[IDHR] HCM Weekly Newsletter #7
DHR Staff Contact List
idhr at admws.idaho.gov
Fri Sep 22 13:50:18 MDT 2023
View this email in your browser<https://mailchi.mp/940ea15707d1/luma-human-capital-management-hcm-weekly-newsletter-12709590?e=b79f7ae385>
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/1b03b355-296b-7fa5-d8a2-424b8ce4ae88.png]
Luma Human Capital Management (HCM) Weekly Newsletter
Reminders of Best Practices
Should You Enter / Update and Adjusted Start Date?
Adjusted start dates must be recorded for all new hires, modified for rehires, and updated when an individual transitions from a university position to a state role.
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/a9c44c11-272f-c521-22ce-d539fa3cb728.jpg]
Guidelines for Internal Employee Actions in TA with the Recruiter Role
When selecting an internal employee for a position posted under the Recruiter role, all hire, rehire, transfer, promotion, or additional work assignment actions should be executed within the recruiter role on the requisition. These actions should never be entered in GHR as a Generalist.
Some errors we have observed include:
Example 1: An employee at SCO applied for a position at DHR and was selected as the candidate. In my capacity as a Recruiter, I would initiate a transfer or promotion action on the requisition. SCO would not need to initiate any actions in GHR.
Example 2: A hire action was submitted on the requisition, but a separate hire action was also submitted in GHR, outside of the requisition. These two actions can lead to errors as they duplicate in the system. This duplication may result in processing the wrong action, necessitating clean-up on the recruitment side to rectify the duplicate entry. Additionally, we would have to reject the duplicate action, potentially causing confusion.
Updates & Changes
We would like to inform Payroll Agency Administrators, HR professionals, and Managers about upcoming configuration changes in the Luma Workforce Management module.
What's Changing?
Up until now, managers have had the ability to retrospectively adjust employee timesheets, even after the payday. However, going forward, Managers and Employees will be locked out from making timesheet adjustments on the Wednesday of the week prior to the pay date. For example the Wednesday Oct 4th, Manager and Employees will not be able to enter or authorize timesheets for the October 13th payday.
Impact of this Change
This modification, essentially "locking" previous pay period timesheets, is not expected to significantly disrupt regular payroll operations. Rather, it will prevent issues and errors causing negative adjustments and will prevent unwanted changes after the Payroll Administrators have validated payroll. This change gives managers and employees get an extra 1/2 day to enter and authorize timesheets. (Noon on Wednesday instead 3pm on Tuesday).
Effective Date
This change will take effect on Wednesday, October 4th.
Handling Historical Timesheet Problems
In the event of historical timesheet problems requiring correction, we kindly\request that you collaborate with your agency's Payroll Administrator(s) to address any timesheet issues.
Call to Action
Please share and inform you agency’s managers of this change.
Thank you for your attention to this important update. If you have any questions or concerns, please do not hesitate to reach out.
New & Updated Materials:
Payroll: Update - Setting Up and Maintaining Employee 401-K Loan Deductions<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=52d6e28853&e=b79f7ae385>
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/8bce42e8-7fea-3d7e-1130-477fc4c2a622.png]
TA: Updated - Create and Manage a Requisition – For Recruiters<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=5a983add39&e=b79f7ae385>
TA: Updated - Create and Manage a Requisition – For Managers<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=0f42540470&e=b79f7ae385>
TA: Updated - Update Employee Profile (Generalist)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=3de0779178&e=b79f7ae385>
TA: New - Add Work Assignment(TA<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=1b1a82f2eb&e=b79f7ae385>)
TA: New - Update An External Candidate Profile (TA)
Time Entry: Updated - Historically the timecodes CPP & OCP were available in the timecode dropdown menu, it has been moved to the work premium menu, which will allow coding for more then 24 hours in a day, so employees can code it once with the total hours of payoff. Verify or Add Shift Differential, Comp Payoff, or On-Call Payoff Hours<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=0415d47dd3&e=b79f7ae385>
Tips and Tricks
How do I share a report I created?
Report owner:
1. Go to the My Reports icon at the upper left-hand corner of your Luma GHR screen under your name
2. Right click on the desired report
3. Select Reassign Report to Owner
4. Click on the magnifying glass
5. Enter in the Last Name and First Name
6. Click on the desired person
7. Select the Submit button
From there, the new owner will:
1. Go to the My Reports icon at the upper left-hand corner of your Luma GHR screen under your name
2. Click on View Report for the report that just transferred over
3. Go to the ellipses (3 dots) in the upper right-hand corner
4. Select Options then Create Report
5. In the upper left-hand corner next to the report name, select Edit
6. Change the name to something different or put your initials at the end
7. Click on Create Report in the bottom right-hand corner
8. Right click on the report that was transferred to you and reassign report back to the person who transferred it to you
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/ddc23983-abdb-677e-8879-0f1c5f53f0c6.png]
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/d7c72816-457a-5af4-3b1f-214fc6892c35.jpg]
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!
