From idhr at admws.idaho.gov Fri Nov 3 15:20:11 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Fri, 3 Nov 2023 21:20:11 +0000 Subject: [IDHR] DHR Weekly Information Update 11.03.23 In-Reply-To: References: Message-ID: Audience: All DHR staff Action: Please read attachment Happy Friday HR Team, Attached is the weekly communication. You may need to be logged into the SharePoint site for the links to direct you to the appropriate location. Included in this issue is: * Staffing Updates * Luma Micro-Learning: Benefits * Donated Leave Requests * Statewide HR Call Summary 11/2/23 For access to the current and past weekly communications, please click here for the document library. For individuals who are having issues with the accessibility of this document, please respond to this email. Is someone from your team missing from this email? Please contact Brennan Serrano at brennan.serrano at dhr.idaho.gov. Have a great weekend! IDAHO DIVISION OF HUMAN RESOURCES [Blue phone Icon indicating a phone number.] 208.334.2263 [Blue fax icon, indicating a fax number.] 208.854.3088 [Blue envelope icon, indicating an email address.] communications at dhr.idaho.gov [Blue globe icon, indicating a web address.] www.dhr.idaho.gov [cid:image005.png at 01DA0E64.C4640A60] Connect with us: [cid:image006.png at 01DA0E64.C4640A60] [cid:image007.png at 01DA0E64.C4640A60] [cid:image008.png at 01DA0E64.C4640A60] [cid:image009.png at 01DA0E64.C4640A60] -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 16083 bytes Desc: image001.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.gif Type: image/gif Size: 2959 bytes Desc: image002.gif URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image009.png Type: image/png Size: 830 bytes Desc: image009.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: 11.03.23 DHR Operations Weekly Communication.pdf Type: application/pdf Size: 498526 bytes Desc: 11.03.23 DHR Operations Weekly Communication.pdf URL: From idhr at admws.idaho.gov Fri Nov 3 16:17:19 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Fri, 3 Nov 2023 22:17:19 +0000 Subject: [IDHR] HCM Weekly Newsletter # 13 Message-ID: View this email in your browser [cid:image001.png at 01DA0E71.31FEDAD0] Luma Human Capital Management (HCM) Weekly Newsletter Requests for Action We want to hear from you! Please take a few minutes to complete and share the Luma Training Statewide Survey with your agency colleagues. Feedback will be used to schedule training, update and create materials, and ultimately support you on the job. The survey will close on Tuesday, November 7th. [Take the Survey Here!] If you notice the manager structure is not correct, verify the description and active status fields are synchronized to the manager box is checked on the position. If it is not checked and the position has a manager number, submit a request for position update action and check the box. If it is checked, email DHR Support (dhrsupport at dhr.idaho.gov) to look into the syncing issue. Requesting an off-cycle payroll adjustments should go directly to SCO. Please follow the steps in the 'Request an Off-Cycle Payroll Adjustment' QRG to submit an off-cycle request. 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: Payroll Admins: Take note of the following timesheet and MLA due date changes because of the upcoming holidays: * Timesheet for Managers and Employees due date and time (Biweekly only): Tuesday,10/31 by Noon (MST) Tuesday,11/14 by Noon (MST) * MLA submission for Agency Payroll due date and time (Biweekly only): Wednesday,11/01 by 3 PM (MST) Wednesday,11/15 by 3 PM (MST) * Service Now incident request from Agency Payroll due date and time (Off-cycle only): Wednesday,11/08 by 3 PM (MST) Wednesday,11/22 by 3 PM (MST) Wednesday,12/20 by 3 PM (MST) Inform your employees and managers to submit and approve timesheets before the altered deadlines. This adjustment will help us maintain an efficient payroll process and ensure that everyone receives their compensation correctly. Recruiters: When a state agency hires an employee who also has a work assignment at a university, they should mark their agency's work assignment as primary to avoid benefit issues. This is only when there is dual employment. If they transfer from a university, their state agency work assignment should change to primary when the university work assignment is inactivated. HR Generalists: When an FLSA change action (promotion, transfer, update work assignment, etc.) is entered prior to the effective date, WFM typically updates the leave accrual policy on the effective date. If the action processes after the effective date, it uses the process date as the date the accrual policy is updated. If you need to look at when an accrual policy went into effect, go into WFM>Maintenance>Employee>Employee>Enter the employee's ID and click Find>Edit>Employee Accrual Policies and you will look at the start and end dates of each policy. If you notice an accrual policy date is not accurate, submit an SCO SNOW ticket. All: The only XM questions that should go to the DHR support email are if you are having manager structure issues. All other XM questions should be submitted to SCO. If you have someone let you know that they cannot approve their employee's reimbursement or timesheet, you probably have a position/manager that needs to be updated, or the manager structure is out of sync with positions. Updates on Open Issues Managers: If you submit a review and it disappears, reference "My Staff", select the employee in question, and reference the right-hand corner note that will indicate where it is located. [cid:image003.png at 01DA0E71.31FEDAD0] HR Generalists: When there are dual work assignments in WFM, the employee can accrue leave on both of them. The max comp and vacation accruals in WFM are per work assignment and not the combination of the work assignments. HR needs to be aware that the policy regarding max comp and vacation accruals has not changed