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<p class="MsoNormal"><b><span style="color:red">Audience</span></b>: All-DHR/HR, payroll, and fiscal<o:p></o:p></p>
<p class="MsoNormal"><b><span style="color:red">Action:</span></b><span style="color:red">
</span>Review and communicate with staff as necessary<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Happy Monday, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Below is this week’s version of the Luma HCM Weekly Communication. Topics for this week include:<o:p></o:p></p>
<p class="MsoNormal"><b><span style="color:#0070C0"><o:p> </o:p></span></b></p>
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<b>Spread the Word – holiday timesheet reminder<o:p></o:p></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l2 level1 lfo6">
<b>Recruiters – Copy requisition after 10/28/23<o:p></o:p></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l2 level1 lfo6">
<b>Correct address reminder<o:p></o:p></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l2 level1 lfo6">
<b>October Cybersecurity Training thank you<o:p></o:p></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l2 level1 lfo6">
<b>Deduction year-to-date amounts on paystubs<o:p></o:p></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l2 level1 lfo6">
<b>Updates on Open Issues – hiring managers on requisitions<o:p></o:p></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l2 level1 lfo6">
<b>Good News/Progress – rehire actions in GHR, details within work units<o:p></o:p></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l2 level1 lfo6">
<b>Major Luma homepage revision<o:p></o:p></b></li><li class="MsoListParagraphCxSpLast" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l2 level1 lfo6">
<b>Upcoming Events<o:p></o:p></b></li></ul>
<p class="MsoNormal"><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"><a href="https://mailchi.mp/dfc69669497a/luma-human-capital-management-hcm-weekly-newsletter-12716554?e=e9c58d13d9"><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">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"><em><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></em><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">Payroll Admins:
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">With the approaching holidays, please recall that in Luma
<strong><span style="font-family:"Helvetica",sans-serif">executive exempt employees need to enter HOL on their timesheet if they are not working on the holiday.</span></strong><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">Payroll Admins:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> Take note of the following timesheet and
MLA due date changes because of the upcoming holidays:<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">Service Portal incident request from Agency Payroll due date and time (</span><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#F00B0B">Off
cycle only</span><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:l1 level1 lfo1"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Wednesday, 11/22 by 3 PM (MST)<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">Wednesday, 12/20 by 3 PM (MST)<o:p></o:p></span></li></ul>
<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">Inform your employees and managers to submit and approve timesheets before the altered deadlines. This adjustment will help us maintain an efficient payroll process
and ensure that everyone receives their compensation correctly.<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">Recruiters:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> Since we have removed
approval workflows from the Create a Requisition, you only want to copy a requisition created after 10/28/2023.
<strong><span style="font-family:"Helvetica",sans-serif">If you copy a requisition prior to that date, it will cause issues and not open since there are no longer approvals.</span></strong><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">As we approach the end of the year and approach tax season, we would like to remind you to ensure your address is correct in Luma and update it as needed.</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"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">How to update your address:
</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"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">October 2023 Cybersecurity Awareness Training:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> Thank you
to everyone who participated in this year’s October Awareness training for cybersecurity! We appreciate your dedication to protecting the state’s network. Please note that the October Awareness training is different from the Annual Cybersecurity training.
This campaign is intended to be a quick refresher to support Idaho’s Cybersecurity Awareness Month. Due to this, employees will not be able to take this training as past due in Luma L&D.
<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"><u><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">October Awareness training is not tied to CEC</span></u><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> and agencies may decide
how they want to address employees who did not complete the training. If an employee has an extenuating circumstance for not completing the training, such as being out on FLMA, email
</span><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#07B6FC"><a href="mailto:cybertraining@dhr.idaho.gov"><span style="font-weight:normal">cybertraining@dhr.idaho.gov</span></a></span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">
to have the training waived in the system. All other questions can also be directed to
</span><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#07B6FC"><a href="mailto:cybertraining@dhr.idaho.gov"><span style="font-weight:normal">cybertraining@dhr.idaho.gov</span></a></span></strong><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">.
</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"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">You may start seeing questions about deduction year-to-date amounts on paystubs.
</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">The following information should provide some assistance: <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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<li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo2"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">In Luma, there are five "types" of deductions - Benefit, Loan, Other, Garnishment, and Tax.
<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">When we converted information from the old system to the new system, we had to create some deductions with an X at the end i.e.
