February HRIS Bulletin

News and Reminders

How to...?

Data Quality

Projects Update

HRIS User Support

This Month's Deadlines

News and Reminders

Planned downtime for tax year-end - 23 and 24 March - all modules

As outlined in our e-mail of 16 February, we are currently preparing for tax year-end. Each year this requires software to be tested and applied to the system to ensure that the University can fulfil its statutory payroll reporting obligations. The Payroll team need to be confident that all statutory year-end reporting can be completed accurately and on time. 

To achieve this, it is necessary to schedule a period of system downtime. This downtime, which will affect all back office users of CoreHR and applicants using e-Recruitment, will take place on Wednesday 23 and Thursday 24 March inclusive – immediately following on from the standard “no user input period” for Personnel users. 

Implications for users

  • Recruitment: A message will be placed on the jobs and vacancies web pages to inform applicants of the downtime. Please ensure that when placing new vacancies you avoid closing them on these dates.
  • Staff requests: The Reward Team will not be processing staff requests during the period Tuesday 23 to Monday 29 March inclusive (this includes the Easter closure period). Please take this into consideration when planning your recruitment activity.
  • Payroll costing report: It is likely that the payroll costing reports will be distributed slightly later than usual. However, we expect to be able to meet our commitment to providing these within three days of completion of the payroll run.

 If you have any questions regarding this downtime, please do not hesitate to contact us. Thank you for your cooperation. 

Reward and Recognition Scheme

Following the launch of this year’s Reward and Recognition Scheme, we wanted to remind you of the process and mechanisms for recording and reporting on nominations and awards made under the scheme.

All nomination and award information must be recorded in the relevant UDFs in CorePersonnel. The primary purpose of capturing this information is to allow for local and central data analysis in relation to the scheme. This is only possible if all nominations and awards are entered into Core. 

Please note the following:

  • A new UDF should be created for each nomination under this year’s scheme. If the employee also received a nomination under the 2014/15 scheme (for either a recognition payment or an award for excellence) you must end the existing UDF when you add a new one. It is crucial that you adhere to the guidance in QRG CH26 Reward and Recognition Scheme regarding the UDF start and end dates to ensure accurate reporting.
  • Departments who submit form(s) to the Data Services team to enter recurrent awards in CorePersonnel must still complete the relevant UDF (unless you are a Data Services user in which case we will contact you separately about the process for providing data).
  • If an employee was awarded a recognition payment after being nominated for an award for excellence you should complete the ‘R&R Awards for Excellence’ UDF only - do not also complete the ‘R&R Recognition’ UDF.

We have made some slight changes to the QRG to emphasise these points. The guide also covers notifying Payroll of the awards made (unchanged from last year) in addition to a step-by-step guide on completing the UDFs.

We are in the process of updating the report PERDEP47_R&R Scheme Monitoring, which will be ready for use by April at the latest.

EJRA declaration in e-Recruitment

As many of you will be aware, a new declaration on the University’s employer justified retirement age (EJRA) policy is now included in the online recruitment application form.  The two new mandatory statements  will appear to applicants under the ‘Additional Questions’ section of the application form, which all applicants will have to acknowledge, as follows:


Departments will need to check the answers to these statements once they have carried out the shortlisting, and before inviting candidates for an interview.  The EJRA policy applies to employees only within posts at grade 6 and above.  For further details please view the full policy and procedure at: www.admin.ox.ac.uk/personnel/end/retirement/revisedejra/.  Please also remember to use the latest job description template when advertising jobs, to ensure that the current wording on the University’s EJRA and other employment-related matters is included.

Position type on staff requests

Please ensure that you refer to the Staff Request and Contract Decision Matrix when choosing a position type for your staff request. The Reward Team have advised that they are seeing an increasing number of staff requests where this information is incorrect or missing. This may result in your request being delayed or rejected.

We have recently identified that Position Type has not been set to mandatory since we went live with v20. This has now been corrected so it will no longer be possible to submit your staff request without completing this field.

Updates to contract templates (Clinical and Apprentice)

1. Please note the Clinical Contract templates have been updated in light of the upcoming changes to the registration requirements for nurses. The paragraph on the ‘registered nurse posts’ has been revised as follows:

Your employment under this contract is conditional upon your continuing to hold a valid certificate of registration with the Nursing and Midwifery Council (NMC). In the event that your registration is withdrawn or lapses at any time the University reserves the right to treat your employment as suspended (such suspension to be without payment at the discretion of the University), until such time as your registration has been re-established. In the event that your registration is not re-established, the University will take such steps as necessary to terminate your employment and where appropriate advise appropriate external bodies of the change in your clinical and/or employment status. In addition, should a complaint be raised with the Nursing and Midwifery Council (NMC) about your professional conduct (including clinical practice) the University may at its discretion suspend your contract of employment (with/without pay) until such time as the Nursing and Midwifery Council (NMC) has considered the matter and delivered its judgement accordingly and in the event that the Nursing and Midwifery Council (NMC) upholds any aspect of the complaint the University will take such action as it considers appropriate in the circumstances including the termination of your employment.