and it is still the combination of all work assignments. DHR and SCO are looking into fixes for this issue. New/Updated Materials We have updated 20+ Occupational Health & Safety QRGs! These QRGs also provide the role that should be used to perform the specific action in Luma. Tips and Tricks Need to view the status of your support ticket? Access the Statewide Home Page from Luma to see the status of your ticket and any comments or notes that have been added [cid:image004.png at 01DA0E71.31FEDAD0] [cid:image005.png at 01DA0E71.31FEDAD0] Good News/Progress You can find CSS hours and other leave balances in WFM. We are working on adding them to Cognos. There are two ways to view them: 1. Click view balance history on the WFM home screen>enter the employee ID>Go 2. Go to the employee's timesheet>Click on the date hyperlink>select balances in the view. Note: The balances are updated based on the date you select on the timesheet. Upcoming Events Please join us for the following upcoming Luma Micro-Learning! Benefits Micro-Learning, 11/8 at 2:00 PM Join Zoom Meeting Here Meeting ID: 817 5102 2826 Passcode: 171668 Dial by your location +1253 205 0468 US +1253 215 8782 US (Tacoma) +1346 248 7799 US (Houston) Join the Conversation We value your input - thank you to those who responded to our survey last week! It is still open, so please help us improve this HCM Weekly by sharing your thoughts here! [Logo] [Email Marketing Powered by Mailchimp] -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 229941 bytes Desc: image001.png URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image007.png Type: image/png Size: 4925 bytes Desc: image007.png URL: From idhr at admws.idaho.gov Wed Nov 8 14:55:21 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Wed, 8 Nov 2023 21:55:21 +0000 Subject: [IDHR] Introducing the DHR Employee Engagement Committee Message-ID: Audience: All DHR Staff Action: Read and complete survey if interested Good afternoon, DHR is happy to announce the creation of an Employee Engagement Committee! This committee will be dedicated to creating goals, strategies, and initiatives to help drive employee engagement within DHR. Aspects of the committee will be to ensure employee voices are heard by leaders, planning team-building events and above all else, celebrate employee accomplishments. If this sounds like something that would interest you, please fill out this short survey and we will work with your manager for final approval. Please note, a submission of interest does not guarantee your addition to the committee. The Employee Engagement Committee board will take all applicants and determine representation based on several factors. However, you will be added to a waitlist for future opportunities if not selected. This committee will have 11 inaugural members who will serve for a one-year term and plans on meeting for an hour each month with potentially several events throughout the year. Please direct all questions to either keri.norton at labor.idaho.gov, kbthompson at dhr.idaho.gov, Janelle.white at dhr.idaho.gov or brennan.serrano at dhr.idaho.gov. Thank you! Brennan Serrano, MBA | Communications Manager [cid:image001.png at 01DA1253.97145A90] Office: 208.334.3066 | Cell: 208.559.6519 [cid:image002.png at 01DA1253.97145A90] Brennan.serrano at dhr.idaho.gov [cid:image003.png at 01DA1253.97145A90] www.dhr.idaho.gov [cid:image004.png at 01DA1253.97145A90] Connect with us: [cid:image005.png at 01DA1253.97145A90] [cid:image006.png at 01DA1253.97145A90] [cid:image007.png at 01DA1253.97145A90] [cid:image008.png at 01DA1253.97145A90] Providing quality customer service is important to us. If you have any comments or suggestions regarding the service provided to you, please contact Angela Kraft Fisher, Bureau Chief, Angela.Kraft.Fisher at dhr.idaho.gov -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image007.png Type: image/png Size: 625 bytes Desc: image007.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image008.png Type: image/png Size: 830 bytes Desc: image008.png URL: From idhr at admws.idaho.gov Thu Nov 9 16:01:44 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Thu, 9 Nov 2023 23:01:44 +0000 Subject: [IDHR] Happy Veteran's Day Message-ID: Hello- I wanted to send a quick note out to wish you all a happy Veteran's Day and give special thanks to those of you who have served and/or continue to serve our country! Thank you for your dedication and sacrifice for our country and making America great! Best, Janelle White | Interim Administrator [cid:image001.png at 01DA1326.081156D0] 208.871.2871 [cid:image002.png at 01DA1326.081156D0] janelle.white at dhr.idaho.gov [cid:image003.png at 01DA1326.081156D0] www.dhr.idaho.gov [cid:image004.png at 01DA1326.081156D0] Connect with us: [cid:image005.png at 01DA1326.081156D0] [cid:image006.png at 01DA1326.081156D0] [cid:image007.png at 01DA1326.081156D0] [cid:image008.png at 01DA1326.081156D0] -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 684 bytes Desc: image001.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.png Type: image/png Size: 350 bytes Desc: image002.png URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image008.png Type: image/png Size: 830 bytes Desc: image008.png URL: From idhr at admws.idaho.gov Thu Nov 9 16:10:11 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Thu, 9 Nov 2023 23:10:11 +0000 Subject: [IDHR] HCM Weekly Communication #14 In-Reply-To: References: <99dabf798d35426c92f0230fb1568d08@sco.idaho.gov> Message-ID: Audience: All-DHR/HR, payroll, and fiscal Action: Review and communicate with staff as necessary Happy Thursday, Below is this week's version of the Luma HCM Weekly Communication. Topics for this week include: * Message from the Luma Administrator - Thank you Veterans * Spread the Word - holiday timesheet reminder * Updates on Open Issues - hiring managers on requisitions * Good News/Progress - rehire actions in GHR, details within work units * Luma