August HRIS User Bulletin

Key Dates and Deadlines

News, Updates & Reminders for Personnel Users

News, Updates & Reminders for Recruitment Users

Decommissioning OPENdoor

HRIS User Support Arrangements

Key Dates and Deadlines

Payroll & Staff Request cut-off Dates for Personnel Users

Payroll deadline Monday 10 September An overview of Payroll deadlines (which from 1 August 2012 apply equally to casual workers) can be found on the Finance website.
Staff request deadline

Monday 3 September

For staff requests which do not require grading, any requests received by 5 pm on 3 September will be processed by midday on 6 September. Staff Requests received after 3 September are not guaranteed to be processed by the payroll deadline. The usual turnaround timings for gradings apply (ten working days).


Scheduled HRIS downtimes - Payroll Project

In preparation for the implementation of the main Payroll module in October, we will need to take the system down for data loads and other items. We aim to do this out of core working hours, on the same day each week, so as to cause minimal disruption. Please be aware that the system may be unavailable after 5pm on Tuesdays in September and October.

 We will inform you of these scheduled downtimes in advance and apologise for any inconvenience caused.

News, Updates & Reminders for Personnel Users

Updated Quick Reference Guides

A number of quick reference guides have been updated this month. Details of the changes are shown on the ‘post its’ at the front of each guide, and summarised below where the same change has been made on several documents.

The Processes & User Guide pages have also been updated with sub-sections and version numbers for reference, to make documents easier to find.

New Starters

A number of important changes have been made to the New Starter Guide, refer to the What's Changed 'post it' for further information:

Pre-Arrival, Appointments and Non-Standard Appointments

Category guidance has been updated and a note regarding Paygroup hours added to these guides:

 Staff Requests

These guides have been aligned with removal of the Recruitment Protocol. Category guidance has also been updated:


A number of important changes have been made to the following Changes Guides, refer to the What's Changed 'post its' for further information:

Please note that links are provided to the current version of these guides at the time of going to press. As a reminder, we update the Quick Reference Guides on a regular basis and announce when guides are revised via this bulletin. Please ensure you make use of the latest version of the guides by referring to the Processes and User Guides section of the Personnel Services website. We are always happy to hear of any queries or suggestions for improvement you may have.

Personnel Reports - New Summary Page on the Website

A new interim reporting page has been added to the CoreHR area of the Personnel Services website. This page details the reports that are currently available to Core Personnel users. This section will be expanded to become a Reports library over the next few months.

2011/12 HESA Return - an update from PRAS

Many thanks to departments for their help in completing the HESA return.  In this first year of HRIS, the team in PRAS has been working with data as it emerges from the system, and so we may have to come to departments more than once with requests for missing data, as we ourselves become aware of it. 

Please be reassured that we are reviewing arrangements for regular data monitoring in future, in order to reduce the burden at year end and minimise the inconvenience to you. Thank you for your time and patience in helping us with this introductory year.

News, Updates & Reminders for Recruitment Users

Central PDF Solution

The central PDF server was implemented on Wednesday 8th August. This means that all e-Recruitment users will now be able to generate and merge applications, including those with Windows 7 PC’s.

Please note that there are subtle changes to the way in which you use the new service. These changes are highlighted in the revised QRG (REC03) which you can find at

Decommissioning OPENdoor

Decommissioning OPENdoor

The HRIS Programme team is making preparations to decommission OPENdoor. OPENdoor will not be switched off until we are certain that all aspects of the system are replaced appropriately within CoreHR. Where legacy data is still required, arrangements will be made to ensure that this data remains accessible even if that is achieved via alternative means.

To ensure we replace all aspects appropriately, OPENdoor users were sent an email from the OPENdoor Support Centre on Tuesday 14th August to review a list of OPENdoor functionality. If you are an OPENdoor user and you haven’t been able to check this list just yet, your assistance will be much appreciated. 

If you would like more information or have particular concerns, please email

HRIS User Support Arrangements

HRIS Support Centre

Contact details for the team are: or tel: 01865 (2)87900.

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