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=1562a8a9bb&e=b79f7ae385>
Meeting ID: 880 3353 4832
Passcode: 676129
10/4, 2 PM MST: Hire and Benefits Refresher
Click here to join the meeting<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=08043fa6eb&e=b79f7ae385>
Meeting ID: 847 3884 4745
Passcode: 495723
10/11, 2 PM MST: Employee Relations
Click here to join the meeting<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=ace2ac015e&e=b79f7ae385>
Meeting ID: 882 6061 0640
Passcode: 152741
10/18, 2 PM MST: Leave of Absence
Click here to join the meeting<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=079318963c&e=b79f7ae385>
Meeting ID: 847 7376 5628
Passcode: 543495
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=6384c9ca27&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.
Presently, the Luma team is in the process of reviewing approximately 400 updates in the Infor release notes to determine when to activate new functionalities, assess the impacts of these changes, and gauge the training requirements associated with them.
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[Email Marketing Powered by Mailchimp]<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=eadfdd8c1b&e=b79f7ae385>
Alex Doench - Project Communications Manager
[cid:image001.jpg at 01D9ED59.2DAB65E0]
O. 208-334-3100 F. 208-334-2671
E. adoench at sco.idaho.gov<mailto:adoench at sco.idaho.gov>
W. www.sco.idaho.gov<http://www.sco.idaho.gov>
From: Sheena Coles <SColes at sco.idaho.gov<mailto:SColes at sco.idaho.gov>>
Sent: Thursday, September 21, 2023 5:27 PM
To: Ashley Mattoon - DHR <ashley.mattoon at dhr.idaho.gov<mailto:ashley.mattoon at dhr.idaho.gov>>; Hanna Hall - DHR <Hanna.hall at dhr.idaho.gov<mailto:Hanna.hall at dhr.idaho.gov>>; Alex Doench <ADoench at sco.idaho.gov<mailto:ADoench at sco.idaho.gov>>; Andrea Ryan <andrea.ryan at dhr.idaho.gov<mailto:andrea.ryan at dhr.idaho.gov>>; Jennifer Lang - DHR <jeni.lang at dhr.idaho.gov<mailto:jeni.lang at dhr.idaho.gov>>; Janelle White - DHR <janelle.white at dhr.idaho.gov<mailto:janelle.white at dhr.idaho.gov>>; Michelle Peugh - DHR <michelle.peugh at dhr.idaho.gov<mailto:michelle.peugh at dhr.idaho.gov>>; Logan Klaas - DHR <logan.klaas at dhr.idaho.gov<mailto:logan.klaas at dhr.idaho.gov>>; Courtney Butler - DHR <courtney.butler at dhr.idaho.gov<mailto:courtney.butler at dhr.idaho.gov>>; 'haley.westenskow at dhr.idaho.gov'; Kate Nihipali - DHR <kate.nihipali at dhr.idaho.gov<mailto:kate.nihipali at dhr.idaho.gov>>; 'andrea.ryan at dhr.idaho.gov'; 'Michael.evans at dhr.idaho.gov'; 'brennan.serrano at dhr.idaho.gov'; Emily Time <ETime at sco.idaho.gov<mailto:ETime at sco.idaho.gov>>; Trish Grimes <TGrimes at sco.idaho.gov<mailto:TGrimes at sco.idaho.gov>>; Phil Varrick <PVarrick at sco.idaho.gov<mailto:PVarrick at sco.idaho.gov>>; Scott Smith <SSmith at sco.idaho.gov<mailto:SSmith at sco.idaho.gov>>; JennaLynn Self - Deloitte <jself at deloitte.com<mailto:jself at deloitte.com>>; Inglis Mangum - Deloitte <imangum at deloitte.com<mailto:imangum at deloitte.com>>; Elizabeth Romanov - Deloitte <eromanov at deloitte.com<mailto:eromanov at deloitte.com>>; Paige M. James <pjames at sco.idaho.gov<mailto:pjames at sco.idaho.gov>>; Liz Brooke <EBrooke at sco.idaho.gov<mailto:EBrooke at sco.idaho.gov>>
Subject: RE: Review Request HCM Weekly - FW: [Test] Luma Human Capital Management (HCM) Weekly Newsletter [EXTERNAL]
Thanks for the Edits!
@Emily Time<mailto:ETime at sco.idaho.gov> 7 @Liz Brooke<mailto:EBrooke at sco.idaho.gov> are you guys good with the Updates and Changes section?
View this email in your browser<https://us18.campaign-archive.com/?e=__test_email__&u=e687cba6122d8cf5adfe5dd4f&id=6ffced7e08>
[cid:image003.png at 01D9ED59.2DAB65E0]
Luma Human Capital Management (HCM) Weekly Newsletter
Reminders of Best Practices
Should You Enter / Update and Adjusted Start Date?
Adjusted start dates must be recorded for all new hires, modified for rehires, and updated when an individual transitions from a university position to a state role.
