PeopleSoft Image Upgrade and System Availability

What's Happening?  

Minnesota Management and Budget, the Department of Administration (Office of State Procurement), and Minnesota IT Services are working to upgrade SWIFT, the Supplier Portal, and Mobile Inventory to a more current image of PeopleSoft.

The upgrade features some minor functional enhancements, such as approval notifications, ability to upload multiple attachments in a single step, an option to email notifications for certain transaction types, and others. Also, you may notice some label changes.

The anticipated launch date for this upgrade is Monday, September 15, 2025. SWIFT, including the Supplier Portal and Mobile Inventory, will be unavailable from Saturday, September 13 at 6 am, until Monday morning, September 15, 2025. We will send an email communication once the systems are available.

What do you need to do? 

• Be aware that SWIFT, including the Supplier Portal and Mobile Inventory, will be unavailable Saturday, September 13, until the morning of Monday, September 15, 2025.
• For the best user experience, we suggest that you clear your internet browsing history and cache before you log into the Administrative Portal on Monday, September 15.
• Note that the web addresses will remain the same. 
• Please plan around this time to minimize the interruption of critical business functions. 
• Buyers: Please avoid scheduling events to close during this down time as the Supplier Portal will also be unavailable.

If you have questions about this upgrade, please email the SWIFT Help Desk or call 651-201-8100, Option 2.

View the Clear Browsing History and Cache Quick Reference Guide for information on clearing your internet browser history.

Record Tariffs on Purchase Orders 

If you create a purchase order impacted by a tariff, record the tariff on a separate line and use “78141503” as the Category Code. These purchases should be taxed according to the Minnesota Department of Revenue’s guidance. View the Sales Price web page for more information.

General Approval Enhancements: SWIFT PeopleTools Image Upgrade – Sept. 15, 2025

SWIFT is scheduled for an upgrade on September 15, 2025. You may notice minor functional enhancements and label changes. This week we highlight what’s new in the Approval Workflow.

Approver users can set notification preferences for various transaction types.

1. To change how you receive notifications, select Notifications from My Preferences.

2. In the Notification Delivery section, the Approval types you can approve are listed.

1. In the In-App column, slide the toggle switch right for “Yes” to turn notifications On, or slide the toggle switch left for “No” to turn notifications Off. The In-App option affects notifications for Notifications panel designated by the Notifications icon in the Global Menu.
2. In the Email column, slide the toggle switch right for “Yes” to turn notifications On, or slide the toggle switch left for “No” to turn notifications Off. The Email options affect whether you receive notifications in your email inbox.

3. After making choices, select the Save button.

Vanity Links

In preparation for the PeopleSoft Image Upgrade, remember to use and save vanity links to access statewide system portals. A 'vanity URL' is a shorter URL that is more descriptive and automatically redirects a user to the application. Please save these URLs in your browser favorites and use them for communications to employees or suppliers. These shorter URLs replace the need for the much longer and sometimes changing portal URLs.

The following portals have vanity URLs:

• Administrative Portal/SWIFT: http://mn.gov/adminportal
• Self Service Portal: http://mn.gov/selfservice
• Supplier Portal: http://mn.gov/supplier

For instructions on how to save these links to your browser's Favorites, see the Save Vanity URLs Quick Reference Guide. This guide includes instructions for Microsoft Edge, Chrome, and Firefox.

If you have questions about how to save favorites in your browser, contact the SWIFT Help Desk.

SWIFT Module Training 

The SWIFT Training team offers training through a variety of methods at no additional cost to the agency, including: 

• SWIFT Quick Reference Guides.
• SWIFT and EPM training videos.
• The EPM Data Warehouse Quick Reference Guides for SWIFT data.
• Individual and group sessions requested through the SWIFT Help Desk.
• Webinars, labs, and eLearning available in Learning Management. Enter "SWIFT" in the Find Learning text entry box. 

MODULE	SWIFT Webinars & eLearning Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted	DATES
INTRO	Introduction to SWIFT Navigation webinar	9/18/25
INTRO	Overview of SWIFT Reporting webinar	9/18/25; 10/9/25; 11/13/25
INTRO	Introduction to SWIFT Navigation eLearning	Anytime
AP	SWIFT Create Vouchers webinar	10/9/25
AR	Accounts Receivable Part A: Direct Journal Deposits webinar	10/28/25
AR	Accounts Receivable Part B: Apply Payments to Invoices webinar	10/29/25
AR	Accounts Receivable Part C: Maintenance Worksheets webinar	10/30/25
PO	SWIFT Create Purchase Orders in SWIFT webinar	9/25/25
SS	SWIFT Create, Post, Approve Events webinar NOTE: Introduction to SWIFT Navigation is required.	10/9/25
SS	SWIFT Strategic Sourcing Part 2: Analyze, Award Events webinar NOTE: Introduction to SWIFT Navigation is required. Time is 1:00 P.M to 2:30 P.M.	10/9/25
SS	SWIFT Strategic Sourcing eLearning	Anytime

EPM Data Warehouse for SWIFT Training

MODULE	EPM Data Warehouse Labs for SWIFT Data Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted	DATES
EPM	Create a SWIFT All Expenditures Report in EPM Lab	10/1/25
EPM	Create a SWIFT All Receipts Report in EPM lab	9/25/25
EPM	Introduction to the EPM Data Warehouse for SWIFT webinar	10/7/25
EPM	SWIFT EPM Create and Save the Manager's Financial Report	10/23/25
EPM	SWIFT EPM Formatting Your Report lab	9/24/25

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.