[IDHR] HCM Weekly Communication #16

Wed Nov 29 14:59:07 MST 2023

  *   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://mailchi.mp/f407bb1b67aa/luma-human-capital-management-hcm-weekly-newsletter-12718022?e=b79f7ae385>
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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:

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
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If you have any questions, please feel free to reach out to DHRsupport at dhr.idaho.gov<mailto:DHRsupport at dhr.idaho.gov?subject=&body=>
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<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=48c3615d45&e=b79f7ae385> 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.
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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.
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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.
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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.
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Updated Materials

  *   Please review this KB article about the Acting Appointment Process<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=6f8123ab91&e=b79f7ae385>.
  *   Review the HCM Glossary of Terms<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=2189cf0022&e=b79f7ae385> 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<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=46d729ccf9&e=b79f7ae385>
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