[IDHR] HCM Weekly Newsletter

Fri Aug 25 06:02:13 MDT 2023

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

One of the most exciting outcomes of implementing Luma is the collaboration it fosters across the state and challenging our conventional notions of "this is how things are done". We find ourselves in a transitional phase that promises to enhance overall efficiencies. While introducing a new system is always a challenging endeavor, embracing change can be equally demanding. It's important to recognize that relying solely on legacy systems has limitations, and now, we stand at a crossroads with the opportunity to shape the future. We've been fortunate to receive a variety of recommendations, so keep an eye out for forthcoming adjustments and concepts aimed at continuous improvement, We are expecting several improvements in October. The implementation of Luma is just the foundation upon which we will now refine and build. Thank you all for your feedback and dedication. We look forward to hearing your recommendations for improvements and continuing to achieve success. We appreciate the positive perspective so many have shared...this transition has been challenging but the future potential is worth it. As always, thank you for all that you do!
Scott Smith
Luma Administrator
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Requests for Action
HR Generalists -

1). For actions that are submitted, verify that they show up in the "Action Request" section (screenshot below). If you notice any inaccuracies, please email dhrsupport at dhr.idaho.gov<mailto:dhrsupport at dhr.idaho.gov>.

Please note, that the Luma HCM team is aware that requisitions are not in the action requests.
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2). Review name changes that have been submitted by employees from your agency under "Pending Requests".
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Reminders of Best Practices

Effective Dates in Luma: An effective date is the date that a change takes effect, not when it is keyed in. Please review the table below detailing actions in Luma and best practices on their effective dates.
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Updates/Changes

Agency Payroll Administrators -

You can now view Positions and their Expense Account Distributions that were previously inaccessible. You can also submit a Request Position Update to update the Expense Account Distribution on a Position. You can access the QRG for this action here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=25cb03e1b1&e=b79f7ae385> (you must be logged into Luma to access this link).
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For adjustments to PERSI deductions, please process as a One Time Deduction Action and include the invoice number from PERSI in the beginning of the payment description field (highlighted in yellow in the screenshot below).
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In Enterprise Reporting Application (IBIS in legacy), there is an Employee Time Distribution Report that has previously been sent via email but can now be run by agencies on demand. You can access this report under Agency Content - Statewide Reports - Workforce Management folder.

New/Updated Materials:

We are continuously updating Articles and User Guides in the Knowledge Base. You can find the latest updated materials here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=4471b95cfa&e=b79f7ae385> (you must be logged into Luma to access this link).

Here are a few highlights from the past week:

Search Termed Employee List<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=c3dedba60d&e=b79f7ae385>
Create and Update a Job Posting<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=59694b6e43&e=b79f7ae385>
Generate a Job Offer<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=26b5741b89&e=b79f7ae385>
Good News & Progress

The State Controller's Office has successfully completed our employee Luma Security Role and Security Access Request (SAR) go-live process! Going forward, any SAR will replace all prior authorizations, including Luma user roles, removals, and additions.
Tips and Tricks

User settings:

  *   Theme, colors Gear icon
  *   Toast Message Position: Defaults to the top right corner but can be moved to various locations on the screen.
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Managers - Because Luma is an open system, complete appraisals outside of Luma as employees can currently see them when they're in draft status.

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.

Have you found a useful tip or trick in the Luma system? If so, email DHRsupport at dhr.idaho.gov<mailto:DHRsupport at dhr.idaho.gov> and we'll review it for inclusion in the HCM Weekly!
System Improvements

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