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Approvers’ Guide to Understanding Sourcing Events

User Guide

Publication Date 05.8.17

Version #1 Minnesota Management & Budget

Copyright 2017 All Rights Reserved

For updates to this and other training information, please see the SWIFT web pages at http://www.mn.gov/mmb/accounting/swift/

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http://www.mn.gov/mmb/accounting/swift/

Approver’s Guide to Understanding Sourcing Events

Released 05.08.17 (Version #1)Page ii

Approvers’ Guide to Understanding Sourcing EventsTo jump to an area within the User Guide, click on the topic in the Table of Contents. (Normal)

Table of Contents Course Overview................................................................................................................................1

Lesson 1: Approval Process in SWIFT 3

Lesson Overview................................................................................................................................3

Process Steps to Approve a P/T Event in SWIFT..............................................................................4

Lesson 2: Pages and Fields on the Sourcing Module. 10

Lesson Overview..............................................................................................................................10

Header on the Event Summary Page 11

Topic Overview.................................................................................................................................11

Define Event Basics Section 13

Topic Overview.................................................................................................................................13

Configure Line Items 23

Topic Overview.................................................................................................................................23

Select Bidders to Invite 31

Topic Overview.................................................................................................................................31

Course Summary 34

Appendix: 34

A. Key Terms for Strategic Sourcing 34

B. Category Code Search 44

Released 05.08.17 (Version #1)Page


Approvers’ Guide to Understanding Sourcing Events Course Overview

The Approvers’ Guide to Understanding Sourcing Events helps approvers to navigate around Professional/ Technical (P/T) events in SWIFT.

(1) It provides an overview of the process steps to approve an event.

(2) It describes key pages and the fields to review in the Sourcing module in SWIFT.

(3) The appendix lists key terms.

The Sourcing module in SWIFT provides the mechanism to solicit bids for the purchase of Professional/Technical services following State statute and policy. The solicitation is called an event in SWIFT. It requests that vendors accurately respond to the proposal requirements. It usually results in a vendor or vendors receiving an award to contract for Professional/Technical services.

Classifications of Contracts: Since the majority of sourcing events end up in contracts, the Department of Administration organized sourcing events by Professional/Technical Services (P/T) and Commodity Contracts (or Non P/T Contracts).

1. Professional/Technical Service Contracts: Professional/technical service contracts are defined as, “services that are intellectual in character, including consultation, analysis, evaluation, prediction, planning, programming, or recommendation, and result in the production of a report or the completion of a task. Professional or technical contracts do not include the provision of supplies or materials except by the approval of the Commissioner of Administration or except as incidental to the provision of professional or technical services.”

2. Commodity Contracts: These contract types are for various types of construction, goods and/or services (services must be non-professional/technical in nature). These contracts do not encumber funds. The purchase orders placed against them are the encumbering documents. SWIFT documents track the use, and maintain the integrity of the contract line items; specialized contract forms are used as the actual contract agreement. Contracts may be set up by the Department of Administration or by agencies if within their Authority for Local Purchase authority. In some cases, there may be P/T services involved in construction/commodity services contracts.

This guide covers Professional/Technical Events only. Commodity events are typically self-approved based on the event creator’s Authority for Local Purchase.

Target Audience for this Course:This course supports SWIFT approvers with the Approval roles. It allows approvers to understand the parts of an event to review.

How to use this Course: This guide helps event approvers who may not regularly use SWIFT’s Sourcing module to become familiar and comfortable with the online approval process. Approvers do not need to review every field and process described here. Check with the agency about expectations and policies regarding approval process as well as security access for this module. Released 05.08.17 (Version #1)

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Requirements: Approvers must have the Approver roles in SWIFT. Contract your agency SWIFT security coordinator to set up those roles.

For more information about SWIFT’s Strategic Sourcing module, review to the Reference Guides. https://mn.gov/mmb/accounting/swift/training-support/reference-guides/

After completing this guide, you should be able to:

Understand the process steps to effectively review and approve, deny or push back an event.

Understand key pages and fields on the Sourcing module.

Released 05.08.17 (Version #1)Page 2


Lesson 1: Approval Process in SWIFT

Lesson Overview

SWIFT routes approvals based on Business Unit, Origin and Category. One of the existing approvers can add additional approvers in an ad hoc capacity. Once all reviewers have approved, the event will route back to the creator so that the creator can decide whether to post the event. The event creator needs to approve the event so final posting occurs in the Supplier Portal.

The event creator can make the necessary changes and reroute for approval. If the event creator makes changes while approvals are in process, SWIFT will route the event to the beginning of the chain for re-approval.

Strategic Sourcing Event Type for P/T Services:

Requests for Information (RFI) P/T events do NOT need to follow the formal approval process in SWIFT. Check with your agency about any internal approval processes and policies.

Requests for Proposals (RFP) P/T events follow a formal approval process in SWIFT. Before you can post an event, your agency must approve it.

Typical Levels of Approval: There can be up to five levels of approval for P/T events. Check with your agency about these approval processes and policies.

Agency P/T Coordinator State Agency Contract Signer MN.IT (only if an IT Category Code is used) OSP P/T Approver Event Buyer (if the buyer is not the event creator)

Approval Options:1. Approve: If you approve the event, SWIFT sends it to the Worklist of the next approver on the list.

2. Deny: If you or any of the other approvers deny the event, SWIFT sends an email to the event creator. Always provide a comment about why you denied the event. The event creator will address the issues and repost it. The event goes through the approval chain again.

After completing this topic, you should be able to:

Follow the steps to review and approve a P/T event

Effectively approve an event.



Process Steps to Approve a P/T Event in SWIFT Step 1: Event Creator Posts the P/T Event in SWIFT.

Step 2: The Approver Accesses the Event to Review.

Step 3: The Approver Reviews the Event.

Step 4: The Approver Approves or Denies the Event.

Step 1: Event Creator Posts the P/T Event in SWIFT.

1. When an event creator completes a P/T event and posts it, SWIFT includes a message at the bottom of the event. This message states that the event has been submitted for approval.



2. If the event creator clicks on the Event Approval Inquiry link, SWIFT displays the list of approvers who must review and approve it in the order listed.

Step 2: The Approver Accesses the Event to Review.

1. Approvers learn about an event for them to review and approve via email and the SWIFT Worklist.

Click the Worklist link at the top menu on the right side on every SWIFT page.

SWIFT displays the Worklist Items. Click on the Event Approval link.

2. SWIFT displays the Event Approval page. Click on the Event ID link at the top of the page.



Step 3: Review the Event.

SWIFT brings you to the event. Review the event following instructions from this guide as well as your agency guidelines.

Event Components to ReviewApprovers do not review the entire event. They typically focus on these four components. Go to Lesson 2 of this guide to see the details of these components.

1. Header: The header on the Event Summary page allows you to review information that describes the event such as description, title, start and end dates.

2. Define Event Basics:The Define Event Basics section of the Event Summary page allows you to enter basic information, general settings and optional rules for an event.

