[IDHR] HCM Weekly Newsletter #9

[DHR Staff Contact List]

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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:

Benefits Administrators - To ensure voluntary retirement deductions (457b with Nationwide and 401 with PERSI) are properly recorded, an employee needs to enter these deductions into Luma and complete any required forms with Nationwide and/or PERSI. Please note that HR is unable to perform this task on behalf of employees. For additional guidance, please reference the following Quick Reference Guides:

1.    Change Voluntary Retirement Elections<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=4e842ce8d3&e=b79f7ae385>

2.    Withdraw/End Voluntary Retirement Elections<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=84c634d68c&e=b79f7ae385>

HR Generalists and Benefits Administrators - The Luma team has observed a recurring issue in a few agencies where newly hired employees are initiating Life Events to enroll for benefits instead of utilizing the designated NEW HIRE event. This is causing a delay in enrolling your employees and configuring payroll deductions. Unlike the New Hire events, we must carefully assess each other Life Event entry for accuracy.

Please inform your newly hired employees that if they don't find a NEW HIRE event readily available when they log in, they should contact your HR office. This step is crucial as it allows us to review their profile and potentially escalate the issue to generate the event. While these events are designed to be automatically generated, there might be instances where an employee's profile lacks essential information at some point during the hiring process, resulting in the New Hire event not being created.

It's important to emphasize that no other Life Event offers the same comprehensive benefits as the NEW HIRE event, and we want to ensure that employees don't miss out on benefits for which they may be eligible.

For additional guidance, please reference the following Quick Reference Guides:

1.   Life Event (Benefit Elections)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=93051bf47b&e=b79f7ae385>
2.   New Hire Event (Benefit Elections)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=2867839560&e=b79f7ae385>

Payroll Administrators - Please remind employees that they can use timesheet presets to save time spent on populating the same cost accounting fields each week. Instructions are available in the Employee - Timesheet Entry with Cost Accounting<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=49e1490bf5&e=b79f7ae385> microlearning.
Requests for Action
Approvers - when employees transfer agencies, please make sure that the new legal establishment ID is updated to the new agency number.

Reclassification action - There are issues with defaulting rules when performing a reclassification action. Luma does not automatically update the pay grade when an employee reclassifies into a different pay grade. For the time being, please send the position number, appropriate pay grade, and effective date to the DHR Support email and we will manually fix it. DHR will run a report to assess how many pay grades are incorrect and contact each agency to discuss the details and a solution.
Reminders of Best Practices
BEFORE you hire/add a work assignment for an employee that works at another agency, communicate with the other agency's HR first. This will help prevent issues with annual contract employees, primary work assignments, etc. Note, this does not apply to BSU, ISU, and University of Idaho employees.
Updates on Open Issues
We are aware that employees are continuing to receive notifications about changes to their goals, and there is an ongoing SNOW ticket to address and resolve this issue.

The microlearnings for both LOA and ER on 10/11 and 10/18 are being canceled for now. We are working on solutions to confidentiality concerns. Please direct employees to continue to not utilize those modules.
Updates & Changes
Luma L&D Module: We are excited to announce an important transition in our training systems here at Luma. On October 30th, the Luma Microlearning Modules will be available in the Learning & Development (L&D) module within Luma, marking a significant step forward in enhancing our Luma training experience. Microlearnings previously accessible through the Training link on the Statewide homepage will be accessed through L&D. Be on the lookout for further information on Luma training on the Statewide Homepage.

The L&D module has been designed to offer a more streamlined, accessible, and supportive learning and development process for all employees.

Here are some key features and benefits of the Luma L&D: Statewide Training Catalog, Personalized Development Plans, Luma Onboarding, Direct Assignment of Training, Instructor-Led Training, on-demand training, and access to training transcripts (Development Profiles) to follow an employee through State employment. Several agencies, including DHR, DHW, STC and DEQ are already using L&D for all of their agency and statewide training. Additional agencies are slated for this move this fall. Any other agency who is interested in more information about L&D should email Kate Nihipali, kate.nihipali at dhr.idaho.gov<mailto:kate.nihipali at dhr.idaho.gov>.

Foreign Applicants: Due to enhanced exposure to our jobs within Luma and better broadcasting to Indeed, LinkedIn, Monster, ZipRecruiter, and Glassdoor, we have observed a significant increase in job applicants outside of the United States who may not be eligible to work in the U.S. In addition, our exams are easier than previous, leading to more non-eligible candidates applying. As we do not offer sponsorship for foreign applicants, if a candidate answers the question "Are you legally authorized to work in the United States?" with a "No", their application will be automatically screened out.
New/Updated Materials

Benefits Quick Reference Guides:

  *   Voluntary Retirement Elections<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=1449f74727&e=b79f7ae385>
  *   Enroll in Supplemental Life Benefits -Voluntary Term Life<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=d7d2372197&e=b79f7ae385>
  *   Enroll in Supplemental Life Benefits -NCPERS Life<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=4b9670e295&e=b79f7ae385>
  *   Life Event (Benefit Elections)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=321886b88d&e=b79f7ae385>
  *   Withdraw/End Voluntary Retirement Elections <https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=c84e2e2723&e=b79f7ae385>
  *   Withdraw/End Voluntary Term Life Elections <https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=eb467607c6&e=b79f7ae385>
  *   New Hire Event (Benefit Elections)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=149dc61d7e&e=b79f7ae385>

FAQ Global HR / HCM Q&A<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=bdff7a9398&e=b79f7ae385>
Tips and Tricks
Have you found a useful tip or trick in the Luma system? If so, email DHRsupport at dhr.idaho.gov<mailto:DHRsupport at dhr.idaho.gov?subject=null&body=null> and we'll review it for inclusion in the HCM Weekly!
Upcoming Events

Please join us for the following upcoming Luma Micro-Learnings!

10/25, 2 PM MST: Jobs and Job Country Attributes, FTE and Annual Hours, and Position Monitoring
Click here to join the meeting<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=67d3669b87&e=b79f7ae385>
Meeting ID: 828 7649 2994
Passcode: 304906
System Improvements
One of the numerous benefits offered by Software as a Service (SaaS) is the regular delivery of updates. In the case of our software provider, Infor, we receive monthly updates, with two substantial updates annually, scheduled for October and April. These updates encompass a wide range of elements, such as enhancements requested by us, improvements requested by other public sector clients, bug fixes, user interface enhancements, alterations to functionality, and newly introduced features. This consistent update cycle ensures that the State of Idaho remains current with the latest technological advancements.
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