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SWIFT Update (April 21, 2016)

Statewide  Systems Availability

All statewide systems will be unavailable due to system maintenance beginning 8 a.m. Saturday, April 23 through Sunday, April 24. Please plan around these dates to minimize interruption of critical business functions.

Statewide systems that will be impacted include:

  • Self Service
  • SEMA4
  • Recruiting Solutions
  • SWIFT (Including Supplier Portal and Mobile Inventory)
  • SWIFT Data Warehouse (EPM)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • Enterprise Learning Management (ELM)
  • Fiscal Note Tracking System (FNTS)
  • IA Warehouse

Note: While we expect all systems will be operational on Monday, April 25, unforeseen complications may result in a delay. If this happens, we will notify users as soon as possible.


Sign Up for Upcoming SWIFT Training

SWIFT classroom training is scheduled for the Accounts Payable, Commitment Control (Budgeting), and Purchasing 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 

Budget Journal Administration (BC2)

May 24, 2016

8:30 am to 4:00 pm

Create and Update Purchase Orders for Agency Buyers (PO1)

May 5, 2016

8:30 am to 4:00 pm

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

May 25, 2016

8:30 am to 4:00 pm


Help Desk Hot Topic

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

Q: Is it possible to dispatch a Purchase Order (PO) to multiple people?

A: Yes, you can dispatch a PO to multiple people but only via email for only specific doc types, including:

  • CRO
  • DPO
  • SSO
  • RMO
  • MSO
  • POR
  • EMR

To do this, you will need to add multiple email addresses on the Dispatch Options page under the One Time Fax/Email section.

You must place a colon (;) between the emails. By adding the emails in this section, you override the email listed in the Vendor/Contact Fax/Email section.

Warning! if you want to send the PO to yourself and the vendor, make sure to add the vendor’s email and yours to the One Time Fax/Email section. Since you are overriding the Vendor/Contact Fax/Email entry, the vendor will not get the PO unless its email address is added to the One Time Fax/Email section. Space is also limited to only a few emails.


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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.
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