E-learnings Now Available in L&D * Upcoming Events View this email in your browser [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/1b03b355-296b-7fa5-d8a2-424b8ce4ae88.png] Luma Human Capital Management (HCM) Weekly Newsletter Message from the Luma Administrator To all our Veterans, we send a sincere "Thank you" for all your dedication and service to our great country. Each November 11th, we pause to reflect on the service and sacrifice of those who defend our way of life. Our veterans reflect a legacy of selfless devotion to duty and commitment to promoting freedom throughout the world. Let us draw inspiration from their service and honor the sacrifices their families have made for us. [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/bfa0c97e-dff9-bd1e-7066-25223b7a2b0b.jpg] Scott Smith, Luma Administrator [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/3eea7976-d4d4-43cc-eab3-ad2fda7f207b.jpeg] 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: Payroll Admins: With the approaching holidays, please recall that in Luma executive exempt employees need to enter HOL on their timesheet if they are not working on the holiday. Payroll Admins: Take note of the following time sheet and MLA due date changes because of the upcoming holidays: Time Sheet for Managers and Employees due date and time (Biweekly only): * Tuesday, 11/14 by Noon (MST) MLA submission for Agency Payroll due date and time (Biweekly only): * Wednesday, 11/15 by 3 PM (MST) ServiceNow incident request from Agency Payroll due date and time (Off cycle only): * Wednesday, 11/08 by 3 PM (MST) * Wednesday, 11/22 by 3 PM (MST) * Wednesday, 12/20 by 3 PM (MST) Inform your employees and managers to submit and approve timesheets before the altered deadlines. This adjustment will help us maintain an efficient payroll process and ensure that everyone receives their compensation correctly. Recruiters: Since we have removed approval workflows from the Create a Requisition, you only want to copy a requisition created after 10/28/2023. If you copy a requisition prior to that date, it will cause issues and not open since there are no longer approvals. Updates on Open Issues Recruiters: We've created a workaround so that two hiring managers can be on your requisitions: * Hiring Manager # 1 is the direct manager listed on the requisition (this person should already be set up based on the position and defaults into the requisition). This manager can find their requisitions under the Manager role > Acquire Talent > Requisitions > Staff Requisitions. Please note, this manager cannot be changed unless you update the position to have a different manager. * Hiring Manager # 2 is the Hiring manager listed on the requisition. This manager can find their requisitions under the Manager role > Acquire Talent > Requisitions > My Requisitions. Please note, this manager does not have to be listed as a manager on their work assignment, but they must have the manager role. To add the manager role, you will need to have your agency complete a SAR request to add the manager role to the individuals you want to be able to be assigned as the hiring manager. Recruiter 1's: We are aware of issues with requisitions moving to open status and are working to resolve the issue as quickly as possible. If your requisition is stuck in the Approval Requested status, please email DHRsupport at dhr.idaho.gov and we will work with SCO to get it open. Good News/Progress Generalists: The rehire actions in GHR are working again. If you submitted a rehire action directly in GHR (not in talent acquisition) from 11/3-11/8, please go into your My Actions and verify the status of your rehire action(s). If it is not in process and it should be, please double click on the action and click submit again. If it is in process, please verify it makes it through all the approvals and the status is updated to complete. [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/a05cf61b-753b-62dd-9d64-26391f31a5df.png] Generalists and Recruiters: You can now see the details within the work units. * For generalists: Generalist>Action Requests>Click on the work unit number. * For recruiters: Recruiter>requisitions>double click on the requisition>approvals>double click on the work unit in the approval requested tracking. * Note: HRAdmin in the agency name means there was an error, or the action timed out. SCO reviews these frequently and works with agencies on updates to the actions. Luma E-Learnings Now Available in L&D! As announced in a previous email, Luma e-learning modules have moved and are accessible for review in the Luma Learning and Development (L&D) module. Whether you have completed these e-learning courses earlier this year or not, we encourage you to take a moment to review the material. Here are the steps: 1. Access the Luma Statewide Homepage 2. Click on the waffle icon located at the top left of the page 3. Select 'Infor Global HR' 4. From the left-hand menu, navigate to 'My Learning and Development' 5. Choose 'Development Profile' from the drop-down menu 6. You'll land on the Development Profile Summary tab 7. Locate the 'Available Activities' box or 'Completed Activities' box >From the 'Available Activities' box: * Find your desired e-learning course and click the 'Enroll' button * The chosen e-learning will now be visible in the 'Activities' tab (along with confirmation email regarding your enrollment) >From the 'Complete Activities' box: * Double-click on your desired completed course * Click the 'Re-Take' button in the upper right-hand menu bar * Click 'Okay' to confirm the request 1. The chosen e-learning will now be visible in the 'Activities' tab (along with a confirmation email regarding your enrollment) 2. Click 'Launch' to review the e-learning Your L&D Development Profile Summary may change as the system continues to update historical Luma training transcripts over the next few days. Effective now, you can expect to find new Luma e-learnings