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SWIFT Update February 25, 2016

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SWIFT Availability

The SWIFT Administrative Portal will be unavailable periodically this weekend (February 27-28) due to system maintenance. During this time users will not be able to access SWIFT FMS, CBS, FNTS, BPAS, ELM or Self-Service.
If your log on attempt is unsuccessful, please try again later.


New SWIFT Budget Journal Administration (BC2) Class Scheduled

A new SWIFT course is being offered. The Budget Journal Administration (BC2) class provides hands-on SWIFT system training on how to enter budget journals and budget transfers online, including expense and revenue budgets, anticipated and actual transfers, and roll forwards. Importing budget journals is also covered, as well as how to handle budget check errors and correct budget journals and budget transfers. Participants will also use the budget inquiry and reporting options available in the Commitment Control Module of SWIFT.

SWIFT classroom training is also scheduled for the Accounts Payable, Purchasing, Billing and Accounts Receivable modules. Classes are free of charge. 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

AR Direct Journal Deposits (AR/BI3a)

March 30, 2016

8:30 am to 12:00 pm

AR Item Deposits and Applying Payments (AR/BI3b)

March 30, 2016

1:00 pm to 4:30 pm

AR Account Maintenance and Customer Interactions (AR/BI3c)

April 6, 2016

8:30 am to 12:00 pm

Billing Advanced (AR/BI2)

April 20, 2016

8:30 am to 4:00 pm

Budget Journal Administration (BC2)

March 16, 2016

8:30 am to 4:00 pm

Budget Journal Administration (BC2)

April 13, 2016

8:30 am to 4:00 pm

Create and Update Purchase Orders for Agency Buyers (PO1)

March 15, 2016

8:30 am to 4:00 pm

Create and Update Purchase Orders for Agency Buyers (PO1)

April 14, 2016

8:30 am to 4:00 pm

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

March 31, 2016

8:30 am to 4:00 pm


Procurement Fiscal Year End Cutoff Dates

It's 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 to make the acquisition is through a Request for Proposal (RFP), the April 15th cutoff could be too late. Contact the appropriate Acquisition Management Specialist for the product line in MMD regarding any upcoming or proposed acquisition if the RFP process is being contemplated.

Date

Action

4/15/2016

Deadline for construction and construction-related requisitions processed through the Real Estate and Construction Office or Materials Management Division. (SWIFT Policy 0901-02)

4/15/2016

Deadline for requisitions requiring sealed bids (over $50,000) processed through Materials Management Division.

5/13/2016

Deadline for requisitions over the purchasing agency's authority processed through Materials Management Division (under $50,000.)


New OBIEE Human Resource Dashboard

The SWIFT Data Warehouse has released a new Human Resource Dashboard in the OBIEE reporting and analysis tool:

• Agency Appointment Summary by EEO4 Category: This report provides a summary analysis of the selected agency's workforce by EEO-4 category, gender, ethnic group, and disability status. The report includes all employees with an "Active" or "Paid Leave" status, and excludes "Non-State" and "Intern" appointments.

More detail about this dashboard can be found on the Data Warehouse Bulletins page.


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.

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