120X (you probably see some of those in GHR). We had to convert those deductions (mostly benefits) using the X codes because Luma does not allow historical loads to benefit-type deductions. So, we made the X deductions type Other in order to load the history.
<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">All of the deductions, both the actual benefit deductions and the other X deductions (120 and 120X) had the same descriptions.
For instance, all dental deductions had the description "Dental." This caused a problem for some employees who have a higher deduction number (like post-tax) because the system was picking the first deduction code it found, which in some cases was the X deduction
code, BUT the paystub file is excluding the X codes so nothing was showing up for those employees.
<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">To fix that problem, the descriptions on the X codes were updated to be unique, which fixed the problem for employees who weren't
seeing their benefit deductions; however, it meant a change in the year-to-date numbers.
<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">From 7/7 through 10/27, the benefit deductions are listing the true calendar year-to-date amounts because they were still grouped
together with all the same descriptions. <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">Beginning 11/9, all benefit-type deductions will be Luma to date. Other deductions, like taxes and parking, will still be calendar
year to date. <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">This will only affect this calendar year because it is half and half with legacy and luma. Please let me know if you have any
questions. <o:p></o:p></span></li></ol>
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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"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Recruiters:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> We’ve created a workaround so that two hiring
managers can be on your requisitions:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l5 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Hiring Manager # 1 is the direct manager listed on the requisition (this person should already be set up based on the position
and defaults into the requisition). This manager can find their requisitions under the Manager role > Acquire Talent > Requisitions > Staff Requisitions. Please note, this manager cannot be changed unless you update the position to have a different manager.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l5 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Hiring Manager # 2 is the Hiring manager listed on the requisition. This manager can find their requisitions under the Manager
role > Acquire Talent > Requisitions > My Requisitions. Please note, this manager does not have to be listed as a manager on their work assignment, but they must have the manager role. To add the manager role, you will need to have your agency complete a SAR
request to add the manager role to the individuals you want to be able to be assigned as the hiring manager.<o:p></o:p></span></li></ul>
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<p class="MsoNormal"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Recruiter 1’s:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> We are aware of issues with requisitions
moving to open status and are working to resolve the issue as quickly as possible. If your requisition is stuck in the Approval Requested status, please email
<a href="mailto:DHRsupport@dhr.idaho.gov">DHRsupport@dhr.idaho.gov</a> and we will work with SCO to get it open.<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"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Generalists:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> The rehire actions in GHR are working again.
If you submitted a rehire action directly in GHR (not in talent acquisition) from 11/3-11/8, please go into your My Actions and verify the status of your rehire action(s). If it is not in process and it should be, please double click on the action and click
submit again. If it is in process, please verify it makes it through all the approvals and the status is updated to complete.<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">Generalists and Recruiters:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> You can now see the details
within the work units. <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo4"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">For generalists:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif"> Generalist>Action
Requests>Click on the work unit number.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo4"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">For recruiters:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif"> Recruiter>requisitions>double
click on the requisition>approvals>double click on the work unit in the approval requested tracking.
<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo4"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Note:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif"> HRAdmin in the agency name means
there was an error, or the action timed out. SCO reviews these frequently and works with agencies on updates to the actions.<o:p></o:p></span></li></ul>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Effective last week, you can find new Luma e-learnings and course registration in Luma Learning & Development (L&D). Other Luma resources such as QRGs, videos,
and user guides will continue to be available from the Service Portal. Please email
</span><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#07B6FC"><a href="mailto:lumatraining@sco.idaho.gov"><span style="font-weight:normal">lumatraining@sco.idaho.gov</span></a></span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">
with questions.<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">We are pleased to announce a major revision to the Luma Statewide Homepage!<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l4 level1 lfo5"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Simplified link menus, providing easy access to the most utilized Luma resources and utilities<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l4 level1 lfo5"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Condensed layout, allowing for a more mobile friendly experience<o:p></o:p></span></li></ul>
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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">More information on this update to our shared Luma navigational hub will be communicated early next week.<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>
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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">Micro-learnings are moving to a monthly cadence and will be held the 2nd Wednesday of every month at 2 PM. Please stay
tuned for upcoming announcements and event details.<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=722ed711a7&e=e9c58d13d9" target="_blank"><span style="text-decoration:none"><img border="0" width="137" height="53" style="width:1.427in;height:.552in" id="Picture_x0020_9" src="cid:image009.png@01DA1BC5.FAD9B590" alt="Email Marketing Powered by Mailchimp"></span></a><o:p></o:p></p>
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