and course registration in Luma L&D. Other Luma resources such as QRGs, videos, and user guides will continue to be available from the Service Portal. Please email lumatraining at sco.idaho.gov with questions. Upcoming Events Micro-learnings are moving to a monthly cadence and will be held the 2nd Wednesday of every month at 2 PM. Please stay tuned for upcoming announcements and event details. [Logo] [Email Marketing Powered by Mailchimp] -------------- next part -------------- An HTML attachment was scrubbed... URL: From idhr at admws.idaho.gov Thu Nov 9 16:15:20 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Thu, 9 Nov 2023 23:15:20 +0000 Subject: [IDHR] Current HR Openings and Thank You Veterans Message-ID: Audience: All-DHR/HR staff Action: Read/share job openings with potential applicants Good afternoon, Due to the long holiday weekend, there will not be a DHR Weekly Communication. In its place, please see current job openings below. HR Openings: HR Associate - Idaho Department of Correction (Boise) Administrative Assistant 1 - Idaho Department of Correction (Boise) Career Outreach Manager - Division of Human Resources (Central Office, Boise) Executive Openings: Executive Director - PERSI (Boise) *Note to apply for this position, email qualifications to DHRRecruitment at dhr.idaho.gov We would also like to send a heartfelt thank you to all the veterans working for DHR and the State of Idaho. We are grateful for your service. Have a wonderful weekend, everyone! Brennan Serrano, MBA | Communications Manager [cid:image001.png at 01DA1327.EE62B6F0] Office: 208.334.3066 | Cell: 208.559.6519 [cid:image002.png at 01DA1327.EE62B6F0] Brennan.serrano at dhr.idaho.gov [cid:image003.png at 01DA1327.EE62B6F0] www.dhr.idaho.gov [cid:image004.png at 01DA1327.EE62B6F0] Connect with us: [cid:image005.png at 01DA1327.EE62B6F0] [cid:image006.png at 01DA1327.EE62B6F0] [cid:image007.png at 01DA1327.EE62B6F0] [cid:image008.png at 01DA1327.EE62B6F0] Providing quality customer service is important to us. If you have any comments or suggestions regarding the service provided to you, please contact Angela Kraft Fisher, Bureau Chief, Angela.Kraft.Fisher at dhr.idaho.gov -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image007.png Type: image/png Size: 625 bytes Desc: image007.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image008.png Type: image/png Size: 830 bytes Desc: image008.png URL: From idhr at admws.idaho.gov Mon Nov 13 14:55:11 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Mon, 13 Nov 2023 21:55:11 +0000 Subject: [IDHR] Upcoming November 14th Blood Drive Message-ID: Audience: All state employees Action: Share and communicate with staff as necessary Hello all! This is a friendly reminder that the State of Idaho and the American Red Cross are hosting a blood drive tomorrow (11/13/2023) at Idaho State Chinden Campus. Details have been included below and a flyer has been attached for your review. We still have 9 appointment slots available - please use the link below to join our lifesaving mission and schedule an appointment today! Drive Details: Site: State Chinden Campus at Idaho State Tax Commission Address: 11321 W Chinden Blvd, Building #2, Garden City, ID, 83714 Room Name: Coral Auditorium Date: Tuesday, November 14, 2023 Time: 08:30 AM - 02:30 PM Click here to make an appointment The need for blood is constant and only volunteer donors can fulfill that need for patients in our community. Nationwide, someone needs a unit of blood every 2 to 3 seconds and most of us will need blood in our lifetime. For scheduling assistance, please contact Claire Russell at claire.russell at dhr.idaho.gov. Thank you for supporting the American Red Cross blood program! Brennan Serrano, MBA | Communications Manager [cid:image001.png at 01DA1641.215058D0] Office: 208.334.3066 | Cell: 208.559.6519 [cid:image002.png at 01DA1641.215058D0] Brennan.serrano at dhr.idaho.gov [cid:image003.png at 01DA1641.215058D0] www.dhr.idaho.gov [cid:image004.png at 01DA1641.215058D0] Connect with us: [cid:image005.png at 01DA1641.215058D0] [cid:image006.png at 01DA1641.215058D0] [cid:image007.png at 01DA1641.215058D0] [cid:image008.png at 01DA1641.215058D0] Providing quality customer service is important to us. If you have any comments or suggestions regarding the service provided to you, please contact Angela Kraft Fisher, Bureau Chief, Angela.Kraft.Fisher at dhr.idaho.gov -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image007.png Type: image/png Size: 625 bytes Desc: image007.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image008.png Type: image/png Size: 830 bytes Desc: image008.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: November 2023 Flyer.pdf Type: application/pdf Size: 500637 bytes Desc: November 2023 Flyer.pdf URL: From idhr at admws.idaho.gov Thu Nov 16 10:49:24 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Thu, 16 Nov 2023 17:49:24 +0000 Subject: [IDHR] JOB OPPORTUNITY -- Human Resource Specialist Message-ID: Audience: All-DHR Action: Read/share job announcement with potential applicants Good afternoon, We have released a statewide promotional and an open competitive announcement for a Human Resource Specialist. This is open to internal and external applicants. State of Idaho Employees: * Log into Luma * Click on Opportunities (Under Employee Resources-middle of the page) * The search bar is not working so you will have to scroll down the list to find Human Resource Specialist-ISP and apply no later than November 29, 2023 Please note: To apply you cannot currently be operating under a Performance Improvement Plan or have any pending disciplinary actions. External applicants: If you are interested in applying, or know someone who might be, please Click Here to view the details and apply no later than November 29, 2023. Feel free to contact HR for assistance with the application and/or interview process. Brennan Serrano, MBA | Communications Manager [cid:image001.png at 01DA187A.8EA69710] Office: 208.334.3066 | Cell: 208.559.6519 [cid:image002.png at 01DA187A.8EA69710] Brennan.serrano at dhr.idaho.gov [cid:image003.png at 01DA187A.8EA69710] www.dhr.idaho.gov [cid:image004.png at 01DA187A.8EA69710] Connect with us: [cid:image005.png at 01DA187A.8EA69710] [cid:image006.png at 01DA187A.8EA69710] [cid:image007.png at 01DA187A.8EA69710] [cid:image008.png at 01DA187A.8EA69710] Providing quality customer service is important to us. If you have any comments or suggestions regarding the service provided to you, please contact Angela Kraft Fisher, Bureau Chief, Angela.Kraft.Fisher at dhr.idaho.gov -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image007.png Type: image/png Size: 625 bytes Desc: image007.