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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/639bd59034ab/luma-human-capital-management-hcm-weekly-newsletter-12709041?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" 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">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" style="line-height:200%"><strong><span style="font-size:12.0pt;line-height:200%;font-family:"Helvetica",sans-serif;color:black">Let your Agency Employee Know:</span></strong><span style="font-size:12.0pt;line-height:200%;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify;line-height:200%"><span style="font-size:12.0pt;line-height:200%;font-family:"Helvetica",sans-serif;color:black">Benefit Life Events are required only when you have relevant new events. If your intention is to
modify personal or demographic information, you should do so directly within your profile under 'Employee Role > My Profile > Personal Information.<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"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Unique Position Short Descriptions:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Position short descriptions must be unique. To verify if your chosen description is indeed unique, please follow these steps:<o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo1"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Navigate to 'Setup > Jobs and Positions > Positions.'<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo1"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Click on the three lines for the search option.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo1"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">In the 'Short Description' column, enter the desired description you want to use.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo1"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">If a position with the same short description already exists, you will need to select a different, unique description.<o:p></o:p></span></li></ol>
<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">Effective date and Employee Start Date:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify;line-height:200%"><span style="font-size:12.0pt;line-height:200%;font-family:"Helvetica",sans-serif;color:black">We've observed that certain employee payments, like recruitment bonuses, are encountering errors
when agencies use the Sunday at the beginning of the pay period, even though the employee's actual start date is on Monday. In such situations, the effective date should align with the employee's actual start date.<o:p></o:p></span></p>
<p class="MsoNormal"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Do you have employees transitioning to another agency?</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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<li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo2"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">When an employee transfers from one agency to another, please review their active deductions and deactivate any agency-specific
deductions, such as Rent, Parking, and Employee funds.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo2"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Don't forget to submit a Security Access Request (SAR) form to terminate any agency-specific security roles in Luma for the agency
they are leaving.<o:p></o:p></span></li></ol>
<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">Requisitions should not be manually canceled or closed as they will automatically close upon being filled.</span></strong><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">Manually canceling or closing a requisition can lead to the following errors:<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">If a candidate is in any stage of the process, such as the defined offer or hire stage, it will not proceed.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">ALL candidates will be marked as "screened out," causing confusion for applicants.<o:p></o:p></span></li></ol>
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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 on Open Issues</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">When do job postings close?</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">We have verified that job postings close at 4:59 PM MST on the posting end date. While we are currently exploring the possibility of
changing this, we have taken the step of including this information on the job posting template. This way, applicants will have access to this information when they view the announcement<o:p></o:p></span></p>
<p class="MsoNormal"><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">Paygrades not Updating in Position Reclass </span></strong><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">We have seen inaccurate pay grades for some employees. Typically, we have seen this after a request position update was submitted for a reclass and the pay grade
is not updating to the new pay grade from the new job. If you notice a pay grade that is not correct on a position or employee, please email
<a href="mailto:DHRsupport@dhr.idaho.gov">DHRsupport@dhr.idaho.gov</a> to determine the cause and Logan Klaas will make the necessary updates. We are working on updates in the system to fix this issue.
<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">Workflow Actions</span></strong><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">All workflow actions timeout after 10 days with the same approver. Some workflows error out and others continue in the approval process. Please remind approvers
to approve/return/reject actions within 10 days of receiving them. <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">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"><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"><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">We are continually 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=ee8a3f12e8&e=b79f7ae385" target="_blank">
<span style="color:#42A1DA">here</span></a></span><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">
</span><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">(you must be logged into Luma to access this link).
<o:p></o:p></span></p>
<p class="MsoNormal"><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">Here are highlights from the past week:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo4"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">We have updated the Add/Update/Remove Deduction. The QRG can be found
<a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=25b8c51084&e=b79f7ae385" target="_blank">
<span style="color:#42A1DA">here</span></a>. <o:p></o:p></span></li></ul>
<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">Past Luma Weekly Newsletters can now be found on the Service Portal! See below for where to find them.
<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"><em><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? If so, email
</span></em><em><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA"><a href="mailto:DHRsupport@dhr.idaho.gov"><span style="font-style:normal">DHRsupport@dhr.idaho.gov</span></a></span></em><em><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">
and we’ll review it for inclusion in the HCM Weekly!</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"><strong><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Upcoming Events</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><u><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Please join us for the following upcoming Luma Micro-Learnings!</span></u></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">9/20, 2 PM MST: Performance and Goals Refresh</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=f14fb9a247&e=b79f7ae385" target="_blank"><span style="color:#42A1DA">Click
here to join the meeting </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">Meeting ID: 215 047 058 281
<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">Passcode: hNjVWY
<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">9/27, 2 PM MST: L&D Cybersecurity</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=0ad04e741a&e=b79f7ae385" target="_blank"><span style="color:#42A1DA">Click
here to join the meeting</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">Meeting ID: 880 3353 4832<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">Passcode: 676129
<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">10/4, 2 PM MST: Hire and Benefits Refresher
</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">10/11, 2 PM MST: Employee Relations
</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">10/18, 2 PM MST: Leave of Absence </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">10/25, 2 PM MST: Jobs and Job Country Attributes, FTE and Annual Hours, and Position Monitoring</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>
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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"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:white">Luma System Maintenance:</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:white">Regularly scheduled system maintenance for Luma begins September 19th (Tuesday) at 10:00 pm. Luma will be unavailable
until 04:00 am on September 20th (Wednesday).</span><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"><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">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! <o:p></o:p></span></p>
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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=59b6624182&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_i1029" 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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