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SWIFT Update (June 9, 2016)

SWIFT Availability (including Supplier Portal and Mobile Inventory)

SWIFT will be unavailable on Thursday, June 30, 2016, beginning at 6 p.m. for soft close. The system will become available on Friday, July 1, 2016, at approximately 10:00 a.m., once soft close is complete.  A system notification email will be sent to users when the system becomes available.

Reminder to Buyers: Avoid Scheduling Events to Close on July 1st

Buyers please be aware of the system downtime. This includes the Supplier Portal. Depending on when the system comes up, vendors may or may not have time to enter bid responses if an event is scheduled to close on July 1, 2016.


SWIFT Data Warehouse Unavailable June 9-13, 2016

The SWIFT Data Warehouse will be unavailable June 9 at 7 p.m. through June 13 at 7 a.m. due to a planned PeopleTools upgrade. We apologize for the inconvenience.


FY16 Requisitions must be Closed or Modified if Award will not take place by June 30th

Requisitions using non-continuing funds that will not be awarded by June 30th must either be canceled or the funding must be changed to reflect the new budget year. If the requisition line is tied to a pending sourcing event, the event must be canceled or the specific event line must be closed before the requisition line can be closed or changed. 

Please see the SWIFT Procurement Year End Processing Tips guide available on the MMB web site for help with processing procurement documents for the year-end close.


OBIEE Update: Supplier Diversity Reporting Based on Purchase Orders Available

A new Supplier Diversity Subject Area is available in OBIEE to allow for Supplier Diversity Reporting based on Purchase Orders:

• SCM – PROC – Supplier Diversity Purchase Order Reporting

The Supplier Diversity Reporting Dashboard has been expanded to include the following new reports:

• Supplier Diversity PO Reporting Summary - provides the Percentage of Diverse Total PO Amounts by Business Unit, Vendor, PO Date, Certification Category and Certification Classification.

• Supplier Diversity PO Reporting Summary by Account Class - provides the Total PO Dist and the Total Amt by Business Unit, Vendor, PO Date, Certification Category and Certification Classification.

• Supplier Diversity PO Reporting Summary by Account Class and Certification Classification Long Desc - provides the Total PO Dist Amt by Business Unit, Vendor, PO Date, Certification Category and Account Class.

If you have any questions about this new reporting area, please contact the SWIFT Helpdesk.


Sign up for SWIFT Training

SWIFT classroom training is 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 

AR Direct Journal Deposits (AR/BI3a)

June 8, 2016

8:30 am to 12:00 pm

AR Item Deposits and Applying Payments (AR/BI3b)

June 8, 2016

1:00 pm to 4:30 pm

AR Account Maintenance and Customer Interactions (AR/BI3c)

June 15, 2016

8:30 am to 12:00 pm


Note: SWIFT Training will not be held in July and August. We perform maintenance and refresh the training database every new fiscal year.


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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