June HRIS Bulletin

News and reminders

Data Quality

Projects Update

New and updated documents

HRIS User Support

This Month's Deadlines

News and reminders

Please complete your Reward and Recognition Scheme UDFs

All departments should have completed this year’s round of Awards for Excellence. The Reward team’s reporting and monitoring of this year’s scheme is now underway. If you have not yet completed the Reward and Recognition UDFs in Core, please do so as soon as possible, following the guidance in CH26 Reward and Recognition Scheme (Data Services users should provide this information using the template form available in SharePoint). The Reward team will be comparing data held in this screen with payments made.

Clinical pay award

The Personnel and Planning and Resource Allocation Committees have approved the implementation of the 2016 national pay uplift for clinical staff. The new rates are now available in Core. The uplift and non-consolidated payment will be implemented in the June 2016 payroll and backdated to 1 April 2016.  Full details are available in PERS(16)02.

Do not use ‘Copy Staff Request’ function

Please do not use the ‘Copy Staff Request’ function.  The Reward team are currently unable to process staff requests raised using this method and will reject them.  We have raised this issue with CoreHR and it is expected that this will be addressed in a future software release.

Changing the paygroup on transfers and rehires

Please note that we cannot change an employee’s paygroup from 20 or 21 to 99 once they have been paid through CorePay. Therefore, if an existing employee is being transferred or a previous employee is being rehired into a non-employee (including agency) post their paygroup should remain unchanged. All relevant QRGs have been updated to reflect this guidance.

“Job description” field on staff request

The job description field is often left blank on the staff request.  As the Reward team must enter something into this field, they are currently entering 'x'.  This is usually updated by the department when the vacancy is opened for advertising.  However there are a number of vacancies where the position was never advertised so the job description field is still showing as 'x'.  To avoid confusion, please ensure you complete the job description field when raising a staff request.  If the actual job title has not yet been agreed at the time of raising the request please enter the generic job title.  QRG RQ1 Creating and approving a staff request has been updated to reflect this guidance.

Data Quality

HRINFO01_Data Quality Validation report

Please clear all anomalies from HRINFO01_Data Quality Validation report by Thursday 30 June in preparation for the 2015-16 HESA Staff Return, the Medical Schools Council Survey and Athena SWAN staff data extracts.

The HR Information Team website provides detailed guidance on entering the data items highlighted in the HRINFO01 report.

If you have anomalies that you’ve already discussed with us, you don’t need to contact us again about those queries.  Please email us on hris.dataquality@admin.ox.ac.uk if you have any new queries about the report or HESA related data input.

Athena SWAN Potential Staff Data report

Last year the HR Information Team released the ‘HRINFO02_AthenaSWAN Potential Staff Data’ readiness report so that potential data issues could be resolved before an extract was taken for Athena SWAN 2015.

This report will be made available again in July so that departments can review their Athena SWAN 2016 data.

HINT: It will be beneficial to run and clear all anomalies from your HRINFO01_Data Quality Validation report before reviewing the HRINFO02_AthenaSWAN Potential Staff Data report.

Please check the HR Information Team website's Athena pages for updates. Further details will follow in the July bulletin.

Classifying Research Nurses

As outlined in the updated Staff Classification guide please code Research Nurse roles to the following sub-category and category codes:

  • Research Nurse Grade 1-5: TS Technician + 4 Not an academic contract
  • Research Nurse Grade 6+: HP Science, Engineering & Health Professionals + 4 Not an academic contract

The HR Information Team have already identified a number of records that required re-coding to fit with the guidance above.  We have made these amendments for you, and all affected departments have been notified separately about the changes made.

Please ensure that future appointments conform to the guidance above. If you have queries or roles that do not fit well with the guidance please email us on hris.dataquality@admin.ox.ac.uk.

Projects Update

New academic vacancies on CoreHR from 1 July

As part of the work to improve equality and diversity data for academic job applicants, from 1 July, all new adverts for academic posts will need to be placed via the CoreHR e-Recruitment module following the process used for non-academic vacancies.  This is the culmination of several months of consultation with divisions and departments over the use of online recruitment for all academic posts.

A new application form template (“Academic Application”) will be available in CoreRecruitment from 1 July.  Please ensure that this template is used only for academic vacancies.  The Jobs and Vacancies webpage will be updated to advise applicants of the new process.

Each division has an agreed process for who will undertake the various activities, from raising a staff request to appointing the successful candidate.  Divisions will communicate this process to departments.  If you have any queries about the academic recruitment process within your division, please contact your divisional office in the first instance.

