June HRIS User Bulletin

Key Dates and Deadlines

News, Updates & Reminders for Personnel Users

News, Updates & Reminders for Recruitment Users

HRIS User Support Arrangements

Key Dates and Deadlines

CoreHR Downtime - 26 and 27 June 2012, 4.00pm onwards

As per our email of Thursday 21 June, downtime is required on CoreHR on the afternoons of Tuesday 26 and Wednesday 27 June such that the system will only be available to users between 8.00 a.m. and 4.00 p.m. on these days.  It will become available from 8.00 a.m. on Thursday 28 June as normal.

The work on the evenings of 26 and 27 June forms part of the programme of preparation for use of the CoreHR payroll module. 

Users of Personnel may notice some small changes from Thursday 28 June. Codes beginning with ZZ will be included in some of the drop down lists - please do not use them.  This extends to the appointment of new starters with current appointments in a ZZ department.  Should you need to appoint someone who has a ZZ department showing as their current employer please contact us for guidance


Payroll, Staff Request & Data Entry cut-off Dates for Personnel Users

Payroll deadline Tuesday 10 July An overview of Payroll deadlines can be found on the Finance website.
Staff request deadline Monday 2 July

For staff requests which do not require grading, any requests received by 5 pm on 2 July will be processed by midday on 5 July. Staff Requests received after 2 July are not guaranteed to be processed by the payroll deadline. The usual turnaround timings for gradings apply (ten working days).

Data Entry cut-off date Payroll reports should be run prior to or as close to payroll admin day - 10 July - as possible in order to check the quality of data input and instructions supplied to payroll.  


News, Updates & Reminders for Personnel Users

Personnel Reports

A number of you have been asking about reports available from CoreHR. 

Working with existing reports

The reports available currently to users of Personnel are as follows:

  • Staff in post report 
    • Detailed (for export)
    • Summary (for printing
  • Staff in post FTC detail
    • All FTCs
    • FTCs due to end
    • Funding due to end
  • Payroll reports
    • New starters
    • Changes (9 reports)
    • Leavers
  • New starter checker report

Guidance on how to run these reports can be found at the new web page for support documentation and quick reference guides. More detail on these new web pages later in the bulletin.

The key guides of interest when looking to work with reports are ‘IP4 Running Reports’ and ‘FD8 Running New Starter Checker Reports.

Future report provision

A series of meetings have been held with groups of departmental administrators, at which their views were sought on plans for a new improved set of new starter, changes and leaver reports.  A contractor has recently joined the HRIS Programme team to extend the range of reports available to users.  The plan is that additional reports and improvements to existing reports will be released to users in batches over the next few months.

Use of Cost Allocations

Please note that it is important to enter cost allocations in full and that there are no gaps in the cost allocation dates. Please also ensure that where you are using a general ledger cost centre (e.g. BK0000), you enter activity and source of funds (e.g. 00 and A1001), and that where you are using a project number (e.g. BKRBDA0), you enter task and award (e.g. 1 and RBDA0).

Do not enter project awards against general ledger cost centres and vice versa.

For example:



Where cost allocations are entered incorrectly, the department default code will be used and manual journalling is required to correct the information in Oracle Financials.

Updated Quick Reference Guides

Please note that the following quick reference guides have been updated since the May Bulletin and that details of the changes are provided at the start of each guide:

 Also, please note that there is one new guide:

Employee Numbers in CoreHR

Prior to the introduction of Core new employee numbers were assigned for each different period of a person's University service, i.e. someone who has left and subsequently rejoined the University will have received a new employee number, and anyone moving between main and casual payrolls will also have been assigned a new number with each move. Since personnel data was migrated to Core on 17 December 2011, all employees have a permanent employee number which they will retain if they leave and rejoin the University.

As part of the data migration to Core a de-duplication exercise reviewing all periods of employment for a distinct person was completed and a permanent employee number was assigned to all employees.  The employment history was then consolidated onto the latest employee number used whether this be a main or casual employee number. All previous employee numbers can be found on the Person UDF Previous Employee Numbers, which can be found under Personal Profile > Other Details. All existing employees will retain the number they held at the time of personnel go-live. New employees and casual workers joining since have been assigned a person number in Core in a range beginning with 2340000.

During the interim period before the Core payroll module goes live, the current payroll system has continued to assign a different interim payroll number (usually prefixed 221xxxx for main and 603xxxx for casual). It is this interim number that appears currently on the person's payslip. Employees rejoining the University will have been assigned their last known employee number in Core, but will also have received a different interim number from payroll.

