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    SWIFT Update August 13, 2020


    Enhancements for Electronic Processing of Contract Documents  

     The Office of State Procurement greatly enhanced SWIFT’s Supplier Contract module to help agencies process contract documents electronically.
    1. Agencies can now import a contract document created outside of SWIFT and process it for electronic approvals and signatures. These changes allow agencies to take advantage of the signing capabilities available in SWIFT’s version of DocuSign.
    2. There are enhancements in SWIFT impacting both imported and system-generated contract documents.

    • Group Signing functionality has been added to allow sending the contract to multiple users where one member of the signing group signs for the group. Currently, this is for Professional/Technical contract documents.
    • There are two different signature processes for DocuSign signatures, such as a PDF for imported contract documents and Word for system-generated contract documents.
    • Agencies can specify which signers can view which attachments are routed with the contract documents.
    • Agencies can now use the Carbon Copy (cc) functionality when routing for eSignatures.
    • There is a streamlined process for Professional/Technical (P/T) contracts for contract documents.
    You can find information about other enhancements in the Supplier Contract module in the Overview of Changes in Supplier Contract Module.

    Training and Support for the Enhancements for Electronic Processing of Contract Documents

    There are important details related to the correct use of these enhancements in the Supplier Contract module. Please review the reference guides and participate in a webinar.
    Quick Reference Guides

    Webinar:
    The SWIFT Import and Process a Contract Document Electronically webinar provides SWIFT training on using the Supplier Contracts module to import a contract document in SWIFT and process it through approvals, signatures, dispatch, and execution in SWIFT. Please sign up for this webinar in ELM. More sessions will be added as needed.
    Agency Support:
    After you have reviewed the Quick Reference Guides and participated in a webinar and wish to explore these options further, the SWIFT training team is available for agency assistance. Please email the SWIFT training team at [email protected].

    Reminder: The SWIFT Help Desk Remains Open

    Please contact the SWIFT Help Desk for any questions, concerns, or issues you have with SWIFT.

    SWIFT Training and Resources 

    The SWIFT training team  is offering online training through webinars, one-on-one sessions, and video tutorials.

    • Quick Reference Guides and Training Videos: Please check the Training and Support Resources page for the quick reference guides and training videos/ You will find reference guides covering all modules on SWIFT. We are adding new training videos in the most commonly used modules.
    • Webinars: We are offering modified online versions of our classroom training. They are shorter and meant to provide basic demonstrations of the SWIFT modules. If you are newer to SWIFT, please consider taking the Introduction to SWIFT: Navigation webinar before enrolling in a module-specific webinar.
    • One-On-One Sessions: If you would like one-on-one training on a SWIFT module not offered through a webinar, please email [email protected] to request a one-on-one session.

    To find and enroll in SWIFT webinars, open the Self Service or Administrative Portal and select the ELM tile. On the Learning Management page, select Find Learning on the left menu. On the Find Learning page, enter “SWIFT” in the Description field and choose Search. Seats are available in the following webinars: 

    Webinar

    Date 

    Time 

    Introduction to SWIFT (Navigation)

    August 19, 2020

    9:30 am to 11:30 am

    Introduction to SWIFT (Reporting)

    August 26, 2020

    9:30 am to 11:00 am

    SWIFT Import and Process a Contract Document Electronically 

    August 18, 2020

    9:00 am to 10:00 am

    SWIFT Import and Process a Contract Document Electronically 

    August 20, 2020

    9:00 am to 10:00 am

    SWIFT Import and Process a Contract Document Electronically 

    August 27, 2020

    9:00 am to 10:00 am

    SWIFT Training Guides and Resources

    You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.

    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  [email protected] 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 Training Guide page.

    SWIFT Update Mailing List

    The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

    Printing the SWIFT Update

    • If you are experiencing issues printing this update, download a PDF version and print that version
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