April HRIS User Bulletin


Personnel Users

Recruitment Users

HRIS User Support Arrangements


April Bulletin

The HRIS User Bulletin for users of CoreHR aims to provide you with a summary of essential HRIS information. From now onwards, the bulletin will be circulated on a monthly basis. It is structured around information for Personnel and Recruitment users; we hope you will find this way of presenting the information helpful and welcome your feedback.

This month’s edition includes important information regarding data quality to support Athena Swan applications, key diary dates, and recruitment enhancements.

Personnel Users

Key Dates

Key dates for this month are as follows:

Payroll deadline Thursday 10 May An overview of Payroll deadlines can be found on the Finance website.
Staff request deadline For staff requests which do not require grading, any requests received by 5 pm on 1 May will be processed by midday on 8 May.

Please note that incomplete or unclear staff requests may take longer, and that the usual turnaround times for gradings apply (ten working days).

Try to submit staff requests as you go, rather than in batches. The period preceding the payroll deadline will be much busier for the Reward team; the increased volume will mean that staff requests will take longer to process.

Data Entry cut-off date Payroll reports should be run prior to or as close to payroll admin day - 10 May - as possible in order to check the quality of data input and instructions supplied to payroll.  

Information Updates and Reminders

1. Data Quality Checks

1.1 Data quality and contact by the data entry team
As part of the ongoing effort to ensure accuracy of the personnel data held in Core, the Data Entry team, in collaboration with Personnel Services and PRAS, will be performing quality checks on the data input by live departments. This will be particularly important during the early stages of implementation while departments become familiar with the system. As a result, over the coming months you may be contacted by a member of the Data Entry team (via HRISdata@admin.ox.ac.uk) who will seek additional information/clarification or inform you that your data has been amended on your behalf.

To support the drive for data accuracy, please ensure to use the Quick Reference Guides when inputting to Core.

1.2 Data quality on particular fields
Previous HEI UDF:
Please do not populate this UDF with previous employment at Oxford University. Oxford University employment history is automatically populated in the individual’s appointment history. However if the individual previously worked for an Oxford college then this does need to be entered as it is different employer.

QRG: NS0 Section A7b - Select Previous HEI Employment

The category ‘Not Teaching and/or Research’ (code 9) should be used only for senior university officers (e.g. Pro-Vice Chancellors). For all other posts which do not engage in teaching and/or research, use ‘Not Applicable/Not Required’ (code X).

QRGs: RQ1a - Create Staff Request (New Post) Section 2 and RQ1b - Create Staff Request (Existing Post) Section 5.

Sources of Funding text:
Please ensure that the Sources of Funding UDF is completed for appointments where the cost centre code does not reflect the source of funds. This additional information must be provided and is important for PRAS to be able to define the HESA source of funds.

QRG: NS0 Section C2 – Additional Funding Information.


2. Future Dated Payroll Changes

Users are reminded that changes should only be future-dated as far forward as the end of the current payroll month (i.e. the end of May, now that the April cut-off has passed).

Updates: Process, system and new features

1. Updates to Forms and QRGs

1.1 New mailmerge templates for key University forms
The new and updated templates are:

  • Equality and Diversity Form
  • University Card Form
  • Congregation Form

You can use these new templates in the same way as existing letters, by going to the Tools > Letters menu on the appointment details screen.

1.2 New casual payroll form
A new version of the casual form can be found on the Finance website. In order to ensure the casual payroll form supplies all necessary information and is compatible for use with Core, some fields have been added, including planned start and end dates. We have also taken the opportunity to improve the functionality of the form and to embed key advice. The new form is for use by all departments, including those not yet live with Core.

1.3 Updated Quick Reference Guides

New and updated guides are available now on the HRIS Personnel Launcher page. Information about any changes is provided at the start of each guide. There are a number of changes so please ensure to replace any printed copies of these QRGs and adopt the new guidance.

A new guide has also been added, PA3 Setting Up a new Casual Teaching Appointment. Whilst casual workers should still be managed via paper forms to Payroll; Casual Teaching appointments should be managed within your department.

Update on Personnel Rollout

Departments in the first three waves of the personnel rollout have now gone live and are making use of the new system. These departments account for just over half of the University’s employees. Waves 4 to 6 have been allocated according to departments’ preferences, and will go live between now and the end of July.  For an overview of who is participating in each wave, please see refer to the HRIS Programme website.

We will soon be in touch with the few departments who have not been assigned to a wave, in the meantime please contact the HRIS Programme Team if you have any questions about the implementation.

Recruitment Users

Information Updates and Reminders

1. Data Quality - Applicant and Vacancy Statuses, Athena Swan and Public Sector Duty

The University’s Equality and Diversity Unit (EDU) needs to produce accurate equal opportunities (EO) monitoring data in respect of recruitment. This is both to meet the new public sector duty, which requires all universities to publish this information; and to support those departments applying for Athena Swan or equivalent good practice awards, who need three years of recruitment data.

Applicants enter their own EO data in e-Recruitment, and for posts handled via e-Recruitment, departments are no longer required to complete paper-based EO forms (M2s and M3s). Instead, the EDU relies on Core to produce recruitment data. However, we are encountering significant variations in the quality of this data since applicant status codes are not being correctly updated in the vast majority of cases. It is essential that you update the applicant status at each stage to reflect how each applicant progresses through the recruitment process. Failure to do so will result in an incomplete data set for the use of departments to support applications for Athena Swan etc.

As a minimum, on all vacancies applicants should have (where appropriate) the statuses which are shown in bold on the table below. Please review the guidance in the Quick Reference Guide REC 00 – Recruitment Basics.