[cid:image004.jpg at 01D9ED59.2DAB65E0]
Guidelines for Internal Employee Actions in TA with the Recruiter Role
When selecting an internal employee for a position posted under the Recruiter role, all hire, rehire, transfer, promotion, or additional work assignment actions should be executed within the recruiter role on the requisition. These actions should never be entered in GHR as a Generalist.
Some errors we have observed include:
Example 1: An employee at SCO applied for a position at DHR and was selected as the candidate. In my capacity as a Recruiter, I would initiate a transfer or promotion action on the requisition. SCO would not need to initiate any actions in GHR.
Example 2: A hire action was submitted on the requisition, but a separate hire action was also submitted in GHR, outside of the requisition. These two actions can lead to errors as they duplicate in the system. This duplication may result in processing the wrong action, necessitating clean-up on the recruitment side to rectify the duplicate entry. Additionally, we would have to reject the duplicate action, potentially causing confusion.
Updates & Changes
We would like to inform Payroll Agency Administrators, HR professionals, and Managers about upcoming configuration changes in the Luma Workforce Management module.
What's Changing?
Up until now, managers have had the ability to retrospectively adjust employee timesheets, even after the payday. However, going forward, Managers and Employees will be locked out from making timesheet adjustments on the Wednesday of the week prior to the pay date. For example the Wednesday Oct 4th, Manager and Employees will not be able to enter or authorize timesheets for the October 13th payday.
Impact of this Change
This modification, essentially "locking" previous pay period timesheets, is not expected to significantly disrupt regular payroll operations. Rather, it will prevent issues and errors causing negative adjustments and will prevent unwanted changes after the Payroll Administrators have validated payroll. This change gives managers and employees get an extra 1/2 day to enter and authorize timesheets. (Noon on Wednesday instead 3pm on Tuesday).
Effective Date
This change will take effect on Wednesday, October 4th.
Handling Historical Timesheet Problems
In the event of historical timesheet problems requiring correction, we kindly\request that you collaborate with your agency's Payroll Administrator(s) to address any timesheet issues.
Call to Action
Please share and inform you agency’s managers of this change.
Thank you for your attention to this important update. If you have any questions or concerns, please do not hesitate to reach out.
New & Updated Materials:
Payroll: Update - Setting Up and Maintaining Employee 401-K Loan Deductions<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fidahosco.servicenowservices.com%2Fsp%3Fid%3Dkb_article_view%26sysparm_article%3DKB0013480&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=9321ceedf329eb95cf09f03fee5e6947c05d800b5d3c708529a9d4a762da34e8>
[cid:image005.jpg at 01D9ED59.2DAB65E0]
TA: Updated - Create and Manage a Requisition – For Recruiters<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fidahosco.servicenowservices.com%2Fsp%3Fsys_kb_id%3D9389b2b61bd1f5100cceeb9ce54bcbe6%26id%3Dkb_article_view%26sysparm_rank%3D2%26sysparm_tsqueryId%3D1869504f1b19f510c53cddb6bc4bcb38&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=6a860bb31e2f2432771cca8613b4b510939a4cd52fc46e8d43e864dd0dcce532>
TA: Updated - Create and Manage a Requisition – For Managers<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fidahosco.servicenowservices.com%2Fsp%3Fsys_kb_id%3D37ec767e1b15f5100cceeb9ce54bcb14%26id%3Dkb_article_view%26sysparm_rank%3D1%26sysparm_tsqueryId%3Daa499c8b1b19f510c53cddb6bc4bcb7d&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=85c2980c55179b14940be2aad492d3d9cc3ac1e8cd9bdf0df351718f5327ca06>
TA: Updated - Update Employee Profile (Generalist)<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fidahosco.servicenowservices.com%2Fsp%3Fsys_kb_id%3Dda560fbe1bd5f5100cceeb9ce54bcbfb%26id%3Dkb_article_view%26sysparm_rank%3D1%26sysparm_tsqueryId%3D1079d44f1b19f510c53cddb6bc4bcb20&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=b28332fed57a12e6935980ea754730b451d3c44216849545f0ed4b318925b070>
TA: New - Add Work Assignment(TA<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fidahosco.servicenowservices.com%2Fsp%3Fsys_kb_id%3D8d8ffa761b55f5100cceeb9ce54bcbec%26id%3Dkb_article_view%26sysparm_rank%3D1%26sysparm_tsqueryId%3Df4899c4f1b19f510c53cddb6bc4bcb5c&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=cc1c45dcc0ab64ff7f07e6afb1a24d5269948026cc1d4f6b0de4251e3ef81d91>)
TA: New - Update An External Candidate Profile (TA)
Time Entry: Updated - Historically the timecodes CPP & OCP were available in the timecode dropdown menu, it has been moved to the work premium menu, which will allow coding for more then 24 hours in a day, so employees can code it once with the total hours of payoff. Verify or Add Shift Differential, Comp Payoff, or On-Call Payoff Hours<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fidahosco.servicenowservices.com%2Fsp%3Fid%3Dkb_article_view%26sysparm_article%3DKB0012212&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=0a211a721fe0324673962f994f0dfbbd04253cd45d3146d45a74e4e00167ec4d>
Tips and Tricks
How do I share a report I created?