2. The Apprenticeship Agreement template (previously referred to as the ‘apprenticeship contract template’) has been revised and updated throughout. The primary changes relate to the new Apprentice Grade and the progression within the grade.

How to...?

…easily identify priority candidate applications

Once you have generated the merged PDF pack for your recruitment process, you can quickly identify priority candidates as follows:

1. Press CTRL and F on your keyboard and enter “priority” in the ‘Find’ window

 priority candidate  1

2. Press Enter or Return on your keyboard
3. If a match is found, after reviewing the details, click on ‘Next’ to check for any further instances
4. If no matches are found, the following message will appear:

priority candidate  2

Data Quality

HRINFO01_Data Quality Validation Report

Please ensure that you run this report every month as part of your business-as-usual processes. This report validates 2015-16 HESA data. Thank you to everyone who met our deadline and cleared errors for this report in January. Please email the HR Information team on hris.dataquality@admin.ox.ac.uk if you have any queries about the report.

Highest qualification held

The HR Information Team will soon send out information to departments that have missing “highest qualification held” records for some employees. The email will contain details on how to add the data and where to find guidance.

Entering project codes in the Cost Allocation screen

When entering cost allocations where the pay is being costed to a Project, remember to enter ‘CCPROJ’ in the Cost Centre field (see example below).  Payroll has advised us that they are seeing an increasing number of instances where incorrect details such as the department default GL code or zeros are being entered into this field. 

project codes in the Cost Allocation screen

For full guidance on entering cost allocations, please refer to QRG CH1 Recording Funding.

Projects Update

v20 project survey feedback

In December’s Bulletin we invited you to complete a short survey to give your feedback on how the v20 Project was managed. 14 people (approximately 3% of our users) responded. Feedback was broadly very positive; a summary relating to each topic is provided below:

  • Communication: all respondents either “agreed” or “strongly agreed” that the communication throughout the project met their requirements.
  • User group involvement: there was a mixed response to the question on the effectiveness of involving the user group representatives in communicating with and representing users. 31% agreed that it was an effective approach, 31% neither agreed or disagreed, and the remaining respondents were spread across the other categories, with one respondent stating that their representative did not communicate with their department.
  • Training: 77% of respondents either “agreed” or “strongly agreed” that the training they received prepared them for using v20. One respondent commented that the training provided didn’t cover all areas, another commented that it was excessive and indicated that they would have preferred online training.
  • QRGs: 86% of respondents either “agreed” or “strongly agreed” that the updated documentation (QRGs) met their needs.  One person “disagreed” and another “neither agreed or disagreed”.  
  • Support: 92% of respondents either “agreed” or “strongly agreed” that the support they have received since go-live has been effective and timely. One person “neither agreed or disagreed”.

A more detailed summary of the survey results is available on the right hand side of the News and Updates section of the HRIS v20 Project webpages.

HRIS User Support

Easter closure arrangements – advance notice

The HRIS Support Centre will be closed from 5pm on Thursday 24 March 2016 until 8.30am on Tuesday 29 March 2016.

Support for applicants

A message will be placed on the University’s Jobs and Vacancies webpages advising applicants of the office closure over the Easter period with the dates as above. Please be aware that behind the scenes, the support team will be monitoring the use and availability of the online recruitment system.

Staff requests and adverts

Please note that Personnel Services will be closed from 5pm on Wednesday 23 March 2016 until Tuesday 29 March 2016. No staff requests or adverts will be processed between 1pm on Wednesday 23 and Monday 28 March inclusive.

Consolidation of QRGs

As part of our regular maintenance of QRGs and support documents we are also looking  for opportunities to combine guides covering similar processes where there is significant repetition across multiple guides. Our aim is to reduce the overall number of guides whilst ensuring that full coverage is retained.

Our latest combined guide is RQ1_Creating a Staff Request which combines RQ1a and RQ1b to create a single guide.

QRG updates

RQ1_Creating a Staff Request
  • Removed reference to including advertising details.
  • Added reminder to ensure that the current version of template documents e.g. job description is being used.
  • Incorporated RQ1a and RQ1b to produce one consolidated guide. 

CH8_Personal Details

PANS0_Pre Arrival and New Starter Guide

PA2e_Transferring Between Departments

PA2c_Appointing Variable Hours Employees

PA2d_Appointing a Rehire

PA2g_Direct Appoint

  • Added guidance on updating the country field for all addresses. This is required for HMRC (RTI) reporting.
  • Added guidance on including the Country when entering addresses outside the UK. This is required for correspondence.
IP4_Running Reports  Added guidance on freezing and unfreezing panes in Excel
CH17_Changing the Increment Due Date  Correction – updated guidance on accessing the increment due date for editing.

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 2016 Payroll Cycle Diagram (14kb)

Friday 19 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.
Saturday 20 to Tuesday 23 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).
Tuesday 23 February 12.30pm onwards No user input all modules This downtime, which will affect all back office users of CoreHR and applicants using e-Recruitment, has been scheduled to take place during the “no user input” period for Personnel users in order to minimise disruption. It is required to allow a standard security patch to be applied to the database.
Tuesday 1 March Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Tuesday 8 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).
Friday 4 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.
Friday 4 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.
Friday 4 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.
Tuesday 8 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 18 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.