Our website has been updated with the following information and guidance:

  • General information about the project, including the background and rationale, along with updated FAQs.
  • A brief summary aimed at anyone involved in academic recruitment, communicating the key changes and contacts within divisions.
  • A new guide on Academic Recruitment, which should be used in conjunction with our general recruitment QRGs.
  • A short guide on using Nuance PDF. Nuance PDF can be used optionally to enhance management of PDF packs (e.g. adding page numbers and contents pages).

If you have any general queries about the transition of academic recruitment onto CoreHR, which are not answered by the resources listed above, please contact hris@admin.ox.ac.uk.

New and updated documents

NEW* Transfer and Appointment Decision Matrix

A Transfer and Appointment Decision Matrix will be available by the end of this week to help departments decide how to process a transfer or new appointment where the individual is changing from one employment status to another (e.g. non-employee to employee) or from one employer in the system to another (e.g. subsidiary company to a University (CMS) contract). The matrix has been created with input from the HR Information team, HR Policy team and Payroll in order to ensure that we meet our obligations for statutory returns and reporting such as HESA and RTI.

Please ensure you refer to the guide when processing any appointment where the individual already has a record in CorePersonnel.

The matrix will be available on our webpages under User Support and Guides > During employment and reward > other documents.

Staff classification guide update

The staff classification guidance table has been updated.

The new version is available from the HR Information Team website where there is also a new page with additional information about classifying roles.

The updated document gives improved guidance and will not change how roles are classified, so there is no requirement to review or reclassify roles within your area.

The new guide has:

  • a different layout to aid rapid identification of the correct sub-category
  • improved definitions of each sub-category
  • more example job titles for each sub-category
  • generic job descriptions (available on the Reward Team website) mapped to sub-categories
  • new roles such as Knowledge Exchange Fellows
  • specific guidance for classifying some roles in Medical Sciences department such as Research Nurses and Clinical Trial Coordinators (more details above)

Updated New Starter Data Collection Form now live in Personnel and e-Recruitment

This is a reminder that the latest version of the New Starter Data Collection Form is available to generate in both Personnel and e-Recruitment.  Please ensure you are using the current version and that any saved or printed copies of previous versions are deleted/destroyed.

QRG updates

Significant changes have been made to the guides below, i.e. new/changes to processes and procedures or to provide clarity:

RQ1_Creating and approving a staff request (896kb)
  1. Note added regarding the copy staff request function.
  2. Guidance from RQ2 Approve or reject a staff request and RQ3 Amending a staff request have been incorporated into this guide.

RQ2_Approving a staff request

RQ3_Amending a staff request 

Removed from circulation. Please refer to RQ1_Create and approve a staff request
REC02 Managing Paper Applications (229kb) Updated guidance on where the completed M1 form should be sent. 
PANS0 Pre Arrival and New Starter Guide (2,739kb)
  1. Guidance on generating letters updated
  2. Note regarding mandatory sections updated for clarification
  3. Link to HR Information team website added 
EA1 Ending Appointment(s) (568kb)
  1. Field names corrected in scenarios 4 and 5
  2. Guidance added on identifying a substantive appointment 

PA2h Setting up a Non-Employee (inc Agency) (341kb)

PA2f Transferring Within the Same Department (604kb)

PA2d Appointing a Rehire (712kb)
Updated to provide further guidance on changing the paygroup


Minor changes have been made to the guides shown below e.g. corrections:

REC04 Managing Vacancies and Appointments (817kb) All references to RQ1a and RQ1b replaced with RQ1_Create and approve a staff request.

HRIS User Support

CoreHR – Keeping Fit

You may be interested to know that we have agreed a regular ‘keep fit’ schedule with the IT Services Technical Services team, to ensure the servers supporting CoreHR stay in tip top condition.  This includes Oracle CPU patching, patches and upgrades to the servers’ Operating Systems and standard security updates.

Whilst, inevitably, this type of activity translates into a downtime for CoreHR, we have scheduled these activities to take place quarterly as part of a rolling annual planning cycle.  This allows us to plan ahead carefully for the actual timings to ensure that, as much as possible, they coincide with other downtimes we already have as part of our regular payroll cycle, rather than us needing to respond to these technical support activities as part of remedial or emergency measures.  The next set of patches is scheduled for August and November this year, with detailed timings to follow nearer the time.

Regular environment cloning is also part of this plan to ensure we are able to test updates to CoreHR in environments matching our live environment as closely as possible. 

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: July Payroll

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

Wednesday 22 June - 6pm June 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 June's payroll run.
Thursday 23 to Sunday 26 June No user input Two clear working days are required during which users cannot enter data into the personnel module, to enable the payroll to be run (all other modules are unaffected).
Monday 4 July Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 7 July. 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).
Tuesday 5 July 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 7 July 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 7 July Support Requests for July 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 11 July - 6pm July 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 21 July 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 this month's payroll run.