"Request for Access to Swift Statewide Systems" - Minnesota

Request for Access to Swift Statewide Systems is a legal document that was released by the Minnesota Management and Budget - a government authority operating within Minnesota.

Form Details:

  • Released on September 15, 2020;
  • The latest edition currently provided by the Minnesota Management and Budget;
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Revised: 9/11/2020
Revised: 9/15/2020
Request for Access to SWIFT Statewide Systems
Accounting/Procurement (FMS) • Human Resources/Payroll (SEMA4) • SWIFT Data Warehouse •
Enterprise Learning Management (ELM)
See “Instructions for SWIFT Statewide Systems Access Form” at
http://www.mn.gov/mmb/accounting/swift/security/security-forms.jsp.
User’s Last Name
First Name
Employee ID (required if user is a state employee)
Work Location Mailing Address
Work Phone (include area code)
Work Email Address
Home Agency Code (3 characters)
Type(s) of Action Requested
Add a new user. Start date of need for access:
Non-Employee? Check here if new user is not a state employee:
See Instructions for information to attach.
Change due to inter- or intra-agency transfer. Start date of need for changed access:
Grant this user all of the same roles, agency codes, and workflows as another user in the checked
component(s):
Accounting/Procurement
HR/Payroll
Data Warehouse
Learning Management
Name of user to be copied:
Employee ID:
Add roles to existing user
Remove some roles
Miscellaneous change
Cancel all access to this agency. Last date of need for access:
(Complete pages 1-2 only.)
Additional specifications or comments on why the person needs access or why a change is needed
Agency Name
Name of Preparer
Preparer’s Phone Number
Preparer’s Email
Signatures
User’s statement: I understand that all SWIFT systems contain some types of data about employees, vendors,
customers, and other individuals that are classified as private or confidential under state and/or federal laws. This
protected data may appear in a variety of reports, pages, tables, records, and fields. I have been provided with
access to the applicable portions of the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter
13, https://www.revisor.mn.gov/pubs/) or summaries of them. I agree to comply with the requirements of the Act
regarding all data that is not public.
Applies only to users who are authorized for at least one HR/payroll role in SEMA4 or in the SWIFT data
warehouse: (1) I also understand that a majority of the HR/payroll information available through SEMA4 or the
warehouse is classified as private under the provisions of the Minnesota Government Data Practices Act. I have
read and understand the guide “Data Practices for Personnel Records,” which is available on the MMB website at
https://www.mn.gov/mmb/employee-relations/labor-relations/resources-for-agencies/data-practices.jsp. (2) I have
read the “Data Protection Policy for Human Resource Systems,”
https://www.mn.gov/mmb/employee-
relations/laws-policies-and-rules/statewide-hr-policies/
(click on Data and Technology). I understand the
1
Email Form: sema4.security.mmb@state.mn.us
Revised: 9/11/2020
Revised: 9/15/2020
Request for Access to SWIFT Statewide Systems
Accounting/Procurement (FMS) • Human Resources/Payroll (SEMA4) • SWIFT Data Warehouse •
Enterprise Learning Management (ELM)
See “Instructions for SWIFT Statewide Systems Access Form” at
http://www.mn.gov/mmb/accounting/swift/security/security-forms.jsp.
User’s Last Name
First Name
Employee ID (required if user is a state employee)
Work Location Mailing Address
Work Phone (include area code)
Work Email Address
Home Agency Code (3 characters)
Type(s) of Action Requested
Add a new user. Start date of need for access:
Non-Employee? Check here if new user is not a state employee:
See Instructions for information to attach.
Change due to inter- or intra-agency transfer. Start date of need for changed access:
Grant this user all of the same roles, agency codes, and workflows as another user in the checked
component(s):
Accounting/Procurement
HR/Payroll
Data Warehouse
Learning Management
Name of user to be copied:
Employee ID:
Add roles to existing user
Remove some roles
Miscellaneous change
Cancel all access to this agency. Last date of need for access:
(Complete pages 1-2 only.)