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image008.png Type: image/png Size: 830 bytes Desc: image008.png URL: From idhr at admws.idaho.gov Fri Nov 17 14:07:29 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Fri, 17 Nov 2023 21:07:29 +0000 Subject: [IDHR] DHR Weekly Information Update 11.17.23 Message-ID: Audience: All DHR Staff Action: Please read attachment Happy Friday HR Team, Attached is the weekly communication. You may need to be logged into the SharePoint site for the links to direct you to the appropriate location. Included in this issue is: * Welcome Kelsie Corder * Welcome Jenny Willis * Workers' Compensation Training * Current Openings * Transfers Between HRO Groups * December Micro-Learning Opportunity * DHR Holiday Happy Hour Save The Date For access to the current and past weekly communications, please click here for the document library. For individuals who are having issues with the accessibility of this document, please respond to this email or reach out to Brennan Serrano at brennan.serrano at dhr.idaho.gov. Is someone from your team missing from this email? Please contact me. Have a great weekend! Brennan Serrano, MBA | Communications Manager [cid:image001.png at 01DA195E.B62DB540] Office: 208.334.3066 | Cell: 208.559.6519 [cid:image002.png at 01DA195E.B62DB540] Brennan.serrano at dhr.idaho.gov [cid:image003.png at 01DA195E.B62DB540] www.dhr.idaho.gov [cid:image004.png at 01DA195E.B62DB540] Connect with us: [cid:image005.png at 01DA195E.B62DB540] [cid:image006.png at 01DA195E.B62DB540] [cid:image007.png at 01DA195E.B62DB540] [cid:image008.png at 01DA195E.B62DB540] Providing quality customer service is important to us. If you have any comments or suggestions regarding the service provided to you, please contact Angela Kraft Fisher, Bureau Chief, Angela.Kraft.Fisher at dhr.idaho.gov -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image007.png Type: image/png Size: 625 bytes Desc: image007.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image008.png Type: image/png Size: 830 bytes Desc: image008.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: 11.17.23 DHR Operations Weekly Communication.pdf Type: application/pdf Size: 431520 bytes Desc: 11.17.23 DHR Operations Weekly Communication.pdf URL: From idhr at admws.idaho.gov Mon Nov 20 10:17:12 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Mon, 20 Nov 2023 17:17:12 +0000 Subject: [IDHR] Donated Leave Request Message-ID: Audience: All-DHR Action: Share/communicate with interested staff Good afternoon, The Idaho Division of Human Resources has employees that are requesting donated leave due to a qualifying reason. If you are able and willing to donate, please fill out the following fields in Step 1 on the attached form: Donating Employee Name (your name as it is listed in Luma) Employee ID (this is your Luma ID) Donated Type (Sick or Vacation Leave) Employee Signature Date Signed Donating Hours (total number of hours you are donating) Submit completed form to Krystan.thompson at dhr.idaho.gov To donate, you must: * donate a minimum of 4 hours * choose vacation or sick leave and may not include both sick and vacation on a single request * have at least 80 hours of the type of leave you donate remaining after donation * not exceed the maximum of 80 hours of vacation or sick leave donated per fiscal year. If you have any questions, please let me know! Thank you, Brennan Serrano, MBA | Communications Manager [cid:image001.png at 01DA1B9A.56D3B700] Office: 208.334.3066 | Cell: 208.559.6519 [cid:image002.png at 01DA1B9A.56D3B700] Brennan.serrano at dhr.idaho.gov [cid:image003.png at 01DA1B9A.56D3B700] www.dhr.idaho.gov [cid:image004.png at 01DA1B9A.56D3B700] Connect with us: [cid:image005.png at 01DA1B9A.56D3B700] [cid:image006.png at 01DA1B9A.56D3B700] [cid:image007.png at 01DA1B9A.56D3B700] [cid:image008.png at 01DA1B9A.56D3B700] Providing quality customer service is important to us. If you have any comments or suggestions regarding the service provided to you, please contact Angela Kraft Fisher, Bureau Chief, Angela.Kraft.Fisher at dhr.idaho.gov -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image007.png Type: image/png Size: 625 bytes Desc: image007.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image008.png Type: image/png Size: 830 bytes Desc: image008.