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SWIFT Update July 17 2014


Annual Budget and Accounting Instructions - Document 3

The Annual Budget and Accounting Instructions - Document 3 will be released tomorrow. This document provides instructions to agencies on preparing for the state's fiscal year close. Agencies on the Accounting Coordinators list will receive this report via email. It will also be available on MMB's website at

Encumbrance Certification & Problem Reports

MMB will be sending out the Encumbrance Certification and Problem reports next week. For the encumbrance certification report, agencies need to certify goods were purchased or services rendered prior to 6/30/2014 in order to keep BFY 2014 purchase orders open past close for non-continuing appropriations. Problem reports identify budgets that have been over expended or over obligated and require action by agencies prior to close. Thanks in advance to agencies for their prompt attention in completing the encumbrance certification report and resolving budget problems.

Statewide Financial Policies and Procedures Update

With the launch of the new MMB website, we would like to officially announce that multiple updates to the Statewide Financial Policies and Procedures are now available. Multiple documents have been updated in Chapters 1-6 and 11; further updates will be publicized as they happen. Please visit the Statewide Financial Policies landing page (http://mn.gov/mmb/accounting/state-financial-policies/) for access to these documents. With the new website, please also ensure you update any favorite links that you have saved.

Determining How to Answer Edit Questions for a Strategic Sourcing Event

Periodically a buyer may need to edit an SS event to make changes to it. This is accomplished by selecting the Edit Icon on the Event Workbench.
Once the event changes have been completed, the buyer selects the Save Changes button, which triggers a series of messages to appear.
The first message asks if the buyer wishes to update the event files and inform the vendors of these changes. Before selecting "Yes" or "No" to the first question, buyers need to determine if a new set of files is required.

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If you have made changes to your event preview, start, or end date and time, selecting the Yes button is advised. This ensures that the vendors will get an updated copy of the Event Details PDF reflecting the changes to the event. If "No" is selected, the files (including Event Details PDF), will not be updated and a second message will be triggered asking if you want to inform the vendors of your modified event. If you select "No", the vendors will not receive e-mail notifications.

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Upcoming Changes to SWIFT Data Warehouse

On July 19th, MMB will make changes to the All Expenditure and All Receipts Subject Areas in OBIEE. The changes will ensure all SWIFT transactions coded to revenue accounts are included in the All Receipts Subject Area and all activity coded to expense accounts are included in the All Expenditure Subject Area. Users who have developed OBIEE reports with prompts against the All Expenditure Subject Area may need to adjust their reports to get them to run.

Agencies who currently download data from the SWIFT Data Warehouse staging tables will need to make sure they execute a full pull of the expenditure and receipt detail X2 tables on the night of July 21st to ensure the agency has complete and accurate data. Agencies should be aware there will be Expenditure and Receipts Detail X3 tables beginning on July 21st that will contain more complete information on each transaction. If agencies need the additional information, the data extractions should be repointed to the X3 tables. While the X2 tables will continue to be available, agencies are encouraged to use the X3 tables for new development and to change existing extracts to the X3 tables.

Agencies running reports from the data warehouse staging tables should be aware the Expenditure and Receipt Detail X3 tables will be available on July 21st and contain more complete information than what is currently on the X2 tables. The X2 tables will still exist and be refreshed each night so agencies can make this transition at their leisure.

For additional information, please see the latest bulletins posted on the SWIFT Data Warehouse website.

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.
651-201-8100, option 2; Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.
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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