If you have any problems changing status codes please contact the HRIS Support Centre.

Application receivedShortlisting completedInterview invites sent outInterviews Completed, Pre -Personnel ‘go live’Interviews Completed, Post-Personnel ‘go live’
Applied Shortlisted Invited to Interview 1 Preferred  Candidate  
Applied Late Standby Invited to Interview 2 Standby Standby
Invalid Rejected after  Shortlisting Withdrawn Rejected after Interview 1 Rejected after Interview 1
  Invalid Rejected after Shortlisting Rejected after Interview 2 Rejected after Interview 2
  Withdrawn   Offer Made Offer Made - Personnel
      Offer Accepted Offer Accepted - Personnel
      Offer Refused Offer Refused
      Rejected after Checks Rejected after Checks
      Withdrawn Withdrawn

 2. PDF Solution

In our last bulletin we provided you with an update on the work to test the central server solution provided by Core to resolve issues some users are experiencing with the production of the PDF shortlisting packs. This work has taken longer than initially expected. The final testing of the new functionality is now taking place, with testing in departments also included in the plan. We aim to be in a position to implement the new functionality in LIVE in May and will communicate further details in due course.

To remind you, once implemented, the dependency on the local desktop will be removed meaning that all users (including those on Windows 7 and beyond), will be able to produce their own shortlisting packs.

In addition, the move to a central server offers the following benefits:

  • The ability to return to other work while the PDF files are being generated. You will receive an email notifying you when the job completes.
  • PDF files are generated overnight for applications once they are submitted, removing the need for you to initiate this. (NB: You can still generate PDFs for individual applications as required.)
  • Should errors occur during the PDF generation process (due for example, the use of unrecognised fonts in the files attached by applicants), both you and the HRIS Support Centre will be notified by an automated email. The support team will create the PDF outside the automated process and then notify you that it is ready for you to include in the generation of the merged pack.

Updates: Process, system and new features

1. Correspondence Module – two new standard email templates

1.1 Rejection Email – Following Appointment of a Priority Candidate

This new standard email template provides a quick and easy way to reject all remaining applicants for the vacancy if a priority candidate is being appointed ahead of the final closing date for a vacancy.

You can use the new template in the same way as existing ones, by going to Tools > Letters on the applicant status screen. The menu option for this template is called ‘REJECT – PRIORITY CANDIDATE APPT’. Note that this is an ‘email only’ template and does not include a letter option.

The template works in the same way as all other recruitment email templates and the same guidance applies also. In particular, please ensure you start by updating applicant statuses for the relevant vacancy carefully, and then select your recipient group based on this; remember to also amend the ‘From’ email address to your departmental recruitment administration email address so that bounce-backs and enquiries from recipients are directed back to you.

If you would like assistance or further information, the HRIS Support Centre will be able to advise in each case what the appropriate systems steps should be.

1.2 Generic Email Template – to be used with Attachments

If you wish to send an update to a group of applicants for a vacancy but find that none of the standard email templates are suitable, this new generic email template may help. The template gives you the flexibility to send out a quick message to all applicants if shortlisting has been delayed (something a number of you have asked for), or any other non-standard message you need to send to one or more applicants.

This ‘email only’ template can be found in the same way as existing ones, by going to Tools > Letters on the applicant status screen. The name of this template is ‘GENERIC EMAIL TEMPLATE’.

The template works in exactly the same way as other recruitment email templates, but the body of the email is a generic simple message only. A personalised salutation is followed by a statement of ‘Please find attached an update regarding your application for vacancy <Vacancy Id> - <Vacancy Name> (the vacancy ID and name will be merged in from your vacancy). The body also includes a generic sign-off and the merged in Department/Unit name.

This template is designed for use with attachments, i.e. you can create a Word or PDF document using your own letterhead if you wish and detailing any information you like – the simplest approach is not to personalise this attachment so that you can attach a single version of your message to the email and then use the ‘Apply to All’ function to attach this to all recipients of your email run. A generic salutation of ‘Dear Applicant’ could be used for the attachment (bearing in mind the email is already personalised), or a memo style (e.g. ‘To All Applicants for Vacancy X ’).

As before, please ensure you start by updating your applicant statuses if required, and filtering your applicant selection for the letter run so that your message is only sent to relevant applicants. Also remember to change the ‘From’ email address to your department’s recruitment administration email address, so that replies from applicants are routed back to you.

If you would like assistance or further information, the HRIS Support Centre will be able to advise in each case what the appropriate systems steps should be.

HRIS User Support Arrangements

HRIS User Group

A second meeting of the HRIS User Group was held on 27 February 2012. The focus of the meeting was to discuss options for accessing information in the e-Recruitment application forms, the HRIS focus on pending recruitment issue log items and an introduction to Broadbean.

Interested in joining this group? We are looking for one or two representatives from the Social Sciences and Humanities Divisions which are under-represented at this group currently. For more information please contact the HRIS Programme team.

HRIS Support Centre

The new HRIS Support Centre is now in place and the team has – in addition to e-Recruitment - started taking on the support of the CoreHR Personnel module as it is rolled out across the University in the coming months.

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

Opening hours: Monday - Friday, 8.30 a.m. - 5.00 p.m.

Guidance and Support

Guidance and updates on e-Recruitment now form an integral part of the Personnel Services website. Full details of the recruitment process and supporting documentation are incorporated in the Personnel Services web pages and a particular page for CoreHR is available including system availability, login, and arranging access.