3. Configure Line Items:This section provides links to create line listings for an event.

4. Select Bidders to Invite:This section allows agencies to send out targeted invitations to an individual event. Agencies can also designate the invitations to be public or both targeted and public.



Event Review Checklist for Approvers

Typically, event approvers review these areas of an event.

1. Event Header Origin Procurement Type Estimated Price Name of the Event Description Start and End Date

2. Define Event Basics Event Settings and Options Page

o Check the Defaults. o Category Code

Event Comments and Attachments Pageo Review Comments. Send to Bidder box checked?o Review Attachments. Review the attachment and its description. Display to Bidder and Include

on Notifications boxes checked? Event Header Bid Factors Page

o Are the existing bid factors appropriate for this event? Should they be required?o Are any bid factors missing?

Certification Review Page (Only appears for Professional/Technical Services RFP)o Fields to review: Effective Date, Initial Dollar Amount, Total Dollar Amounto Attached file

3. Configure Line Items/Line Details Page (Does not appear for RFI events). Basic Definition tab Advanced Definition tab Line Bid Factors Line Comments and Attachments

4. Select Bidders to Invite

Public Event Bidder ID to see invited bidders Bidder Search to find bidders to invite bidders.



Step 4: The Approver Approves or Denies the Event.

1. After you review the event, return to your Worklist. Click on the Event Approval link.

2. Scroll to the bottom of the Event Approval page. Add Approval Comments as needed. Then, click either the Approve or Deny button.

3. SWIFT sends a confirmation. Click OK.

Approval Confirmation:

Deny Confirmation:

If you approve the event, SWIFT will update the Event Approval page to show that it is approved. It will now appear in the next approver’s Work List.



If you deny an event, SWIFT will update the Event Approval page to show that it is denied.

It will appear in the event creator’s Worklist as denied.

The event creator will address the issue on the event and repost it. It will return to you for another review and

chance to approve or deny.

You have successfully learned the steps to review and approve a P/T event.

After completing this topic, you should now be able to:

Follow the steps to review and approve a P/T event

Effectively approve an event.



Lesson 2: Pages and Fields on the Sourcing Module.

Lesson Overview

Each Strategic Sourcing event has several components in SWIFT that event coordinators must complete to create an event. Event coordinators enter the information on the Create Event/Modify an Event page. Most events do not need the entry of most of the fields to create and manage an event. This user guide describes the required pages and fields for an approver to review.

Components to Create an Event in SWIFT on the Event Summary page

1. Header

2. Define Event Basics

3. Configure Line Items

4. Select Bidders to Invite

After completing this lesson, you should be able to:

Understand the components (pages) used to create a sourcing event in SWIFT.

Understand the fields within each of these pages.



Header on the Event Summary Page

Topic Overview

The header on the Event Summary page allows you to review header information for events.


Understand the fields on the Event Summary header section.

The Header on the Event Summary section allows you to review header information for events. It is required for all events entered into SWIFT.

Scroll down the page to review the items on the header.

Fields on the Event Summary Header section.

Field Name Field Description

Procurement Type

The Procurement Type defines the type of event and the purpose. It also determines the terms and conditions applied to it. It is viewable by the vendor. ALP RFB: Use for creating RFB requests for standard goods and

services Acquisition Conference/Construction/RFB/RFP/RFI: Used by

OSP Only Outgoing Grant RFI: Use for creating RFI requests for outgoing

grants Outgoing Grant RFP: Use for creating RFP requests for outgoing

grants Professional/Tech Services RFI: Use for creating RFI requests for

professional and technical services PT Delegated Authority RFP: Used for creating RFP requests

where agencies have authority to bypass workflow processes. Professional/Tech Services RFP: Use for creating RFP requests for

professional and technical services




Estimated Price

Estimated Price is optional. It is an internal reference field only and not visible to vendors. The range may vary depending on the Procurement Type selected. The Estimated Price includes a suggested period for the event to be open for response.

Event Name The field length is 50 characters. It is displayed on the Event Workbench and is viewable to vendors on the Supplier Portal.NOTE: As a best practice, begin the Event Name with the agency’s initial. Include the type of event (RFB, RFP, RFI). End with a brief description of the event. Here’s an example of an event name: ADM RFP for ABE Services.

Description Description provides an overall description of the event and any other pertinent information potential bidders may need to know. Each agency may have specific guidelines regarding details to include in the description. The field length is unlimited. NOTES: Potential vendors use the description to determine whether to respond to the event.

Preview Date/Time

This is the date and time that vendors can review the event before it is officially open for responses (bid). Once the agency approves and posts the event, vendors can view

the Preview Date and Time on the Supplier Portal. Vendors can review the event details after the Preview Date and

Time. NOTE: attachments for the event are not viewable until the Start Date/Time.

Vendors can enter and save their bids after the Preview Date and Time. They cannot submit bids until the event Start Date/Time is reached.

Agencies can use the time between the Preview Date and the Start Date for vendors’ questions or site visits.

If collaboration is going to be performed in SWIFT, then set the Preview Date/Time in the future to allow enough time for your collaboration period.

Be sure to account for the approval process. Depending on the type of event, approvals may require additional time.

Start Date/Time

Date and time after which vendors can submit proposals. NOTE: the Start Date can be adjusted after the event is published.

End Date/Time

This is the date and time the event will close and no further electronic proposals can be submitted. Proposals received non-electronically can be entered by agency staff after the End Date/Time as long as they were received prior to this End Date/Time. Each agency may have policies in place defining who can enter the non-electronic bids or if they can even be accepted. Agencies can adjust this date and time as needed.

You have successfully reviewed the Event Summary Header section on an event.After completing this topic, you should now be able to:

Understand the fields on the Event Summary Header section.



Define Event Basics Section

Topic Overview

The Define Event Basics section of the Event Summary page controls how the event appears to responders and how requirements appear for vendors who can respond to it. Approvers spend most of their time reviewing these items. Scroll down to the Step 1: Define Event Basics section. Click on the links to open up pages to review.

Depending upon the Procurement Type chosen, there are several links to review.1. Event Settings and Options2. Event Comments and Attachments3. Event Header Bid Factors4. Payment Terms and Contact Info5. Certification Review (For P/T RFP’s only)

After completing this topic, you should be able to: Understand the basic fields on the Event Settings and Options pages. Understand the basic fields on the Event Comments and Attachments page. Understand the basic fields on the Event Header Bid Factors page. Understand the basic fields on the Payment Terms and Contact Info pages. Understand the basic fields on the Certification page. (For P/T RFPs only)



Event Settings and Options PageThe Event Setting and Options page allows agencies to specify the rules related to an event, as well as what information can appear to vendors. Typically, agencies use the defaulted values. The Category field is required for all events.

Review the event settings and options and update as necessary.

Click the Event Settings and Options link. Review only the fields that are listed below. When you are done, click Save Event Changes. Then, click the Return to Event Overview link located

at the bottom of the page.



To check the category, ask your agency for the roles to run the Category Code Search tool. It is described in Appendix B. Open up a new window in SWIFT to run the Category Code Search tool.

