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SWIFT Update February 2, 2017

The PeopleTools upgrade for SWIFT FMS was completed over the weekend.  Users can begin accessing the system.  

If you are experience issues logging in, please do the following:

As a result of the upgrade, SWIFT FMS and the Supplier Portal  are now supported by additional internet browsers.  For details on supported browsers, see the SWIFT Software and Hardware Requirements document on MMB’s website. 

If you are using Internet Explorer version 11, Enterprise Mode is no longer required for full system functionality.  It is recommended Enterprise Mode be turned off.  The Enterprise Mode Setting guide will provide details regarding this setting.


Procurement Fiscal Year End Cutoff Dates 

It is already time to begin talking about fiscal year end. Below are the cutoff dates established for submission of requisitions and requests for establishing contracts above the agency’s buyer’s delegated ALP authority.

If the best procurement method is to make the acquisition through a Request for Proposal (RFP), the April 14th cutoff could be too late. Contact the appropriate Acquisition Management Specialist for the product line in Office of State Procurement regarding any upcoming or proposed acquisition if the RFP process is being contemplated.

 Date

Action

2/13/2017

Initial documents and associated deadlines for all Agency Software Sources related to Software Licensing and/or Software Maintenance Agreements processed through Office of State Procurement (OSP).

4/14/2017

Deadline for construction and construction-related requisitions processed through the Real Estate and Construction Office or Office of State Procurement. (SWIFT Policy 0901-02).

4/14/2017

Deadline for requisitions requiring sealed bids (over $50,000) processed through the Office of State Procurement.

5/12/2017

Deadline for requisitions over the purchasing agency’s authority processed through the Office of State Procurement (under $50,000.00).



Statewide Financial Policies and Procedures

The following Statewide operating policies, procedure, and form have been updated and posted to the Statewide Financial Policies webpage of the MMB website under Chapter 7:

  • MMB Statewide Operating Policy 0701-01 Encumbrance
  • MMB Statewide Operating Policy 0702-01 Reinstating Encumbrances after Close of the Fiscal Year
  • MMB Statewide Operating Procedure 0702-01.1 Reinstating Encumbrance after Close of the Fiscal year
  • MMB Statewide Operating Form 0702-01.1F Request to Open Closed Year Appropriation and/or Reinstate Cancelled Money

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

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

April 27, 2017  

8:30 am to 4:00 pm

AR Direct Journal Deposits (AR/BI3a)

April 18, 2017    

8:30 am to 12:00 pm 

AR Item Deposits & Applying Payments (AR/BI3b)

April 18, 2017

1:00 pm to 4:30 pm

AR Account Maintenance & Customer Interactions (AR/BI3c)

April 19, 2017

8:30 am to 12:00 pm

Billing Advanced (AR/B12)

 May 11, 2017

8:30 am to 4:00 pm

Budget Journal Administration (BC2)

April 12, 2107

8:30 am to 4:00 pm

Create & Manage Supplier Contracts (SC1) 

March 2, 2017

8:30 am to 4:00 pm

Create & Manage Supplier Contracts (SC1)

May 17, 2017

8:30 am to 4:00 pm

Create & Update Purchase Orders for Agency Buyers (PO1)

May 3, 2017

8:30 am to 4:00 pm

Create & Update Purchase Orders for Contract Encumbrance Roles (PO4)

March 1, 2017

8:30 am to 12:30 pm

Strategic Sourcing for Professional/Technical Services (SS2)

February 8, 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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