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SWIFT Update April 30 2015


Beware of the File Size Limitation for Strategic Sourcing Event Email Notifications

Email notifications sent from SWIFT to vendors have the same file attachment size limitation as emails sent via Outlook through the State's email servers. The maximum attachment file size is set at 25MB and is an aggregate total. If you have two or more attachments that are less than 25MB but together total over 25MB, the email server will not send the email. Currently, there isn't a message returned from SWIFT to let you know that the emails weren't sent. Until this issue is corrected in SWIFT, you should add up the total file size of all attachments to an event to ensure they do not exceed the 25MB limit. If the total is greater than 25MB, an alternative way to disseminate the information must be employed. For example, you could provide a link to a location on your agency's website where the files may be downloaded. You could also try to compress or zip the files using various tools to get below the 25MB limit.

Statewide Financial Policies and Procedures Updated
The following Statewide Operating Policies and Procedures have been updated and posted to the Statewide Financial Policies webpage of the MMB website under Chapter 8:

0805-01 Interagency Payments Policy
0805-01.1 Interagency Payments Procedure

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 reference information can be found on the SWIFT website.

SWIFT Update Listserv
The SWIFT Update is sent to SWIFT Agency Sponsors/Project Managers/Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers. It is also sent to a larger listserv composed of SWIFT end users - to be removed or added to this SWIFT Update list, go to the SWIFT Newsletter List.

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