[IDHR] HCM Workflow Approvals, Security Roles & Luma Support (... Oh My!)

Tue Jun 20 14:45:27 MDT 2023

Hello!

Luckily there are no lions, tigers and bears... oh my! But there are a few (more) Luma related things to know as part of today's Go-Live!

As part of our transition to the Luma system, the Luma team gathered information from each agency on who should be approvers for Human Capital Management (HCM) workflows in the system. Previously, these roles were a variety of positions ranging from fiscal to deputy directors and even directors. Once the agency approved the action, it would then go the DHR to approve.

After we reviewed the information that was submitted by agencies for the workflow approvals, we determined that the agency approvals should be DHR employees located at the agencies rather than non-DHR/HR employees in the agencies. Therefore, we have updated what was submitted to have agency DHR employees as the final agency approver on HCM actions (for a complete list of those actions, see the attached PowerPoint; in general, they include hire/separation actions, pay, classification, etc.); some of these actions require additional DHR Central Office approvals after agency DHR approvals are complete but most are finalized at the agency DHR level (usually the HR Officer assigned to the agency).  If you would like detailed information on who the HCM Workflow Approvers are for your agency, see the attached document titled "Copy of Workflow Approvers." If you want information on who has which HCM security roles for your agency, please see the attached workbook titled "Copy of HCM Security Role Workbook" and the "2023-04-24 HCM Role Descriptions" documents. The Workflow Approvers and Security Role documents change as staff changes so this is accurate as of 6/15.

For some of our larger agencies, they have processes in addition to what happens in the system, for instance Health and Welfare has a SharePoint routing system that is used to approve requests prior to being input into the system. This is a great way for others in the agency to be able to approve requests prior to them being input into the system. If your agency would like to have additional individuals involved in the approval process, you will want to develop a method for doing so outside of the system approval process.

If an agency needs to request a change to their existing security roles and/or workflow approvers for HCM, we want them to first discuss the request with their assigned HR Officer<https://dhr.idaho.gov/wp-content/uploads/2023/05/May-Org-Chart-Collection.pdf> (or HR Manager, if that position is vacant in your agency) before submitting request to their Security Role Administrator to implement the change. That way, the HR Officer has an opportunity to determine the appropriate workflow approvers and security roles before coming to DHR Central for review. The Security Role Administrator list is attached to this email. Generally speaking, this is the same person agencies would have gone to previously for any security updates to IPOPS, EIS, IBIS, etc. If you need any changes to your agency's Security Role Administrator, let Hanna Hall know at Hanna.Hall at dhr.idaho.gov<mailto:Hanna.Hall at dhr.idaho.gov>.

Finally, if you need any other HCM support related to Luma, please see the attached document titled "HCM Luma Support." To ensure we appropriately vet all questions related to HCM and provide accurate information, please use this process.

We will share this information with your director, and ask that they pass it along to your fiscal department as well.

Thanks,

Janelle White | Deputy Administrator
[cid:image001.png at 01D9A368.E006D250]  208.854.3079
[cid:image002.png at 01D9A368.E006D250]  208.854.3088
[cid:image003.png at 01D9A368.E006D250]  janelle.white at dhr.idaho.gov<mailto:janelle.white at dhr.idaho.gov>
[cid:image004.png at 01D9A368.E006D250]  www.dhr.idaho.gov<https://dhr.idaho.gov/>

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