July HRIS Bulletin

News and reminders

Data Quality

HRIS v20 Project

HRIS User Support

This Month's Deadlines

News and reminders

Please check your August increments and approve salary changes

Automatic increments are due to be paid for support staff grades from 1 August. Please read the following to ensure that the correct rate of pay is taken forward.

How the process works:

The day before the increment is due a new salary record is created automatically. This salary change doesn’t need to be authorised, it will take effect the next day unless it is overridden. After the increment has been applied the system will set the next increment due date for one year’s time unless the bar point has been reached.  For the 1 August process therefore, the new row in the appointment record will become visible to users on 31 July.

Action required:

  1. Undertake a data checking exercise of all records to ensure that increment date is populated where required: Our Data Services team will be undertaking data quality checks to ensure that all increment dates are populated as expected.  Where the information is missing or does not correspond with the University’s policy on incremental progression, you will be contacted with a request to complete/amend the data.  It would therefore be helpful if you could undertake your own local checks of increment dates. The ‘Increment Due Date’ report will help you to identify any staff with no increment due date, records where the ‘increment on hold’ flag has been ticked which will prevent the increment from happening, or those without a future increment date.  You will need to check if any of these records are incorrect and amend/update them if required. Note that in order for an employee to be eligible for an increment on 1 August 2015 they must have been in their current role since at least 1 May 2015.
  2. Ensure the correct salary is approved prior to the increment date: The system will add one increment (as applicable) to the current approved salary on the day the job runs.  This means that any salary requests awaiting approval will not be picked up by the program, including any requests awaiting approval by Payroll.  It is essential therefore that you ensure that those individuals due an increment on 1 August have the correct salary approved as at 23:59 on 30 July (i.e. the day before the new salary row is created).  You should also ensure that any salary lines with an effective date after 1 August 2015 have been set at the scale point the employee would be on following the automatic increment, as the process will not increase the salary for any future dated salary lines.  The ‘Staff in Post’ report (‘full data set’ tab) will show the current salary for staff at the point the report is run and you can also use the ‘Monthly Personnel Changes’ report to check for any future dated salary changes and also to check the approval status for salary requests.

If you have any questions about this, please contact the HRIS Support Centre.

Enter your salary comments in the correct field

The Payroll team have noticed that comments relating to an employee’s salary are being incorrectly entered into the Increment Due Date Comments field.  When entering salary comments please ensure they are entered into the Salary Comments field as shown below. The Payroll team do not regularly review the increment comments field and so anything incorrectly entered here will not be acted upon by Payroll.

Salary Comments

Change to the “6 month” re-recruitment procedure

In the past, where a new starter did not show, or left within 6 months of being appointed, the Reward Team would create a new planned appointment against the original post and the department would create a new manual vacancy in order to re-run the recruitment process. However, this is significantly more time consuming for departments than raising a staff request. Therefore, to save time for departments, we have changed the process and with immediate effect you will need to raise a staff request in these circumstances, following the guidance for a replacement/refill. QRG REC04 and the guidance on the Reward Team website will be updated accordingly.

Data Quality

HESA data validations

This month the HR Information Team has sent out data that requires updating by the end of July to support completion of the HESA staff return. These are data items that generally do not appear in the HRINFO01_Data Quality Validation report. Please ensure that you make updates on time and contact us if you have any problems (hris.dataquality@admin.ox.ac.uk).

Medical Schools Council Survey – errors to be cleared by 31 July

We require all errors in the NHS Contract Details UDF and Clinical Specialties UDF to be cleared by 31st July, when we extract the data from Core. You can check your data by running the HRINFO01_Data Quality Validation report. The HR Information Team will follow up all instances of missing or incorrect data in these UDFs, so please avoid being contacted by clearing them before the deadline.

Athena SWAN – report available until 31 July

The Core report that allows departments to review their 2015 data is available until 31 July. The report is called HRINFO02_AthenaSWAN Potential Staff Data 2015, and will identify potential issues so that these can be resolved before the data extract is taken for Athena SWAN in mid-August. Please use this opportunity to verify the data; there have been some changes to the staff population covered by the report and additional functionality is provided. See the HR Information Team’s Athena SWAN pages for more details.

Business-as-usual data checking

Incorporating the HRINFO01_Data Quality Validation report into your monthly routines will ensure that data quality in your area is kept high. The report has a companion website with detailed guidance in the form of screen shots, and links to Quick Reference Guides to help you make updates to your data.

HRIS v20 Project

HRIS v20 Project Update

v20 Logo

UAT complete – what next?

Firstly, a big thank you to everyone who took part in User Acceptance Testing. During the last two weeks of June more than 50 users from across all divisions and central teams came along to our “test lab” at Dartington House and tested a wide range of business processes, covering the system functionality currently in use across the Recruitment, Personnel, Absence, Training and Payroll modules.

