[IDHR] HCM Weekly Newsletter #6

[DHR Staff Contact List]

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Luma Human Capital Management (HCM) Weekly Newsletter
Requests for Action
Let your Agency Employee Know:
Benefit Life Events are required only when you have relevant new events. If your intention is to modify personal or demographic information, you should do so directly within your profile under 'Employee Role > My Profile > Personal Information.
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Reminders of Best Practices

Unique Position Short Descriptions:
Position short descriptions must be unique. To verify if your chosen description is indeed unique, please follow these steps:

  1.  Navigate to 'Setup > Jobs and Positions > Positions.'
  2.  Click on the three lines for the search option.
  3.  In the 'Short Description' column, enter the desired description you want to use.
  4.  If a position with the same short description already exists, you will need to select a different, unique description.

Effective date and Employee Start Date:
We've observed that certain employee payments, like recruitment bonuses, are encountering errors when agencies use the Sunday at the beginning of the pay period, even though the employee's actual start date is on Monday. In such situations, the effective date should align with the employee's actual start date.
Do you have employees transitioning to another agency?

  1.  When an employee transfers from one agency to another, please review their active deductions and deactivate any agency-specific deductions, such as Rent, Parking, and Employee funds.
  2.  Don't forget to submit a Security Access Request (SAR) form to terminate any agency-specific security roles in Luma for the agency they are leaving.

Requisitions should not be manually canceled or closed as they will automatically close upon being filled.
Manually canceling or closing a requisition can lead to the following errors:

  1.  If a candidate is in any stage of the process, such as the defined offer or hire stage, it will not proceed.
  2.  ALL candidates will be marked as "screened out," causing confusion for applicants.
Updates on Open Issues

When do job postings close?
We have verified that job postings close at 4:59 PM MST on the posting end date. While we are currently exploring the possibility of changing this, we have taken the step of including this information on the job posting template. This way, applicants will have access to this information when they view the announcement

Paygrades not Updating in Position Reclass
We have seen inaccurate pay grades for some employees. Typically, we have seen this after a request position update was submitted for a reclass and the pay grade is not updating to the new pay grade from the new job. If you notice a pay grade that is not correct on a position or employee, please email DHRsupport at dhr.idaho.gov<mailto:DHRsupport at dhr.idaho.gov> to determine the cause and Logan Klaas will make the necessary updates. We are working on updates in the system to fix this issue.

Workflow Actions
All workflow actions timeout after 10 days with the same approver. Some workflows error out and others continue in the approval process. Please remind approvers to approve/return/reject actions within 10 days of receiving them.
Updates/Changes

New/Updated Materials:

We are continually updating Articles and User Guides in the Knowledge Base. You can find the latest updated materials here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=ee8a3f12e8&e=b79f7ae385> (you must be logged into Luma to access this link).

Here are highlights from the past week:

  *   We have updated the Add/Update/Remove Deduction. The QRG can be found here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=25b8c51084&e=b79f7ae385>.

Past Luma Weekly Newsletters can now be found on the Service Portal! See below for where to find them.
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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> and we'll review it for inclusion in the HCM Weekly!
Upcoming Events

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

9/20, 2 PM MST: Performance and Goals Refresh

Click here to join the meeting <https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f14fb9a247&e=b79f7ae385>
Meeting ID: 215 047 058 281
Passcode: hNjVWY

9/27, 2 PM MST: L&D Cybersecurity

Click here to join the meeting<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=0ad04e741a&e=b79f7ae385>
Meeting ID: 880 3353 4832
Passcode: 676129

10/4, 2 PM MST: Hire and Benefits Refresher

10/11, 2 PM MST: Employee Relations

10/18, 2 PM MST: Leave of Absence

10/25, 2 PM MST: Jobs and Job Country Attributes, FTE and Annual Hours, and Position Monitoring

System Improvements
Luma System Maintenance:

Regularly scheduled system maintenance for Luma begins September 19th (Tuesday) at 10:00 pm.  Luma will be unavailable until 04:00 am on September 20th (Wednesday).

Luma undergoes system improvements (also known as Customer Updates or "CU"), in the third week of each month with more significant improvements delivered in October and April. Stay tuned for upcoming improvements!
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