[IDHR] HCM Weekly Communication #15

Mon Nov 20 15:41:05 MST 2023

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

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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:
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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<mailto: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<mailto: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<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.
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<mailto: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.
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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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