[IDHR] HCM Weekly Newsletter #7

[DHR Staff Contact List]

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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.
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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>
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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
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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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