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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><a href="https://mailchi.mp/8fa077ea059a/luma-human-capital-management-hcm-weekly-newsletter-12706719?e=b79f7ae385"><span style="color:black">View
this email in your browser</span></a><o:p></o:p></span></p>
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<p class="MsoNormal" style="text-align:justify"><img border="0" width="660" height="209" style="width:6.875in;height:2.177in" id="_x0000_i1037" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/1b03b355-296b-7fa5-d8a2-424b8ce4ae88.png"><o:p></o:p></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:23.5pt;font-family:"Helvetica",sans-serif;color:black">Luma Human Capital Management (HCM) Weekly Newsletter<o:p></o:p></span></b></p>
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<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Message from the Luma Administrator</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">One of the most exciting outcomes of implementing Luma is the collaboration it fosters across the state and challenging
our conventional notions of “this is how things are done”. We find ourselves in a transitional phase that promises to enhance overall efficiencies. While introducing a new system is always a challenging endeavor, embracing change can be equally demanding.
It's important to recognize that relying solely on legacy systems has limitations, and now, we stand at a crossroads with the opportunity to shape the future. We've been fortunate to receive a variety of recommendations, so keep an eye out for forthcoming
adjustments and concepts aimed at continuous improvement, We are expecting several improvements in October. The implementation of Luma is just the foundation upon which we will now refine and build. Thank you all for your feedback and dedication. We look forward
to hearing your recommendations for improvements and continuing to achieve success. We appreciate the positive perspective so many have shared…this transition has been challenging but the future potential is worth it. As always, thank you for all that you
do!<o:p></o:p></span></p>
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<p class="MsoNormal" align="right" style="text-align:right"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Scott Smith</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="right" style="text-align:right"><em><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Luma Administrator</span></em><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><img border="0" width="133" height="126" style="width:1.3854in;height:1.3125in" id="_x0000_i1036" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/6078dbe6-0b9e-d25e-2f3f-6bd0118cfbe9.jpeg"><o:p></o:p></p>
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<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Requests for Action</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">HR Generalists -
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">1). For actions that are submitted, verify that they show up in the “Action Request” section (screenshot below). If you notice any inaccuracies, please email
<a href="mailto:dhrsupport@dhr.idaho.gov">dhrsupport@dhr.idaho.gov</a>. <o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><em><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Please note, that the Luma HCM team is aware that requisitions are not in the action requests.</span></em><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">2). Review name changes that have been submitted by employees from your agency under “Pending Requests”.<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Reminders of Best Practices</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Effective Dates in Luma: An effective date is the date that a change takes effect, not when it is keyed in. Please review
the table below detailing actions in Luma and best practices on their effective dates.<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><img border="0" width="503" height="667" style="width:5.2395in;height:6.9479in" id="_x0000_i1033" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/855f8d96-f2e2-0694-568e-e763fd795c04.png"><o:p></o:p></p>
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<p class="MsoNormal" align="center" style="text-align:center"><img border="0" width="504" height="677" style="width:5.25in;height:7.052in" id="_x0000_i1032" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/70b4e882-1426-31b1-6164-be0746f13e4d.png"><o:p></o:p></p>
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<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Updates/Changes
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Agency Payroll Administrators –
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">You can now view Positions and their Expense Account Distributions that were previously inaccessible. You can also submit
a Request Position Update to update the Expense Account Distribution on a Position. You can access the QRG for this action
<a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=25cb03e1b1&e=b79f7ae385" target="_blank">
<span style="color:#42A1DA">here</span></a> (you must be logged into Luma to access this link).<o:p></o:p></span></p>
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<p class="MsoNormal" style="text-align:justify"><img border="0" width="660" height="383" style="width:6.875in;height:3.9895in" id="_x0000_i1030" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/5e889aae-6870-1c19-a9de-b03274822ddc.png"><o:p></o:p></p>
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<p class="MsoNormal" style="text-align:justify"><img border="0" width="660" height="386" style="width:6.875in;height:4.0208in" id="_x0000_i1029" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/81fc1eae-e86d-5579-1664-3f916975ecdb.png"><o:p></o:p></p>
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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">For adjustments to PERSI deductions, please process as a One Time Deduction Action and include the invoice number from
PERSI in the beginning of the payment description field (highlighted in yellow in the screenshot below).
<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">In Enterprise Reporting Application (IBIS in legacy), there is an Employee Time Distribution Report that has previously
been sent via email but can now be run by agencies on demand. You can access this report under Agency Content – Statewide Reports – Workforce Management folder.<o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">New/Updated Materials:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">We are continuously updating Articles and User Guides in the Knowledge Base. You can find the latest updated materials
<a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=4471b95cfa&e=b79f7ae385">
<span style="color:#42A1DA">here</span></a> (you must be logged into Luma to access this link).<o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Here are a few highlights from the past week:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=c3dedba60d&e=b79f7ae385"><span style="color:#42A1DA">Search
Termed Employee List</span></a><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=59694b6e43&e=b79f7ae385"><span style="color:#42A1DA">Create
and Update a Job Posting</span></a><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=26b5741b89&e=b79f7ae385"><span style="color:#42A1DA">Generate
a Job Offer</span></a><o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Good News & Progress
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">The State Controller’s Office has successfully completed our employee Luma Security Role and Security Access Request
(SAR) go-live process! Going forward, any SAR will replace all prior authorizations, including Luma user roles, removals, and additions.
<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Tips and Tricks
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">User settings:
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo1"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Theme, colors Gear icon
<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo1"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Toast Message Position: Defaults to the top right corner but can be moved to various locations on the screen.<o:p></o:p></span></li></ul>
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<p class="MsoNormal" style="text-align:justify"><img border="0" width="660" height="345" style="width:6.875in;height:3.5937in" id="_x0000_i1027" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/4ec17c60-7899-ce5e-74b5-90ecbdecfabc.png"><o:p></o:p></p>
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<p class="MsoNormal"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Managers
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">– Because Luma is an open system, complete appraisals outside of Luma as employees can currently see them when they’re in draft status.<o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Concerns have been raised about employees changing time sheets after manager authorization.
<u>To mitigate this issue, do not approve timesheets until 3 P.M. MST Tuesday.</u><o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Have you found a useful tip or trick in the Luma system?</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">
If so, email <a href="mailto:DHRsupport@dhr.idaho.gov"><span style="color:#42A1DA">DHRsupport@dhr.idaho.gov</span></a> and we’ll review it for inclusion in the HCM Weekly!<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">System Improvements</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Luma undergoes system improvements (also known as Customer Updates or “CU”), in the third week of each month with more
significant improvements delivered in October and April. Stay tuned for upcoming improvements!
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<p class="MsoNormal" align="center" style="text-align:center"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=e546b8272e&e=b79f7ae385" target="_blank"><span style="color:blue;text-decoration:none"><img border="0" width="137" height="53" style="width:1.427in;height:.552in" id="_x0000_i1025" src="https://cdn-images.mailchimp.com/monkey_rewards/intuit-mc-rewards-1.png" alt="Email Marketing Powered by Mailchimp"></span></a><o:p></o:p></p>
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