HRIS Bulletin – April 2015

News and Reminders

Data Quality

How to...?

HRIS v20 Project

HRIS User Support

This Month's Deadlines

News and Reminders

Ensure you provide new starter tax forms

There are a high number of new appointments where a tax form has not been submitted to Payroll (particularly casual workers).  This penalises the individual by deducting the wrong amount of tax from their initial payments.  If your new employee/worker does not hand in a P45 to you when they commence employment please ask them to complete a starter checklist even when they are expecting to receive a P45 from their old employer.

Casual workers – finding employee number and appointment id

Each month the Payroll team receive a number of enquiries from departments asking for employee numbers and appointment ID’s for inclusion on casual payment forms.  These details can be found on the PERDEP01_Staff in Post report.  If casual payment forms are completed by staff who do not have access to this information, please run this report regularly and pass the relevant details on to the staff responsible for completion of the forms.  This will assist the Payroll team by reducing the volume of queries of this nature.

Introduction of new IT Services call management system

As of 20th April 2015, IT Services has moved to a new system for logging and managing IT support calls. Please note however that these changes will affect users of HRIS from 19 May 2015. Users will notice the following as a result of the FrontRange 'HEAT' implementation: 

  • Support notifications, e.g. when you log a new IT support call, will look different
  • Each support call will be assigned a unique reference number that will stay the same until your support call is fixed
  • You will be able to check on the status of your support call via a self-service portal.  We will provide details on how to access the portal in the acknowledgement email for each new support call and these will also be published on http://help.it.ox.ac.uk/

Implications for users of the HRIS Support Centre 

The HRIS Support Centre will adopt the ‘FrontRange HEAT’ system effective Tuesday 19 May 2015, not April 2015.  You will not notice any changes in the way the HRIS Support Centre communicates with you until Tuesday 19 May 2015.  Our contact email address hr.systems@admin.ox.ac.uk and telephone number (2)87900 remain unaffected by the implementation of the ‘FrontRange HEAT’ system.  We will send reminders about this change as we approach Tuesday 19 May.

Please get in touch if you have any questions about this.

Year end delivery

We would like to thank users for their co-operation during the planned downtime periods over the three March Payroll no input days.  The downtime enabled the Payroll team to complete essential year-end tasks and statutory reporting on time, without the risk of additional changes being processed in the system which in previous years delayed them considerably.

Data Quality

Run your data quality validation report

In February the HR Information Team launched a new report called HRINFO01 Data Quality Validation and a companion website providing detailed guidance with links to Quick Reference Guides and other support documents to help you make updates.

If you have not checked your data quality with this report, please do so as soon as possible. You should use it every month to prepare for the HESA Staff Return 2014-15 and keep data quality in your area high.

You can make updates to current appointments and to User Defined Fields (UDFs) on ended appointments yourself (unless you are a user of HRIS Data Services in which case they can do this for you).  However, if you need to amend ended appointments (other than UDF data) this can only be done centrally. If you require any updates to ended appointments, please e-mail the HRIS Data Services team at hrisdata@admin.ox.ac.uk quoting the person reference, post number and change needed, and they will make the changes on your behalf.

From April 2015 we have:

  • Expanded the report to show you all appointments in your area that will be returned to HESA for the academic year 2014-15
  • Enhanced and updated the Right to Work UDF checks within the report. We now validate all Right to Work UDF fields for appointments added since January 2015 (and not before)

The HR Information Team will contact you in the coming weeks to gather feedback and provide assistance with making updates from the HRINFO01_Data Quality Validation report.

Contact us with queries or feedback on the report at hris.dataquality@admin.ox.ac.uk.

April data validations: Target End Date and Employee Status/Employee Sub-Status

The HR Information Team may have contacted you requesting that anomalies in Target End Dates and Employee Status/Sub-Status highlighted by the HRINFO01_Data Quality Validation report are updated urgently.

Please ensure that you have removed all anomalies in these fields by Friday 24th April in order for us to fulfil an internal reporting obligation.

How to...?

...view full allowance details when approving

Did you know that you can see the full details for allowances when carrying out the approval?

From the approval screen there is a ‘View’ button which allows the approver to review the full details which were included when the allowance was created, for example, the costing details (if recorded), details in the ‘Reference’ field etc.

See system steps below:

1.      Navigate to the Approve Salary Amendment screen for the individual

2.      Select ‘View’ (the image has been formatted this way so that essential fields can be viewed on screen)

  

3.       A new window open which shows all the details recorded when the allowance was created:

Allowance Details

V20 will also provide the ability for approvers to see the cost allocations recorded for the salary when approving.

HRIS v20 Project

The pace is picking up!

 v20 JPEG small

During the past month the project has really picked up pace and the project workstreams are now working closely together as the various activities become increasingly interdependent. 

v20 “Production” environment due this month

The technical workstream is focused on the build and delivery of the various environments, the first of which is our “Production” environment which will become the new “Live”.  This is due to be completed at the end of April.  From this point onward any configuration changes (e.g. new fields or screens) that we implement in Live will also need to be created in our v20 Production environment (changes that you make to your data will not need to be duplicated as these will be copied over immediately prior to go-live).  We are therefore, beginning our planning to minimise changes in the current system – we will provide further details next month.

Volunteers needed for testing

While the testing team are busy with regression testing, planning for user acceptance testing (UAT) has begun (see User Acceptance Testing (User Group March 15) (365kb).  We need volunteers from all divisions to undertake hands-on testing of the v20 system, using realistic scenarios. Your v20 Project Representative will be contacting users in your area very shortly to request volunteers for UAT.  This is an essential phase of the project to ensure that users are able to test their own scenarios and have confidence that the upgraded system is still fit for purpose. Please take the time to get involved if you can!

