August HRIS Bulletin

News

How to...?

Data Quality

Projects Update

HRIS User Support

This Month's Deadlines

News

New Right to Work screen – reminder to update

As detailed in our recent e-mail to all users, the updated screen for recording Right to Work information is now available for use.  A new quick reference guide PA10 Maintaining Right to Work Data (227kb) has been created to provide guidance on how to complete the screen.

As communicated in the Immigration and Right to Work training over the summer, completion of the CoreHR screen for Right to Work is mandatory. Please ensure the screen is filled out for all new starters and all existing staff/workers who hold List B Right to Work documents (including Tier 2 and 5 sponsored migrants) if this information had not previously been entered into the system.  The Staff Immigration Team will be running reports to ensure compliance with this requirement.

If you have any queries regarding these changes to CoreHR, please contact the HRIS Support Centre in the first instance.

Casual payments form updated

The casual payments form has been updated to reflect the 2% pay uplift effective from 1 August 2014. Please ensure that you use the new form with immediate effect.

How to...?

…deal with failures in the generation of shortlisting forms

The most common cause of problems generating shortlisting forms is the presence of diacritics (accents) in an applicant’s on-line application.

When running the shortlist form, if Core detects a diacritic in an applicant’s record it will normally stop the mail merge generation and the applicant’s record will be highlighted in the Applicant Status screen.  To address this, click the Applicant Detail button to display the Applicant Personal Details screen.  Amend all diacritic characters to standard text characters and press Save. Exit to the Applicant Status screen and select the Search button to refresh the data.  Now attempt to generate the shortlist form again.  If Core detects any further diacritics, repeat the process above until the shortlisting form generates.

If this does not resolve the issue please contact the HRIS Support Centre for assistance.

We understand from CoreHR that the forthcoming upgrade will address this issue.

Data Quality

Reward and Recognition Scheme – updating Core

If you have not already done so, please update the Reward and Recognition Scheme UDF with details of all staff who were nominated for an award. provides details of how to complete the screen.

We are currently finalising a report that will enable you to analyse the nominations and awards by grade and gender. This report will also be used centrally for monitoring purposes but will only be comprehensive and accurate if the data is fully complete.

To facilitate accurate monitoring, please ensure CoreHR is fully up to date by 12 September.

Projects Update

v19 Upgrade - Business Process Reviews

During July, our software supplier CoreHR (formerly Core International), visited the University to begin discussing the implications of the upgrade.  The focus of the three day visit was on identifying the new functionality offered by the upgrade and the potential impact on our HR business processes.

Each session was attended by representatives from the HRIS Support Centre, relevant central teams such as Payroll and the HR Information team, as well as a representative from the HRIS User Group.

We will now build on the information acquired though these sessions to formally plan and initiate the project.  Look out for further details in the Bulletin over the next couple of months.

HRIS User Support

Enhancement request process – further details now available

The HRIS user enhancement request process was launched last month and the list of existing requests under consideration was published on the Using HRIS webpages. The list has now been updated to include a further column which indicates the request may be met by the project to upgrade CoreHR to version 19.  Please note, this information is provided based on our current understanding of what the upgrade will provide (obtained by initial consideration of the CoreHR release notes and not yet tested in the system).

We are working to provide further information, to include the status of each request and, where they have been agreed for action, the timescales for addressing them.

Since the new process went live we have received six new requests from users.  These requests will be considered at the next HR Systems Evaluation Group meeting due to take place in early September and included on enhancements log when it is updated ahead of the September Bulletin.

Updated QRGS and support documents

Updated:

List of Job Titles in CoreHR (49kb) – updated to include Associate Professor.

Allowance Guide (119kb) – updated to include the new allowance (AP with Professorial Title) for additional salary payment to Associate Professors who are conferred Professorial title. 

User Access Report for HRIS Guardians

On the 29th July, the report SECSUP53 – User Access Report was shared with HRIS Guardians within Discoverer. This report has been designed to enable Guardians to review the access arrangements to HRIS for users based within their area of responsibility. Thank you to all Guardians who have already reviewed their data and emailed their confirmation of this to the HRIS Support Centre.

If as a Guardian you are still to review the report, this is a gentle reminder that the deadline for running the report and reviewing the access is the 15th September. Thank you for your co-operation.

Bank holiday support

As detailed in our e-mail of 6 August, the HRIS Support Centre will be closed on the August Bank Holiday i.e. from 5.00 pm on Friday 22 August 2014 until 8.30 am on Tuesday 26 August 2014. On Monday 25 August there will be no support available to applicants. Please ensure that you do not set up any new vacancies to close on either Monday 25th or Tuesday 26th August. 

HRIS Governance

The dates of the meetings of the HRIS User Group and HR Systems Steering Committee for the academic year 2014/15 have been updated on the Using HRIS website.  Minutes of the HR Systems Steering Committee have also been uploaded.

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 2014 Payroll Cycle Diagram (20kb)

DATE(S) DEADLINEEXPLANATION 
Wednesday 20 August - 6pm 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.
Thursday 21 and Friday 22 August 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).
Wednesday 3 September Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Monday 8 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).
Friday 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.
Monday 8 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.
Monday 8 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.
Wednesday 10 September 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.
Monday 22 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.