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May 7, 2026
For users of SWIFT Accounting and Procurement modules and those who use SWIFT data in the EPM Data Warehouse.
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Review your open requisitions to prepare for the year-end close. Each buyer is responsible to make sure that their agency's requisitions are properly completed by the fiscal year-end. SWIFT Support staff will no longer review requisitions or contact buyers about their requisitions for fiscal year-end. SWIFT Support staff will close requisitions with pre-encumbrance balances as of July 1, 2026.
If your agency has requisitions using non-continuing funds that you will not award by June 30, cancel them or change the funding to reflect the new budget year. If your agency has requisition lines tied to a pending event in the Sourcing module, you must first cancel the event or close the event line before you can close or change the requisition line.
To locate requisitions with pre-encumbrance balances, buyers should run the Encumbrance Certification Report. Navigate to the Encumbrance Certification Report: Navbar, Navigator, SWIFT, Purchasing, Reports, Encumbrance Certification Rpt. Enter a Run Control ID and then enter your Report Request Parameters to run the report in SWIFT.
Please see the SWIFT Procurement Year End Processing Tips guide on Minnesota Management and Budget's website for help with the year-end close.
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In preparation for year-end activities, MMB SWIFT Module support will start sending the Appropriation Problem Reports out early, once in May and once in June.
- These reports identify appropriations that are over-obligated, over-extended, or have open requisitions (pre-encumbrances) or anticipated transfers.
- Agencies must resolve these conditions by August 8, 2025, in preparation for hard close on August 14, 2026.
Starting in July, MMB will send these out weekly on Mondays.
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As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of May 8. The PO Reconciliation Job closes purchase orders that have been fully matched by setting the Status to “Complete.” See the SWIFT Procurement Year End Processing Tips for additional information.
The PO Close job will run two additional times this year to assist in closing documents: June 30 and the hard close weekend of August 14.
Remember, you can prevent the PO Reconciliation Job from closing a purchase order by selecting the “Hold From Further Processing” checkbox on the purchase order header. You can use this checkbox if you plan on increasing the purchase order at a later date.
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The Help Desk Hot Topics feature Frequently Asked Questions answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new.
A. What is the process for requesting new or additional security roles in SWIFT?
Q. Agency security administrators are responsible for initiating changes to security roles for employees. To request new security roles in SWIFT, fill out the required forms on the Security Access Forms webpage. Once these forms are completed, send them to your agency's security administrator. If you're not sure what forms to fill out or do not know who your security administrator is, please contact the SWIFT Help Desk for guidance.
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Get to know members of the SWIFT support teams at OSP who answer your calls, respond to your emails, and make sure you get the information you need. This SWIFT Staff Spotlight is on Steph Schwartz. Steph is the supervisor of the SWIFT Procurement Support team at the Department of Administration.
What are you enjoying in your job so far?
I have really appreciated the people here and the overwhelming support and welcoming atmosphere from everyone I have met. I also enjoy that every day brings something different, and I am constantly learning. There is truly never a dull moment!
How long have you been with the State of Minnesota?
I joined the Department of Administration June 2024 and am quickly approaching my 2 years!
Fun Fact!
I have lived in Minnesota for almost 3 years now and absolutely love it here. Our kiddo is almost two, and we are excited to explore more of southern Minnesota with him this year. If you have any recommendations for things to do around Rochester, I would love to hear them! I also enjoy reading, walking with our rescue pups, gaming with the family, and visiting the parks and zoo. 😊
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The SWIFT Training team offers SWIFT module training through a variety of methods at no additional cost to the agency. There are SWIFT training guides and training videos, webinars, 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.
Module
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SWIFT Webinars & eLearning
Sessions run 9:00 - 10:30 a.m., unless otherwise noted
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Dates
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Intro
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Introduction to SWIFT Navigation webinar
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6/4/26
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Intro
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Introduction to SWIFT Navigation eLearning
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Anytime
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Intro
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Overview of SWIFT Reporting webinar
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5/20/26; 6/23/26; 7/22/26
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AP
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SWIFT Vouchers and Accounts Payable, Overview Webinar
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5/13/26
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AR
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SWIFT Accounts Receivable Part A: Direct Journal Deposits webinar
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7/14/26
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AR
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SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar
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7/15/26
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AR
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SWIFT Accounts Receivable Part C: Maintenance Worksheets webinar
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7/16/26
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BI
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SWIFT Billing Part 1 webinar
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8/5/26
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BI
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SWIFT Billing Part 2 webinar
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8/6/26
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KK
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SWIFT Budget Journal Administration Part 1 webinar
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6/10/26
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KK
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SWIFT Budget Journal Administration Part 2 webinar
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6/11/26
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PO
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SWIFT Cancel and Close Purchase Orders webinar
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5/20/26
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SS
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SWIFT Strategic Sourcing eLearning
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Anytime
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The SWIFT Training team offers EPM Data Warehouse training for SWIFT data through a variety of methods at no additional cost to the agency. There are EPM training guides, videos, labs, and individual sessions (by request through the SWIFT Help Desk).
Find current EPM Data Warehouse training in Learning Management. Enter "EPM" in the Find Learning text entry box.
EPM Data Warehouse Labs
Sessions run 9:00 - 10:30 a.m., unless otherwise noted
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Dates
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Introduction to the EPM Data Warehouse for SWIFT Data webinar
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6/4/26
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SWIFT EPM Create and Save an All Expenditures Report lab
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5/19/26
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SWIFT EPM Create and Save an All Receipts Report lab
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5/14/26
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SWIFT EPM Create and Save a Manager's Financial Report lab
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5/13/26
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SWIFT EPM Create and Save a New Analysis lab
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5/21/26
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SWIFT EPM Format Your Report lab
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6/3/26
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SWIFT EPM Using Standard Reports and Understanding the Data webinar
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6/24/26
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Maintenance Window: SWIFT is unavailable during the statewide systems maintenance window, every Sunday from 6:00 AM - 2:00 PM.
We want to hear from you! Email the SWIFT Training and Help Desk team using the button below to share your ideas or suggestions about improving user experiences with our systems, training opportunities, newsletter notifications, or system issues.
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All current SWIFT users should receive the SWIFT Update for timely notifications of important deadlines, upcoming system upgrades, scheduled maintenance, and training opportunities. Let us know if someone on your team is not receiving important updates or news from us.
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