Report owner:
1. Go to the My Reports icon at the upper left-hand corner of your Luma GHR screen under your name
2. Right click on the desired report
3. Select Reassign Report to Owner
4. Click on the magnifying glass
5. Enter in the Last Name and First Name
6. Click on the desired person
7. Select the Submit button
From there, the new owner will:
1. Go to the My Reports icon at the upper left-hand corner of your Luma GHR screen under your name
2. Click on View Report for the report that just transferred over
3. Go to the ellipses (3 dots) in the upper right-hand corner
4. Select Options then Create Report
5. In the upper left-hand corner next to the report name, select Edit
6. Change the name to something different or put your initials at the end
7. Click on Create Report in the bottom right-hand corner
8. Right click on the report that was transferred to you and reassign report back to the person who transferred it to you
[cid:image006.jpg at 01D9ED59.2DAB65E0]
[cid:image007.jpg at 01D9ED59.2DAB65E0]
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!
9/27, 2 PM MST: L&D Cybersecurity
Click here to join the meeting<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fus06web.zoom.us%2Fj%2F88033534832%3Fpwd%3DS9uRMgzgAqpaBibnSaTtd2Keq96Cow.1&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=1de0c341045116e8e57ac4fb2e93f28fd20d8020cece91b2baa71f919bc58734>
Meeting ID: 880 3353 4832
Passcode: 676129
10/4, 2 PM MST: Hire and Benefits Refresher
Click here to join the meeting<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fus06web.zoom.us%2Fj%2F84738844745%3Fpwd%3DOWBEmmsSRhzyfqIMyvZD9iFTElywLw.1&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=4acc90cdc5e30048bea86fb4c6d74b4ce7f887d94495ee9c0e69956812755c0d>
Meeting ID: 847 3884 4745
Passcode: 495723
10/11, 2 PM MST: Employee Relations
Click here to join the meeting<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fus06web.zoom.us%2Fj%2F88260610640%3Fpwd%3DW1PK7uij1LXM4XV4mtN6VySaiqwjQv.1&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=f122f2a23a2cf2cc2b8f339c6f7fabe7e7175e34a731e6c050fe3f5cdc3ec72a>
Meeting ID: 882 6061 0640
Passcode: 152741
10/18, 2 PM MST: Leave of Absence
Click here to join the meeting<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fus06web.zoom.us%2Fj%2F84773765628%3Fpwd%3DJIeLaeOisk6ErPNh5JzrLHXVvVEPCQ.1&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=79ebe03d1615ca58ef65e7c838b22cc470b695158a4f823256fde798cba8ce14>
Meeting ID: 847 7376 5628
Passcode: 543495
10/25, 2 PM MST: Jobs and Job Country Attributes, FTE and Annual Hours, and Position Monitoring
Click here to join the meeting<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fus06web.zoom.us%2Fj%2F82876492994%3Fpwd%3D5aCFgKjDnkNoxci3RyqX0brjXPVFdz.1&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=9fb0fbbc1e87258d926c9d415ce8c95d9d240c317ebc4b5ad7d59572d3e3aed3>
Meeting ID: 828 7649 2994
Passcode: 304906
System Improvements
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!
[Logo]
[Email Marketing Powered by Mailchimp]<https://us18.mailchimp.com/mctx/clicks?url=http%3A%2F%2Feepurl.com%2FivyaDQ&xid=f798fb431c&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695338565&h=834e6029d1f749fbcde351deec56df482a84ebaf93e5c9b09c44879d665e284b>
Sheena Coles - Deputy Controller, Organizational Change Management
[cid:image001.jpg at 01D9ED59.2DAB65E0]
O. 208-334-3100 F. 208-334-2671
E. scoles at sco.idaho.gov<mailto:scoles at sco.idaho.gov>
W. www.sco.idaho.gov<http://www.sco.idaho.gov>
From: Ashley Mattoon <ashley.mattoon at dhr.idaho.gov<mailto:ashley.mattoon at dhr.idaho.gov>>
Sent: Thursday, September 21, 2023 4:37 PM