Navigation: Items, MDC Item Maintenance, MDC Searches, MDC Search Item Categories

Fields on the Event Setting and Options page.


Create PDF on Event Post Checkbox

Recommendation to check this box. If checked, SWIFT will create a PDF version of the sourcing event. If not checked, SWIFT suppresses the PDF creation. Bidders must

log into Supplier Portal to view the event. Bid Required on All Lines Checkbox

If checked, vendors must bid on all lines of a multi-line event. If unchecked, vendors may submit a response without providing a

price on all lines by declining to bid on an individual line(s).

Some agencies select this box when they use Price Schedules at the line level.

Multiple Bids Allowed Checkbox (RFx Only)

Defaults as unchecked. If checked, bidders can submit multiple, simultaneous bids (also

known as alternative bids). If unchecked, bidders can only submit one bid on an event.Note: Vendors can cancel and re-enter their bid as long as the event end date has not been reached even if multiple bids are not allowed.

Allow Edit of Posted Bids Checkbox (RFx Only)

Defaults as checked. If checked, vendors can change an existing bid after they submit one. SWIFT allows changes before the End Date and Time of the event.

Do Not use Best Bids on New Rounds Checkbox

Defaults as unchecked. If checked, the best bids will be shown in negotiation rounds. Bidders will see the best bid dollar amount in new round. If you select this option, then bidders will not be able to accept the counter offer on the Create Bid Response page. Bidders will be forced to rebid. In this scenario, bidders will still be able to either counter or withdraw the bid.




Display Bid Factor Ideal Value Checkbox

Defaults as checked. Select to show the ideal value for the bid factor on the Create Bid Response page. Typically used only for Y/N questions and not text-based questions. If checked, the ideal response indicated for a particular bid factor will

display to the vendor If unchecked, the ideal response will not be viewable to the vendor,

even if the ideal response is required.Display Bid Factor Best/Worst Checkbox

Defaults as unchecked. State guidelines generally prefer this to not be displayed. Agencies can choose to display if necessary. Select to show the best and worst values for the bid factor on the Create Bid Response page. If checked, bid factors with a date, monetary, or numeric response

will display the best and worst values as indicated in the bid factor set-up.

If left unchecked, then bidders will not be able to see the best and worst values for a bid factor on the Create Bid Response page.

Round/Version Display Menu

For RFxs only. Display Round: Display only the current round of an event to

vendors. Display Round and Version: Defaults to this option and this is the

preferred setting. Displays both the current round and the current version of the event to vendors

Do not Display: SWIFT will not display the current round or the current version to vendors.

Sealed Event Checkbox (RFx Only)

Defaults as checked. Agency staff cannot view the bids until Vendors until the End date is reached.

Associated Categories

Category Codes are a grouping of similar goods or services for reporting purposes and spending analysis. It is represented by the United Nations Standard Products and Services Code (UNSPSC). Used to determine workflow (approval) routing for MN.IT’s review.

You have successfully reviewed the Event Settings and Options page on an event.

Event Comments and Attachments PageAgencies use the Event Comments and Attachments pages page for several reasons:

To add documents for bidders to view To communicate information and instructions to bidders To store documents and comments as part of the event record.

For Professional/Technical (P/T) events, agencies typically use the Event Comments and Attachments page to include RFP or RFI documentation at the header level of the event. You can attach any other documents, forms, applications or other documents needed for the event.



Review the comments and attachments as necessary.

Click the Event Comments and Attachments link. Review only the fields that are listed below. When you are done, click OK. Then, click the Return to Event Overview link located at the bottom of

the page.



Fields on the Event Comments and Attachments page. Field Name Field Description

Comments field Enter any specific comments for the event. Used to communicate information to the vendor (external comments). Also used to record information about the event (internal comments). Use the Scroll arrows to navigate to see additional comments. As a best practice, agencies should include a comment with each attachment to explain to potential bidders what the requirements are for the attachment.

Send to Bidder checkbox

Select to enable the bidder to see the comment. If not checked, comments will be internal only and not viewable to bidders.

Add Attachment button

Select to attach file to this event.

Attachment Description

Brief description of the attachment.

Display to Bidder If checked, Vendors\Responders will be able to see and download the attachment. If unchecked, the attachment is internal only.

Include in Notifications

If checked, all email notifications and invitations to potential vendors and responders will contain the attachment. If not checked, vendors/responders must view the attachment through the Supplier Portal.

You have successfully reviewed the Event Comments and Attachments page on an event.

Event Header Bid Factors PageBid factors are general questions that appear on the event. They allow the event creator to get information from responders about their products, qualifications services or other company related information.

Bid factors can be used to pre-screen potential responses by requesting information from the responders. Bid factors can also be used as Pass/Fail criteria.

If a certain response is required and the responder does not provide the needed response, SWIFT will notify vendors/responders that it will disqualify the response unless changed. If it is not changed, SWIFT will accept the response even if it does not meet the requirements. SWIFT will automatically disqualify them. You can view disqualified responders when analyzing bids.

Bid factors can be applied to the header and/or added to one or more lines. Bid factors will generally only be needed at the header level but there may be some situations where a question may pertain to a line instead of the entire event.

Prior to posting an event, event creators can add or delete bid factors from a list of pre-existing bid factors. Event creators can also add “ad hoc” bid factors for those situations where a pre-existing bid factor does not already exist. Ad hoc bid factors apply only to the individual event.



Review the header bid factors as necessary.

Click the Event Header Bid Factors link. Review only the fields that are listed below. When you are done, click the Save Event Changes button to save your work. Then, click the Return to Event Overview link located at the bottom of the page.

Fields on the Event Bid Factors page.


Seq Nbr Sequence Number, the order number of the question.Bid Factor Code menu

The internal title of a question.

Question text box Unlimited length field in which you can ask the bidder a question. Text displayed as bid factor/question to which bidders or approvers are responding. You can update the question as necessary.

Spell Check icon Click this icon to spell check the text in the Question box. Display Bid Factor checkbox

Defaults as checked. Click to display the bid factor to bidders. If you do not select this option, the event creator or any approvers can add their input to bid factors that are hidden to bidders.




Type menu Determines what bid factor fields appear on the page. Values include. Attachment: A file attachment is required in the response. If a

response is required in the bid factor, then the bidder must supply an attachment.

List: A list of attributes, such as color or size. For list bid factors, you can designate whether multiple selections are allowed. If you do not allow multiple selections for a list bid factor, the bidder can select only one list item.

Monetary: A range of costs that are related to the bid factor. Numeric: A range of figures, such as length of service contract. Separator: Acts as a divider between other bid factors. No response

is required for it. Text: A question requiring a text answer. Yes/No: A text question requiring a yes or no answer.

Bid Factor Response Required checkbox

Defaults as checked. Use to indicate that a response is required for this bid factor. If checked, vendors must respond to the question. Responses will not be able to be submitted if no response is given.

