Sheena Coles works at the State Controller’s Office and is the Organizational Change Manager for the Luma Project. She has a Master’s Degree in Business Administration and came to the State after 10 years of marketing and project management experience in the private sector.

Mackenzie Smith graduated from Idaho State University with a Master’s of Public Administration in 2018, and began her career at the Idaho State Controller’s Office shortly after. During her service at the Controller’s Office, Mackenzie has worked on the release of the newly updated Transparent Idaho portal, the SCO website redesign and is currently serving as the Project Communication Manager for the Luma project.

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I L L U M I N A T I N G

The effectiveness of the Luma Project will depend on coordination and cooperation between integrator,software provider, and state agencies. Integration services will work statewide to ensure training, clarity, and comfort with the new business processes and software prior to launch.”

A Statewide CollaborationEvery step of this process has included, and will continue to include, the voices of those who will be operating Luma.

PHOTO COURTESY OF IDAHO TOURISM

Upcoming Milestones

COLLABORATIONBuilding the technical framework for public servants to work in unity.

TRANSPARENCY

of state spending for all Idahoans.

EFFICIENCYProviding the most value out of every taxpayer dollar.

Modernizing StatewideSystems

Driving greater accessto public financial data

Promoting Statewide collaboration

- Brandon Woolf

October 2019

November 2019

Phase 1 Implementationbegins for procurement,budget, and finance.

Design Sessions begin

Once the project team members have succesfully onboarded, training will begin to prepare for implementation. Following training, Luma team members will begin configuring the software in theprocurement, budget and finance modules to meet the needs of the state.

The State will work with our implementation teamto conduct future business process design sessions. The team will analyze gaps between user experienceand ERP solution application functionality. This processensures functional alignment with state needs.

Luma will serve as the backbone of all government spending, providing

a statewide standardized experience illuminating each dollar as it works its

way through the complexities of government. It brings together the

Budget, Finance, Procurement,Payroll and Human Capital

Management functions of each agency into one system.

ILLUMINATING IDAHO’S FUTURE BUSINESS PROCESSES

Vision:Acquire, implement, and sustain a statewide enterprise system that modernizes and transforms the way the State of Idaho does business, improves transparency, and provides a core foundation for the future.

Goals:

1An ERP solution that all agencies will use for budget planning, financial management, procurement, payroll, and human capital management.

4 Increase transparency of government operations and expenses.

2Improve productivity and reduce costs by eliminating redundant systems and unnecessary complexity required to perform operational and administrative services.

3Modernize and standardize business processes for alignment with industry best practices inherent in COTS software for efficient workflow and accurate information reporting.

5Reduce risk exposure associated with the current outdated software systems.

6Improve decision making by capturing and being able to report consistent expandable set of data.

7 Ensure strength and efficiency of the State’s Data security management.

• Payroll - Employee Information System (EIS) –1987

• Accounting – Statewide Accounting & Reporting System (STARS) – 1988

• Supporting Applications• ITIME• Travel Express• IBIS• IPOPS• IPERFORM

HISTORICAL PERSPECTIVE

MODERNIZING WITH THE FUTURE IN MIND

• Enterprise Resource Planning software –unifies Budget, Finance, Procurement, Payroll, HCM

• Mobile friendly, single sign on system provides ease of use and greater efficiency.

• Employee self service allows HR/Payroll professional to focus less on administrative paperwork.

PROJECT TIMELINE

OCT 2019 SUMMER 2021 SUMMER 2021 SUMMER 2023

Phase 1 ImplementationBegins for budget, finance,

and procurement.

Phase 1 implementationis completed.

Phase 2 implementationBegins for payroll and human

capital management.

Project Completed.

WHAT IS LUMA?

BudgetProcurement HCM

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PayrollFinance

“Req to Check” “Hire to Retire”

Real Time Analytics

INFOR PAYROLL

The Infor Payroll software offers a flexible framework to accommodate the State’s complex payroll requirements, as well as offers the ability to generate and maintain comprehensive compensation data and information.

Payroll is solution that will help agencies—especially those that need a complex pay job costingcomponent—transform tedious, time-consuming, labor-intensive tasks into streamlined, configurable, intelligent processes and policies that optimize operational efficiency to reduce cost.

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USER DASHBOARDS

LEARNING MANAGEMENT SYSTEM (LMS)

For the first time the State will have a centralized Learning Management System to aid in statewide and agency specific trainings.

The State procured LMS is comprised of a learning content management system, content authoring, advanced reporting, social collaboration, mobile learning, and certification/compliance management.

WORKFORCE MANAGEMENT (WFM)

Infor Workforce Management (WFM) is a comprehensive solution that aligns labor management with the State’s rules and policies. Integrated modules address forecasting and budgeting, scheduling, time and attendance, performance management, and compliance, streamlining processes to increase efficiency while encouraging employees to focus on activities that generate more value.

WFM provides a complete time and attendance solution with a configurable scheduler to assign, monitor and track employees’ schedules; processes their time entry through a myriad of options; streamlines supervisors’ review and approval of time cards by flagging exceptions; tracks overtime, comp time, grace time and more based on configurable rules; tracks historical time entries and supports retro time card changes; and provides a robust reporting tool with dashboards, widgets and more.