January HRIS Bulletin

News and reminders

Data Quality

Projects Update

How to...?

HRIS User Support

This Month's Deadlines

News and reminders

Referees unable to submit online reference form

When a referee tries to submit a completed on-line reference form they receive an error message stating that not all mandatory questions have been answered. This has been raised with CoreHR for further investigation. In the meantime, please e-mail the Word version of the reference form to the referee off-system.

This item is included on our Known Issues page, which we regularly review and update.

Please complete tax forms – a reminder from Payroll

Please ensure that you send either a P45 or an HMRC Starter Checklist to Payroll for every new starter and re-hire by the payroll deadline. If a P45 is not available or is due to follow in a later month, then in all cases a Starter Checklist must be completed in the interim. The P45 should always be sent to Payroll once it is received from the previous employer even if the Starter Checklist has already been sent. Payroll would rather have both forms than none at all. If in doubt, please ask your Payroll Officer.

Pay award update

Preparations for the non-clinical staff pay uplift, effective from 1 August 2015, were successfully completed in the system before Christmas. Staff will receive their backdated pay award in their January pay as planned.

Discoverer performance restored

Some users may have noticed a drop in the performance of the Discoverer reporting tool after the implementation of a minor release in early December. We identified the cause of the issue and implemented a fix on 16th December. Discoverer performance is now back to normal.

Data Quality

Creating non-employee records in CoreHR – mandatory data

Some non-employees must have a record in CorePersonnel to enable the individual to gain access to certain business systems. While these records only need minimal information to be entered, it is important that sufficient person details are recorded to allow them to be returned in search results in CoreHR.  

The full name, initials and date of birth are all essential requirements for the CorePersonnel record. If any of these data items are missing this impacts on the casual payroll process if the individual is subsequently taken on as a casual worker.

Please also remember that your salary approver must approve the £0.00 salary lines created for non-employees. Currently there are a number of non-employee records with outstanding salary approvals dating back to last year. You can use PERDEP20_ Monthly Personnel Changes_Casuals only report to check whether you have any outstanding approvals in your department. Run the ‘Approved Salary Changes’ tab and edit the parameters to show ‘non-employee’ in the employee status field. Unapproved salary changes will be highlighted in red.  

Remember to complete the Country code field

When setting up a new starter in CorePersonnel, remember to complete the country field by selecting the relevant country from the list of values (this is required for UK addresses as well as overseas). This is essential for the monthly HMRC return and must be done in addition to completing the country within the address line fields. We will update the relevant appointing QRGs to emphasise this.

Country code field 2

Projects Update

Update on Service Continuity Project and planned downtime

The Service Continuity Project is progressing to plan. The culmination of the project is a two day exercise on 26 and 27 January (see below), during which various scenarios resulting in system failure will be tested to ensure that the system “fails over” to an alternative data centre and continues to operate as required.

While the project has a strong focus on technical integrity, users will benefit from the ongoing improved resilience of the service and reduced risk of unplanned loss of availability.

Planned downtime – 26 and 27 January

As detailed in our e-mail to all users on 11 January, CoreHR will be unavailable on Tuesday 26 and Wednesday 27 January while a rigorous test of the system is undertaken as part of the Service Continuity Project (as described above)

Please ensure you have logged out of the system by 5.30pm on Monday 25 January.

All modules will be affected by the downtime, including the applicant interface in e-Recruitment. A notice has been placed on the Jobs and Vacancies page alerting applicants and a further reminder will be sent via email nearer the time.

Your chance to feed back on the HRIS v20 Project

The deadline for completion of the v20 Project survey has been extended to Friday 22 January 2016.

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.

Your feedback is vital to help us continually improve the upgrade process. Please follow this link to take part: https://www.surveymonkey.co.uk/r/HRISv20

How to...?

…navigate to Submit Web Applicants

Since the v20 upgrade we have had a number of calls to the Support Centre from users attempting to navigate to the ‘Submit Web Applicants’ page.

The ‘Submit Web Applicants’ page is accessed from the standard menu in CorePersonnel. Follow the steps below to access the full menu:

1. Log in and navigate to CoreHR Back Office.
2. Click on ‘CorePersonnel’ under ‘Available Products’. The standard menu appears at the top of the page as shown below:

Submit web applicants 4

3. Navigate to Recruitment > Recruitment Maintenance > Submit Web Applicants

Steps 1 and 2 can be followed to access any area of the system that does not feature on the ‘My Shortcuts’ page. For full details on logging in and navigating around CoreHR please refer to QRG: NAV1 Accessing and Navigating CoreHR (988kb)

HRIS User Support

Changes to the HRIS Data Services Team

Following her part-time secondment to the v20 Project, Michelle Williams has taken on a new role as HRIS Administrator, providing a range of administrative support functions to the team. 

Anthony Kong is now the primary contact for all day-to-day Data Services queries (reporting to Mandy Zaccheo) but will continue to be supported by Michelle and others within the team at busy times as required. The Data Services webpage and the HRIS Team page has been updated to reflect this change.

QRG updates

CH13 Handling Apprenticeships (221kb) Updated to include the new Apprentice grade and progression steps. 
CH25 Extending Employment Beyond the EJRA (166kb)
  1. Clarification on creating the staff request
  2. Dealing with the fixed term post once the employee has retired
CH27 Recording and Maintaining EJRA Data (175kb) Updated guidance on completing the UDF and recording further requests.

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: February Payroll

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

Thursday 21 January - 6pm January Supplementary Payroll Deadline Any changes which affect payroll but do not require payroll action/ approval, must be entered by the department by this deadline in order to be included in January's payroll run.
Friday 22 to Monday 25 January 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 February 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 February. 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 February 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 February 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 February Support Requests for February 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 February - 6pm February 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 19 February February Supplementary Payroll Deadline Any changes which affect payroll, but do not require payroll action/ approval, must be entered by the department by this deadline in order to be included in this month's payroll run.