[IDHR] HCM Weekly Communication #19

[DHR Staff Contact List]

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

View this email in your browser<https://mailchi.mp/2040e8ec5289/luma-human-capital-management-hcm-weekly-newsletter-12720678?e=e9c58d13d9>
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Luma Human Capital Management (HCM) Weekly Newsletter
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Message from the Luma Administrator
As we approach the end of this remarkable year, I wanted to express my profound gratitude to each one of you for your incredible commitment, unwavering dedication, and tireless efforts throughout our journey with Luma.

Your contributions have not only been exceptional but have also played a pivotal role in propelling our state forward. Together, we've tackled challenges head-on, overcome hurdles, and embraced change with an inspiring level of determination. Your expertise, perseverance, and teamwork have been invaluable in making this transformative journey a success.

Looking back, I am immensely proud of what we've accomplished. The journey was difficult. While we have achieved a number of successes along the way, we still have improvements to realize. The stage is set for our future to be more agile, efficient, and responsive across state business operations.

As we step into a new year, we will champion a spirit of collaboration and innovation. The foundation we've built with Luma positions us for even greater accomplishments and advancements. I am confident that, together, we will navigate successfully through future challenges and achieve remarkable milestones.

Thank you for your exceptional contributions and unwavering commitment. Your hard work has been, and continues to be, the cornerstone of our success.

Wishing you all a joyful holiday season and a prosperous New Year ahead!
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Spread the Word
Reminder that MLA (Multilevel Approval Forms) are due Wednesday, December 27th at 3:00 MST.  Kindly ensure that all timesheets are complete and authorized by the MLA deadline.

We have posted the CY2024 calendars in the Knowledge base here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=804cec67b8&e=e9c58d13d9>. 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
Available Training: 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-ctax forms. This quick, self-paced training is assigned to all employees and can be found in the Development Profile under My Learning and Development.
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New Donated Leave Service Request - Tentative implementation of 12/26/2023

A new Donated Leave Service Request form is on the horizon. The new form will feature:

  *   Specific required fields for donated leave
  *   The ability to have quick links that open in a new tab
  *   Requests will be routed directly to the HCM team for review
  *   Navigating to the new form is similar to before: first, log into the Service Portal, select HR & Payroll in the top navigation bar, then choose Human Capital Management (HCM)
Updates on Open Issues
L&D Fix - Enrolling employees without active managers - If you have had trouble recently enrolling employees in Activities because their manager/supervisor position is vacant - we have good news! A configuration change has resolved the issue.

If you have been waiting on enrolling staff, please go ahead and enroll them!

If this fix isn't working for you, or if you have other questions about L&D please contact:

  *   Danielle Stevens, dstevens at sco.idaho.gov<mailto:dstevens at sco.idaho.gov>
  *   Kate Nihipali, kate.nihipali at dhr.idaho.gov<mailto:kate.nihipali at dhr.idaho.gov>
  *   Amanda Regnier, Amanda.regnier at dhr.idaho.gov<mailto:Amanda.regnier at dhr.idaho.gov>
HB555 Employees - For any employees who fall under HB555 (returning retirees that do not contribute to PERSI), their Retirement ID should read NE (Not Eligible). This is a short-term fix until we complete testing.

If you rehire a retiree, please use the work types Fulltime or PT ins eligible until the new work type is created. The Retirement plan ID should be marked as not eligible. Additionally, include a comment indicating that they are a rehired retiree.

If you have a current employee falling under HB555 and you have questions about how to code them in the system, please send an email to:
benefitsadmin at sco.idaho.gov<mailto:benefitsadmin at sco.idaho.gov?subject=&body=>
Trial Periods - We've identified issues related to trial periods and probationary hours, and SCO is currently investigating these matters
Performance and Goals - Most goal weights have been successfully updated. However, we are currently dealing with 17 outstanding errors. To rectify this, we will need to persist with ISD uploads to adjust weights that are less than 100% until the system fix is implemented.

We're currently addressing issues regarding future goals not populating in appraisals, including Statewide goals failing to appear in future goal settings. This week, we are actively troubleshooting these issues.

Additionally, we are evaluating the removal of email notifications sent out when goals are updated.
Tips and Tricks
Favorite a QRG - Do you have a favorite QRG that you frequently reference? Don't risk missing an update to that QRG. Just add it to your favorites for quick and easy access whenever you need it!
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Special Incentive Payout and Time Record Approval - SCO is currently working on adding the GL string to the Special Incentive Payout. For the time being, please complete the action and submit a ticket directly to SCO to update the GL string. You can use the same form if you wish to pay vacation from a different GL when someone is terminated:
Link: https://idahosco.servicenowservices.com/sp?id=kb_article&sysparm_article=KB0013649<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=9d824ad613&e=e9c58d13d9>
Job > Position > Work Assignment - We've noticed updates being made to the work assignment instead of the position where they should be applied. The hierarchy follows job to position to work assignment. However, the work assignment does not communicate back to the position, and similarly, the position does not relay information back to the job.
Updated Materials

Micro-Learnings
Luma Micro-Learning: Transfers<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f24c5524c2&e=e9c58d13d9>
Luma Micro-Learning: Funding Updates & Resources<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=4dc3ff3d4d&e=e9c58d13d9>
Luma Micro-Learning: Agency HRO Cognos Training<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=a11900fbb6&e=e9c58d13d9>
Luma Micro-Learning: Learning & Development and Cybersecurity<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=b92d2d7740&e=e9c58d13d9>
Luma Micro-Learning: Infor Spreadsheet Designer (ISD) Training<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=56e66f338f&e=e9c58d13d9>
Luma Micro-Learning: New Hire and Benefits Refresher<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=8e4a14831a&e=e9c58d13d9>
Luma Micro-Learning: Jobs and Job Country Attributes, FTE and Annual Hours, and Position Monitoring<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=6b0b42690d&e=e9c58d13d9>

Article/QRGs
Benefits - Critical Knowledge and System Updates for HR Professionals<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=5c98dffe0c&e=e9c58d13d9>
View and Update Employee Profile - Employee<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f2325a8b49&e=e9c58d13d9>

Training Videos
Accessing Your Paystubs - Training Video<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=05f8f0ab2e&e=e9c58d13d9>
Accessing Your W-2 - Training Video<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f3b0428ee1&e=e9c58d13d9>
Accessing Your 1095-C - Training Video<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=021eff0f4f&e=e9c58d13d9>
[Logo]
[Email Marketing Powered by Mailchimp]<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=a210023cbd&e=e9c58d13d9>

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