[IDHR] Luma Human Capital Management (HCM) Weekly Newsletter

Thu Aug 10 10:20:12 MDT 2023

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Luma Human Capital Management (HCM) Weekly Newsletter
Message from Luma Administrator

Luma has been live for over a month now! We appreciate the support and patience from everyone as we continue to improve business processes and system functionality. While we have had our share of “bumps”, we would like to reinforce the use of the available reference guides, training materials, and videos available on the service portal. Please continue to access self-help resources as our team is actively updating reference material. We are very early in the adoption phase of change, and we will only continue to become better and faster through a collaboration and supportive environment. Listening to other states who have implemented ERPs, we have learned that these early challenges are common for where we are. The key to future success is through persistence and finding solutions together.
Weare going to provide updates every week to help you in your daily activities. If you would like specific topics in this newsletter, please reach out to me. I highly encourage the use of existing training materials as we work to mature the system. Together, we will be successful!
Requests for Action

Multi-Level Approval (MLA) Form submission: Forms are due Thursdays at 3 PM.

Donated Leave: Anyone with agency HR or agency payroll roles within Luma is authorized to sign donated leave forms. Please review eligibility prior to submission. Instructions for donating leave were provided on Wednesday, August 8th in an email from DHR (hrgroup-bounces at admws.idaho.gov<mailto:hrgroup-bounces at admws.idaho.gov>).
Reminders of Best Practices

Want to Save Your Agency Time and Effort in Processing Payroll? Encourage your Staff to Adhere to the Following:

  *   Input time daily or weekly to support the timely processing of payroll
  *   Send an Outlook calendar invite to remind staff to complete their timesheets or send a reminder email
  *   Review the Employee Time Entry e-learnings in Luma Training
  *   Have managers review and approve employee time sheets by Wednesday at 5 PM to ensure agency payroll has sufficient time to review before submittal. Tip: Access the approval view tab and make sure the “X’s” are gone:
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  *   If you are a Payroll Administrator, check the unauthorized record report to see if time has been entered but not approved (WFM > My Reports > Operational Reports > Time and Attendance > Unauthorized Record Report).

The following is a list of Payroll Reports that can be accessed in Luma:

Pre-Payroll Cycle Reports

  1.  Bank Details (Resource Maintenance > Bank Details)
  2.  Employee Deductions (Deduction Maintenance > Employee Deductions)
  3.  One-Time Deductions (Deduction Maintenance > One Time Deductions > One Time Deductions)
  4.  Employee Time Records (Time Record Processing > Time records)
a. The current tab is time records processing on this payroll.
b. Approved Tab are time records that have gone through the approval workflow and are waiting to be moved to the current.
c. Closed by Payroll are time records that have been processed on prior payrolls.

Payroll Cycle Reports (Cycle Processing and Time Record Processing – available Monday, 8/14)

  1.  Missing Time (Emailed)
  2.  Created and Calculated Overtime (Cycle Processing > Overtime > Created Overtime)
  3.  Payments (Cycle Processing> Payments)
  4.  Payroll Checks (Cycle Processing > Payroll Checks)
  5.  Payroll Distributions (Cycle Processing > Payroll Distributions)

Payroll History Reports

  1.  Payments (Reports >Payments)
  2.  Payroll Checks (Reports >Payroll Checks)
  3.  Posted Payroll Distributions (Reports> Posted Payroll Distributions)
  4.  Wage History (Reports> Wage History) Note: Broken
  5.  Deduction History (Reports> Deduction History) Note: Broken

Adding Pay Period Hours to the Payment Report

  1.  Select the 3 dots in the upper right.
  2.  Select Options > Personalize > Create or Update
  3.  On the personalization screen, select Add > Add Field
  4.  In the new field, click Advanced Search
  5.  In the dept and Relations search field, select “Max (Four Levels and Relations)”
  6.  In the Name Search field, type EmployeePaymentTimerecordRel.Hours
  7.  Select the above line
  8.  In the field details on the right, change “first” to sum
  9.  Select Ok

The view a report for someone who has not submitted any time in WFM is: to go to timesheet approval> select the team > click the include sub-team check box > change the dates to current pay period > order by to worked > click load.

Searching for Resources Made Easier:

Most tickets submitted are 'how to' questions, we urge all users to leverage QRGs and consult with agency HR and Payroll resources before submitting a ticket. Note that we have made search functionality improvements to the Service Portal to make it easier for you to find QRGs and other resources:
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Updates on Open Issues

Time Off Request functionality is in progress and is expected to be available by the end of August or sooner.
Updates/Changes

Luma Employee ID Field required on the Security Access Request Form:

note that the “Luma Employee ID” field is now a mandatory field when completing a SAR form. If you do not know an employee’s ID, you may search for their name in the “Find a Coworker” section of Infor Global HR.

“Application Started” step in Luma has been removed. This step was causing some confusion in the system as well as errors. No follow-up or additional action is needed.

Processing a Termination is Even Easier in Luma:

When processing a termination, Luma will default the status to term pending. Term pending allows for the employee to receive their last payout, then Luma will move them to term final status after 45 days. Please note that there is no action required from the manager or generalist to move the employee to term final.

Payroll Cycle Reports will be available on Monday morning, 8/14.

  *   Monday mornings: It is helpful to export the Time Record report (Time Record Processing > Time Records and go to the Current tab), export to Excel, and sort or filter to find any negative transactions. If you see any, go to the historical Payments report (Reports > Payments) and look at that employee’s current and prior wages to see if those adjustments seem reasonable. If you’re not sure or if you think they should be removed, please let us know. You will want to archive the Time Record report.

  *   Also on Monday mornings, go to the current Payments report (Cycle Processing > Payments), export to Excel, and sort for highest and lowest paid. You can personalize the report to add the pay period hours, which is helpful to look for something that may not be correct (i.e. an 80-hour employee who only has 72 hours). You will want to archive the current Payments report.

List of New or Updated QRGs:

  *   New: Employee Record Approve Actions<https://idahosco.servicenowservices.com/sp?id=kb_article_view&sysparm_article=KB0013314>
  *   Updated: Create and Update a Job Posting<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=e5c79c3d63&e=b79f7ae385>
Tips and Tricks

Concerns have been raised about employees changing time sheets after manager authorization. To mitigate this issue, do not approve timesheets until 3 P.M. MST Tuesday.

If there is an issue after your ticket is ‘resolved’, here’s what to do: users have seven days re-open the ticket if there is an issue after a ticket has been resolved, after the seven-day period the ticket will close permanently.

Submitted a Ticket? Here’s Where you Find out the Status: go to ‘my request’ to learn the latest status of your ticket.
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System Improvements

Luma undergoes system improvements (also known as Customer Updates or “CU”), the third week of each month with more significant improvements delivered in October and April. Stay tuned for upcoming improvements!
Upcoming Events

Microtraining: Performance and Goals on Friday, August 11th at 11:00 AM MST

Microsoft Teams meeting
Join on your computer, mobile app or room device
Click here to join the meeting<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=4dc0cbc41c&e=b79f7ae385>
Meeting ID: 255 742 924 583
Passcode: c3uK5t
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