Ideal Response Required checkbox

Defaults as unchecked. Click to indicate that a bidder must respond with the best or ideal response to consider their bid. If the bidder does not provide the best or ideal response for one or more bid factors, the bid is disqualified and unavailable for award.

You have successfully reviewed the Event Bid Factors page on an event.

Payment Terms and Contact Info PageThe Payment Terms and Contact Info Page can be used to update the contact information for an event. This information appears to potential bidders.

CAUTION: As a best practice, agencies should not change the contact name.

The event creator should be the only person responding to any questions potential bidders may have. Agencies should factor in time for Question and Answers. The event creator’s role is to compile all of the vendor questions and get answers. The event creator then must send all of the vendors the same answers. This practice prevents the appearance of favoritism toward any vendor.

Also, SWIFT will include any updated contacts from this page in the workflow list for approvals.

Review the header bid factors as necessary.

Click the Event Header Bid Factors link. Review only the fields that are listed below. When you are done, click the Save Event Changes button to save your work. Then, click the Return to Event Overview link located at the bottom of the page.



Fields on the Payment Terms and Contact Info page. Field Name Field Description

Billing Addrs SWIFT code for where invoices are sent for this business unit. It is not visible to the vendor. It carries forward to contracts and purchase orders built in SWIFT.

Buyer Employee ID of the buyer for this event. A buyer is a staff person who administers contracts, encumbers funds and creates purchase orders. This can be different from the event creator. Not visible to the vendor.

Contact Name This name is the contact who is responsible for assisting vendors with any issues or questions. Name of agency staff person responsible for this event. This can be different from the event creator. Visible to the vendor.

Email ID Email of agency staff person responsible for this event. This can be different that the event creator. Visible to the vendor.

Phone Phone Number of agency staff person responsible for this event. Visible to the vendor.

Fax Number Fax Number of agency staff person responsible for this event. Visible to the vendor.

You have successfully reviewed the Payment Terms and Contact Info page on an event.

Certification Review PageThis link only appears if the event is an RFP for P/T Events.

The Certification Review page is required for all Professional/Technical (P/T) RFPs. It certifies that an agency has and will comply with the requirements under Minn. Stat. 16C.08. An agency must comply with Minn. Stat. 16C.08 before it can enter into a P/T contract with a vendor. The certification must be included as an attachment in this section. Approvals of the form are not necessary before it is attached. The event will route to Office of State Procurement as part of the SWIFT approval process.

Review the Certification page and update as necessary.

Click the Certification Review link. Review only the fields that are listed below. When you are done, click OK.



Fields on the Certification Review/Agency Only page.


Effective Date Estimated effective date of the contract. Typically, it is taken from the Certification form.

Expiration Date Estimated expiration date of the contract. Typically, it is taken from the Certification form.

Initial Dollar Amount This is the estimated contract amount for the initial period of the contract. Typically, it is taken from the Certification form.

Total Dollar Amount If you want to extend the contract, enter the total estimated price including extensions. Typically, it is taken from the Certification form.

Number of Extensions

Indicates how many times you intend to extend the contract. P/T contracts generally cannot go over 5 years.

Number of Extension Year Periods

Indicates the number of years your agency wants to extend the contract. P/T contracts generally cannot go over 5 years.

View Attachment icon

Review any attached Certification forms.

You have successfully reviewed the Certification Review page on an event.After completing this topic, you should be able to:

Understand the basic fields on the Event Settings and Options pages. Understand the basic fields on the Event Comments and Attachments page. Understand the basic fields on the Event Header Bid Factors page. Understand the basic fields on the Payment Terms and Contact Info pages. Understand the basic fields on the Certification page. (For P/T RFPs only)



Configure Line Items

Topic Overview

An RFI event does not contain lines.

Event lines allow agencies to specify the details of the P/T service sought from the event.

Use lines to clarify the event further. Use lines depending on the nature of the event and the processes specified by your agency. Lines can be very specific to define the purpose of the bid. Lines can also be generic and include attachments for the vendor to review. Event lines become the lines on the contract and/or purchase order in SWIFT.

This section will provide an overview of these items on the Line Items page to review:

Basic Definition tab Advanced Definition tab

o Line Detailso Line Bid Factorso Line Comments and Attachments


Understand the fields on the Configure Line Items page.

Basic Definition Tab on the Line Items page

Review the comments and attachments as necessary.

Click the Line Items link. Review only the fields that are listed below. When you are done, click the Save Event Changes button to save your work.

SWIFT displays the Line Items page. There are two tabs to review: Basic Definition and Advanced Definition.



Event creators use the Basic Definition tab to define the event lines with the most basic items.

Fields on the Basic Definition tab on Line Items page.

Field Name Field DescriptionDescription Describes the goods or services for the event.

Category Category Code represents the type of P/T services to purchase. SWIFT will notify SWIFT-registered vendors of this event based on the value you select. If the event is public, SWIFT will email an interest notification to all vendors with an interest in the Category Code. Viewable by vendors.

UOM (Unit Of Measure)

This is the Unit of Measure appropriate for the line. If the event uses a Price Schedule, this field is blank. Viewable by vendors.

Qty(Quantity)

The desired quantity for the line. SWIFT will use this value in awarding the event. If the event uses a Price Schedule, this field is blank. Viewable by vendors.

Start Price Estimated cost of the line item. Typically, agencies use “.01”. This value is NOT viewable by vendors. If the event uses a Price Schedule, this field is blank.



To check the category, ask your agency for the roles to run the Category Code Search tool. It is described in Appendix B. Open up a new window in SWIFT to run the Category Code Search tool.

Navigation: Items, MDC Item Maintenance, MDC Searches, MDC Search Item Categorieshttp://lynx.wnba.com/news/minnesota-lynx-to-open-2017-season-at-xcel-energy-center-on-may-14-vs-chicago/

You have successfully reviewed the Basic Definition tab on the Line Items page on an event.

Advanced Definition Tab on the Line Items pageClick the Advanced Definition tab. Event creators use this section to indicate additional information about the line. This tab brings you access to additional line pages. Review and/or these update fields as necessary.

Fields on the Advanced Definition tab on Line Items page.

Field Name Field DescriptionDetails Click this link to review line details on the Line Details page. Bid Factors Click this link to review line bid factors on the Create an Event - Line Bid

Factors page. Price Schedule checkbox

This checkbox indicates that the event created requires vendors to follow the attached price schedule. A price schedule is a budget document or spreadsheet to capture pricing.

Once checked, SWIFT does not allow you to change this option. If the price schedule option should not be used, delete the line and add a new one to replace it.

Line Comments and Attachments

Click the Comments icon to review comments or attachments about the line. If the event creator checked the Price Schedule box, SWIFT requires an attachment for this line. Review the attached Price Schedule. If no comments or attachments are included on the line, this icon is empty.



1. Details page.Review the Details page and update as necessary.

Click the Details link. Review only the fields that are listed below. When you are done, click OK.

The Line Details page appears.

a. Shipping Information Section.

The Ship To Location is required for all events in order to award it. If the event is for an acquisition (e.g., commodity or physical good), review the Freight Terms and Ship

VIA fields.

