December HRIS Bulletin

News and reminders

Data Quality

Projects Update

HRIS User Support

This Month's Deadlines

News and reminders

August 2015 non-clinical staff pay uplift

As set out in the Personnel Circular PERS(15)07, and detailed in last month’s Bulletin, the August 2015 revision of university salary scales for all non-clinical staff will be implemented in the January 2016 payroll.

New apprentice grade

The University is employing an increasing number of apprentices. Apprenticeships can last for up to four years and staff employed as apprentices follow a set path of salary progression.

In order to clearly illustrate apprenticeship salary progression and streamline the administration of the process in CoreHR, a grade solely for the use of apprentices is being introduced. The new apprentice grade (01A Apprentice Grade) should be used from 1 January 2016. Departments with existing apprentices will be contacted in December with information about how these members of staff will be assimilated to the new grade. CH13 Handling Apprenticeships (221kb) and the University Apprenticeship guidelines will be updated to reflect the new process.

Further information on the University of Oxford Apprenticeships is available at: http://www.apprenticeships.ox.ac.uk/.

Transfers after the payroll deadline

A reminder that if you are transferring an employee and commencing the appointment after the payroll deadline, and the effective date of the transfer is during the current payroll month or earlier, you must inform your payroll administrator before the supplementary deadline. If you do not notify payroll the employee will not be paid from the start of the new appointment. 

This applies to transfers within the department and transfers between departments.

Job description template updated

The job description template has been updated to provide wording for departments to include if they choose to use the new application form with inbuilt supporting statement and also to advise all applicants to save and upload any attachments as PDF files. Please ensure you use the latest template and include the appropriate guidance for applicants on what to attach, according to the application form used.

Update on the recent malware incident

Following the recent malware incident earlier this month, IT Services have confirmed that the major incident is now closed. In total 231 user accounts and PCs were affected, of which four were HRIS users. Overall this represents a low rate of infection and clean-up procedures that were put in place to address this have proved effective. A review of the incident has been held to identify improvements to the response which can be implemented in the case of future incidents.

User awareness and safe working practice have been key to limiting the impact of this malware on the University. We are grateful to everyone for assisting in this, and ask that you continue to be vigilant for future malware of this sort.

Staff Request processing delays

Some users may be aware of a delay in the processing of staff requests since going live with v20 of CoreHR. This delay has been caused by a small number of staff request email notifications being sent to the reward team with no content which has meant that identifying which staff request the email relates to has been difficult and time consuming.

Core have established that the cause of these blank email notifications is where the multiple advertising sources have been entered in the "Advertising Details" section of the staff request.

A fix to this issue will be made available in the next minor release of CoreHR which will be implemented in the first half of 2016. In the meantime, we are requesting that users please refrain from completing the "Advertising Details" section when completing the staff request and instead complete the advertising details against the vacancy only.

Data Quality

HRINFO01_Data Quality Validation Report

Please ensure that you run the HRINFO01_Data Quality Validation Report and clear all anomalies by Friday 15th January 2016.

The HR Information Team will be assessing data quality for many items from the 18th January and contacting departments where anomalies are identified. We recommend that you run the report and make updates monthly as part of your business-as-usual processes to ensure that this task remains manageable.

Recruitment monitoring data for Athena Swan - a reminder from the Equality and Diversity Unit.

The Equality and Diversity Unit (EDU) no longer provides annual reporting on recruitment monitoring (RM) by gender in support of Athena SWAN. You can now run your own RM reports, as frequently as you would like, using standard report RECDEP41_Applicant and Vacancy Detail.

Accurate RM data is critical to the success of a departmental Athena application and it is the responsibility of departments to ensure that the underlying data on recruitment is accurate and up to date. Don’t forget to update applicant statuses throughout the recruitment process, to reflect the progress of each individual applicant. At a minimum, the following applicant statuses must be used:

  • Applied (automatically applied by the system)
  • Shortlisted (manually updated by the recruitment administrator)
  • Offer Accepted Personnel (manually updated by the recruitment administrator)

For guidance on updating applicant statuses please refer to REC00 Recruitment Basics (379kb) .