Once the Core payroll module goes live - planned for September - all employees with an interim payroll number will move over to the permanent number held in Core, and payslip numbers will change.

Interim numbers are held in Core for reference, and may be viewed on the staff in post report available to all users of the Personnel module.

Input of records for Casual Workers

As part of their work to support the rollout of the CoreHR personnel module, the temporary data input team has been entering records of casual workers into the CoreHR personnel module. This activity is retrospective and does not have any impact on their pay which has already been processed separately via Midland Trent. 

The records are being entered into Core to ensure that casual worker records can be included in the University’s 2011/12 HESA return and to ensure the system is up-to-date when the Payroll module goes live.  Data entry of casual worker records is ongoing and it is possible you may notice requests for approval for these records. These requests can be ignored as the approvals will be undertaken by the data entry team as part of the system update process.

PRAS and the HESA Staff Return

Ilana Veitch left the University at the end of May; Judith Finch in PRAS will be leading the HESA staff return and associated CORE tasks, so please contact her with any HESA staff related queries.

Update on Personnel Rollout

By the end of June, five waves of departments will have gone live with the personnel module. These departments account for around four fifths of the University’s employees.

The sixth and final wave will go live towards the end of July. For an overview of who is participating in each wave, please refer to the HRIS Programme website. During June and July the implementation team will also be focused on extending and improving the suite of reports available to personnel users.

News, Updates & Reminders for Recruitment Users

Change to Email Correspondence Form

The Recruitment Module email corrrespondence form until now contained a default 'from' email address.  This default address was removed on Monday 25 June, to help remind users to enter their own recruitment correspondence email address here.  This ensures that any applicant responses are always routed directly to the recruiting department rather than via the HRIS Support Centre - your applicant correspondence will therefore reach you more quickly and more reliably. 

The system will not allow you to send out an email to applicants without first entering a 'from' email address, so the sender address will always be included in messages sent.

Change to Nursing Appointments Questionnaire Category

Please note that the optional questionnaire section category 'Nursing Appointments' in the application form has been renamed to 'Nursing and Midwifery Appointments', following a request made through the HRIS User Group. 

This change was effective from 12 June and will apply to any vacancies set up after this date where this category is added.

Update on PDF Solution

In our previous bulletins we have provided updates on the progress made regarding the implementation of the PDF server solution.

Unfortunately, issues arose in the final stages of testing which meant we were not able to implement the solution at the end of May.  Since then we have made good progress and some initial testing has taken place in three departments.  We are aiming to proceed with implementation in early July.

More details will be made available to users in due course.

HRIS User Support Arrangements

New Web Page for Support Documentation & Quick Reference Guides

A new web page has been created to collate all CoreHR Quick Reference and other User Guides into a single repository.  The web page allows quick access to these guides via the following categories:

We hope you find these new pages useful.  If you have any comments regarding their layout or content please let us know.

Please note the new web page replaces the previous CoreHR launcher page, details of which were provided to you when you gained access to Core Personnel.  The launcher page has already been scaled down, now only providing links to the new area of the Personnel Services website.  The launcher page will be taken down at the end of July.

HRIS User Group

A third meeting of the was held on 28 May 2012. Minutes of the meeting will be available online shortly. The meeting discussed options for reducing the size of the PDF Application Pack for issue to selection panels. The group also provided feedback on the format of the HRIS User Bulletin - a new structure has been introduced for this month as a result of this. If you have anything you would like the User Group to consider, please contact the HRIS Programme team.

Interested in joining this group? We are looking for one or two representatives from the Social Sciences and Humanities Divisions which are under-represented at this group currently. For more information please contact the HRIS Programme team.


HRIS Support Centre

The new HRIS Support Centre is now in place and the team has – in addition to e-Recruitment - started taking on the support of the CoreHR Personnel module as it is rolled out across the University in the coming months.

Contact details for the team are:  hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

Opening hours: Monday - Friday, 8.30 a.m. - 5.00 p.m.


Guidance and Support

Guidance and updates on e-Recruitment now form an integral part of the Personnel Services website. Full details of the recruitment process and supporting documentation are incorporated in the Personnel Services web pages. The CoreHR section of the website has been enhanced to include the new area for QRGs and support documentation

Work is progressing to integrate the HRIS personnel guides and process documenation in the Personnel Services website.  More details will be provided in next month's bulletin.