Fields on the Shipping Information section.

Field Name Field DescriptionQuantity The quantity to be shipped.Ship Via How the item is shipped. Defaults to no value. Updated values are:

Second Day Best Way Ground Overnight Pick Up/Will Call

Due Date The date that the shipment is due.Ship To Location where the items are to be shipped.Freight Terms

Select the freight terms to use for the event lines. Freight terms will default to FOB_PALLOW. FOB_PALLOW: The vendor should not bill separately for freight. FOB_PADD: The vendor will be billing for freight.



b. Bid Parameters Section.

This section allows agencies to tell vendors how to submit their bids in SWIFT.

Fields on the Bid Parameters section.


Bid Required If checked, vendors must respond to this line.Bid Quantity Rule

Used to control quantity response of bids. Defaulted value is Requested Quantity Required. Allow Extra Quantity to be Bid: Bidders can place bids for

quantities beyond the requested event quantity up to the maximum bid quantity.

Bid Up to Maximum Quantity: Bidders can place bids up to a maximum quantity for the line.

Quantity Not Applicable: Select for non-item lines, such as extended warranties. Bidders must enter a bid price but not a bid quantity.

Requested Quantity Required: Bidders must place bids for the requested quantity only.

Min Quantity Used with Bid Quantity Rule. It is the minimum quantity on which the vendor can bid.

Max Quantity Used with Bid Quantity Rule. It is the maximum quantity on which the vendor can bid. This quantity can be larger than the line quantity if “Allow Extra Quantity to be Bid” is selected in the Bid Quantity Rule.

Alternate UOM

Use this field only with RFP events. Defaults to Not Allowed. Indicates whether bidders can bid on line items using alternate units of measure Any UOM (any unit of measure): Bidders can select any existing unit

of measure. Not Allowed: Bidders must bid using the specified line unit of

measure. Only existing item / uom's. Bidders can select from a list of existing

item and unit-of-measure relationships defined in the system.

Click Return to Event Overview link. SWIFT returns you to the Basic Definition tab. Click the Advanced Definition tab.



2. Bid Factors page.

Review the Line Bid Factors page and update as necessary.

Click the Bid Factors link. Review only the fields that are listed below.

SWIFT displays the Line Bid Factors page for the selected line. Line bid factors ask specific questions related to the line. They are set up the same as the header level bid factors.

Agencies typically use the page for requiring bidders to attach a Price Schedule. The PRICE bid factor will always appear in the line bid factors section. It is a mandatory bid factor. You

cannot remove it.

Fields on the Line Bid Factors page.


Seq Nbr Sequence Number, the order number of the question.Bid Factor Code menu

The internal title of a question.

Question text box Unlimited length field in which you can ask the bidder a question. Text displayed as bid factor/question to which bidders or approvers are responding. You can update the question as necessary.

Spell Check icon Click this icon to spell check the text in the Question box. Display Bid Factor checkbox

Defaults as checked. Click to display the bid factor to bidders. If you do not select this option, the event creator or any approvers can add their input to bid factors that are hidden to bidders.




Type menu Determines what bid factor fields appear on the page. Values include. Attachment: A file attachment is required in the response. If a

response is required in the bid factor, then the bidder must supply an attachment.

List: A list of attributes, such as color or size. For list bid factors, you can designate whether multiple selections are allowed. If you do not allow multiple selections for a list bid factor, the bidder can select only one list item.

Monetary: A range of costs that are related to the bid factor. Numeric: A range of figures, such as length of service contract. Separator: Acts as a divider between other bid factors. No response

is required for it. Text: A question requiring a text answer. Yes/No: A text question requiring a yes or no answer.

Bid Factor Response Required checkbox

Defaults as checked. Use to indicate that a response is required for this bid factor. If checked, vendors must respond to the question. Responses will not be able to be submitted if no response is given.

Ideal Response Required checkbox

Defaults as unchecked. Click to indicate that a bidder must respond with the best or ideal response to consider their bid. If the bidder does not provide the best or ideal response for one or more bid factors, the bid is disqualified and unavailable for award.

Click the Save Event Changes button to save your work. Click Return to Event Overview link. SWIFT returns you to the Basic Definition tab. Click the Advanced Definition tab.

3. Line Comments and Attachments page.

Review the Line Comments and Attachments page and update as necessary.

Click the Line Comments and Attachments icon. Review only the fields that are listed below. When you are done, click OK.

If the event creator checked the Price Schedule box, SWIFT requires an attachment for this line. Review the attached Price Schedule. If not comments or attachments are included on the line, this icon is empty.



Fields on the Line Comments and Attachments page. Field Name Field Description

Comments field Enter any specific comments for the event. Used to communicate information to the vendor (external comments). Also used to record information about the event (internal comments). Use the Scroll arrows to navigate to see additional comments. As a best practice, agencies should include a comment with each attachment to explain to potential bidders what the requirements are for the attachment.

Send to Bidder checkbox

Select to enable the bidder to see the comment. If not checked, comments will be internal only and not viewable to bidders.

Add Attachment button

Select to attach file to this event.

Attachment Description

Brief description of the attachment.

Display to Bidder If checked, bidders can see and download the attachment. If unchecked, the attachment is internal only.

Include in Notifications

If checked, all email notifications and invitations to potential vendors and responders will contain the attachment. If not checked, bidders must view the attachment through the Supplier Portal.

Click the Save Event Changes button to save your work. Click Return to Event Overview link.

You have successfully reviewed the Advanced Definition tab on the Line Items page on an event.




Understand the fields on the Configure Line Items page.

Select Bidders to Invite

Topic Overview

The Invite Bidders page allows agencies to send out targeted invitations to an individual event. Agencies can also designate the invitations to be public or both targeted and public. Agencies also use this page to determine if the event can be viewable by the public on the Supplier portal.

There are several pages highlighted in this topic: Search for Bidders link/Bidder Search page. Save Vendors as a Group link Details icon


Understand the basic fields on the Select Bidders to invite page.

Fields on the Step 3: Select Bidders to Invite Section

Review the Invite Bidders page and update as necessary.

Click the Bidder Invitations link. Review only the fields that are listed below. When you are done, click Save Event Changes. Then, click the Return to Event Overview link located

at the bottom of the page.

Some tips for reviewing the Invite Bidder page.

Check the Public Event box to indicate if the event is public Make sure that your invited TG/ED/VO certificated vendors. To find these vendors, use the TG/ED/VO

List from the Office of State Procurement. www.mmd.admin.state.mn.us/process/search/ SWIFT will send an email to invited vendors about the event once you approve and post it. Vendors who were not invited can participate in the event if it is a public event; they are a registered

vendor; and they selected the Category code located on the line item as one of their categorization codes.



Fields on the Invite Bidder page.

