August HRIS Bulletin

News and reminders

Update from the HR Information Team

New and updated documents and reports

HRIS user support

This month's deadlines

News and reminders

Non-clinical staff pay uplift and extended August “no user input” period

The Universities and Colleges Employers Association (UCEA) negotiates pay increases with the trade unions nationally, on behalf of most UK universities, including Oxford.

We have received notification from UCEA that the University can implement the 2017 pay uplift. Subject to formal approval for implementation at Oxford, the pay uplift will be implemented in the September 2017 payroll and backdated to 1 August 2017. Further communication about implementation of the uplift will follow from Personnel Services.

We have made provisional plans to extend August’s “no user input” period. The full no-input period is expected to run from Wednesday 23 August through to and including Bank Holiday Monday 28 August. We have updated the September Payroll Cycle Diagram to reflect this. This additional time will be necessary to allow for the implementation of the pay uplift if approved. We will provide confirmation of these arrangements to all users by e-mail as soon as possible.

We will publish a new version of the casual payments spreadsheet with the new rates once formal approval has been granted.

Handling Academic Titles in Core

Since the implementation of CoreHR some academic titles (Titular Professors) have been maintained centrally by the HR Information and HRIS Support teams in Personnel Services, to assist with Athena reporting and the annual HESA staff returns.

The information has been available for departmental users to view via the PERDEP01 report, in the column called ‘HTITLE’. As some departments and users have since expressed an interest in recording additional academic titles, e.g. Emeritus Professor, Visiting Professor and University Research Lecturer, a new UDF has been developed to accommodate all of these titles in one place.

The new ‘Academic Title’ UDF has now been released and will also be made available to report on in PERDEP22_Academic Title. The HR Information and HRIS Support teams have populated the new UDF for you where information was available to do so. Please note that this information should be checked locally.

A new QRG: IP12 Academic Title (451kb) has been prepared and is now available. Some title conferrals will continue to be processed centrally e.g. Titular Professors awarded via the Recognition of Distinction process, whilst others can be keyed by departments and divisions. The QRG contains a matrix which indicates who is responsible and in which circumstances.

We advise that you:

  • run the PERDEP22 report to and amend/add information as required.
  • familiarise yourself with the titles, their conferral process and whether or not you will have any responsibility to add or update the Academic Title UDF.

Complete your Reward and Recognition Scheme UDFs by 15 September

The Reward team have checked the data for this year’s Reward and Recognition Scheme for completion of both the Recognition Scheme UDF and the Awards For Excellence UDF and found that there are missing and incorrect data in some cases.

The Reward team will contact departments where there are missing or incorrect data during August and early September.

Please help us by:    

  1. Checking data completion using the report PERDEP47_R&R Scheme Monitoring have all nominations been captured?
  2. Ensuring that your department has captured all nominations for Recognition Scheme payments and all nominations for Excellence Scheme Awards in full, and recorded the final outcomes of these nominations by 15 September 2017.
  3. Ensuring that you have followed the quick reference guide CH26 Reward and Recognition Scheme (381kb) when recording nominations and outcomes in Core.

We need complete nomination and outcome information in order to undertake a full analysis of the scheme across the University.

Data Quality – VISA End Dates

The Staff Immigration Team have just funded and completed a central exercise to close all old RTW records. The Visa UDF data for a large number of Visa holders had not been updated with End Dates when new Visa records have been entered, which had resulted in Visa holders having multiple active Visa records. The data for permanent and fixed term staff has now been updated to ensure expired Visa records have been end-dated.  We would like to ask users to ensure this data is kept accurate going forward, and that expired Visa records are end dated each time a new Visa record is added for an employee. This is particularly important for List B Visa holders.

Update from the HR Information Team

HESA 2016-17 data verification exercise

Throughout August and September, the HR Information Team will again be sending out staffing information for verification as part of this year’s HESA (Higher Education Statistics Agency) staff return. If research staff are employed within your area of responsibility then you can expect us to be in touch.

The researcher-related verification exercise relates to all staff with appointments which are recorded as ‘research only’ (Core Category Code = 2). We are now required to confirm to HESA the status of every research contract: for each relevant appointment, we will be asking you to confirm whether or not the member of staff is a researcher, and if so whether they are a research assistant. Using information held in CoreHR, we will provide a provisional coding for you, you then just need to inform us of any changes.

We will provide detailed guidance at the time of the exercise.

