SWIFT Update January 25, 2024

Statewide Systems Maintenance

To stay up to date with our statewide systems, Minnesota Management and Budget along with the Department of Administration and Minnesota IT Services are working to upgrade all statewide systems to be supported by latest version of PeopleTools. PeopleTools provides the underlying technology for all statewide applications (PeopleSoft applications).

The anticipated launch date for this project is Tuesday, February 20, 2024. We anticipate that all statewide systems will be unavailable due to the system-wide upgrade Thursday, February 15, 2024, starting at 6 p.m., through Tuesday, February 20 at 6 a.m. Please plan around this time to minimize the interruption of critical business functions. We apologize for the inconvenience.

Important note for Buyers:Please ensure that your events are not scheduled to start or end during this time as the Supplier Portal will also be unavailable.

Impacted systems include:

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

While the updated version of the Administrative Portal and SWIFT application pages will have aesthetic changes, this upgrade will not affect how accounting and procurement processes are completed. The upgrade includes a new look and feel with simpler navigation intended to make a more efficient user experience by reducing clicks and providing multiple avenues of navigation. Overall navigation remains tile-based using navigation collections.

Stay informed with the SWIFT Update as we provide sneak peeks and anticipated changes in the coming weeks.

PeopleTools Upgrade - What's in it?

While the updated version of the Administrative Portal and SWIFT application pages will have aesthetic changes, this upgrade will not affect how accounting and procurement processes are completed. The upgrade includes a new look and feel with simpler navigation intended to make a more efficient user experience by reducing clicks and providing multiple avenues of navigation. Overall navigation remains tile-based using navigation collections.

This Week's Sneak Peek

This week, we highlight two anticipated changes for the PeopleTools upgrade.

First, you’ll immediately notice that Administrative and Self-Service Portal Sign In pages look different. The all blue page is replaced with a smaller blue rectangle on a white page that includes the State logo with Oracle’s redwood-themed bar across the top.

Second, the banner has been upgraded to include two sections, the Global Section Bar and the Contextual Section Bar. The Global Section Bar is located at the top and houses common controls, including the back button, quick access bar items, the global search, the home and notifications buttons, the actions menu and the NavBar. The Contextual Section Bar is located at the bottom and includes the title of the content you are viewing and the contextual actions in the more actions menu.

Stay informed with the SWIFT Update as we provide sneak peeks and anticipated changes in the coming weeks.

SWIFT Staff Spotlight: Christina Guzman

Get to know members of the SWIFT support teams who answer your calls, respond to your emails, and make sure you get the information you need. This spotlight is on Christina Guzman. Christina is a team member of the SWIFT Module Support unit and supports the Grants Management and Project Costing modules.

How long have you been with Minnesota Management and Budget (MMB)?
Just under one year, it will be one year on February 1.

What's your favorite part of your job?
I enjoy getting to the solution of complicated Grants Management problems. It’s challenging but also fun to dig into problems to see how I can help.

Fun Fact: I am a co-leader for my daughter’s Girl Scout troop, and it’s been a fun and rewarding experience for both of us. Last year her troop did a service project and raised funds and supplies for the local animal rescue. 

EPM Data Warehouse Open Lab

Did you know that the EPM Data Warehouse can help your agency track supplier diversity spending to meet the Governor’s Equity Procurement Goal? Aaron Anderson, from the Department of Equity in Procurement at the Minnesota Department of Administration, created three reports for supplier diversity spending in the EPM Data Warehouse. He stored report samples in a shared folder of the EPM Data Warehouse.

• Diverse Spend Report
• Equity Select Activity
• Total Spend for Diversity Reporting – Adjusted Total Spend Using FY

Aaron will provide overview of these reports and can address questions about them. SWIFT training staff will be there to assist agency staff on how to customize and save these reports in My Folders. Date: Thursday, March 7, 2024 Time: 9:00 am to 10:30 am

Please register for it in Learning Management. It is considered an Open Lab for the EPM Data Warehouse. In Find Learning, search for it using “SWIFT Open Lab.”

SWIFT and EPM Data Warehouse Training

The SWIFT Training team offers training through a variety of methods. There are SWIFT training guides and training videos, EPM training guides, webinars, labs, eLearning, and individual sessions (by request through the SWIFT Help Desk).

Find current SWIFT training in Learning Management. Enter "SWIFT" in the Find Learning text entry box.

SWIFT Help Desk

Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

Email: [email protected]

Phone: 651-201-8100, option 2

Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday (closed holidays)

When contacting the SWIFT Help Desk, make sure to include details about your question or issue, including:

• Your Business Unit
• Description of the issue/question
• SWIFT 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 Training Guides and Resources page.

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