To: Hanna Hall - DHR <Hanna.hall at dhr.idaho.gov<mailto:Hanna.hall at dhr.idaho.gov>>; Sheena Coles <SColes at sco.idaho.gov<mailto:SColes at sco.idaho.gov>>; Alex Doench <ADoench at sco.idaho.gov<mailto:ADoench at sco.idaho.gov>>; Andrea Ryan <andrea.ryan at dhr.idaho.gov<mailto:andrea.ryan at dhr.idaho.gov>>; Jennifer Lang - DHR <jeni.lang at dhr.idaho.gov<mailto:jeni.lang at dhr.idaho.gov>>; Janelle White - DHR <janelle.white at dhr.idaho.gov<mailto:janelle.white at dhr.idaho.gov>>; Michelle Peugh - DHR <michelle.peugh at dhr.idaho.gov<mailto:michelle.peugh at dhr.idaho.gov>>; Logan Klaas - DHR <logan.klaas at dhr.idaho.gov<mailto:logan.klaas at dhr.idaho.gov>>; Courtney Butler - DHR <courtney.butler at dhr.idaho.gov<mailto:courtney.butler at dhr.idaho.gov>>; 'haley.westenskow at dhr.idaho.gov'; Kate Nihipali - DHR <kate.nihipali at dhr.idaho.gov<mailto:kate.nihipali at dhr.idaho.gov>>; 'andrea.ryan at dhr.idaho.gov'; 'Michael.evans at dhr.idaho.gov'; 'brennan.serrano at dhr.idaho.gov'; Emily Time <ETime at sco.idaho.gov<mailto:ETime at sco.idaho.gov>>; Trish Grimes <TGrimes at sco.idaho.gov<mailto:TGrimes at sco.idaho.gov>>; Phil Varrick <PVarrick at sco.idaho.gov<mailto:PVarrick at sco.idaho.gov>>; Scott Smith <SSmith at sco.idaho.gov<mailto:SSmith at sco.idaho.gov>>; JennaLynn Self - Deloitte <jself at deloitte.com<mailto:jself at deloitte.com>>; Inglis Mangum - Deloitte <imangum at deloitte.com<mailto:imangum at deloitte.com>>; Elizabeth Romanov - Deloitte <eromanov at deloitte.com<mailto:eromanov at deloitte.com>>; Paige M. James <pjames at sco.idaho.gov<mailto:pjames at sco.idaho.gov>>
Subject: RE: Review Request HCM Weekly - FW: [Test] Luma Human Capital Management (HCM) Weekly Newsletter [EXTERNAL]
Hi Sheena,
The TA QRG’s I did not see here is the list:
QRG Updates:
Create and Manage a Requisition – For Recruiters<https://idahosco.servicenowservices.com/sp?sys_kb_id=9389b2b61bd1f5100cceeb9ce54bcbe6&id=kb_article_view&sysparm_rank=2&sysparm_tsqueryId=1869504f1b19f510c53cddb6bc4bcb38>
Create and Manage a Requisition – For Managers<https://idahosco.servicenowservices.com/sp?sys_kb_id=37ec767e1b15f5100cceeb9ce54bcb14&id=kb_article_view&sysparm_rank=1&sysparm_tsqueryId=aa499c8b1b19f510c53cddb6bc4bcb7d>
Update Employee Profile (Generalist)<https://idahosco.servicenowservices.com/sp?sys_kb_id=da560fbe1bd5f5100cceeb9ce54bcbfb&id=kb_article_view&sysparm_rank=1&sysparm_tsqueryId=1079d44f1b19f510c53cddb6bc4bcb20>
New QRGs:
Add Work Assignment (TA)<https://idahosco.servicenowservices.com/sp?sys_kb_id=8d8ffa761b55f5100cceeb9ce54bcbec&id=kb_article_view&sysparm_rank=1&sysparm_tsqueryId=f4899c4f1b19f510c53cddb6bc4bcb5c>
Update An External Candidate Profile (TA)<https://idahosco.servicenowservices.com/sp?sys_kb_id=bbfc4bbe1b59f5100cceeb9ce54bcbe6&id=kb_article_view&sysparm_rank=1&sysparm_tsqueryId=92991c8f1b19f510c53cddb6bc4bcb74>
Ashley Mattoon, SHRM-CP | Recruitment Manager
[cid:image033.png at 01D9ED59.2A0DF3D0] 208.697.8764
[cid:image034.png at 01D9ED59.2A0DF3D0] ashley.mattoon at dhr.idaho.gov<mailto:ashley.mattoon at dhr.idaho.gov>
[cid:image035.png at 01D9ED59.2A0DF3D0] www.dhr.idaho.gov<https://dhr.idaho.gov/>
[cid:image036.png at 01D9ED59.2A0DF3D0]
Office Hours:
Monday – Thursday: 7:00 – 4:30
Friday: 7:00 – 3:30
Payday Friday: Off
Connect with us:
[cid:image037.png at 01D9ED59.2A0DF3D0]<https://www.facebook.com/stateofidahoemployment> [cid:image038.png at 01D9ED59.2A0DF3D0] <https://www.instagram.com/stateofidahoemployment> [cid:image039.png at 01D9ED59.2A0DF3D0] <https://twitter.com/employmentidaho> [cid:image040.png at 01D9ED59.2A0DF3D0] <https://www.linkedin.com/company/stateofidahoemployment>
Providing quality customer service is important to us. If you have any comments or suggestions regarding the service provided to you, please contact Michelle Peugh, HR Policy and Program Officer, michelle.peugh at dhr.idaho.gov<mailto:michelle.peugh at dhr.idaho.gov>. Thank you.
