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<p class="MsoNormal" align="center" style="text-align:center"><a href="https://mailchi.mp/3535742f5166/luma-human-capital-management-hcm-weekly-newsletter-12711556?e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">View
this email in your browser</span></a><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"><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">Spread the Word</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" style="text-align:justify"><strong><i><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">In this section of the newsletter, we ask our dedicated staff to take the lead in keeping agency colleagues well informed
and connected. Please convey the following messages to impacted employees: </span>
</i></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" style="text-align:justify"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Benefits Administrators</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> – To
ensure voluntary retirement deductions (457b with Nationwide and 401 with PERSI) are properly recorded, an employee needs to enter these deductions into Luma and complete any required forms with Nationwide and/or PERSI. Please note that HR is unable to perform
this task on behalf of employees. For additional guidance, please reference the following Quick Reference Guides:<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">1. </span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=4e842ce8d3&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Change
Voluntary Retirement Elections</span></a><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">2. </span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=84c634d68c&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Withdraw/End
Voluntary Retirement Elections</span></a><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" style="text-align:justify"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">HR Generalists and Benefits Administrators</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">
- The Luma team has observed a recurring issue in a few agencies where newly hired employees are initiating Life Events to enroll for benefits instead of utilizing the designated NEW HIRE event. This is causing a delay in enrolling your employees and configuring
payroll deductions. Unlike the New Hire events, we must carefully assess each other Life Event entry for accuracy.<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"><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">Please inform your newly hired employees that if they don't find a NEW HIRE event readily available when they log in, they should contact
your HR office. This step is crucial as it allows us to review their profile and potentially escalate the issue to generate the event. While these events are designed to be automatically generated, there might be instances where an employee's profile lacks
essential information at some point during the hiring process, resulting in the New Hire event not being created.<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"><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">It's important to emphasize that no other Life Event offers the same comprehensive benefits as the NEW HIRE event, and we want to ensure
that employees don't miss out on benefits for which they may be eligible.<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"><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">For additional guidance, please reference the following Quick Reference Guides:<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">1.
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=93051bf47b&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Life Event (Benefit Elections)</span></a><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">2.
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=2867839560&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">New Hire Event (Benefit Elections)</span></a><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" style="text-align:justify"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Payroll Administrators</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> – Please
remind employees that they can use timesheet presets to save time spent on populating the same cost accounting fields each week. Instructions are available in the Employee –
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=49e1490bf5&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Timesheet Entry with Cost Accounting</span></a><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">microlearning.<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">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="text-align:justify"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Approvers</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> - when employees transfer
agencies, please make sure that the new legal establishment ID is updated to the new agency number.<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"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Reclassification action -</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> There
are issues with defaulting rules when performing a reclassification action. Luma does not automatically update the pay grade when an employee reclassifies into a different pay grade.
<strong><span style="font-family:"Helvetica",sans-serif">For the time being, please send the position number, appropriate pay grade, and effective date to the DHR Support email and we will manually fix it.</span></strong> DHR will run a report to assess how
many pay grades are incorrect and contact each agency to discuss the details and a solution.<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>
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<p class="MsoNormal" style="text-align:justify"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">BEFORE
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">you hire/add a work assignment for an employee that works at another agency, communicate with the other agency's HR first. This will help prevent issues with annual
contract employees, primary work assignments, etc. <strong><span style="font-family:"Helvetica",sans-serif">Note</span></strong>, this does not apply to BSU, ISU, and University of Idaho employees.<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Updates on Open Issues</span></b><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></b></p>
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<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">We are aware that employees are continuing to receive notifications about changes to their goals, and there is an ongoing SNOW ticket
to address and resolve 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"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">The microlearnings for both LOA and ER on 10/11 and 10/18 are being canceled for now. We are working on solutions to confidentiality concerns. Please direct employees
to continue to not utilize those modules.<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Updates & Changes</span></b><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></b></p>
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<p class="MsoNormal" style="text-align:justify"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Luma L&D Module:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> We are excited
to announce an important transition in our training systems here at Luma. On October 30th, the Luma Microlearning Modules will be available in the Learning & Development (L&D) module within Luma, marking a significant step forward in enhancing our Luma training
experience. Microlearnings previously accessible through the Training link on the Statewide homepage will be accessed through L&D. Be on the lookout for further information on Luma training on the Statewide Homepage.<br>
<br>
The L&D module has been designed to offer a more streamlined, accessible, and supportive learning and development process for all employees.<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"><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">Here are some key features and benefits of the Luma L&D: Statewide Training Catalog, Personalized Development Plans, Luma Onboarding,
Direct Assignment of Training, Instructor-Led Training, on-demand training, and access to training transcripts (Development Profiles) to follow an employee through State employment. Several agencies, including DHR, DHW, STC and DEQ are already using L&D for
all of their agency and statewide training. Additional agencies are slated for this move this fall. Any other agency who is interested in more information about L&D should email Kate Nihipali,
</span><a href="mailto:kate.nihipali@dhr.idaho.gov"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">kate.nihipali@dhr.idaho.gov</span></a><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"> <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"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Foreign Applicants:
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Due to enhanced exposure to our jobs within Luma and better broadcasting to Indeed, LinkedIn, Monster, ZipRecruiter, and Glassdoor, we have observed a significant
increase in job applicants outside of the United States who may not be eligible to work in the U.S. In addition, our exams are easier than previous, leading to more non-eligible candidates applying. As we do not offer sponsorship for foreign applicants, if
a candidate answers the question “Are you legally authorized to work in the United States?” with a “No”, their application will be automatically screened out.<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">New/Updated Materials</span></b><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></b></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Benefits Quick Reference Guides:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo3"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=1449f74727&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Voluntary
Retirement Elections</span></a><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"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo3"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=d7d2372197&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Enroll
in Supplemental Life Benefits –Voluntary Term Life</span></a><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"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo3"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=4b9670e295&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Enroll
in Supplemental Life Benefits –NCPERS Life</span></a><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"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo3"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=321886b88d&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Life
Event (Benefit Elections)</span></a><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"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo3"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=c84e2e2723&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Withdraw/End
Voluntary Retirement Elections </span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo3"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=eb467607c6&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Withdraw/End
Voluntary Term Life Elections </span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo3"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=149dc61d7e&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">New
Hire Event (Benefit Elections)</span></a><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"><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"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=bdff7a9398&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">FAQ Global HR / HCM Q&A</span></a><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">Tips and Tricks</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"><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><a href="mailto:DHRsupport@dhr.idaho.gov?subject=null&body=null"><em><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">DHRsupport@dhr.idaho.gov</span></em></a><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">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"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=67d3669b87&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Click
here to join the meeting</span></a><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">Meeting ID: 828 7649 2994<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: 304906<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" style="text-align:justify"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">One of the numerous benefits offered by Software as a Service (SaaS) is the regular delivery of updates. In the case of our software
provider, Infor, we receive monthly updates, with two substantial updates annually, scheduled for October and April. These updates encompass a wide range of elements, such as enhancements requested by us, improvements requested by other public sector clients,
bug fixes, user interface enhancements, alterations to functionality, and newly introduced features. This consistent update cycle ensures that the State of Idaho remains current with the latest technological advancements.<o:p></o:p></span></p>
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