Athena SWAN staff data

As outlined in this Bulletin, the new Academic Title UDF has now been released to all users. The Academic Title UDF records who holds the title of Titular Professor awarded via the Senior Appointments Panel or through Recognition of Distinction exercises.

The Titular Professor title is a key marker used to map contracts to the correct Professorial grouping in the Athena SWAN dataset. It is important that departments review all data held in the new Academic Title UDF and arrange for any missing Titular Professor titles to be added to Core.

If you do not yet have access to the Athena SWAN Tableau data please visit our Athena Swan webpages for more information on this process.

If you have specific queries please contact us on athena.staffdata@admin.ox.ac.uk

HRINFO021 and Athena SWAN recruitment data

Thanks to everyone who has cleared their HRINFO21 Vacancy and applicant data quality report.

The vacancy and applicant data shown in this report will be extracted from Core Recruitment on Friday 1 September 2017, processed by us, and distributed for you in Tableau in October. You can make any last minute Core updates until Thursday 31 August.

Key points

Distribution and access in Tableau

  • A new ‘Athena SWAN Recruitment Data’ Tableau workbook will be launched
  • All user access rights to the existing ‘Athena SWAN Staff Data’ Tableau workbook will be copied over to the new ‘Athena SWAN Recruitment Data’ workbook. You will not need to request access to the recruitment data if you already have access to staff data.
  • The same joint application options will apply to the ‘Athena SWAN Recruitment Data’ as applies to the ‘Athena SWAN Staff Data’.

Details of data provided

  • Vacancy and applicant data will be for the academic year 2016-17 only.
  • The data will include vacancies that have been advertised externally.
  • Only closed vacancies with an outcome of ‘appointment made’ will be included.
  • Only the following applicant stages will be included: Applied, Shortlisted, Offer Made, Offer Accepted.

If you have specific queries please contact us on athena.staffdata@admin.ox.ac.uk

New and updated documents and reports

QRG updates

IP12 Academic Title (451kb)  *NEW* A new QRG has been produced to provide guidance on updating Academic Title's in CoreHR

Report updates

PERDEP22_Academic Title *NEW*

A new report that allows you to view the details held in the Academic Title UDF for all applicable records in your department or division depending upon your access.

PERDEP21_Monthly Data Input Check

The item “Location After Leaving Desc” has been removed from the Leavers tab of this report to fix an error.

HRIS user support

August bank holiday support arrangements - reminder

The HRIS Support Centre will be closed on the August Bank Holiday i.e. from 5.00pm on Friday 25 August 2017 until 8.30am on Tuesday 29 August 2017.

HRIS Support Centre

Contact details for the team are:  hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

Opening hours: Monday - Friday, 8.30 - 17.00 

This month's deadlines

Deadlines for Personnel users: September payroll

Please also refer to the September 2017 Payroll Cycle Diagram (14kb)

DATE(S) DEADLINEEXPLANATION 
Tue 22 August - 5pm August supplementary payroll deadline Any changes which affect payroll but do not require payroll action/ approval, must be entered and approved within the department by this deadline in order to be included in August's payroll run.
Wed 23 to Mon 28 August No user input Two clear working days are required during which users cannot enter data into the personnel module, to enable the payroll to be run (all other modules are unaffected). We have extended August’s “no user input” period. The full no-input period will run from Wednesday 23 August through to and including Bank Holiday Monday 28 August to enable us to apply the new pay rates to the system.
Mon 4 September Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 7 September. Staff Requests received after this deadline are not guaranteed to be processed by the standard payroll deadline. The usual turnaround timings for gradings apply (ten working days).
Tue 5 September Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Thu 7 September HRIS Data Services users only: Data Services admin deadline Data Services payroll forms should be submitted to the HRIS Data Services team by this deadline. This is to ensure sufficient time for the team to process them for the payroll deadline and resolve any queries.
Thu 7 September Support requests for September Requests for assistance associated with actions for this month's payroll deadline should be received by the HRIS Support Centre by this date. This is to ensure that sufficient time is available for the team to address your queries.
Mon 11 September - 5pm September payroll deadline All changes which require payroll action/approval must be entered and approved within the department by this deadline in order to be included in this month's payroll run.
Thu 21 September September supplementary payroll deadline Any changes which affect payroll, but do not require payroll action/ approval, must be entered and approved within the department by this deadline in order to be included in this month's payroll run.