SWIFT Update, December 27, 2012

Reminder: Security Role Mapping for Strategic Sourcing and Supplier Contracts Required

Agencies that have not completed the Strategic Sourcing (SS) and Supplier Contract (SC) security worksheets and forms for Phase 2 SWIFT functionality must do so to implement SS and SC functionality. The information was due Oct. 5, 2012, for Strategic Sourcing and Dec. 14, 2012, for Supplier Contracts.

For non-pilot agencies, the Go-Live date for Strategic Sourcing is Jan. 4, 2013, and for Supplier Contracts it is Jan. 31, 2013.  Strategic Sourcing must be implemented by March 4, 2013, and Supplier Contracts by March 31, 2013. Agencies will not be able to implement this functionality until they have submitted the proper security worksheets and forms. Both documents are necessary for all affected users.

Return both completed assignments to This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

Seats Still Open: UAT Sessions for PO Workflow Approvals and PCard

Agency procurement coordinators should take advantage of the dual purpose User Acceptance Testing (UAT) sessions for PO Workflow Approvals and Purchasing Card. Other agency employees should check with their Phase 2 Implementation Coordinators before signing up. Choose either a morning or afternoon session. 1-2 people from each agency are invited to attend.

Jan. 7 to 11, 2013

8:00 a.m. to 11:30 a.m.
12:30 p.m. to 4:00 p.m.

The processes involved for the PCard are: agency PCard administration, statement reconciliation, adding ChartField values and submitting for approval.  PO Workflow processes involve approving and denying of transactions, buyer initiated approvals, data entry initiated approvals and adding of ad hoc approvals. Participants will not need to bring anything as testing scripts will be provided. If your agency is not using PCard, you do not need to stay for that portion of the session. All agencies will be using Purchasing Workflow.

Location: SWIFT 4th Floor Conference Room, Centennial Office Bldg.  

RSVP with the following information by January 2 to This e-mail address is being protected from spambots. You need JavaScript enabled to view it :

  • Name(s) of those attending
  • Date they will be attending
  • Morning or afternoon session

Willmar Local Tax Ends December 31, 2012

Beginning January 1, 2013, Willmar sales and use tax no longer applies to sales made within the city. Orders entered in SWIFT after Dec. 31, 2012, will calculate the rate at 6.875%, state sales and use tax only. Orders entered on or before Dec. 31, 2012, will still have the local tax applied. Current orders and/or their vouchers may need to be adjusted to pay the correct tax, see the Minnesota Department of Revenue tax notice for the handling of orders and payments during the transition period.

Sign up for Phase 2 Classroom Training

Procurement Training




Strategic Sourcing 2 for P/T Contracts – Two-day class for those who work with RFPs, RFIs, PT contracts.

Jan. 8 & 9 – 8:30 a.m. to 4 p.m.

Centennial Bldg, St. Paul

Jan. 14 & 15; and Feb. 5 & 6 – 8:30 a.m. to 4 p.m.

MnDOT, Shoreview

Supplier Contracts 1 – One-day class for those with prior SC experience who need training on the new functionality.

Jan. 3; 10 & 17 – 9 a.m. to 4 p.m.

Centennial Bldg, St. Paul

Register for SWIFT classes in Employee Self-Service; Learning folder/Browse classes

Check Out Latest Issue of “Taking Flight News”

The December 2012 issue of Taking Flight News (http://www.swift.state.mn.us/doc/newsletter/12-19-12.pdf) focuses on the new Procurement features and functions being introduced during Phase 2 of the SWIFT Project. With these introductions, the state of Minnesota moves closer to utilizing the electronic capabilities of the system.

In this issue:

  • A greeting from Commissioner Spencer Cronk, MN Dept. of Administration
  • Highlights of the new features for Strategic Sourcing, Supplier Contracts and Purchasing (PCard and PO Approval Workflow)
  • Key dates for Phase 2 Procurement rollout
  • A summary of the transitions happening with the SWIFT Project from Jim Manion, SWIFT Program Director
  • Procurement training schedule
  • Q & A
  • SWIFT Resources

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 http://www.mmb.state.mn.us/finlist/listinfo/swift_newsltr

See previous issues