From: Hanna Hall <hanna.hall at dhr.idaho.gov<mailto:hanna.hall at dhr.idaho.gov>>
Sent: Thursday, September 21, 2023 4:31 PM
To: Sheena Coles <SColes at sco.idaho.gov<mailto:SColes at sco.idaho.gov>>; Alex Doench <ADoench at sco.idaho.gov<mailto:ADoench at sco.idaho.gov>>; Andrea Ryan <andrea.ryan at dhr.idaho.gov<mailto:andrea.ryan at dhr.idaho.gov>>; Jeni Lang <jeni.lang at dhr.idaho.gov<mailto:jeni.lang at dhr.idaho.gov>>; Janelle White <Janelle.White at dhr.idaho.gov<mailto:Janelle.White at dhr.idaho.gov>>; Michelle Peugh <Michelle.Peugh at dhr.idaho.gov<mailto:Michelle.Peugh at dhr.idaho.gov>>; Ashley Mattoon <ashley.mattoon at dhr.idaho.gov<mailto:ashley.mattoon at dhr.idaho.gov>>; Logan Klaas <Logan.Klaas at dhr.idaho.gov<mailto:Logan.Klaas at dhr.idaho.gov>>; Courtney Butler <courtney.butler at dhr.idaho.gov<mailto:courtney.butler at dhr.idaho.gov>>; 'haley.westenskow at dhr.idaho.gov'; Kate Nihipali <kate.nihipali at dhr.idaho.gov<mailto:kate.nihipali at dhr.idaho.gov>>; 'andrea.ryan at dhr.idaho.gov'; 'Michael.evans at dhr.idaho.gov'; 'brennan.serrano at dhr.idaho.gov'; Emily Time <ETime at sco.idaho.gov<mailto:ETime at sco.idaho.gov>>; Trish Grimes <TGrimes at sco.idaho.gov<mailto:TGrimes at sco.idaho.gov>>; Phil Varrick <PVarrick at sco.idaho.gov<mailto:PVarrick at sco.idaho.gov>>; ssmith <ssmith at sco.idaho.gov<mailto:ssmith at sco.idaho.gov>>; JennaLynn Self - Deloitte <jself at deloitte.com<mailto:jself at deloitte.com>>; Inglis Mangum - Deloitte <imangum at deloitte.com<mailto:imangum at deloitte.com>>; Elizabeth Romanov - Deloitte <eromanov at deloitte.com<mailto:eromanov at deloitte.com>>; Paige M. James <pjames at sco.idaho.gov<mailto:pjames at sco.idaho.gov>>
Subject: RE: Review Request HCM Weekly - FW: [Test] Luma Human Capital Management (HCM) Weekly Newsletter
Hi Sheena,
The highlighted info in the loan repayment section need removed and I added the screenshot.
Thanks,
Hanna Hall | Employee Support Services Manager
[cid:image041.png at 01D9ED59.2A0DF3D0]Office: 208.854.3014
[cid:image042.png at 01D9ED59.2A0DF3D0] Hanna.Hall at dhr.idaho.gov<mailto:Hanna.Hall at dhr.idaho.gov>
[cid:image043.png at 01D9ED59.2A0DF3D0] www.dhr.idaho.gov<http://www.dhr.idaho.gov/>
[cid:image044.png at 01D9ED59.2A0DF3D0]
Connect with us:
[Icon Description automatically generated]<https://www.facebook.com/idahodhr/> [Icon Description automatically generated] <https://www.instagram.com/idahodhr/> [Icon Description automatically generated] <https://twitter.com/idahodhr> [Icon Description automatically generated] <https://www.linkedin.com/company/idahodhr>
Providing quality customer service is important to us. If you have any comments or suggestions regarding the service provided to you, please contact Janelle.White at dhr.idaho.gov<mailto:Janelle.White at dhr.idaho.gov>. Thank you.
