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SWIFT Update January 5, 2017

SWIFT FMS System Maintenance

SWIFT's Financial Management System (FMS) is scheduled for a PeopleTools upgrade on Friday, January 27, 2017, beginning at 6 p.m. The upgrade is expected to be completed Sunday, January 29, 2017. SWIFT FMS and Supplier Portal will be unavailable during the upgrade.

The PeopleTools maintenance upgrade will not change the look and feel in SWIFT. Please contact the SWIFT Help Desk with questions about the PeopleTools upgrade or system downtime. 


Close Unneeded Event Lines (Pending Award Status)

Agency buyers should review their events in SWIFT on a regular basis. Agencies may have events with lines they did not award and no longer need. SWIFT leaves these events in a “Pending Award” status. This means that the event has not been completely awarded.

If a buyer creates an event tied to a requisition, the funds remain tied to the event. Once buyers close the lines, SWIFT will free up unused requisition lines. Buyers can re-source the lines to another event or cancel the lines. Buyers can use the remaining pre-encumbrances elsewhere. Leaving un-awarded lines in SWIFT can become a problem during audits.

To resolve unneeded sourcing events, buyers should close event lines. Change the status of the un-awarded lines “Open” to “Closed”. SWIFT will close these event lines. SWIFT will close the entire event if all lines are either awarded or closed. The event is no longer in an active status.

Steps to Change Lines on an Event.

Step 1: Access the Event.

  • Navigation: Sourcing, Event Workbench.
  • Search for the event.
  • On the Search Results, click on the Analyze Bids icon for that event.

Step 2: Update the Status on the Event on the Analyze Line page.

  • SWIFT displays the Analyze Total page. Select the Analyze Line link on the top of the page.
  • On the Analyze Line page, change the Line Status from “Open” to “Closed”.
  • Click the Save button at the bottom of the page.

Step 3: View the Updated Status on the Analyze Total page.

  • SWIFT returns you to the Analyze Total page. Click the Save button.
  • SWIFT will update the Status of the award to either “Awarded” or “Not Awarded”.

Following these steps to close unneeded event lines ensures that all unneeded event lines are closed. Any requisitions are returned. The event is no longer in an active status.


Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following modules. Classes are free of charge and open to everyone. You can enroll for this training by opening Employee Self-Service and selecting the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Seats are available in the following classes:

Class 

Date 

Time 

AP Voucher Entry, Maintenance, Approval & Reporting Tools (AP2)

February 22, 2017

8:30 am to 4:00 pm

AR Direct Journal Deposits (AR/BI3a)

January 25, 2017

8:30 am to 12:00 pm 

AR Item Deposits & Applying Payments (AR/BI3b)

January 25, 2017

1:00 pm to 4:30 pm

AR Account Maintenance & Customer Interactions (AR/BI3c)

January 26, 2017

8:30 am to 12:00 pm

Budget Journal Administration (BC2)

February 2, 2017

8:30 am to 4:00 pm

Create & Manage Purchase Orders for Buyer Roles (PO1)

January 24, 2017

8:30 am to 4:00 pm

Create & Manage Supplier Contracts (SC1) 

January 31, 2017

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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