Additional specifications or comments on why the person needs access or why a change is needed
Agency Name
Name of Preparer
Preparer’s Phone Number
Preparer’s Email
Signatures
User’s statement: I understand that all SWIFT systems contain some types of data about employees, vendors,
customers, and other individuals that are classified as private or confidential under state and/or federal laws. This
protected data may appear in a variety of reports, pages, tables, records, and fields. I have been provided with
access to the applicable portions of the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter
13, https://www.revisor.mn.gov/pubs/) or summaries of them. I agree to comply with the requirements of the Act
regarding all data that is not public.
Applies only to users who are authorized for at least one HR/payroll role in SEMA4 or in the SWIFT data
warehouse: (1) I also understand that a majority of the HR/payroll information available through SEMA4 or the
warehouse is classified as private under the provisions of the Minnesota Government Data Practices Act. I have
read and understand the guide “Data Practices for Personnel Records,” which is available on the MMB website at
https://www.mn.gov/mmb/employee-relations/labor-relations/resources-for-agencies/data-practices.jsp. (2) I have
read the “Data Protection Policy for Human Resource Systems,”
https://www.mn.gov/mmb/employee-
relations/laws-policies-and-rules/statewide-hr-policies/
(click on Data and Technology). I understand the
1
Email Form: sema4.security.mmb@state.mn.us
Revised: 9/15/2020
requirements of the policy and acknowledge that I am responsible for complying with the policy. I understand that
if I fail to comply with the policy, I may be subject to disciplinary action, up to and including discharge.
Applies only to users who are authorized for any role in Enterprise Learning Management (ELM): I will not modify
any data that is not my own or data that I am not authorized to modify, such as certain rosters and employee
training data.
Signature of User
Title
Date
Supervisor’s statement: I certify that the user needs the roles and agencies indicated on this form in order to
carry out the responsibilities of his/her job.
Signature of User’s Supervisor
Title
Date
Accounting Director/Chief Financial Officer: Must sign request to add a new user or to add new security roles
and/or agencies/department ID’s for FMS and warehouse accounting, procurement, and payroll.
Signature of Accounting Director
Title
Date
Human Resources Director: Must sign request to add a new user or to add new security roles and/or
agencies/department IDs for SEMA4 and warehouse human resources data.
Signature of HR Director
Title
Date
Agency ELM Key Administrator: Must sign request to add a new user or to add new security roles for Enterprise
Learning Management.
Signature of ELM Key Administrator
Title
Date
Security administrator’s statement: I understand that authorizing the user for any role is likely to result in
access to private or confidential data about employees, vendors, customers, and/or other individuals. Non-public
data may appear in a variety of reports, pages, tables, records, and fields. I certify that the user needs the roles
and agencies indicated on this form in order to carry out the responsibilities of his/her job.
If the user is authorized for at least one SEMA4 role, I certify that he/she has been trained to accomplish the
applicable tasks and provided with access to the two documents mentioned in the second paragraph of the user’s
statement.
Signature of Agency Security Administrator
Print Name & Title
Date
Address: Always submit pages 1 and 2 of the form. For the remaining sections, send just those pages that
contain new or revised information for the user. When sending forms by email or fax, please submit each user
form as a separate document. After obtaining the agency security administrator’s signature, submit forms via one
of these channels:
Email: Sema4.Security@state.mn.us. Fax: 651-797-1341. Mail: Statewide Systems Security, Minnesota
Management & Budget, 658 Cedar St., Room 400, Saint Paul, MN 55155.
2
Email Form: sema4.security.mmb@state.mn.us
Revised: 9/15/2020
Accounting Role Selections
MMB-15101-16, May 2019
Enter home accounting/procurement business unit (5
characters)
Other business unit(s) needed
ACCOUNTS PAYABLE (AP)
(See also Vendor and Purchasing below.)
Voucher Entry
Maintenance of Voucher Build Errors
Match Override
Accounts Payable Inquiry Only
Workflow roles
Role
Route Controls: Financial Department ID(s) (8 characters)
Voucher Approver 1
Voucher Approver 2
Voucher Approver 3
ACCOUNTS RECEIVABLE (AR) and CASH MANAGEMENT (CM)
(See also General Ledger below for nVision reporting.)
