Payments Help Desk if you believe there are fraudulent attempts to access SWIFT vendor information, efthelpline.mmb@state.mn.us

    Help Desk Hot Topic

    The Help Desk Hot Topics feature Frequently Asked Questions answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new.

    Q. What is the process for requesting new security roles in SWIFT?

    A. Agency security administrators are responsible for initiating changes to security roles for employees. To request new security roles in SWIFT, fill out the required forms on the Security Access Forms webpage. Once these forms are completed, send them to your agency's security administrator. If you're not sure what forms to fill out, or if you do not know who your security administrator is, please contact the SWIFT Help Desk for guidance.

    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 EPM Data Warehouse/SWIFT webinar

    1/3/24

    INTRO

    Introduction to SWIFT Navigation webinar

    3/26/24

    INTRO

    Overview of SWIFT Reporting webinar

    1/4/24

    INTRO

    Introduction to SWIFT eLearning

    Anytime

    AP

    SWIFT Create Vouchers Overview in Accounts Payable webinar

    4/10/24

    BI

    SWIFT Billing Part 1 webinar

    1/24/24

    BI

    SWIFT Billing Part 2 webinar

    1/25/24

    EPM

    Build a My Dashboard for SWIFT Reports in EPM lab
    Time, 1:00 p.m. - 2:30 p.m.

    3/5/24

    EPM

    Create a SWIFT All Expenditures Report in EPM lab

    2/6/24

    EPM

    SWIFT EPM Create and Save the All Receipts Report lab

    1/11/24

    EPM

    Understand the SWIFT Data in the EPM Data Warehouse webinar

    3/14/24

    EPM

    Use SWIFT Standard Reports in EPM lab

    3/5/24

    PO

    SWIFT Create Purchase Orders webinar

    4/2/24

    SC

    SWIFT Create a Supplier Contract Shell webinar

    4/11/24

    SC

    SWIFT Import and Process Contract Document Electronically webinar
    Time, 1:00 p.m. - 2:00 p.m.

    4/11/24

    SS

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

    4/4/24

    SS

    SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar
     Time, 1:00 p.m. - 2:30 p.m.

    4/4/24

    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.

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