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Donated Leave Authorization Form.pdf Type: application/pdf Size: 277587 bytes Desc: Donated Leave Authorization Form.pdf URL: From idhr at admws.idaho.gov Mon Nov 20 15:41:05 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Mon, 20 Nov 2023 22:41:05 +0000 Subject: [IDHR] HCM Weekly Communication #15 In-Reply-To: <02edc2be6f7245ea8808fe3a9382d6fb@sco.idaho.gov> References: <02edc2be6f7245ea8808fe3a9382d6fb@sco.idaho.gov> Message-ID: Audience: All-DHR/HR, payroll, and fiscal Action: Review and communicate with staff as necessary Happy Monday, Below is this week?s version of the Luma HCM Weekly Communication. Topics for this week include: * Spread the Word ? holiday timesheet reminder * Recruiters ? Copy requisition after 10/28/23 * Correct address reminder * October Cybersecurity Training thank you * Deduction year-to-date amounts on paystubs * Updates on Open Issues ? hiring managers on requisitions * Good News/Progress ? rehire actions in GHR, details within work units * Major Luma homepage revision * Upcoming Events View this email in your browser [cid:image002.png at 01DA1BC5.FAD9B590] 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: Payroll Admins: With the approaching holidays, please recall that in Luma executive exempt employees need to enter HOL on their timesheet if they are not working on the holiday. Payroll Admins: Take note of the following timesheet and MLA due date changes because of the upcoming holidays: Service Portal incident request from Agency Payroll due date and time (Off cycle only): * Wednesday, 11/22 by 3 PM (MST) * Wednesday, 12/20 by 3 PM (MST) Inform your employees and managers to submit and approve timesheets before the altered deadlines. This adjustment will help us maintain an efficient payroll process and ensure that everyone receives their compensation correctly. Recruiters: Since we have removed approval workflows from the Create a Requisition, you only want to copy a requisition created after 10/28/2023. If you copy a requisition prior to that date, it will cause issues and not open since there are no longer approvals. As we approach the end of the year and approach tax season, we would like to remind you to ensure your address is correct in Luma and update it as needed. How to update your address: [cid:image003.png at 01DA1BC5.FAD9B590] [cid:image004.jpg at 01DA1BC5.FAD9B590] [cid:image005.jpg at 01DA1BC5.FAD9B590] October 2023 Cybersecurity Awareness Training: Thank you to everyone who participated in this year?s October Awareness training for cybersecurity! We appreciate your dedication to protecting the state?s network. Please note that the October Awareness training is different from the Annual Cybersecurity training. This campaign is intended to be a quick refresher to support Idaho?s Cybersecurity Awareness Month. Due to this, employees will not be able to take this training as past due in Luma L&D. October Awareness training is not tied to CEC and agencies may decide how they want to address employees who did not complete the training. If an employee has an extenuating circumstance for not completing the training, such as being out on FLMA, email cybertraining at dhr.idaho.gov to have the training waived in the system. All other questions can also be directed to cybertraining at dhr.idaho.gov. You may start seeing questions about deduction year-to-date amounts on paystubs. The following information should provide some assistance: 1. In Luma, there are five "types" of deductions - Benefit, Loan, Other, Garnishment, and Tax. 2. When we converted information from the old system to the new system, we had to create some deductions with an X at the end i.e. 120X (you probably see some of those in GHR). We had to convert those deductions (mostly benefits) using the X codes because Luma does not allow historical loads to benefit-type deductions. So, we made the X deductions type Other in order to load the history. 3. All of the deductions, both the actual benefit deductions and the other X deductions (120 and 120X) had the same descriptions. For instance, all dental deductions had the description "Dental." This caused a problem for some employees who have a higher deduction number (like post-tax) because the system was picking the first deduction code it found, which in some cases was the X deduction code, BUT the paystub file is excluding the X codes so nothing was showing up for those employees. 4. To fix that problem, the descriptions on the X codes were updated to be unique, which fixed the problem for employees who weren't seeing their benefit deductions; however, it meant a change in the year-to-date numbers. 5. From 7/7 through 10/27, the benefit deductions are listing the true calendar year-to-date amounts because they were still grouped together with all the same descriptions. 6. Beginning 11/9, all benefit-type deductions will be Luma to date. Other deductions, like taxes and parking, will still be calendar year to date. 7. This will only affect this calendar year because it is half and half with legacy and luma. Please let me know if you have any questions. Updates on Open Issues Recruiters: We?ve created a workaround so that two hiring managers can be on your requisitions: * Hiring Manager # 1 is the direct manager listed on the requisition (this person should already be set up based on the position and defaults into the requisition). This manager can find their requisitions under the Manager role > Acquire Talent > Requisitions > Staff Requisitions. Please note, this manager cannot be changed unless you update the position to have a different manager. * Hiring Manager # 2 is the Hiring manager listed on the requisition. This manager can find their requisitions under the Manager role > Acquire Talent > Requisitions > My Requisitions. Please note, this manager does not have to be listed as a manager on their work assignment, but they must have the manager role. To add the manager role, you will need to have your agency complete a SAR request to add the manager role to the individuals you want to be able to be assigned as the hiring manager. Recruiter 1?s: We are aware of issues with requisitions moving to open status and are working to resolve the issue as quickly as possible. If your requisition is stuck in the Approval Requested status, please email DHRsupport at dhr.idaho.gov and we will work with SCO to get it open. Good News/Progress Generalists: The rehire actions in GHR are working again. If you submitted a rehire action directly in GHR (not in talent acquisition) from 11/3-11/8, please go into your My Actions and verify the status of your rehire action(s). If it is not in process and it should be, please double click on the action and click submit again. If it is in process, please verify it makes it through