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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 Friday, <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><span style="font-size:12.0pt">Spread the Word – HR Generalists can update goals, Generalist 3 can update dates and services tab<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l0 level1 lfo3">
<b><span style="font-size:12.0pt">Spread the Word – Rehire action: Update First Work Assignment
<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l0 level1 lfo3">
<b><span style="font-size:12.0pt">Spread the Word – Training coming soon:</span></b><b><span style="font-size:12.0pt">
</span></b><b><span style="font-size:12.0pt">Online Access to W-2 and 1095-C Forms
<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l0 level1 lfo3">
<b><span style="font-size:12.0pt">Updates on Open Issues – FLSA issues in WFM, goal weights, primary email address<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l0 level1 lfo3">
<b><span style="font-size:12.0pt">Best Practices – Entering goals reminder, IBIS and Enterprise Reporting in COGNOS, temp and conditional merit outlined in policy<o:p></o:p></span></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l0 level1 lfo3">
<b><span style="font-size:12.0pt">Updated Materials – Benefits Microlearning, Benefits – Critical Knowledge and System Updates for HR Professionals, and Luma Micro-Learning: New Hire and Benefits Refresher</span></b><b><span style="font-size:12.0pt"><o:p></o:p></span></b></li><li class="MsoListParagraphCxSpLast" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l0 level1 lfo3">
<b><span style="font-size:12.0pt">CY2024 Calendar posted in Knowledge Base<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/db597c41ccae/luma-human-capital-management-hcm-weekly-newsletter-12719791?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"><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">HR Generalists –
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">You are able to update goal dates if necessary. Generalist>Goals>Resource Goals>Search for the resource>Double click on the goal>Change the date(s)>Click Save.<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">Generalist 3s can update the dates and service tab. Generalist>Resource>Search for the employee>Double click on their record>Click on the Dates and Service tab>Make
necessary updates>Click save>Enter the effective date.<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 & Recruiters -
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Going forward, when you enter a rehire action on the rehire form you should ALWAYS select Update First Work Assignment. We are testing to see if we can default this
option in and make the field read-only.<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">Training Coming Soon: Online Access to W-2 and 1095-C Forms!</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">Skip the traditional mail and learn how to authorize electric delivery and view of your W2 and/or 1095-c tax forms. This quick, self-paced training will be assigned
to state employees the week of December 18th in Luma Learning and Development.<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">FLSA issues in WFM - There was a fix that went into the system on 12/4 which created a problem. The impact is not all changes to FLSA codes but the ones we have
seen issues relate back to FLSA changes. WFM is working to identify those affected. The error that is appearing is minimum balance violated. For those with timesheet issues, we have a manual workaround if we need to use it.
<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">It was also impacting employees who were recently termed and should have had a Z payoff code but their leaves are not being paid off. We are working on the fix
or we will have a manual workaround for that too. The manual workarounds may have to be deployed by Friday by SCO but a ticket will need created. TBD if the agency or SCO will be creating the tickets.
<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">Goal weights should always be 100%. We have found a few areas where managers can change the weight to something other than 100% which is causing errors in the
appraisal process. Managers should leave the goal weight 100%. A ticket has been submitted to make it so managers cannot change the weight. In the meantime, DHR submitted an ISD upload 12/12 to change the weight of goals to be 100% which caused emails to be
sent. We are working to determine who the emails were sent to.<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">Most employees cannot set an email address as primary. SCO is working on a fix and our workaround in the meantime is HR Generalists will have to make the primary
email updates.<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">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"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">You have to select a person and make their box blue and not just enter a check. We have had goals created from the wrong person due to this. It has also happened
in TA.<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">Since IBIS and Enterprise Reporting are both COGNOS, use the terms IBIS or Enterprise Reporting. IBIS has legacy information and Enterprise Reporting has Luma
information.<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">Temp and conditional merit both are outlined in policy. If you need to do a temp merit increase, it isn't working. If you have a temporary merit increase, email
Logan Klaas </span><a href="mailto:Logan.Klaas@dhr.idaho.gov"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Logan.Klaas@dhr.idaho.gov</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> the information
and he will make the update. If you have a conditional merit that doesn't have timeframes like a temp merit, you can do those in the system as a merit increase. DHR will send something out about the policy and how it works in Luma.<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">Updated Materials</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Benefits Microlearning 11/8/23:
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=cab6fbf0f3&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#12C0F8">https://idahosco.servicenowservices.com/sp?id=kb_article&sysparm_article=KB0013701</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"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Benefits - Critical Knowledge and System Updates for HR Professionals:
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=e6f5aa01a0&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#12C0F8">https://idahosco.servicenowservices.com/spid=kb_article&sysparm_article=KB0013711</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"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Luma Micro-Learning: New Hire and Benefits Refresher:
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=7c13a96ebb&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#12C0F8">https://idahosco.servicenowservices.com/spid=kb_article&sysparm_article=KB0013709</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">We have posted the CY2024 calendars in the Knowledge base
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=aec3baf2a1&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#12C0F8">here</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">.
On the Service Portal home page select HR & Payroll > HR & Payroll Calendars.<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">Newly added calendars:<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>
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<li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo6"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Biweekly Timesheet/Payroll Calendar: Calendar Year 2024<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo6"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Luma GHR Approval Calendar: Calendar Year 2024<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo6"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Donated Leave Calendar: Calendar Year 2024<o:p></o:p></span></li></ul>
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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=d6bb98c2e4&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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