February HRIS Bulletin

Important - for action/attention this month:

Update to offer letter

Change to timing of supplementary payroll deadline


How to...?

Data Quality

Projects Update

HRIS User Support

This Month's Deadlines


Update to offer letter

As per e-mail sent to all users on 6 February:

As of 1 January 2014 restrictions on Bulgarian and Romanian nationals’ rights to work in the UK no longer apply. The Work Permits website has been updated to reflect this change, as has their document ‘List of documents confirming entitlement to work in the UK’.

This document also forms part of the conditional offer letter which is available to generate from Core.  As the offer letter is customised with individual department letterheads and is located on the C:\ drive of individual users, the most straightforward way of updating it is for users to apply the change directly to the document, by following the steps below.

How to update the offer letter template

  1. Locate and open the document:  C:\Coreapps\PERS_CondOfferStd_v2.doc (note – you will need to click “Yes”/ “OK” to the messages that appear when you open the document).
  2. Within the “List of documents which are acceptable for confirming entitlement to work in the UK”, find the section entitled “Information for Nationals from the European Economic Area (EEA) and Switzerland”.
  3. Remove the current paragraph and replace it with the new paragraph, as shown at the bottom of the e-mail circulated on 6 February.
  4. Ensure that the formatting (font, font size, alignment etc) of the new text is consistent with the rest of the document.
  5. Save the updated document in the same location and with the same filename as the previous version – i.e. overwrite the old version.
  6. Ensure that the above steps are carried out for each user’s version of the document.

For ease and speed of updating, we have not amended the version number of the document within Core on this occasion. Therefore you can use the updated version immediately by selecting the same option (Conditional Offer 1) on the Letters menu within the Appointment screen (PER620) as usual.

If you have any queries regarding this, or encounter any difficulties when making the change, please e-mail HR.Systems@admin.ox.ac.uk

Change to timing of supplementary payroll deadline

With effect from February, the supplementary payroll deadline will be brought forward by half a day i.e. to be 6pm on the day preceding the previous 12 noon deadline.  This is in order to provide the Payroll Team with more time to identify and resolve any issues before the Payroll is run.  The Payroll Cycle document has been updated to reflect this.

New report - Reward and Recognition Scheme eligibility

PERDEP11_R&R Eligibility: Designed to assist you in identifying those staff within your department(s) who may be eligible for consideration under the University’s Reward and Recognition Scheme.  

How to...?

Request a new cost allocation code in Core

A new Payroll Cost Allocation form has been created, which should be used to request the creation of payroll cost allocation codes in R12 Oracle Financials, for salary costings in Core.  The form can also be used if you wish to extend the number of cost centres for which a Source of Funds can be used within Core.

Full details of how to do this are included on the Guidelines for Completion tab of the form.

Once your form has been processed by the Financial Reporting Team, you will receive an e-mail to confirm that the payroll cost allocation code has been set-up. Once created in R12 Oracle Financials, the new payroll cost allocation code will be available in Core the following day.

Data Quality

Implementing the Associate Professor title in Core

Arrangements have been made for work to begin in March to consider how best to implement the new title in HRIS.  Particular attention will be given to ensuring that the systems to which job title information is passed, are not adversely affected by any changes made in CoreHR.  Also to be considered is the requirement to hold information about employment and funding arrangements which to date have been conveyed by the historic job titles.  More information will follow in due course.

Update from the HR Information team – monthly data validation has begun...

As you will have seen from previous HRIS and Personnel bulletins we have now started on our monthly data validation routines in CoreHR.  As our plan develops we can see a few areas where we are unable to validate information and highlight anomalies to you:

Absence where pay is not affected

Are you recording all instances of maternity leave in your area?  It is almost certain that maternity leave taken beyond the initial six months full-pay is being recorded for pay purposes, but for anyone who only takes six months full-pay, are procedures in place to ensure that these instances are being picked up as routine and entered to Core?  If not, this will impact on your maternity information reportable in Athena Swan or Gender Charter Mark for example.

Recording the start of full-pay maternity is straightforward in Core, and details are provided in section A of the QRG CH10: Maternity, Paternity or Adoption Leave.

At the end of the maternity leave, the employment will either cease (e.g. resignation or redundancy) or the employee will return to work.  Both scenarios are also covered in the QRG CH10: Maternity, Paternity or Adoption Leave.