all the approvals and the status is updated to complete. [cid:image006.png at 01DA1BC5.FAD9B590] Generalists and Recruiters: You can now see the details within the work units. * For generalists: Generalist>Action Requests>Click on the work unit number. * For recruiters: Recruiter>requisitions>double click on the requisition>approvals>double click on the work unit in the approval requested tracking. * Note: HRAdmin in the agency name means there was an error, or the action timed out. SCO reviews these frequently and works with agencies on updates to the actions. Effective last week, you can find new Luma e-learnings and course registration in Luma Learning & Development (L&D). Other Luma resources such as QRGs, videos, and user guides will continue to be available from the Service Portal. Please email lumatraining at sco.idaho.gov with questions. We are pleased to announce a major revision to the Luma Statewide Homepage! * Simplified link menus, providing easy access to the most utilized Luma resources and utilities * Condensed layout, allowing for a more mobile friendly experience More information on this update to our shared Luma navigational hub will be communicated early next week. [cid:image007.jpg at 01DA1BC5.FAD9B590] Upcoming Events Micro-learnings are moving to a monthly cadence and will be held the 2nd Wednesday of every month at 2 PM. Please stay tuned for upcoming announcements and event details. [Logo] [Email Marketing Powered by Mailchimp] -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.png Type: image/png Size: 229941 bytes Desc: image002.png URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image009.png Type: image/png Size: 4927 bytes Desc: image009.png URL: From idhr at admws.idaho.gov Tue Nov 21 15:20:38 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Tue, 21 Nov 2023 22:20:38 +0000 Subject: [IDHR] Happy Thanksgiving! Message-ID: DHR Team, Many are out tomorrow, so I wanted to send a message today to wish you all a wonderful Thanksgiving with your family and friends. I hope you are able to enjoy some downtime, eat delicious food (or turkey if you must ?) and spend time with those you love. I appreciate each and everyone one of you and am so grateful for this team and your dedication to our state agencies and the employees. Thank you for everything you do and for your resilience through all the change. I?d like to say it?ll slow down soon but after 14 years with the state, the only constant I?ve seen is change. Which means we have to make sure to take time off, recharge our batteries and engage in activities that refill our cup! Sincerely, Janelle White | Interim Administrator [cid:image001.png at 01DA1C8E.47AC9F40] 208.871.2871 [cid:image002.png at 01DA1C8E.47AC9F40] janelle.white at dhr.idaho.gov [cid:image003.png at 01DA1C8E.47AC9F40] www.dhr.idaho.gov [cid:image004.png at 01DA1C8E.47AC9F40] Connect with us: [cid:image005.png at 01DA1C8E.47AC9F40] [cid:image006.png at 01DA1C8E.47AC9F40] [cid:image007.png at 01DA1C8E.47AC9F40] [cid:image008.png at 01DA1C8E.47AC9F40] -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 684 bytes Desc: image001.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.png Type: image/png Size: 350 bytes Desc: image002.png URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: image008.png Type: image/png Size: 830 bytes Desc: image008.png URL: From idhr at admws.idaho.gov Wed Nov 29 14:59:07 2023 From: idhr at admws.idaho.gov (DHR Staff Contact List) Date: Wed, 29 Nov 2023 21:59:07 +0000 Subject: [IDHR] HCM Weekly Communication #16 In-Reply-To: <41e2de07b9c1406ea289f335defbeb48@sco.idaho.gov> References: <56acad29b5c946e89121a219f784abc7@sco.idaho.gov> <41e2de07b9c1406ea289f335defbeb48@sco.idaho.gov> Message-ID: * Spread the Word - HR Generalists rehiring information * Recruiters - Using Direct and Hiring Manager on requisition * Updates on Open Issues - Recruiter 1 lingering requisitions, termed employees not having balances converted in Luma and DHR new position and request position updates * General Updates - Change pay rate updates, generalist 3's can no longer use button to reinstate employees and W-4 field is hidden * Good News/Progress - Work Description for Action has been updated, major Revision to Luma Statewide Homepage * Updated Materials - Review KB article about Acting Appointment Process and HCM Glossary of Terms * Upcoming Events - Luma Micro-Learning: Helpful Tips View this email in your browser [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/1b03b355-296b-7fa5-d8a2-424b8ce4ae88.png] 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: When completing a rehire, please ensure that the employee you are rehiring is the correct person - check for middle names, SSNs, and birth dates. Recruiters: When using the Direct Manager and Hiring Manager on a requisition, they need to be in a hierarchy relationship on the org chart or else the direct manager will not be able to view the candidates. A workaround for now is to swap out the hiring manager if needed. We are working to see if we can find a solution. Updates on Open Issues The previously communicated Recruiter 1s issue, wherein requisitions were lingering in the Approval Requested status, has been fixed. Requisitions submitted by Recruiter 1s now move to the Open status. Employees termed in January 1st 2022 - June 10th 2023 did not get their balances (CSS, sick, etc.) converted into Luma. We are aware of this issue and will be loading them into WFM. No action is required by agencies at this time; we will notify you of updates in this newsletter. DHR went through all the new position and request position update actions on 11/22. Agencies who had position actions errored out on 11/22 received an email with a spreadsheet to review by 11/28. The instructions in the email are slightly different than the instructions below for the process going forward. Please DO NOT withdraw any position work units unless asked to do so. We are still actively working to identify a long-term fix for the position errors. Our current workaround is: 1. Agencies will submit any urgent request position updates and request new positions so they can go through the approval process. (You will receive an error email.) * If they are not urgent updates and can wait for the long-term fix, please hold off on entering them. 1. DHR will monitor the HRAdmin errors for these actions and manually update each position in the system each Tuesday. For actions that have timed out, they will be returned so they can be resubmitted and approved. 