A few issues were raised ranging from minor configuration changes such as incorrectly labelled fields, through to “wish list” or “enhancement” items and process queries.  The project team, with assistance from CoreHR and the HRIS Support Centre, are working to identify appropriate solutions to these, which could be system fixes, configuration changes, training need requirements, or QRG updates. 

The feedback from UAT has been very positive and the contribution made by participants was enormously valuable.

Work is now underway to scope “UAT2” – identifying and testing the new functionality that we want to introduce within the scope of the project (e.g. online references and continuous service rules).  We will be involving the v20 Project Representatives in key decisions regarding this functionality, including the approach to implementation.  Further information will be provided on our website next month.

Requests for enhancements

We are now maintaining two versions of CoreHR - our current live version, and the “production” environment in v20 which will become the new live system.  Any configuration changes that we implement in Live will also need to be created in our v20 production system.  We are now beginning to filter all change and enhancement requests and only those that are essential will be implemented prior to go-live.  If you have submitted a request for a non-essential enhancement this will be re-assessed once v20 is implemented to establish whether the request is still valid in light of the new functionality.

JRE upgrade

Many business systems and websites need a piece of software called JRE installed on the PC in order to work correctly.  Our current version of CoreHR works with JRE v1.6; this is an outdated version of the software and all CoreHR users will need to upgrade to JRE 1.8 in order to run CoreHR v20.

As upgrading JRE affects users of all business systems, not just CoreHR, a separate project has been established to co-ordinate the JRE 1.8 rollout.  While this project will be managed outside of the v20 upgrade, the project manager will work closely with the v20 team to ensure a smooth rollout to HRIS users, as this is a critical activity for the v20 go-live.  We will provide more information about this on our website and at our go-live briefings (see below).

Go-live briefings and training

We will be holding go-live briefings in the second half of September, followed by training demonstrations (approximately two hours in duration) throughout late September and October. We will e-mail all users by the beginning of August with further information about the purpose and content of these sessions, including dates and the mechanism for booking a place. Full details will also be provided on our website.

HRIS User Support

Review of recruitment training needs

In conjunction with Personnel Services we have reviewed the current provision for recruitment training.  Currently CoreRecruitment users are required to attend the training course “Creating Effective Adverts and Job Descriptions”.  When we first launched this course, one of the key objectives was to encourage a reduction in the use of print media advertising and associated costs.  This course has contributed to the achievement of this objective, and other elements of the course content are now covered in the online Recruitment and Selection training delivered by the Oxford Learning Institute, which has been updated to make it appropriate for all those involved in the recruitment process.  The review also identified the need for a course that provides an overview of the HERA grading scheme, including writing job descriptions within that context, which is targeted at a wider audience - not just CoreRecruitment users.  Consequently, we will no longer be running the training on Creating Effective Adverts and Job Descriptions. We will ensure that all delegates on the Core e-Recruitment training are made aware of the Recruitment and Selection training and of the new Introduction to HERA and job descriptions training.

Further details of the new Introduction to HERA and job descriptions training will be provided next term.

Do you use the “rejection after shortlisting” letter template?

We currently provide a template letter to advise applicants that they have not been shortlisted for interview. However, feedback from users suggests that this letter is rarely used as e-mail is a more efficient way of communicating to large numbers of applicants. Consequently, we do not intend to provide this template letter in v20 unless we can establish that there is a continuing need for it.

If you have a requirement for this letter to remain available, please e-mail HRIS@admin.ox.ac.uk by 1 August 2015.

New and updated Support Documents

Recording New Starters in CoreHR

This new support document is designed primarily for new users of CoreHR.  It gives an overview of the different types of new starters and how they should be recorded in CoreHR.  The document is available on our website

Recruitment Statuses and Events diagram

The Recruitment Statuses and Events diagram has been updated to reflect all possible statuses.  The document is now available on the HRIS website as well as the Personnel webpages.

Check the status of your support calls via the self-service portal

On 19 May the HRIS Support Centre began using IT Services’ new call management system ‘Frontrange HEAT’ to manage all support requests. This system, which is used by all support teams within IT Services, allows you to check on the status of your support calls via a self-service portal. To access this portal, click on the link provided in your acknowledgement e-mail, or go to  http://www.it.ox.ac.uk/ and click on “View requests”:

IT Services

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: August Payroll

Please also refer to the August 2015 Payroll Cycle Diagram (14kb)

Thursday 23 July - 6pm July 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 July's payroll run.
Friday 24 and Monday 27 July 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 August 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 August. 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 August 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 August 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 August Support Requests for August 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 August - 6pm August 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 20 August 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 this month's payroll run.