Please ensure postcodes are accurate and up to date

The HR Information team is increasingly being asked to produce reports including a staffing profile by home postcode in support of projects looking at travel to work initiatives for example. To ensure the accuracy of reporting it is important that employees’ address details have been entered accurately and in full in CorePersonnel. Postcodes are frequently entered incorrectly; either in the wrong field, in the wrong format or in some cases missing altogether. To assist in ensuring that we have accurate postcodes for all staff, please take note of the following points:

  • Where an employee’s personnel record is derived from their applicant record, please check that the postcode has been entered in the correct format and update it to appear across the two fields if required.
  • When you receive the New Starter Data Collection form from any new starter, please check the home address and update CorePersonnel if applicable.
  • The correct format for any postcode is AA1(1) 1AA. Oxfordshire postcodes are frequently entered incorrectly as 0(zero)X not OX.
  • All postcodes must be entered into the postcode fields and not in address lines 1 to 5.
  • The Royal Mail offer a free online postcode checking service. If an employee has not provided a postcode or you are unsure if it is correct please check via the following link http://www.royalmail.com/business/find-a-postcode.

Projects Update

HRIS v20 Project: your feedback please

Now that we are live with v20, the HR Systems Steering Committee is seeking feedback on the upgrade project. The approach to maintaining and updating the CoreHR software is changing and we expect to run upgrade projects more frequently in future, albeit smaller in scale than on this occasion. A range of interested parties including IT Services, the project team, the HRIS User Group, the supplier and CoreHR users are being asked about their experience of the v20 project and the final switchover. 

The HRIS v20 Project went live on time, within budget and was delivered to scope. We want to know however, from a user perspective, what would improve the upgrade process further. To this end, we are inviting you to complete a short survey.  The results will be compiled into an anonymised report for the HR Systems Steering Committee and will inform the approach to future projects. We will also provide a summary of the findings in a future edition of the HRIS Bulletin.

Please note that the focus of this survey is the user experience of the v20 Project in terms of communication, training and implementation, not the system functionality delivered by the upgrade.

The survey will be open until Friday 12 January. Please follow this link to take part: https://www.surveymonkey.co.uk/r/HRISv20

Thank you for your assistance.

Service Continuity Project

The Service Continuity Project is underway and due for completion in February. The aim of the project is to develop and test service continuity plans in the HRIS QA and live environments, putting in place/recommending any changes to significantly reduce the likelihood of an extended outage of the service.

This is a technical project that is essential to ensure HRIS service continuity. The test will require two days of service downtime which is currently planned to take place on the 26 and 27 January. We will confirm the details by email early in the new year.

HRIS User Support

New Head of HRIS Support Centre

Susanne Hemmerich has been appointed to the new role of Head of HRIS Support Centre from the beginning of December, reporting into Anne Harkness, Head of HR Systems. In this role, Susanne will be responsible for day-to-day operations of the Support Centre, including the HRIS Data Services team, and will act as a point of escalation for any Support Centre related queries. The updated team list can be found here.  

Anne Harkness will move on to a new role of Head of HR Operations from January next year, and will continue to retain strategic oversight of HR Systems in this role.

 

CONNECT users (UAS and Bodleian) – update to Internet Explorer 11

Internet Explorer 11 (IE11) is now available for UAS and Bodleian CONNECT users to self-install. CONNECT users will receive an e-mail from IT Services this week inviting them to install IE11. If users have not self-installed by 4 January the application will be installed automatically.

We have tested CoreHR v20 with Internet Explorer and no issues were identified. If you do encounter any problems when using CoreHR in IE11 please contact the Support Centre in the first instance.

Remember to check the Known Issues webpage

Don’t forget that ongoing system issues and bugs are detailed on our Known Issues webpage which is regularly updated. Please check this page before reporting any issues to the helpdesk.

Christmas closure arrangements - reminder

The HRIS Support Centre will officially be closed from 5pm on Wednesday 23rd December 2015 until 8.30am on Monday 4 January 2016.

Telephone support will be unavailable throughout this period, however, a skeleton staff will be available until 4pm on Thursday 24 December to support any urgent queries received by email to hr.systems@admin.ox.ac.uk that day. We will respond to all other queries as quickly as possible after our return on Monday 4 January 2016. Priority will be given to resolving queries raised by applicants over the Christmas period.

Support for job applicants

A message will be placed on the University’s Jobs and Vacancies webpages advising applicants of the office closure over the Christmas period with the dates as above. Behind the scenes, we will be monitoring the use and availability of the online recruitment system.  

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: January Payroll

Please also refer to the January 2016 Payroll Cycle Diagram (14kb)

DATE(S) DEADLINEEXPLANATION 
Tuesday 15 December - 6pm December 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 December's payroll run.
Wednesday 16 to Friday 18 December No user input Three 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).
Monday 4 January 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 January. 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 January 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 January 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 January Payroll Related Support Requests for January 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 January - 6pm January 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.
Thursday 21 January January 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.