[IDHR] DHR Operational Updates
DHR Staff Contact List
idhr at admws.idaho.gov
Mon Jul 24 16:02:55 MDT 2023
Hello!
I have a few updates for everyone this week!
Quarterly Priorities
This was shared during the July 6 statewide HR call but I wanted to share it again in case anyone missed it. DHR leadership met on June 26 to review our progress in meeting the prior quarter's priorities and determine our priorities for the next quarter. As a result of this meeting, we established the following priorities:
* Outcome #1: Confidence and Competence in Luma
* Features:
* Micro-Learnings - conduct step by step trainings on specific topics in Luma, showing the entire process and referencing the related training materials
* Data Collection - measuring the number of emails, calls and SNOW tickets we are receiving, with the goal of seeing them decrease
* Reviewing Resources - reviewing our FAQ and QRG documents to ensure they accurate and up to date
* Encourage Use of Resources - ensuring HR and payroll staff understand and utilize resources available (contingent upon the above bullet)
* Create Desk Manuals for DHR- create desk manuals for business processes in GHR, for example process for donated leave
* Survey HR Staff - determine the current level of confidence and competence in Luma, and determine the training needs
* Outcome #2: DHR Employee Role Clarity
* Features:
* Meet with DFM and Legal- ensure our counterparts within DFM and the AG's office understand the HR modernization implementation and how that may affect how we work together
* Define Expectations for HR Officers- HR managers meet individually with HROs to define expectations and establish priorities
* HRO Review Service Level Agreement - each HRO will review the SLA and share the service delivery expectations with the agency(s) they support and their HR teams
* Regular Staff Meetings - establish regular HRO and HR Manager meetings and create guidance for check ins and how to escalate concerns
* Define Training Roles & Responsibilities - establish the framework for the DHR training team and define expectations of team members
* Quarterly HR and leadership Meetings - establish a schedule for HRO's to meet regularly (at least quarterly) with agency leadership to discuss needs and establish priorities
* HR Job Classification Clarifications - establish/update HR classifications to accurately reflect the responsibilities and scope
We have a meeting this week on Thursday to discuss our progress on these priorities and determine if we need to do any adjustments. Hopefully it's helpful for everyone to see what we're focused on in the coming months.
DHR Operational Update
* DHR Security Access Request (SAR) Process - if any DHR employees need their Luma access added, edited or deleted, [?docx icon] please follow this process for our agency<https://idahogov.sharepoint.com/sites/DHRCommunicationCenter/Luma/DHR%20SRA%20Process%20.docx?d=w464cd4b6495849039aa7cccba25a454d&csf=1&web=1&e=UapfzL>. Note: do not use this to request access for agency employees, just DHR.
* DHR Donated Leave Process - if a DHR employee would like to donate leave, please complete the attached form and route it to Chris.Eismann at dhr.idaho.gov<mailto:Chris.Eismann at dhr.idaho.gov> for processing. If you would like to request donated leave, please notify Krystan Thompson at Krystan.Thompson at dhr.idaho.gov<mailto:Krystan.Thompson at dhr.idaho.gov> as our HR contact. Note: your agency code for DHR is 194 and the Appointing Authority is Lori Wolff.
Luma Update
* Q&A: Luma Questions and Answers - we are working on publishing a Q&A document on Luma Knowledge Base and our SharePoint site. Please refer to this document before submitting a question to the DHR Support mailbox. We will continue to add to this as we see trends in questions/issues in the system, so please always refer to the electronic version. Note: there are two Q&A docs posted so please use both of them until we get them consolidated. We thought we had them all but there was still one out there needed incorporated into the master document.
* Topics for Tomorrow's Luma Support call
* Terminations - we're seeing a lot of issues with effective dates
* Holiday week timecoding with hours worked on the holiday
* Reviewing hours on a timesheet to make sure none are unpaid
* Multiple work assignments and checking for multiple timesheets
* Sending a full screenshot
* Jobs vs. positions
* Priority levels to the DHR support inbox
* When to click on "FTE" count on requisitions
Lori and I also had a great meeting with Josh Whitworth, Chief of Staff for the State Controller's Office, today on our areas of opportunity with the Luma implementation. As a result of this meeting, we are going to collaborate more frequently with SCO to ensure timely and accurate communications regarding known issues, focus on increasing knowledge about how to troubleshoot issues so they don't get bottlenecked, expand our reporting capabilities to catch issues ahead of time, and ensure critical issues are resolved in a timely manner.
Thank you all for your continued support through this transition. I know it can be wearing as we have employees in our offices, upset and confused about their paychecks, and managers needing HR support as we're trying to learn how to provide it in a new system. What I know about this team is that you all want to deliver top notch customer service and it's really difficult when you feel like you can't do that. Let's keep up what Lori talked about during our DHR Summit, which was 1) be kind, 2) do your best, and 3) stand up for what you believe in (thanks to Maggie for reminding ME of this in a recent LinkedIn post)!
Please continue to communicate with your supervisor, HR Officer, and HR Manager on how we can best support you! Thanks everyone!
Thanks,
Janelle White | Deputy Administrator
[cid:image011.png at 01D9BE48.1DBCDE60] 208.854.3079
[cid:image012.png at 01D9BE48.1DBCDE60] 208.854.3088
[cid:image013.png at 01D9BE48.1DBCDE60] janelle.white at dhr.idaho.gov<mailto:janelle.white at dhr.idaho.gov>
[cid:image014.png at 01D9BE48.1DBCDE60] www.dhr.idaho.gov<https://dhr.idaho.gov/>
[cid:image015.png at 01D9BE48.1DBCDE60]
Connect with us:
[cid:image016.png at 01D9BE48.1DBCDE60]<https://www.facebook.com/stateofidahoemployment> [cid:image017.png at 01D9BE48.1DBCDE60] <https://www.instagram.com/stateofidahoemployment> [cid:image018.png at 01D9BE48.1DBCDE60] <https://twitter.com/idahodhr> [cid:image019.png at 01D9BE48.1DBCDE60] <https://www.linkedin.com/company/stateofidahoemployment>
Providing quality customer service is important to us. If you have any comments or suggestions regarding the service provided to you, please contact Lori Wolff, Administrator, at Lori.Wolff at dhr.idaho.gov<mailto:Lori.Wolff at dhr.idaho.gov>.
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