Confirmation of gender where title is Prof or Dr

Are you double-checking Core gender for new starters?  Centrally we can identify anomalies and highlight these to you where certain titles and gender combinations are anomalous, e.g. Title = Mr and Gender = Female.  However, we cannot develop reporting logic to cover anomalies where title is Prof or Dr - for these records you will need to undertake your own manual checks in Core.  If you have not been undertaking these checks routinely we would suggest you complete a check of all your current records as a starting point (run the Staff in Post report and manipulate in Excel to highlight gaps/mismatches in gender and title) and, on an ongoing basis, ensure that data for new starters is accurately recorded.

New M1 Form: Message from the Equality and Diversity Unit

The University has introduced a new form for capturing equal opportunities data from applicants to all vacancies not handled through Core HR, including academic appointments and direct appointments (form M1). It is vital that we collect such data, to monitor applications by protected characteristic (ethnicity, gender etc).  To download the new form and for more information on the process please visit: www.admin.ox.ac.uk/eop/recruitmentmonitoring/checklist/

Projects Update

Closure and evaluation of the HRIS programme

The final pieces of work being funded by the HRIS Programme are underway.  Absence management is being implemented for the small number of departments which made use of that functionality in OPENdoor.  The decommissioning of OPENdoor will be the final activity.  Users of the historic payroll costing information held in OPENdoor will be contacted before Easter to advise of the new arrangements for accessing that data in future.  Until then, OPENdoor and the data therein continues to be available as normal (see following section).

Evaluating the work of the HRIS Programme has begun and all departments have had opportunity to feed into this process via their HRIS User Group representatives.  This feedback is being incorporated in the overall evaluation which will be considered by the HR Systems Steering Committee at its meeting on 12 March.  For more information please contact your user group representative in the first instance.

A further note on OPENdoor

Following on from the above, users will be aware that this system and its infrastructure is old and availability of the system is sometimes disrupted.  All best endeavours are made to maximise availability of the system and a copy has been taken of all the historic payroll costing data and placed in a data warehouse to ensure this information is protected.

HRIS User Support

Password reset policy

Following an internal review we have identified a need to tighten our security procedure for issuing passwords.  With immediate effect, all password requests should be emailed to the HRIS Support Centre with the Subject “Password Reset Request”. All password reset emails will be given priority (providing the email is received within HRIS Support Centre opening hours).

If a request for a password reset is received via a method other than email, we will request your Core Login Name and University Card number as a security check.  This replaces any previous methods of confirming identity via telephone.  Where a University Card number cannot be provided you will be asked to email your request to the HRIS Support Centre.

Please note that we will still be able to unlock accounts over the phone without a further security check, but if it becomes clear that you have forgotten your password during the process of the call then the above process will apply.

Review of user access

During the month of March each HRIS Guardian will receive a User Access report that details the access of each HRIS user within their department.  This is part of a standard biannual review of departmental user access, which is consistent with good practice and enables all HRIS Guardians to be confident that access to CoreHR for their department(s) is appropriate and current.

If, upon viewing the report, a Guardian wishes to change a user’s access, they will need to submit a User Access Form specifying the exact access that needs to be implemented or changed.  Once complete, the form should then be forwarded by the Guardian to the HRIS Support Centre.

Further details on the review process will be provided to HRIS Guardians by e-mail shortly.

HRIS User Group

The HRIS User Group met on Wednesday 12 February.  The primary focus of the meeting was the HRIS Programme evaluation. The group received a verbal summary of the responses from each of the divisional consultation meetings, full details of which will be considered at the next meeting of the HR Systems Steering Committee.  An update was also provided on current project activity, including the plans for the forthcoming upgrade.  The minutes of this meeting will be posted on the HRIS webpages soon.

Review of standard reports provision

At the October meeting of the HRIS User Group, volunteers were sought to be involved in a review of existing HRIS reports.  The purpose of the review is to establish if the coverage meets existing requirements and identify where additional standard reports of relevance to a large proportion of recruitment or personnel users might be needed.  The review group will meet on a monthly basis and will begin by reviewing some of the existing reports identified by the group as key to effective HR business processes. Once the review of the reports themselves is complete, the group will conclude by reviewing the support available for reporting, including the QRG, training and information available on the website. If you have any feedback or suggestions regarding the current reporting provision, please speak to your HRIS User Group representative.

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: March Payroll

Please also refer to the March 2014 Payroll Cycle Diagram (13kb)

Thursday 20 February - 6pm February 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 February's payroll run.
Friday 21 and Monday 24 February 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).
Monday 3 March Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 6 March. 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).
Wednesday 5 March 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 6 March 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 6 March Support Requests for March 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 10 March - 6pm March 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.
Friday 21 March March 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.