Change Liaison Meeting February 3rd, 2021 1

Change Liaison Meeting February 3rd, 2021 1

AGENDA Welcome Back Sheena! Introduce New Luma Team Members Change Liaison Spotlight Series Project Timeline Update Testing Update Reminders What’s Coming Your Way? Introduction of the Luma Glossary Luma Statewide Showcases Know Do Share Report (K.D.S.R.) Resources Q&A

New Luma Team Members

New Luma Team Members Sara Macdonald State Controller’s Office Functional Team: Organizational Change Management Position Title: Training Associate Email: [email protected] Favorite Way to Spend a Saturday: I enjoy being at home with my family and taking care of our 9 month old daughter Margaret. Fun Fact: My husband and I have a “hobby farm” with cows, goats, chickens, dogs and barn cats.

New Luma Team Members (cont.) Michael State Controller’s Office Functional Team: Organizational Change Management Position Title: Training Lead Email: [email protected] Favorite Way to Spend a Saturday: On a lake, in a stream, or in the woods. Fun Fact: I’ll try anything at least once.

Change Liaison Spotlight Catherine Atchison, PERSI

Testing Update

Testing Update The current testing phase, System Integration Testing (SIT) Cycle 2, is extending its schedule to March 19. This will not shorten the User Acceptance Testing period — our dress rehearsal before golive — or the training period in any way. The Project Team will not be conducting tests on any functionality that was validated in System Integration Testing (SIT) Cycle 1. Some testers may not have the opportunity to test until the User Acceptance Testing period. All testers will be receiving a shortened 7-day lead time for scheduled testing dates. In accordance with this all, your Agency Advocate will no longer be able to add anymore interfaces or conversions.

Project Timeline Update

Luma Project Timeline Luma Phase 1 – Finance, Budget, & Procurement 2019 8 Luma Phase 2 – Human Capital Management & Payroll 2020 9 10 11 12 1 2 3 4 5 6 7 IMAGINE 2021 8 9 10 11 12 1 2 3 4 5 6 DELIVER 2022 7 8 9 10 11 12 1 2 3 Architect Validate Configure & Prototype 5 6 7 8 9 10 11 12 1 2 3 4 5 RUN IMAGINE Plan 4 2023 RUN Support Deploy Plan Luma Phase 1 Kick-off DELIVER Architect Configure & Prototype Validate Deploy Support Luma Phase 2 Kick-off Plan Discovery & Preparation Project Team Training Discovery & Project Team Preparation Training Enterprise Design Enterprise Design Update Technical Design (FRICE-W) Technical Design (FRICE-W) Sprint 1-3 Sprint 1-3 Parallel PR 1 – 3 (S.I.T.) System Integration Testing 1 & 2 (SIT) User Acceptance Testing Mock Data Conv. 1 & 2 Mock Data Conv. 1 & 2 User Acceptance Testing Design Updates Training Dev. Design Updates Training Budget Go-Live Training Dev. Go-Live Training WFM Go-Live HR/PR Go-Live 6

Luma Budget Training Timeline

Tentative Budget Training Timeline State of Idaho Luma Budget Training Timeline Feb Mar Apr Test Support 4/1 Establish Training and Delivery Logistics Finalize Training and Delivery Logistics 5/31 Projected Budget Module go-live May 17, 2021 Load Budget Training in L&D System Build & Refine Training Materials (Includes review cycles) Budget Training Showcase RSVP June Deploy Finalize Training Calendar Change Management Activities May Budget Module Cutover Activities Training Information to Budget Stakeholders Execute Budget Training Program Training Evaluations Distributed Training Registration Budget Training Sustainment Assess Training & Adapt As Needed Publish Schedule & Send Invites Registration & Training Reminders *Note: The timeframes of these major activities are estimates and are subject to change.

Reminders

Reminders Name of Request Due Date Cost Allocation Survey December 2020 Asset Clean-up Initially January 8th, 2021 AR Survey Last Friday, January 29th Common Reports Review & Reports Analysis Workbook February 12th, 2021 COA Default & Payroll Crosswalk Workbooks for Cohorts 5-7 March 1st, 2021 Agency Leases Workbook for Cohorts 5-7 March 19th, 2021 Agency Budget Personnel ASAP

What’s Coming Your Way?