1. Once DHR has updated the system, the action will be rejected and comments added with what DHR updated. Action from Agencies: 1. If you received the email on 11/22/23 from Hanna Hall, Agency HR needs to review the DHR Comments/Updates column and respond to any necessary questions or comments. Please email responses to Ashley Mattoon, Michelle Hermann and Hanna Hall by 11/28/23. 1. If an action was returned because it timed out, please find the work unit in your my actions and resubmit it. Also notify the approver that an action has been submitted. 1. As actions are rejected, Agency HR to review the position DHR created/updated in the system to ensure it is accurate. (Generalist>Set Up>Jobs and Position>Positions>Find the position that was updated) * If something does not match what was submitted on the errored-out action form, please let us (Hanna, Michelle, and Ashley) know and we will fix it. * If something is not accurate but was not submitted on the action form, please submit a request position update action and route through approvals. 1. As actions are rejected, Agency HR to review the manager structure to verify it updated with the position changes. (Generalist>Set Up>Structure>Managers>Roles and/or Chart>Find the manager number) * If it did not, please have your Generalist 3 update the manager structure. https://idahosco.servicenowservices.com/sp?id=kb_article&sysparm_article=KB0011911 1. As actions are rejected, Agency HR to review any reclass actions with FLSA changes. If there is an employee in a position that was reclassed that also caused an FLSA change, please verify in WFM that the employee's FLSA code updated with the correct effective date. If it did not, please submit a ticket to SCO. To view when an FLSA code is updated as Agency HR or Agency Payroll in WFM: A. Login to WFM B. Click maintenance C. Enter the employee's ID in the box and click find D. Click edit E. Scroll down to the Employee Accrual Policies and review the start and end dates [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/b0d8a6a6-5cbd-a714-5e2b-85b82f262ee5.png] [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/8e5c25de-b4f0-8a75-ed8e-e99bdacedee4.png] If you have any questions, please feel free to reach out to DHRsupport at dhr.idaho.gov Issue: When updating positions to report to a new manager, the management structure (org chart, WFM, performance and goals, etc.) is not updating. This should automatically happen when a position is updated; however, it is not happening. Solution: Make changes to the positions AND also update the manager setup. Please note, this can only be done by a Gen3. Please reference the Update Reporting Structures QRG for guidance. You will get a notice that says confirmation is required (pictured below). Select OK. The update does take overnight to process; however, it should move employees into the correct supervisor structure for their positions. [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/9c3f7f47-9c82-3b37-37d4-e80f82d2ea5e.png] General Updates For the Change Pay rate, updates have been made to all items in yellow, such as making them visible to the initiator, requiring them, hiding them and/or making them read only. [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/78515204-e80a-f2fd-e7de-eef71c461bf1.png] Generalist 3s can no longer use the button to reinstate employees. Administrator will be the only role that can reinstate employees. The reinstatement in the system is only used for very specific instances such as a termination was processed by accident, thus we need to reinstate an employee back to their position at a certain point in time. These updates will be in PROD this week. The resident field on the W-4s has been hidden since this was not a field the State was using and it was causing confusion. Good News/Progress The Work Description for Action request which includes Agency #, Effective Date, and Description has been updated. This is still a work in progress, but you should start to see changes. [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/c47f5058-f7d4-89d5-5c3c-47f0175db4a7.png] We are pleased to announce a major revision to the Luma Statewide Homepage! These feedback-driven changes aim to improve Luma navigation through a focus on practicality. Features include: * Simplified link menus, providing easy access to the most utilized Luma resources and utilities. * Condensed layout, allowing for a more mobile friendly experience. * Updates to navigational training and related resources are forthcoming. [https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/f0aab0b1-82b7-cfbe-67dd-ae14827f4adf.jpg] Updated Materials * Please review this KB article about the Acting Appointment Process. * Review the HCM Glossary of Terms for an explanation of common Luma terminology, the module it relates to, and corresponding legacy terminology. Upcoming Events Micro-Learnings are moving to a monthly cadence and will be held the 2nd Wednesday of every month at 2 PM. Upcoming Micro-Learning: Join us Wednesday, December 13 at 2:00 PM MT for a Micro-Learning. Kristy Bobish-Thompson will facilitate a conversation and invite others to share helpful tips and tricks to simplify common Luma actions. https://us06web.zoom.us/j/8265532824 [Logo] [Email Marketing Powered by Mailchimp] -------------- next part -------------- An HTML attachment was scrubbed... URL: