[IDHR] HCM Weekly Newsletter #12

Thu Oct 26 16:27:53 MDT 2023

Happy Thursday,

Below is this week’s version of the Luma HCM Weekly Communication. Topics for this week include:

  *   Feedback Survey
  *   October Customer Update CU
  *   Spread the Word – Information for your staff
  *   Reminder of Best Practices – Coding Accrued Hours
  *   Updates on Open Issues – Update to Termination Date Field
  *   New and updated QRG’s
  *   Good news and progress – Short Term Disability Claim tracker and Smart Search Function in Knowledge Base
  *   Tips and tricks
View this email in your browser<https://mailchi.mp/665d86d4a63b/luma-human-capital-management-hcm-weekly-newsletter-12713021?e=b79f7ae385>
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/1b03b355-296b-7fa5-d8a2-424b8ce4ae88.png]
Luma Human Capital Management (HCM) Weekly Newsletter
Join the Conversation

We value your input! If you have not already done so, please help us improve this HCM Weekly Newsletter by sharing your thoughts in this brief feedback survey:
Click here to take the feedback survey!<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=8388ffa099&e=b79f7ae385>
[Click here to take the feedback survey!]
October Customer Update (CU)

Thank you for your patience and understanding during the recent October Luma Customer Update. We understand the potential inconveniences outages during the system maintenance may cause and appreciate your continued support as we continue to improve Luma’s performance and capabilities.

We have been made aware of the following changes following the October CU:

  *   In some cases, rules previously established in Outlook before the CU have been reset, causing all emails to directly land in the employee's inboxes. Kindly review and update your Outlook rules to implement any desired changes.
  *   If you had personalized reports set up before the CU and they are now malfunctioning, please revisit and update these reports.
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 and L&D Administrators: As communicated previously, effective October 30th, we will be transitioning to the Luma Learning & Development (L&D) module. A video highlighting access and navigation can be viewed here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f1eba96497&e=b79f7ae385>!
  *   Recruiters: The create a requisition, update a requisition, and define offer approvals processes are changing in the system - they will no longer be automated. All recruiters are highly encouraged to attend the upcoming Requisition and Define Offer Approval micro-learning session (two options offered – see details below). Please invite Hiring Managers or Leadership to the upcoming microlearning if applicable.
  *   Payroll Admins: Please utilize the Biweekly Timesheet/Payroll Calendar<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=b9954949a6&e=b79f7ae385> to stay aware of changes to the on-cycle/off-cycle schedule given upcoming holidays.  Additional correspondence is forthcoming that will detail dates pertinent to MLA and timesheet submissions.
  *   All HR and Payroll Employees: Instructions/guidance on accessing W-2 for former employees prior to Luma and those separated after Luma can be viewed here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=84eb787150&e=b79f7ae385>.
  *   Please take 5 minutes and complete your “Danger Zone (Social Engineering)” online 2023 October Cybersecurity Awareness module in L&D! We are almost 50% complete statewide with just over 2 weeks remaining. If you did not receive the Cybersecurity training, please email cybertraining at idaho.gov<mailto:cybertraining at idaho.gov>.
Reminders of Best Practices
Please access Quick Reference Guides (QRGs) through the Knowledge Base only. Do not save them to your computer as they are updated on a regular basis.

Do you work on a holiday? Please review the following guidance for coding accrued hours worked on a holiday:

  *   For FLSA Exempt, code HOS Holiday Worked Accrued (1.0) - Hours worked on holiday by an employee with an ‘exempt’ FLSA code.  HOS hours will be accrued as compensatory time at 1.0 times the hours the employee worked on the holiday up to the maximum balance allowed of 240 hours.  Hours worked on a holiday should be coded as HOS, not ACT.

For our FLSA Covered, HOA Holiday Worked Accrued (1.5) - Hours worked on a holiday by an employee with a ‘covered’ FLSA code.  HOA hours will be accrued as compensatory time at 1.5 times the hours the employee worked on the holiday.  Hours worked on a holiday should be coded as HOA, not ACT.

If an employee works on a holiday and accrues that as compensatory time, please review the Summary sections on timesheets to ensure they are Paid for 40 hours. Example:
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/a57d61c9-55df-7f70-5db5-a0d65281c93e.png]

  *   In this case the Summary would show that only 38 hours are paid and 12 hours are accrued, so 2 hours of CPT (Comp Time Taken) would need to be coded to ensure the employee is Paid for 40 hours.
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/fdc0450c-dd4f-b794-ed21-ccaa990f31a4.png]
Updates on Open Issues
The Termination Date Field has been added to the “at a glance” page.
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/67e77b74-8a2c-01a6-b7a4-53d1e906e3fb.png]
The interface from GHR to WFM has been fixed. If issues persist, please contact your HRO.
New/Updated Materials

Please review the following new and updated training materials:

New QRG:

Assign Pre Boarding<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f7f11be2f8&e=b79f7ae385>

Updated QRGs:

Hire an External Candidate (TA)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=dc9153ba5b&e=b79f7ae385>
Promote an Employee (TA)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=2da0ccde63&e=b79f7ae385>
Rehire an Employee (TA)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=67addb8f41&e=b79f7ae385>
Transfer an Employee (TA)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=2437b4eaec&e=b79f7ae385>
Add Work Assignment (TA)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f4c78175a0&e=b79f7ae385>
Select Pre-Hire Package<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=6a308a6a83&e=b79f7ae385>
Good News/Progress

DHR and OGI are working on a document to identify what needs to be done in Luma for short-term disability claims including updating their work type and tier. If you have someone who needs short-term disability in the meantime, email benefitsadmin at sco.idaho.gov<mailto:benefitsadmin at sco.idaho.gov> so they can help you with the specific situation.

New Feature Alert! Smart-search functionality has been added to the Knowledge Base for more accurate results. Give it a try<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=5de88996d9&e=b79f7ae385>!
Tips and Tricks
When an issue is encountered in Luma, it can often be resolved by following these steps: Log out and close your browser; clear your cache and cookies; open a new browser and log back in.

 Please review this SCO troubleshooting document<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=c4cd34e6f3&e=b79f7ae385> for additional helpful suggestions.

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!
[Logo]
[Email Marketing Powered by Mailchimp]<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=631912efca&e=b79f7ae385>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://admws.idaho.gov/pipermail/idhr/attachments/20231026/178a137d/attachment-0001.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.png
Type: image/png
Size: 1680 bytes
Desc: image002.png
URL: <http://admws.idaho.gov/pipermail/idhr/attachments/20231026/178a137d/attachment-0001.png>