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<li class="MsoListParagraphCxSpFirst" style="color:#00B0F0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l1 level1 lfo1">
<b><span style="font-size:12.0pt">Spread the Word – HR Generalists rehiring information<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#00B0F0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l1 level1 lfo1">
<b><span style="font-size:12.0pt">Recruiters – Using Direct and Hiring Manager on requisition<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#00B0F0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l1 level1 lfo1">
<b><span style="font-size:12.0pt">Updates on Open Issues – Recruiter 1 lingering requisitions, termed employees not having balances converted in Luma and DHR new position and request position updates<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#00B0F0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l1 level1 lfo1">
<b><span style="font-size:12.0pt">General Updates – Change pay rate updates, generalist 3’s can no longer use button to reinstate employees and W-4 field is hidden
<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#00B0F0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l1 level1 lfo1">
<b><span style="font-size:12.0pt">Good News/Progress – Work Description for Action has been updated, major Revision to Luma Statewide Homepage<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#00B0F0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l1 level1 lfo1">
<b><span style="font-size:12.0pt">Updated Materials – Review KB article about Acting Appointment Process and HCM Glossary of Terms<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpLast" style="color:#00B0F0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l1 level1 lfo1">
<b><span style="font-size:12.0pt">Upcoming Events – Luma Micro-Learning: Helpful Tips<o:p></o:p></span></b></li></ul>
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<p class="MsoNormal" align="center" style="text-align:center"><a href="https://mailchi.mp/f407bb1b67aa/luma-human-capital-management-hcm-weekly-newsletter-12718022?e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">View
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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>
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<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>
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<p class="MsoNormal"><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">When completing a rehire, please ensure that the employee you are rehiring is the correct person – check for middle names, SSNs, and birth dates.
<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">Recruiters:</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> When using the Direct Manager and Hiring Manager
 on a requisition, they need to be in a hierarchy relationship on the org chart or else the direct manager will not be able to view the candidates. A workaround for now is to swap out the hiring manager if needed. We are working to see if we can find a solution.<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"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">The previously communicated Recruiter 1s issue, wherein requisitions were lingering in the Approval Requested status, has been fixed. Requisitions submitted by
 Recruiter 1s now move to the Open status.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Employees termed in January 1st 2022 – June 10th 2023 did not get their balances (CSS, sick, etc.) converted into Luma. We are aware of this issue and will be
 loading them into WFM. No action is required by agencies at this time; we will notify you of updates in this newsletter.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">DHR went through all the new position and request position update actions on 11/22. Agencies who had position actions errored out on 11/22 received an email with
 a spreadsheet to review by 11/28. The instructions in the email are slightly different than the instructions below for the process going forward.<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">Please
<strong><span style="font-family:"Helvetica",sans-serif">DO NOT</span></strong> withdraw any position work units unless asked to do so.<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">We are still actively working to identify a long-term fix for the position errors. Our current workaround is:</span></strong><strong><span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></strong></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<li class="MsoNormal" style="color:black;mso-list:l4 level1 lfo2"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Agencies will submit any urgent request position updates and request new positions so they can go through the approval process.
 (You will receive an error email.) <o:p></o:p></span></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="color:black;mso-list:l4 level2 lfo2"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">If they are not urgent updates and can wait for the long-term fix, please hold off on entering them.<o:p></o:p></span></li></ul>
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<p class="MsoNormal" align="center" style="margin-left:.5in;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:l4 level1 lfo2"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">DHR will monitor the HRAdmin errors for these actions and manually update each position in the system each Tuesday. For actions
 that have timed out, they will be returned so they can be resubmitted and approved.<o:p></o:p></span></li></ol>
<p class="MsoNormal" align="center" style="margin-left:.5in;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:l4 level1 lfo2"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Once DHR has updated the system, the action will be rejected and comments added with what DHR updated.<o:p></o:p></span></li></ol>
<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">Action from Agencies:</span></strong><strong><span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></strong></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">If you received the email on 11/22/23 from Hanna Hall, Agency HR needs to review the DHR Comments/Updates column and respond
 to any necessary questions or comments. Please email responses to Ashley Mattoon, Michelle Hermann and Hanna Hall by 11/28/23.<o:p></o:p></span></li></ol>
<p class="MsoNormal" align="center" style="margin-left:.5in;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:l0 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">If an action was returned because it timed out, please find the work unit in your my actions and resubmit it. Also notify the
 approver that an action has been submitted.<o:p></o:p></span></li></ol>
<p class="MsoNormal" align="center" style="margin-left:.5in;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:l0 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">As actions are rejected, Agency HR to review the position DHR created/updated in the system to ensure it is accurate. (Generalist>Set
 Up>Jobs and Position>Positions>Find the position that was updated)<o:p></o:p></span></li></ol>
<p class="MsoNormal" align="center" style="margin-left:.5in;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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<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="color:black;mso-list:l0 level2 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">If something does not match what was submitted on the errored-out action form, please let us (Hanna, Michelle, and Ashley) know
 and we will fix it. <o:p></o:p></span></li></ul>
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<p class="MsoNormal" align="center" style="margin-left:1.0in;text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="3" type="1">
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="color:black;mso-list:l0 level2 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">If something is not accurate but was not submitted on the action form, please submit a request position update action and route
 through approvals. <o:p></o:p></span></li></ul>
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<p class="MsoNormal" align="center" style="margin-left:1.0in;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:l0 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">As actions are rejected, Agency HR to review the manager structure to verify it updated with the position changes. (Generalist>Set
 Up>Structure>Managers>Roles and/or Chart>Find the manager number)<o:p></o:p></span></li></ol>
<p class="MsoNormal" align="center" style="margin-left:.5in;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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<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="color:black;mso-list:l0 level2 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">If it did not, please have your Generalist 3 update the manager structure.