Field Name Field DescriptionPublic Event Checkbox

This defaults in as selected. This checkbox makes the event available to any interested party. Vendors must register in SWIFT before they can bid on any event. When you select Public Event, a bidder called PUBLIC_AUC appears

on the bidder list. You can use the PUBLIC_AUC bidder to invite unregistered bidders. Click the Contact Details button to review the names and the email

addresses of the people to inviteBidder ID This is the number that SWIFT assigns to a vendor when they are

approved to do business with the state. It is also their Vendor ID. Details icon Click the Contact Details icon to view contact information about the

invited bidders.Search for Bidders link

Allows you to locate specific vendors to invite. Click to access a sortable list of bidders to use for sending invitations.

Click the Search for Bidders link. SWIFT displays a sortable list of bidders invited by the event creator.

SWIFT displays the Bidder Search page. Locate specific vendors using the search criteria.

Fields on the Search Criteria section of the Bidder Search page.

Field Name Field DescriptionBidder Type Always use “Vendor”.Name Vendor’s name. Use the search icon if only part of the name is knownID (Vendor ID)

SWIFT’s identification number for vendors. Use the Vendor ID to search for registered vendors.

Contact Vendor’s contact name.Group ID Search based on vendors previously saved as a group. Group Name Search based on vendors previously saved as a group.Category Locate vendors self-selected for specific category codes.State, City, County, Postal

Vendor’s address information.



Field Name Field DescriptionTG (Targeted Group)

Search for vendors who are in the Targeted Group from the State’s Equity Select program.

ED (Economically Disadvantaged Vendors)

Search for vendors who are in the Economically Disadvantaged group from the State’s Equity Select program.

VO Search for vendors who have a Veteran-Owned status Registered Allows you to search for vendors who are registered. These vendors

want to be considered for bids (RFBs), Proposals (RFPs), or requests for information (RFIs). Vendors must register before they are able to bid on an event.

Generic Group Box This section allows you to locate vendors based on preference programs and federal classifications.

Once you enter the search, click Search to locate vendors matching the specified criteria.

SWIFT display the Search Results at the bottom of the page.

Review the vendors. Click the Invite button to the right of any vendors you wish to add to the invite list.

When you are done, scroll to the bottom of the page. Click OK.

SWIFT displays the Invite Bidders page. Click the Save Event Changes button. Add any additional vendors as needed. Save them. Click the Return to Event Overview link.


Understand the basic fields on the Select Bidders to invite page.



Course SummaryThe Lessons in the Event Collaboration for Invited Approvers course include:

1. Understanding the process steps to collaborate effectively on an event.

2. Understand the key pages and fields on the Sourcing module.

Appendix:

A. Key Terms for Strategic Sourcing

Term Name Term Description

Acquisition The act of acquiring goods and services (including construction) for the use of a governmental activity through purchase, rent, or lease. Includes the establishment of needs, description of requirements, selection of procurement method, selection of sources, solicitation of procurement, solicitation for offers, award of contract, financing, contract administration, and related functions.

Ad Hoc Bid Factor If you need a bid factor that is not on the bid factor list, you can set it up for an individual event. A bid factor set up for an individual event is an ad hoc bid factor.

Add Comments Enter comments about the event, define comment actions, and attach associated documents.

Acquisitions Contracts

Acquisitions are commodity and non-P/T contracts. The contract types are for various types of construction, goods and/or services (services must be non-professional/technical in nature). These contracts do not encumber funds. The purchase orders placed against them are the encumbering documents. SWIFT documents track the use, and maintain the integrity of the contract line items; specialized contract forms are used as the actual contract agreement. Contracts may be set up by the Department of Administration or by agencies if within their Authority for Local Purchase authority. In some cases, there may be P/T services involved in construction/commodity services contracts.

Asset An asset is an owned item of value. It has a value of greater than 0 and a useful life of greater than one year.

Authority for Local Purchase (ALP)

The authority for local purchase (ALP) is a delegation for certain individuals to purchase certain goods and services. The delegation is from the commissioner of Administration. These individuals must successfully completed all requirements established by the Office of State Procurement of Administration. There are several ALP levels: Up to $2,500; Up to




$5,000; Up to $25,000 and Special Delegations for in excess of $25,000.

Batch Process A process that is run to process multiple transactions. Batch processes can be scheduled to run at various times throughout the day on a pre-defined batch schedule.

Best Bids (Bid Factor)

Best bid dollar amount on the Event Settings and Options section of an event.

Best and Final Offer An optional step in the Request for Bid process in which bidders are requested to improve their response by methods including, but not limited to, the reduction of cost, clarification or modification of the response, or the provision of additional information. A best and final offer may not be used for building and construction contracts.

Best Value A result intended in the acquisition of all goods and services. Price must be one of the evaluation criteria when acquiring goods and services. Other evaluation criteria may include, but are not limited to, environmental considerations, quality, and vendor performance.

Bid An offer extended by a vendor in response to a request for bid (solicitation).

Bid Factor Allows agencies to evaluate bids based on factors such as price, warranties offered, lead time, and product quality. Bid factors are questions bidders must answer about their products, services, or company.

Bid Factor Type Values include. Attachment: A file attachment is required in the response. If a response

is required in the bid factor, then the bidder must supply an attachment. This option follows the same rules as Text bid factor type when it comes to scoring. Date: A range of calendar dates.

List: A list of attributes, such as color or size. For list bid factors, you can designate whether multiple selections are allowed. For example, you can have a list bid factor asking what colors are available for an item, with list items of black, red, blue, yellow, and white. Bidders select one or more of the available list items. If you do not allow multiple selections for a list bid factor, the bidder can select only one list item.

Monetary: A range of costs that are related to the bid factor. Numeric: A range of figures, such as length of service contract. Separator: A header bid factor that is not weighted and does not

require a response from bidders. Text: A question requiring a text answer. Yes/No: A text question requiring a yes or no answer.

Bid History page Use the Bid History page to quickly determine who responded to the event and if they submitted a bid.

Billing Location The location where invoices are sent for this business unit.

Budget Period The Budget Period identifies the period that money is legally authorized for spending by the legislature. Budget periods start on July 1st and end on




June 30th of each year. For example, Budget Period 2015 refers to the Budget Period from 7/1/2014 to 6/30/2015. Some money may be available for spending after the Budget Period has ended.

Business Unit A Business Unit generally represents a legal entity. For the State of Minnesota, the Business Unit typically corresponds to an agency with the exception of the General Ledger. The GL business unit is at a statewide level (i.e., MN001).

Buyer A Buyer is an agency staff person who administers contracts, encumbers funds and creates purchase orders.

Cancel Event If you no longer need an event, you can cancel it if does not have a status of Awarded, Not Awarded, or Cancelled. When you cancel an event, it will have a Cancelled Status.

Category Code This is a grouping of similar goods or services for reporting purposes and spending analysis. It is represented by the United Nations Standard Products and Services Code (UNSPSC) in SWIFT.

Collaboration Collaboration is inviting other internal users to review the event online and provide feedback on it. You can invite approvers as many times as needed.

Commitment This is the process of setting aside funds in response to a purchase requisition. Funds remain committed or encumbered until the good or service is paid for. This converts the encumbrance into an expenditure.