Cash Maintenance
Receivable Specialist
Receivable Supervisor*
(Payment Processing)
(Account Maintenance)
Billing Create
Billing Specialist
Billing Supervisor*
Customer Maintenance
AR/Billing Setup
Receivable & Billing Inquiry Only
Specialist
Cash Management Inquiry Only
* One type of approval power is available with each supervisor role. If approval power is needed,
complete the applicable row(s) in Workflow section below.
Workflow for the supervisor roles
Role
Route Controls: Business unit(s) (5 characters)
Billing Supervisor: Credit invoice approval
Receivable Supervisor: Write-off approval
BUDGETS/COMMITMENT CONTROL (KK) & APPROPRIATION MAINTENANCE
APPLICATION
“(A)” denotes roles that provide access to Appropriation Maintenance Application.
Budget Journal Entry Online (A)
Budget Journal Load
Journal Approver*
Budget Transfer Entry Online
Transfer Approver*
Budget Inquiry Only
* If selecting either approver role, complete the applicable row(s) in Workflow section below.
Workflow for the approver roles
Route Controls: Source(s) (3-character
Role
agency code[s])
Journal Approver—Appropriation (A)
Transfer Approver—Appropriation
Journal Approver—Expense Budget
Journal Approver—Revenue Budget
3
Email Form: sema4.security.mmb@state.mn.us
Revised: 9/15/2020
GENERAL LEDGER (GL) and NVISION REPORTING
Journal Entry Online
Journal Load
Agency Chartfield Maintenance
GL Agency Approver (complete
General Ledger Inquiry Only
Workflow section below)
nVision Reporting Agency User
Does the user need to run the Daily Receipts Report?
Yes
No
Workflow
Journal Approver 1
Route Controls: Source(s) (3-character agency code[s]):
GRANTS (GM)
Award Data Entry
Grant Fiscal Manager
Program Manager
GM Agency Setup
Grants Inquiry Only
PROJECT COSTING (PR)
Project Initiator (MNDOT Project
Federal Project Initiator
OIM Initiator
Manager)
Project Manager
Capital Programs Office
Project Cost Accountant
Category and
Project Fixed Asset
Project Control Dates
Subcategory Manager
Project Accounting
MNDOT Projects Inquiry
Projects Inquiry Only
Systems
MNDOT Project Approver. Route Control: Business Unit: BUT7901.
COST ALLOCATION (FCA)
Cost Allocation Inquiry Only
ASSET MANAGEMENT (AM)
Financial Accountant - Assets
Asset Management Inquiry Only
* If approvals are needed also fill out the Workflow section below.
Workflow roles
Role
Route Controls
Physical Inventory Approval 1
Business unit(s) (5 characters):
Physical Inventory Approval 2
Department ID(s) (8 characters):
(department transfers)
4
Email Form: sema4.security.mmb@state.mn.us
Revised: 9/15/2020
Procurement Role Selections (See also Asset Management above.)
Enter home accounting/procurement business unit
here if not shown in Accounting section (5
characters)
Enter other business units needed if not shown in
Accounting section
VENDOR (VND)
Vendor Request Add/Update
Vendor Inquiry Only
PURCHASING (PO) & ePROCUREMENT (ePRO)
(See also Accounts Payable above.)
Defaults:
Location is required; all others optional.
PO/ePRO Buyer
Location Code - required:
Ship To:
Origin (3 characters):
Contract Encumbrance
Defaults:
Location is required; all others optional.
Location Code - required:
Purchase Order Data
Ship To:
Origin (3 characters):
Entry Only
Default chartfield values:
ePRO Requisition
Fund:
Requester
Fin. Department ID (8 characters; 4th char. must be 3, 4, or 5):
Appropriation ID (7 characters):
Agency Cost 1:
PO Accounting Coordinator
Core (Order) Receiver
PO Inquiry Only
ePRO Requisition Inquiry Only
Workflow role
Role
Route Controls: Financial Department ID(s) (8 characters)
PO Approver
Purchasing Cards (PO)
PCard Agency Administrator (includes all PCard Reconciler and Reviewer permissions plus
user/agency setup power)
PCard Approver (includes PCard Reconciler and Reviewer permissions plus approval power)
PCard Reconciler (includes PCard Reviewer permissions plus update power)
PCard Reviewer (basically an inquiry role, but the user can add comments and attachments)
5
Email Form: sema4.security.mmb@state.mn.us
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