Separate arrangements are being made for users of the Training Administration module.

Project webpages now live

We now have a set of webpages dedicated to the v20 Project, which can be accessed via the v20 logo on the Using HRIS landing page. The pages contain details of the project representative for your area, copies of relevant presentations slides, and details of the benefits that the project will deliver. We will continue to develop these pages to include videos of key functionality changes and information about briefings and training as we get closer to go-live.

If you have any feedback on the new webpages, or any questions about the project that are not answered by the information provided, please contact us at HRIS@admin.ox.ac.uk

HRIS User Support

Updated QRGs

Please note the updated QRGs below. Some further updates are planned for next month but (legislative changes accepted) these will be the final set of updates ahead of the v20 implementation.   

PA2q Setting up a Non-Employee (e.g.Vistor) (533kb) Updated to include guidance on the correct post to select from the Posts tab and entering multiple phone numbers. We have also added a note reminding users that this guide should be followed when setting up non employees on a Tier 5 visas.
PA2p Marie Curie Fellows and Researchers (263kb) Updated to include guidance on staff classification.
PA6 Managing Casual Workers (160kb) Updated to include casual teaching, updates to right to work and the new casual payroll form.
PA5 Working Overseas (167kb) Updated to include guidance on recording right to work data.
PA10 Maintaining Right to Work Data (227kb) Updated to include guidance on recording right to work for employees working overseas.
CH10 Family Leave (734kb) Updated to include guidance on the effective date to use when an employee resigns during mat/adoption leave.

QRG survey - help to direct future format

In preparation for the v20 upgrade later this year we are reviewing the format of our Quick Reference Guides and would like your views. We have prepared a short questionnaire using Survey Monkey which can be accessed using the link below. The more feedback we have from users the better, so we would be very grateful if you can take the time to complete the survey. It should only take a few minutes to complete.

As part of the survey you will be asked to review a proposed new format for some simple procedures, see QRG with multiple columns sample (88kb) as an example.  Follow the link https://www.surveymonkey.com/r/QRGfeedback to complete the survey, the deadline for completion is close of business on 19 May 2015.

Updated Core templates

1. Conditional offer letter – version 2.3 April 2015

  • The template has been updated, as follows:
  • The main letter now only contains the information related to the employee’s new appointment, e.g. terms and conditions specific to them.
  • New condition has been added for posts that require a driving licence.
  • New prompt for variable hours employees to include the hourly rate of pay.
  • Wording slightly amended throughout.
  • An enclosure document (part of the template) has been created to collate information relevant for new starters. It includes information such as details of the University’s pension schemes, public transport schemes, induction programmes etc.

2. Change in working hours template – version 1.1 April 2015

The template letter has been updated as follows:

  • The paragraph on retirement has been removed.
  • The start date is no longer an auto-populated field, but is now a ‘fill-in’ prompt instead. This is because it was identified that the wrong start date was being pulled through from Core, which related to the start of the appointment, rather than the start of the allowance.
  • A new optional paragraph has been added for changes that have been agreed on a temporary basis.
  • A new paragraph has been added to include salary details.

3. Fixed-term contract extension letter template – version 2.1 April 2015

The prompt question for a paragraph to be included in cases where the extension is being issued for less than six months and where the end of fixed-term contract process has already started with the employee has been rephrased to make it clearer when the user should answer ‘Y’ to this prompt.

How to update the templates

Follow the instructions for saving the templates on the Personnel Services website.

You will need the Personnel Services username and password to access these documents - if you don’t know them, please e-mail personnel.services@admin.ox.ac.uk, including your contact number in the email, and a member of the team will telephone you with the details.

NB Please refresh the web page (Ctrl + F5) to ensure you are looking at the latest version of the templates. Please also check the version number and the date in the footer of the document to ensure you are looking at the correct version.

If you have any issues downloading or generating any of these documents, please contact the HRIS Support Centre.

Planned downtime – Tuesday 28 April, 1-8pm

As detailed in our e-mail to all users on 14 April, CoreHR will be unavailable on Tuesday 28 April from 1-8pm.

This is the last in a series of planned system downtimes required to complete essential work for the release of year end fixes, and to prepare for HESA and HMRC returns and the v20 project.

This downtime will affect all back office users of CoreHR, across all modules including applicants. A message will be placed on the jobs and vacancies web pages to inform applicants of this.

Bank holiday support

The HRIS Support Centre will be closed on both May Bank Holidays i.e. from 5.00 p.m. on Friday 1 May 2015 until 8.30 a.m. on Tuesday 5 May 2015 and 5.00 p.m. on Friday 22 May 2015 until 8.30 a.m. on Tuesday 26 May 2015.

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: May Payroll

Please also refer to the May 2015 Payroll Cycle Diagram (14kb)

DATE(S) DEADLINEEXPLANATION 
Wednesday 22 April - 6pm April 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 April's payroll run.
Thursday 23 and Friday 24 April No user input Two clear working days are required during which users cannot enter data, to enable the payroll to be run (reporting, e-Rec and Staff Requests are unaffected).
Friday 1 May Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 6 May. 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).
Tuesday 5 May Casual Payments Deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Thursday 7 May 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.
Thursday 7 May Support Requests for May 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.
Monday 11 May - 6pm May 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.
Wednesday 20 May May 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.