[IDHR] HCM Weekly Communication #14

DHR Staff Contact List idhr at admws.idaho.gov
Thu Nov 9 16:10:11 MST 2023 

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://mailchi.mp/49c9cf4c5004/luma-human-capital-management-hcm-weekly-newsletter-12715732?e=b79f7ae385>
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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.
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Scott Smith,

Luma Administrator
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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<mailto: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.
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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<mailto: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.
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