Commitment Control Commitment Control enables state agencies to control expenditures actively against predefined, authorized budgets. Commitment control can be used to track expenses against pre-defined control budgets as well as to track recognized revenue against revenue estimate budgets

Commodity A commodity is a transportable article of trade or commerce that can be bartered or sold.

Contract This is an agreement with specific terms between two or more persons or entities. The terms include an obligation from all parties to offer goods or services.

Copy From If needed, event or line details can be copied into the event using theCopy From field. Contract: Not used in SWIFT. Delimited File: Not used in SWIFT. Item Master: Not used in SWIFT. Purchase Order: Not used in SWIFT. Request For Information: Copy information from an existing RFI. Requisition: Copy lines from an existing requisition. Copying the

requisition lines will link the requisition to the event. Sourcing Event: Copy details from an existing event. Sourcing Template: Copy details from an existing Sourcing Event




template.

Description Description provides an overall description of the event and any other pertinent information potential bidders may need to know. Each agency may have specific guidelines regarding details to include in the description. The field length is unlimited. NOTES: Potential vendors use the description to determine whether to review it. Use the Spell Check icon the verify spelling.

Encumbrance An Encumbrance is a special type of accounting transaction that anticipates a future expenditure. Funds are encumbered, or set aside, in a particular appropriation budgetary account for a specific future purchase. The document used to record an encumbrance is called a Purchase Order.

End Date/Time This is the date and time the event will close and no further electronic bids can be submitted. If non-electronic bids are being accepted, they cannot be accepted after

this date. Bids received non-electronically can be entered by agency staff after

the End Date/Time as long as they were received prior to this End Date/Time.

Each agency may have policies in place defining who can enter the non-electronic bids or if they can even be accepted

eProcurement This SWIFT module used to initiate some procurement transactions via a requisition. The requisition can be sourced to a purchase order or to Strategic Sourcing. These requisitions pre-encumber funds.

Equity Select Equity Select is a procurement method administered by the Office of State Procurement. Agencies can directly award a contract from $5,000.01 to $25,000.00 to a registered TG/ED/VO vendor without a competitive solicitation.

Estimated Price Estimated Price is an internal reference field only and not visible to vendors. The range may vary depending on the Procurement Type selected.

The Estimated Price selected will include a suggested period of time for the event to be open for response. When the event is saved, SWIFT will ask if the End Date should be changed using the estimated price selected. If “Yes” is select, SWIFT will calculate and set the End Date of the

event using calendar days. Start Date + Minimum # of Days= End Date.

Connects to the Start and End Date/Times. SWIFT may add dates based on the Estimated Price to comply with State policies.

Event Format Buy: Used for creating an RFB (Default) RFI: Used for creating an RFI Sell: State of Minnesota does not use this feature.




Event ID SWIFT’s unique identifier for an event.

Event Name Each agency may have specific guidelines regarding how to name an event. The field length is 50 characters. It is displayed on the Event Workbench and is viewable to vendors on the Supplier Portal.NOTE: As a best practice, begin the Event Name with the agency’s initial. Include the type of event (RFB, RFB, RFI). End with a brief description of the event.

Event Round Used for multi-round events, when an event creator wants to start with a large pool of bidders and create another round with the most desirable bidders to continue negotiations. You counter entire bids or bid lines to create a new round.

Event Status The field describes how far an individual event has been processed in SWIFT. Awarded: The event award has been approved; the event itself is

complete. Cancelled: The event creator canceled the event. Collaborating Bid Analysis: The event has been routed for bid

analysis collaboration. Collaborating Event: The event has been routed for internal

collaboration. Event Completed: The event has ended, but the update event status

process has not been run. Not Awarded: The event ended without the event being awarded. Open: The event is newly created and not yet approved. Pending Award: The event has been completed but not yet awarded. Pending Post Approval: The event is posted for internal approval. Pending RFI Review: The event has ended and is awaiting review. Post To Third Party Failed: This is not used by the State Posted/Event Ended: The event is approved and has ended but is not

yet reviewed. Posted: The event is approved and available for bidding. RFI Reviewed: RFI responses have been reviewed

Event Workbench The Event Workbench page in SWIFT functions as a “one-stop shop” to easily view and manage your events. You can also view and manage events by Business Unit and Origin that you are authorized to view and manage.

Fiscal Year The 12 months between one annual settlement of financial accounts and the next; a term used for budgeting, etc. The fiscal year for the U.S. Government is October 1 to September 30; the fiscal year for the State of Minnesota is July 1 to June 30.

Freight Terms Freight terms to use for the event lines. Freight terms will default to FOB_PALLOW. FOB_PALLOW: The vendor should not bill separately for freight. FOB_PADD: The vendor will be billing for freight.




Goods All types of personal property including commodities, materials, supplies, and equipment.

Header Summary level data relating to the entire transaction.

Ideal Value (Bid Factor)

Ideal value for a bid factor on the Event Settings and Options section of an event.

Invoice A list of goods or services sent to a purchaser showing information including prices, quantities and shipping charges for payment.

Item Any product, material or service established and maintained in the Item Master. Items tend to be specific and used for repetitive purchases. Items contain a variety of Purchasing Attributes. An item of supply or service specified in a solicitation for which the vendor must specify a separate price.

Item ID A unique identifier assigned to a particular item.

Keyword A word or phrase that may be used to help search for Items and Categories.

Line The detailed information on a contract about what is being purchased (e.g. Item, Category, Price, Quantity).

Office of State Procurement (OSP)

OSP is responsible for all functions of acquisition, standards, quality control and surplus property management for the State of Minnesota. www.MMD.admin.state.mn.us

Contract Release/T-Number

The Contract Release/T-Number represents one or more contracts in related groups. For example, to find contracts for asbestos removal search the OSP site for Contract Release A-189 to view active vendor contracts providing the service.

Origin This code represents a division, region or district within an agency that originated a purchase order. This code is used for reporting and is available on search pages.

Payment Terms These are the terms to calculate due dates, discount due dates and discount amounts, if any. This is typically Net 30.

PC Business Unit A Business Unit (BU) in Projects identifies major subsets throughout the state, such as Agency level. It enables the State to organize information to facilitate project management, analysis, reporting, and accounting.

Physical Nature Indicates whether the object is a physical good or service. For agency reporting purposes only. Follow your agency’s policies to see if you need to review and update this field.

Physical Goods: for goods Intangible/Services: for services




Post Posting an event in SWIFT starts the workflow process (if applicable). The event is posted and available for vendors to review.

Pre-encumbrance The amount that you expect to spend, but which you have no legal obligation to spend. A requisition is a typical pre-encumbrance transaction.

Price The amount of money that will purchase a definite quantity, weight, or other measure of a commodity.

Price Schedule An attachment with a breakdown of lines and prices instead of creating multiple event lines. Use a price schedule such as a budget document or spreadsheet to capture pricing.

Procurement This is the process of obtaining goods or services. It includes all activities from the preparation and processing of a requisition, through receipt and approval of the final invoice for payment. It also includes the acts of preparing specifications, making the purchase and administering contracts.

