[IDHR] HCM Weekly Newsletter # 8

[DHR Staff Contact List]

View this email in your browser<https://mailchi.mp/31d8d09a1bbb/luma-human-capital-management-hcm-weekly-newsletter-12710592?e=b79f7ae385>
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/1b03b355-296b-7fa5-d8a2-424b8ce4ae88.png]
Luma Human Capital Management (HCM) Weekly Newsletter
Requests for Action
Agency Payroll Administrators - the October 9th holiday will impact agencies of when they need to have their time submitted, approved and authorized. We kindly request that you inform employees and managers to submit and approve timesheets before the 10/4 3:00 PM deadline. This adjustment will help us maintain an efficient payroll process and ensure that everyone receives their compensation correctly. Please review the Biweekly Timesheet/Payroll Calendar<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=84c85cd28c&e=b79f7ae385> to take note of other upcoming holidays that will impact timelines for processing time transactions.

Approvers - when employees transfer agencies, please make sure that the new legal establishment ID is updated to the new agency number.
Reminders of Best Practices
Do not enter duplicate termination actions unless you have permission to do so from DHR or SCO. If you notice you have entered an incorrect date, please contact DHR support at dhrsupport at dhr.idaho.gov<mailto:dhrsupport at dhr.idaho.gov>.

State of Idaho Employees: When searching for a new career within the state, browse and apply through Luma Opportunities. Applying through the State External Career website will cause duplicate profiles and will slow the processing of your application for a new job. Internal candidates should always use Luma Opportunities.
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/036a9869-2fd9-a755-678c-520221ef6bb1.jpg]
Are you hiring 8-month temporary employee? If so, the employee type, 8-month temp anniversary date and trial period are required fields.

  *   Employee Type - 8-Month Temp which is similar to the appointment code combo NRM from legacy.
  *   8-Month Temp Anniv. Date - This should be the start date for new hires or the original 8-month temp date for 8-month temp rehires. **Please see below on the open issue for TA hires and rehires.
  *   Trial Period - 8-Month Temporary Employee so WFM will count their 8-month temporary hours and reset the hours on their anniversary date.
Updates on Open Issues

  1.  In workflow actions, we've noticed issues wherein approvers cannot see initiator fields and vice versa. We are aware of the issue and are working to resolve it.


  1.  Promotions and transfers for Military Division employees through GHR do not allow a pay rate change.


  1.  The "Define Offer" email that was being sent prematurely has been resolved. We have submitted a ticket with Telemetry to request the removal of the email that sends candidates a Luma login.


  1.  Some 8-month temporary employees have been hired with missing required fields (above) or with the incorrect 8-month temp anniversary dates, so the hours have not been resetting in WFM. We are working on identifying all of the affected employees and then DHR will notify HR at the affected agencies. We are working on adding the 8-month temp anniversary date field to the TA hire and rehire actions. If you are hiring/rehiring an 8-month temp in TA, once their hire/rehire action processes please have a Generalist 3 or Administrator add the 8-month temp anniversary date to the dates and service tab.
Updates & Changes
Recruiters, Generalists, and employees with Compensation Roles: You can now search for employees in the GHR resource search using either their preferred name or given name, and both names will appear in the search list.

Please note, if an employee transferred to another agency, either lateral or promotion, but decided to go back to original agency, it should be processed as a transfer in GHR with the action reason "Reinstatement." *Reinstatement would not be the action if the employee failed their probation.
New/Updated Materials
Security Request Administrator Handbook<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=159a01fabc&e=b79f7ae385> has been posted to the Service Portal!
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/3fff14aa-3045-ad53-56b1-d9a768df7257.jpeg]<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=1989dd6962&e=b79f7ae385>
Please review the following document<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=2c2ec696b2&e=b79f7ae385> regarding recruitment process flow updates.

Military Leave Process found here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f486622d99&e=b79f7ae385>.

Agency HRO Cognos Training Recording https://idahogov.webex.com/idahogov/ldr.php?RCID=884557c2454b8c3ce99dac2a892bf352
Password: Ae7R2W6i
Good News & Progress
WFM proxy functionality has been resolved for Agency Payroll and Agency HR.
[https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/6d63d3e1-6da4-de85-20c3-66e216976d07.jpeg]
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!

10/4, 2 PM MST: Hire and Benefits Refresher
Click here to join the meeting<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f53b0cd5b0&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=73ae3ac454&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=5456b02bca&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=b497edc1d5&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.
[Logo]
[Email Marketing Powered by Mailchimp]<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=c2db5431dd&e=b79f7ae385>


-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://admws.idaho.gov/pipermail/idhr/attachments/20230929/d6a29528/attachment-0001.html>