Quick Reference Guide

May 1, 2018

Create and Sign an Annual Plan Memo through SWIFT

This guide provides the steps on how to create and process the Annual Plan Memo through SWIFT. An Annual Plan Memo pre-establishes authority to obtain professional/technical services on demand for specific purposes within an approved dollar limit.

Agencies create their Annual Plan Memo document and route internally for approvals and signatures. The Office of State Procurement (OSP) is the final signer on the Annual Plan Memo document. OSP assigns a T-Number for the memo document.

Agencies use the fully approved and signed Annual Plan Memo and T-Number to create the Annual Plan Contract (APK) in SWIFT’s Supplier Contract module. Funds are encumbered using an Annual Plan Contract (APK) purchase order within a single fiscal year.

For more information about how to create and execute Annual Plan Contracts, refer to the SWIFT reference guides.

Steps to Complete

  • Step 1: Create an Ad Hoc Document in SWIFT
  • Step 2: Prepare the Ad Hoc Contract Document for Approvals and Signatures (if Selected).
  • Step 3: Submit the Ad Hoc Contract Document for Electronic Signatures (if selected).

Step 1: Create an Ad Hoc Document in SWIFT

  1. Access the Document Management page.
  • Navigation: Supplier Contracts, Create Contracts and Documents, Document Management
  1. On the Add a Document page, enter information for the Annual Plan Ad Hoc Document.
  • Document Type: “P/T Ad Hoc (Admin Approval)”
  • Description: Provide a description that allows you to find the ad hoc document.
  • Click Add a Document.
  1. On the Configurator Selection Wizard, select Annual Plan Memo.
  • Click Finish.

  1. On the Create Document page, notice you now have an Ad Hoc ID at the top right of the page.
  • Enter any data that your agency requires (e.g., Expire Date).
  • Click the Create Document button at the bottom of the page.

  1. On the Wizard Execute – Document Creation page, answer if you will be collecting signatures electronically (e.g., “Yes” or “No”). Click Finish.

Step 2: Prepare the Ad Hoc Contract Document for Approvals and Signatures (if Selected).

  1. On the Document Management page, click Edit Document button.

  1. SWIFT displays a message that asks if you want to open the document. Click Open.

SWIFT opens up a Word document with the Annual Plan Memo template. Update the template to create your agency’s P/T Annual Plan Memo.

  1. Save the Word/XML document to your computer. DO NOT change the title or SWIFT will not recognize it. Close the Word/XML document.
  2. Return to the Document Management page for that Ad Hoc ID.
  • Notice that the document has been checked out.
  • Click the Check In button to check the edited Word/XML document back into the SWIFT record.

  1. Follow the instructions to check the document back in.
  • On the Check In Document page, update the Version if needed. Add any comments. Click OK.
  • On the Check In Document screen, click Browse to search for the edited annual plan document.
  • SWIFT opens up your desk top. Click on the Ad Hoc document and click Open.
  • SWIFT moves the document to the Check In Document message. Click Upload.

SWIFT returns you to the Document Management page. The document has been loaded.

  1. Click the Complete button to finalize the Annual Plan Memo.

SWIFT updates the Status of the document to “Complete”. You are ready to submit the document for signatures.

Step 3: Submit the Ad Hoc Contract Document for Electronic Signatures (if selected).

  1. On the Document Management page, click the Electronic Signature Setup link.
  1. On the Electronic Signature Setup page, make sure that Sign Order “1” is filled in.
  • In this example, the Type is “U” for user and the Employee ID was entered for the correct agency signer. The Position Title was added (e.g., “Agency Signer”).
  • Click Validate Signer Data button.
  • SWIFT sends a message that says the Signer Data is Valid. Click OK.
  • Then, click the Route for Electronic Signatures button.
  1. SWIFT returns you to the Document Management page.
  • You can see the Signature Status is “In Process”.
  • To see where the signature process is, click the Electronic Signature Details link.
  • The Electronic Signature Details page shows you the status of the signatures.

After all the signers have completed signatures, the Signature Status is “Signed”.

You have successfully created and signed an Annual Plan Memo electronically through SWIFT.

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