Change Readiness Assessment – Measurement 3 (CRA –M3) CRA – M4 estimated open period May 31st - June 11th, 2021 April 5-16th, 2021 CRA – M3 open period

Additional Luma Chart of Accounts (COA) Dimensions Trust Account: Used to record assets held in trust by an Agency to allow them to manage and distribute trustee fund balances. The Trust Account dimension is an interim solution to manage asset balances held in individual trust accounts. System Interagency: This will allow Agencies to trace the source and destination of accounting entries between Agencies. The System Interagency dimension provides transparency on transactions between two agencies.

Agency Multi Factor Authentication Survey First of all, this will not be a direct ask of Change Liaisons but rather to specific Technical contacts at your agency. This survey was sent Monday and with the purpose of gathering information on your Agencies current Multi-Factor Authentication usage as well as the estimated usage in the future.

Introduction of the Luma Glossary

Luma Statewide Engagement

Statewide Showcases An opportunity for an overview of Luma topics and demonstrations of modules. Each statewide showcase will be done twice a month from 1:00 – 2:00 PM. The link to RSVP for these showcases will be sent to agency change liaisons from distribution within the agencies as well as in upcoming newsletters. Each statewide engagement/showcase will be recorded. The materials from the meeting will be sent out to agency change liaisons for distribution. Upcoming Statewide Engagements Engagement Topics February 16th & 18th Luma Chart of Accounts Update & Overview of Training for the Luma Budget Module March 16th & 18th Expense Management

Preparing Agencies for Success Before and After Infor CloudSuite Go-Live KNOW Read Luma Project news and updates in this column. Join us for the upcoming February Showcase to learn about some exciting Chart of Accounts updates as well as have the Luma Training Team provide an overview of training for the Budget Module, talk about the training timeline and curriculum, and provide a sneak peek into the look and feel of budget training. RSVP HERE Luma Glossary: The Luma Glossary will include numerous terms that are similar but have changed now that we are moving away from legacy systems and towards Luma. This is expected to be wrapped up and released to you very soon. DO Meet with employees and leadership in your agency to discuss these messages or action items. Chart of Accounts Default Workbooks & Payroll Crosswalk Workbooks: Workbooks are due March 1st for any Cohort 5-7 agencies. SHARE REPORT Please share this information or engagement opportunities with your Agency Report feedback to the project team or complete action items the Luma project team is requesting from your agency. Newsletter: Please share the monthly newsletter with your colleagues! Luma Newsletter #22 Agency Lease Workbook: Workbooks are due March 19th for Cohort 5-7 agencies Luma Common Reports Review and Reports Analysis Workbook: All information and workbooks are due by February 12th. Welcome to Luma: Please distribute the Welcome to Luma infographics to your agency staff. Find them here: Infographics Agency Multi-Factor Authentication Survey: Completed by February 8th. Agency MFA Survey: Agency Advocates sent out an email last Friday asking you to forward information to your agency’s MFA contact. This survey is due next Monday. Luma YouTube Channel: Can’t make it to a Luma meeting? Don’t worry! Check out the Luma YouTube Channel! Luma YouTube Chan nel February 3rd, 2021 Communications Manager: As we get closer to go-live we want to ensure we are getting messages out to every state employee. To this end, please send contact information for any communications personnel within your agency. Internal Meetings: Please let us know if you have an upcoming internal meetings that we can present to your staff! We want every state employee to know about the Luma, the changes coming, and exciting benefits of a modern system.

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Resources February Showcase RSVP: https://app.smartsheet.com/b/form/1ec5e202307445a698f3a0f41f01d882 Luma Newsletter: System Integration Testing (SIT) Cycle 1 Recap (mailchi.mp) Welcome to Luma Series: https://www.sco.idaho.gov/LivePages/luma -welcome-to-luma-series.aspx

Thank You for Coming! Mackenzie Reathaford [email protected] 208-334-3100 Alex Doench [email protected] 208-332-8841 Chris Lehosit [email protected] Danielle Blackmer [email protected] Heath Ribordy [email protected] TinaFuller [email protected] Luma: [email protected] 25