The combined functions of purchasing, inventory control, traffic and transportation, receiving, inspection, store keeping, and salvage and disposal operations.

Procurement Type The Procurement Type selected will change some options available on the event. It will also determine the terms and conditions applied to it. This course focuses on Acquisition events RFI/RFB. ALP RFB: Use for creating RFB requests for standard goods and

services. Typically, you will use this type. Acquisition Conference/Construction/RFB/RFP/RFI: Used by OSP

Only Outgoing Grant RFI: Use for creating RFI requests for outgoing grants Outgoing Grant RFP: Use for creating RFP requests for outgoing

grants Professional/Tech Services RFI: Use for creating RFI requests for

professional and technical services PT Delegated Authority RFP: Used for creating RFP requests where

agency staff have been given authority to bypass workflow processes. Professional/Tech Services RFP: Use for creating RFP requests for

professional and technical services

Professional or Technical Services

These are services that are intellectual in character, including consultation, analysis, evaluation, prediction, planning, programming, or recommendation, and result in the production of a report or the completion of a task.

Public Event Checkbox

This defaults in as selected. This checkbox makes the event available to any interested party. For all events, bidders must be registered to bid. When you select Public Event, a bidder called PUBLIC_AUC appears on

the bidder list. You can use the PUBLIC_AUC bidder to invite unregistered bidders.

Purchase Order A purchase order (PO) authorizes the state agency to purchase specific goods or services at a certain price. It is sent to the supplier (vendor).




When the vendor accepts the purchase order, it becomes a contract in which both parties are expected to fulfill.

Query SWIFT capability that allows end-users to extract data from the system and database repositories based on the specific parameters the user enters.

Receipt Transaction in SWIFT that tracks the quantity or amount received against a purchase order.

Request for Bid (RFB)

A solicitation in which the terms, conditions, and specifications are described and responses are not subject to negotiation.

Request for Information (RFI)

A request for information (RFI) is a standard business process whose purpose is to collect written information about the capabilities of various suppliers. It is not a formal solicitation like a RFB or RFP.

Request for Proposal (RFP)

A solicitation in which it is not advantageous to set forth all the actual, detailed requirements at the time of solicitation and responses are subject to negotiation. Price must be a factor in the award but not the sole factor.

Requisition An internal document by which a using agency requests the purchasing department to initiate procurement (a purchase).

Responsive Bidder A bidder whose bid does not vary from the specifications and terms set out in the invitation for bids.

Sales Tax A levy on a vendor’s sale by an authorized level of government.

Services Unless otherwise indicated, both professional or technical services and service performed under a service contract.

SetID It defaults to “SHARE”. Set ID is a high-level key identifying a set of data rows in SWIFT. They are “set” for a business unit or for the ability to share data across business units.

Ship Via How the item is shipped. Defaults to no value. Other values are: Second Day Best Way Ground Overnight Pick Up/Will Call

Single Source An acquisition where, after a search, only one supplier is determined to be reasonably available for the required product, service or construction item.

Sole Source Procurement

An award for a commodity or service to the only know capable supplier, occasioned by the unique nature of the requirement, the supplier, or market conditions.




Solicitation This is the process of requesting or seeking a bid. It does not indicate the intention to enter into a binding agreement or contract.

Source Type Source Types are used on individual transactions to identify the purpose. Business Units can configure these codes. This field is required on Project/Grant transactions.

Start Date/Time Date and time after which vendors can submit bids. Once this date and time is reached, the event is now considered “Open”. NOTE: the Start Date can be adjusted after the event is published.

Strategic Sourcing Strategic sourcing is used primarily for buy and sell events (i.e., solicitations). Vendors and customers could then bid and be awarded electronically through the supplier portal.

Time Zone Defaults to CDT/CST (Central Standard Time).

Unit of Measure How the item is measured. The UOM is the basis for determining quantities such as minimum and maximum quantities and line quantities released. Typically, agencies use LOT for individual items.

United Nations Standard Products and Services Code (UNSPSC)

United Nations Standard Products and Services Code (UNSPSC) is global classification system of goods and services that is used for procurement.

Vendor A person or organization that has a business relationship with the State and/or has registered and been added as a part of the Vendor File.

Vendor ID A ten-digit identification number assigned to a Vendor.

Vendor Loc A location is a series of business rules agreed to between the vendor and the state entity. Locations enable a user to indicate the different types of addresses a customer has, e.g., one to receive bills, another for shipping, a third for postal deliveries, and a separate street address. Each of these addresses has a different location number. The vendor location defaults. It can be updated to a different vendor location associated with the correct vendor address.

Voucher A Voucher is an electronic version of a paper invoice received by a vendor. In SWIFT, vouchers are the mechanism by which the State of Minnesota electronically pays for goods and services. When you wish to purchase goods or services, you usually set up a purchase order to ensure that funds are encumbered and the purchase follows state and agency policies



B. Category Code Search

Category Codes Search Overview

Category codes group similar purchases together for analysis. The Category Code field in SWIFT is required on all purchasing documents. It must accurately represent the type of purchase. SWIFT has an easy-to-use search tool to help locate the correct Category Code for a purchase. This tool is located in the Minnesota Data Center (MDC) area of SWIFT. This reference guide describes how to access and use the Category Code search tool. It also provides a breakdown of how the Category Codes are organized. This organization helps you to find the correct code to describe a purchase.

NOTE: In order to run this search, you must have the CG Inquiry role in SWIFT.

Access and Use the Category Code Search

1. Access the Category Code Search Navigation: Items, MDC Item Maintenance, MDC Searches, MDC Search Item Categories

2. Enter a Search Value in one or more of the Flex Fields.

Each of the three Flex Fields can be populated with a value to search by. Common search values are Keyword and/or Long Description. Keywords were added to SWIFT’s Category Codes to make it easier to locate the correct code. Results are more accurate using the Long Description field.

Users can search by just one criteria or up to three. Use a “contains” search when prompted for best results.

Use the Clear Field icon to change your search values. Click the Search button.

NOTE: The search displays 100 rows at a time. Look at the top menu bar to see if there are more rows to view.

3. Use the Results of the Search.



Click on an individual record to see if it desribes the purchase. You can view the Account, tolerances and

receiving controls.

On the Search Results page, you can click on the Download icon to download the results in an Excel

spreadsheet.

Category Codes in SWIFT

Users can run query M_CG_GBL_UNSPSC_TAX_STATUS to see the complete list of active Category Codes.

In general, Category Codes that begin with 1-6 represent a physical good, something you can touch. Codes beginning with 7, 8 and 9 generally represent a service type of procurement.

In a few cases, a Category Code to describe a particular kind of purchase does not exist. For those purchases, there are specific Category Code to use.

Administrative hearings or judges, use 92101800

All Grants, regardless of purpose, use 84101501

Data sharing agreements, use 93151500

Direct or Indirect costs, use 93151600

PCard and Fleet Cards, use 84141700


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