[IDHR] HCM Weekly Newsletter

[DHR Staff Contact List]

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

We've achieved remarkable progress within Luma in recent months. While adopting new processes and systems always presents challenges, we're just embarking on our journey to fully utilize the enhanced system functionality and improved business processes.

Here are some notable examples of improvements and benefits. Previously, our legacy systems restrictions required employee termination and re-hiring for transfers between agencies. Now, we've streamlined the process, enabling direct transfers without unnecessary steps.

In the past, project fiscal and payroll data were managed externally, requiring reconciliation across multiple systems. However, we've made significant strides by directly linking employee expenses to projects within the system. This advancement eliminates the need for duplicative and time-consuming maintenance of external spreadsheets. Many more instances of improvement await recognition and celebration in our communications with both employees and customers.

Below, we've provided statistics and metrics that underscore the tangible outcomes of our efforts. With over 16,000 employees receiving payments per payroll cycle, ongoing job postings, hiring actions, and a multitude of transactions, our overall success is evident.

Luma represents a comprehensive statewide endeavor, necessitating collaborative contributions from all of us. Your dedication and efforts in championing Luma for our state are deeply appreciated. Thank you for your unwavering commitment.
Scott Smith
Luma Administrator
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Requests for Action
All Employees - Your paystubs are available as of Wednesday, August 30th! *If you find there to be any inaccuracies, please work with your payroll administrator to get it corrected.

Payroll Administrators - If an off-cycle request is needed, please submit a ticket to the WFM team and mark it as an “off-cycle request” before 3 PM Thursday.

Managers - Given the upcoming September 4th Labor Day Holiday, communicate with your employees about the shortened week and encourage them to submit timesheets early. If possible, begin reviewing and approving timesheets on Friday, September 1st to ensure you have adequate time prior to the Tuesday, September 5th, 3:00 PM deadline.

HR Generalists - A communication was released on Wednesday, August 23rd with information from the Office of Group Insurance to employees who entered an enrollment change request as part of the Mini Open Enrollment. Employees were notified of the following:

  *   The file will be transmitted to Blue Cross this evening and it take them approximately one week to process the file.
  *   If this was a new enrollment, your cards will be mailed to you as soon as the file is processed.
  *   If this was a change in enrollment, you will not receive new cards for your dependents, but you may request additional cards by calling the number on the back of your member ID card.
  *   If you increased your coverage, you likely had a premium amount due. This has been programmed to apply to your 9/1 paychecks. Keep in mind that we collect premiums on the month in advance of coverage so in almost every case you were behind by one month of premiums. https://ogi.idaho.gov/premium-rates/<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=89c3d31156&e=b79f7ae385>
  *   If you decreased coverage, we likely owe you a refund. This has been programmed to apply to your 9/1 paycheck.
  *   You will be able to see your benefit changes in your employee profile in Luma on 9/1.

Recruiters - please note the following:

1). We have confirmed job postings close at 4:59 PM MST on the posting end date. We are looking at getting this changed, but for now, we have added this information on the job posting template so applicants will have this information when they view the announcement.

2). Requisitions should not be manually canceled/closed – they will automatically close when they are filled.

If you manually cancel or close a requisition, these errors may occur:

  *   If a candidate is in any part of the process, the defined offer or hire, it will not go through.
  *   ALL candidates will show as “screened out” which causes confusion with applicants.

The only circumstances where it is ok to manually cancel/close a requisition are:

  *   Close a requisition if you do not fill ALL positions, once the hires are complete.
  *   Cancel a requisition if you are not filling any positions.
Reminders of Best Practices

When submitting incidents or questions to dhrsupport at dhr.idaho.gov<mailto:dhrsupport at dhr.idaho.gov>, please remember:


  1.  If the issue is specific to an employee or multiple employees: Provide the first and last name of the employee and the employee ID number.
  2.  Provide a full screenshot of your entire screen. This allows us to see what role you’re in and where you are in the system. If it is for a timesheet issue, please provide a screenshot of the entire timesheet.
  3.  For recruitment assistance, include the requisition number and applicant’s name.
  4.  Please reply all to emails. This ensures that everything is being copied to the DHR Support Inbox.
  5.  If an issue has been resolved and you no longer require assistance, please forward your original email to the DHR Support Inbox and indicate that your issue has been resolved and you no longer need assistance.
  6.  Please make sure you include a priority number in the subject line of your email. Below are the priority levels:

  *   1 – Critical pay issue needing resolution within 24 hours
2 – Critical recruitment/hiring issue needing resolution within 72 hours
3 – Non-critical (i.e., not going to affect pay, hiring, recruiting) issues needing resolution within 5 business days
4 – All others needing resolution in 5+ business days. This includes suggestions for additions to the system, and incorrect QRGs.

  1.  Please DO NOT submit a SCO helpdesk ticket unless the DHR Support inbox directs you to do so. If you have been asked to submit a ticket, please attached your DHR Support email to the ticket so the necessary information and screenshots are in the ticket.
  2.  Please utilize all of your resources including discussing with your HR team members, reviewing the knowledge base, checking the DHR SharePoint site for those who report through DHR, reviewing the HCM Q&A document, etc.
Updates on Open Issues

Timesheet proxy functionality works as intended for managers – they can proxy their roles and grant access to one of their employees while they are out. However, certain roles, including Agency Payroll and Agency HR, cannot yet see the option to proxy. The team is working to resolve this issue.
Updates/Changes

New/Updated Materials:

We are continually 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=b4fac6f80e&e=b79f7ae385> (you must be logged into Luma to access this link).

Here are a few highlights from the past week:

Update FAQ Global HR / HCM Q&A<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=fb64085304&e=b79f7ae385>

PHD (Public Health District) Transfers<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=859210ac5b&e=b79f7ae385>

University Transfers<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f2f902614e&e=b79f7ae385>

Underfill Process<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=1215c46bb2&e=b79f7ae385>

Good News & Progress

HCM functionality in Luma has been live for two months! Thank you for helping to make this system a success!

So far, we have:

  *   1239 new hires
  *   520 transfers & 1102 terminations
  *   540 New positions created in Luma
  *   1066 benefit enrollments
  *   Posted 709 job postings successfully
  *   Received 10,502 applications
  *   Pay 16,614 employees in a regular bi-weekly cycle
Tips and Tricks

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!
Upcoming Events

Please join us for the following upcoming Luma Micro-Learnings!

9/13, 2 PM MST: Resignations and Terminations

Click here to join the meeting <https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=0f7caf1bde&e=b79f7ae385>
Meeting ID: 285 611 863 280
Passcode: bBCdvx

9/20, 2 PM MST: Performance and Goals Refresh

Click here to join the meeting <https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=6bd575bd42&e=b79f7ae385>
Meeting ID: 215 047 058 281
Passcode: hNjVWY

9/27: Topic To Be Announced
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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