</span><a href="https://idahosco.servicenowservices.com/sp?id=kb_article&sysparm_article=KB0011911"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">https://idahosco.servicenowservices.com/sp?id=kb_article&sysparm_article=KB0011911</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">
<o:p></o:p></span></li></ul>
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<p class="MsoNormal" align="center" style="margin-left:1.0in;text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="5" type="1">
<li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">As actions are rejected, Agency HR to review any reclass actions with FLSA changes. If there is an employee in a position that
 was reclassed that also caused an FLSA change, please verify in WFM that the employee’s FLSA code updated with the correct effective date. If it did not, please submit a ticket to SCO. To view when an FLSA code is updated as Agency HR or Agency Payroll in
 WFM: <o:p></o:p></span></li></ol>
<p class="MsoNormal" align="center" style="margin-left:.5in;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" style="margin-left:.5in"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">A. Login to WFM<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">B. Click maintenance<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">C. Enter the employee’s ID in the box and click find<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">D. Click edit<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">E. Scroll down to the Employee Accrual Policies and review the start and end dates<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">If you have any questions, please feel free to reach out to
</span><a href="mailto:DHRsupport@dhr.idaho.gov?subject=&body=" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#07B6FC">DHRsupport@dhr.idaho.gov</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"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Issue: When updating positions to report to a new manager, the management structure (org chart, WFM, performance and goals, etc.) is not updating. This should
 automatically happen when a position is updated; however, it is not happening.<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">Solution: Make changes to the positions AND also update the manager setup. Please note, this can only be done by a Gen3. Please reference the
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=48c3615d45&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#07B6FC">Update Reporting Structures QRG</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">
 for guidance. You will get a notice that says confirmation is required (pictured below). Select OK. The update does take overnight to process; however, it should move employees into the correct supervisor structure for their positions.<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">General Updates</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"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">For the Change Pay rate, updates have been made to all items in yellow, such as making them visible to the initiator, requiring them, hiding them and/or making
 them read only.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Generalist 3s can no longer use the button to reinstate employees. Administrator will be the only role that can reinstate employees. The reinstatement in the
 system is only used for very specific instances such as a termination was processed by accident, thus we need to reinstate an employee back to their position at a certain point in time. These updates will be in PROD this week.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">The resident field on the W-4s has been hidden since this was not a field the State was using and it was causing confusion.<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"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">The Work Description for Action request which includes Agency #, Effective Date, and Description has been updated. This is still a work in progress, but you should
 start to see changes.<o:p></o:p></span></p>
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<p class="MsoNormal"><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! These feedback-driven changes aim to improve Luma navigation through a focus on practicality.
 Features include:<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo4"><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:l2 level1 lfo4"><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><li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo4"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Updates to navigational training and related resources are forthcoming.<o:p></o:p></span></li></ul>
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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">Updated Materials</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 lfo5"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Please review this KB article about the
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=6f8123ab91&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#07B6FC">Acting Appointment Process</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:l3 level1 lfo5"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Review the
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=2189cf0022&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#07B6FC">HCM Glossary of Terms</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">
 for an explanation of common Luma terminology, the module it relates to, and corresponding legacy terminology.<o:p></o:p></span></li></ul>
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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"><em><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.
</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"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Upcoming Micro-Learning:
</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"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Join us Wednesday, December 13 at 2:00 PM MT for a Micro-Learning. Kristy Bobish-Thompson will facilitate a conversation and invite others to share helpful tips
 and tricks to simplify common Luma actions.<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"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=46d729ccf9&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#07B6FC">https://us06web.zoom.us/j/8265532824</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"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=c97c194901&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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