[IDHR] HCM Weekly Communication #18

Fri Dec 15 16:12:44 MST 2023

Audience: All-DHR/HR, payroll, and fiscal
Action: Review and communicate with staff as necessary

Happy Friday,

Below is this week's version of the Luma HCM Weekly Communication. Topics for this week include:

  *   Spread the Word - HR Generalists can update goals, Generalist 3 can update dates and services tab
  *   Spread the Word - Rehire action: Update First Work Assignment
  *   Spread the Word - Training coming soon: Online Access to W-2 and 1095-C Forms
  *   Updates on Open Issues - FLSA issues in WFM, goal weights, primary email address
  *   Best Practices - Entering goals reminder, IBIS and Enterprise Reporting in COGNOS, temp and conditional merit outlined in policy
  *   Updated Materials - Benefits Microlearning, Benefits - Critical Knowledge and System Updates for HR Professionals, and Luma Micro-Learning: New Hire and Benefits Refresher
  *   CY2024 Calendar posted in Knowledge Base
View this email in your browser<https://mailchi.mp/db597c41ccae/luma-human-capital-management-hcm-weekly-newsletter-12719791?e=b79f7ae385>
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Luma Human Capital Management (HCM) Weekly Newsletter
Spread the Word

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:

HR Generalists - 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.

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.
HR Generalists & Recruiters - 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.
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Training Coming Soon: Online Access to W-2 and 1095-C Forms!

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.
Updates on Open Issues
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.

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.
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.
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.
Best Practices

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.
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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.
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 Logan.Klaas at dhr.idaho.gov<mailto:Logan.Klaas at dhr.idaho.gov> 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.
Updated Materials

Benefits Microlearning 11/8/23: https://idahosco.servicenowservices.com/sp?id=kb_article&sysparm_article=KB0013701<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=cab6fbf0f3&e=b79f7ae385>

Benefits - Critical Knowledge and System Updates for HR Professionals: https://idahosco.servicenowservices.com/spid=kb_article&sysparm_article=KB0013711<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=e6f5aa01a0&e=b79f7ae385>

Luma Micro-Learning: New Hire and Benefits Refresher: https://idahosco.servicenowservices.com/spid=kb_article&sysparm_article=KB0013709<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=7c13a96ebb&e=b79f7ae385>
We have posted the CY2024 calendars in the Knowledge base here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=aec3baf2a1&e=b79f7ae385>. On the Service Portal home page select HR & Payroll > HR & Payroll Calendars.

Newly added calendars:

  *   Biweekly Timesheet/Payroll Calendar: Calendar Year 2024
  *   Luma GHR Approval Calendar: Calendar Year 2024
  *   Donated Leave Calendar: Calendar Year 2024
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