From: Sheena Coles <SColes at sco.idaho.gov<mailto:SColes at sco.idaho.gov>>
Sent: Thursday, September 21, 2023 4:18 PM
To: Alex Doench <ADoench at sco.idaho.gov<mailto:ADoench at sco.idaho.gov>>; Hanna Hall <hanna.hall at dhr.idaho.gov<mailto:hanna.hall at dhr.idaho.gov>>; Andrea Ryan <andrea.ryan at dhr.idaho.gov<mailto:andrea.ryan at dhr.idaho.gov>>; Jeni Lang <jeni.lang at dhr.idaho.gov<mailto:jeni.lang at dhr.idaho.gov>>; Janelle White <Janelle.White at dhr.idaho.gov<mailto:Janelle.White at dhr.idaho.gov>>; Michelle Peugh <Michelle.Peugh at dhr.idaho.gov<mailto:Michelle.Peugh at dhr.idaho.gov>>; Ashley Mattoon <ashley.mattoon at dhr.idaho.gov<mailto:ashley.mattoon at dhr.idaho.gov>>; Logan Klaas <Logan.Klaas at dhr.idaho.gov<mailto:Logan.Klaas at dhr.idaho.gov>>; Courtney Butler <courtney.butler at dhr.idaho.gov<mailto:courtney.butler at dhr.idaho.gov>>; 'haley.westenskow at dhr.idaho.gov'; Kate Nihipali <kate.nihipali at dhr.idaho.gov<mailto:kate.nihipali at dhr.idaho.gov>>; 'andrea.ryan at dhr.idaho.gov'; 'Michael.evans at dhr.idaho.gov'; 'brennan.serrano at dhr.idaho.gov'; Emily Time <ETime at sco.idaho.gov<mailto:ETime at sco.idaho.gov>>; Trish Grimes <TGrimes at sco.idaho.gov<mailto:TGrimes at sco.idaho.gov>>; Phil Varrick <PVarrick at sco.idaho.gov<mailto:PVarrick at sco.idaho.gov>>; ssmith <ssmith at sco.idaho.gov<mailto:ssmith at sco.idaho.gov>>; JennaLynn Self - Deloitte <jself at deloitte.com<mailto:jself at deloitte.com>>; Inglis Mangum - Deloitte <imangum at deloitte.com<mailto:imangum at deloitte.com>>; Sheena Coles <SColes at sco.idaho.gov<mailto:SColes at sco.idaho.gov>>; Elizabeth Romanov - Deloitte <eromanov at deloitte.com<mailto:eromanov at deloitte.com>>; Paige M. James <pjames at sco.idaho.gov<mailto:pjames at sco.idaho.gov>>
Subject: Review Request HCM Weekly - FW: [Test] Luma Human Capital Management (HCM) Weekly Newsletter
Good afternoon!
Please review the follow draft HCM weekly newsletter.
A couple notes:
* Paige and Krystal had me take out the section for New Hire benefit enrollment section as the QRGs are still in review
* We still need to clean-up the new material section, so don’t look at that too hard.
Thanks!
Sheena Coles - Deputy Controller, Organizational Change Management
[cid:image001.jpg at 01D9ED59.2DAB65E0]
O. 208-334-3100 F. 208-334-2671
E. scoles at sco.idaho.gov<mailto:scoles at sco.idaho.gov>
W. www.sco.idaho.gov<http://www.sco.idaho.gov>
From: Luma <luma at sco.idaho.gov<mailto:luma at sco.idaho.gov>>
Sent: Thursday, September 21, 2023 4:09 PM
To: Sheena Coles <SColes at sco.idaho.gov<mailto:SColes at sco.idaho.gov>>
Subject: [Test] Luma Human Capital Management (HCM) Weekly Newsletter [EXTERNAL]
View this email in your browser<https://us18.campaign-archive.com/?e=__test_email__&u=e687cba6122d8cf5adfe5dd4f&id=6ffced7e08>
[cid:image049.png at 01D9ED59.2A0DF3D0]
Luma Human Capital Management (HCM) Weekly Newsletter
Reminders of Best Practices
Should You Enter / Update and Adjusted Start Date?
Adjusted start dates must be recorded for all new hires, modified for rehires, and updated when an individual transitions from a university position to a state role.
[cid:image050.jpg at 01D9ED59.2A0DF3D0]
Guidelines for Internal Employee Actions in TA with the Recruiter Role
When selecting an internal employee for a position posted under the Recruiter role, all hire, rehire, transfer, promotion, or additional work assignment actions should be executed within the recruiter role on the requisition. These actions should never be entered in GHR as a Generalist.
Some errors we have observed include:
Example 1: An employee at SCO applied for a position at DHR and was selected as the candidate. In my capacity as a Recruiter, I would initiate a transfer or promotion action on the requisition. SCO would not need to initiate any actions in GHR.
Example 2: A hire action was submitted on the requisition, but a separate hire action was also submitted in GHR, outside of the requisition. These two actions can lead to errors as they duplicate in the system. This duplication may result in processing the wrong action, necessitating clean-up on the recruitment side to rectify the duplicate entry. Additionally, we would have to reject the duplicate action, potentially causing confusion.
Updates & Changes
We would like to inform Payroll Agency Administrators, HR professionals, and Managers about upcoming configuration changes in the Luma Workforce Management module.
What's Changing?
Up until now, managers have had the ability to retrospectively adjust employee timesheets, even after the payday. However, going forward, Managers and Employees will be locked out from making timesheet adjustments on the Wednesday of the week prior to the pay date. For example the Wednesday Oct 4th, Manager and Employees will not be able to enter or authorize timesheets for the October 13th payday.
Impact of this Change
This modification, essentially "locking" previous pay period timesheets, is not expected to significantly disrupt regular payroll operations. Rather, it will prevent issues and errors causing negative adjustments and will prevent unwanted changes after the Payroll Administrators have validated payroll. This change gives managers and employees get an extra 1/2 day to enter and authorize timesheets. (Noon on Wednesday instead 3pm on Tuesday).
Effective Date
This change will take effect on Wednesday, October 4th.
Handling Historical Timesheet Problems
In the event of historical timesheet problems requiring correction, we kindly\request that you collaborate with your agency's Payroll Administrator(s) to address any timesheet issues.
Call to Action
Please share and inform you agency’s managers of this change.
Thank you for your attention to this important update. If you have any questions or concerns, please do not hesitate to reach out.
New & Updated Materials:
We need the 401(k) loan QRG added to the newsletter. I can find the version we created in SIT but I can't find a version on the knowledge base. I have Claire trying to track it down. https://idahosco.servicenowservices.com/sp?id=kb_article_view&sysparm_article=KB0013480
[cid:image051.png at 01D9ED59.2A0DF3D0]
Historically the timecodes CPP & OCP were available in the timecode dropdown menu, it has been moved to the work premium menu, which will allow coding for more then 24 hours in a day, so employees can code it once with the total hours of payoff. Please review the updated Quick Reference Guide Here:
TA updated QRGs
Tips and Tricks
How do I share a report I created?
Report owner:
1. Go to the My Reports icon at the upper left-hand corner of your Luma GHR screen under your name
2. Right click on the desired report
3. Select Reassign Report to Owner
4. Click on the magnifying glass
5. Enter in the Last Name and First Name
6. Click on the desired person
7. Select the Submit button
From there, the new owner will:
1. Go to the My Reports icon at the upper left-hand corner of your Luma GHR screen under your name
2. Click on View Report for the report that just transferred over
3. Go to the ellipses (3 dots) in the upper right-hand corner
4. Select Options then Create Report
5. In the upper left-hand corner next to the report name, select Edit
6. Change the name to something different or put your initials at the end
7. Click on Create Report in the bottom right-hand corner
8. Right click on the report that was transferred to you and reassign report back to the person who transferred it to you
[cid:image052.jpg at 01D9ED59.2A0DF3D0]
[cid:image053.jpg at 01D9ED59.2A0DF3D0]
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!
9/27, 2 PM MST: L&D Cybersecurity
Click here to join the meeting<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fus06web.zoom.us%2Fj%2F88033534832%3Fpwd%3DS9uRMgzgAqpaBibnSaTtd2Keq96Cow.1&xid=0dd830540f&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695334147&h=b199be9663bdc7882c8bf0d59d2905a76d7db93a47b90c34310d70418aa1eb69>
Meeting ID: 880 3353 4832
Passcode: 676129
10/4, 2 PM MST: Hire and Benefits Refresher
Click here to join the meeting<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fus06web.zoom.us%2Fj%2F84738844745%3Fpwd%3DOWBEmmsSRhzyfqIMyvZD9iFTElywLw.1&xid=0dd830540f&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695334147&h=7c0a6aeb3668a7ef3e5b6e5d1269e05ce0da5e8b8a810d47e98581a918a79a21>
Meeting ID: 847 3884 4745
Passcode: 495723
10/11, 2 PM MST: Employee Relations
Click here to join the meeting<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fus06web.zoom.us%2Fj%2F88260610640%3Fpwd%3DW1PK7uij1LXM4XV4mtN6VySaiqwjQv.1&xid=0dd830540f&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695334147&h=f74576007718381faf2b558670e6c7b17729237f8fcc5428cf472711292502f2>
Meeting ID: 882 6061 0640
Passcode: 152741
10/18, 2 PM MST: Leave of Absence
Click here to join the meeting<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fus06web.zoom.us%2Fj%2F84773765628%3Fpwd%3DJIeLaeOisk6ErPNh5JzrLHXVvVEPCQ.1&xid=0dd830540f&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695334147&h=81178344b0810e1678c7d052fda1e27549dfd35032292e5c2dbe0294b360d3f0>
Meeting ID: 847 7376 5628
Passcode: 543495
10/25, 2 PM MST: Jobs and Job Country Attributes, FTE and Annual Hours, and Position Monitoring
Click here to join the meeting<https://us18.mailchimp.com/mctx/clicks?url=https%3A%2F%2Fus06web.zoom.us%2Fj%2F82876492994%3Fpwd%3D5aCFgKjDnkNoxci3RyqX0brjXPVFdz.1&xid=0dd830540f&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695334147&h=9804768eb3965180a5ab6c3adcc0a40ccb2508a486701d06c1065ec275b08b40>
Meeting ID: 828 7649 2994
Passcode: 304906
System Improvements
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!
[Logo]
[Email Marketing Powered by Mailchimp]<https://us18.mailchimp.com/mctx/clicks?url=http%3A%2F%2Feepurl.com%2FivyaDQ&xid=0dd830540f&uid=98579429&iid=6ffced7e08&pool=cts&v=2&c=1695334147&h=0e98e0bb8174e8a473c00d20401840f293b5d41442888ea21767dd14615fe861>
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