May HRIS Bulletin

News

Reminders

How to...?

Data Quality

Projects Update

HRIS User Support

This Month's Deadlines

News

Updated Staff in Post report

The Reports Review Group has completed their review of PERDEP01 Staff in Post. The group agreed that the main purpose of the report was to provide a large dataset of current employee data, which was likely to be exported to Excel for filtering and manipulation as required.

In addition to some cosmetic updates, such as re-ordering or renaming fields and ensuring user-friendly A4 print- tabs, the following changes have been made to the report:

  • Inclusion of an allowance indicator
  • Inclusion of allowance details with cost allocation information
  • Indicator to show where the multiplier is not equal to the FTE
  • Additional UDF information, including all fields from the Right to Work UDF
  • Inclusion of all service-related dates

The updated report and corresponding report description will be released on Tuesday 27 May and will overwrite the existing Staff in Post report (retaining the same name). 

Contract enclosure updated – pensions attachment

As per e-mail sent to all users on 6th May

The attachment to the contract templates concerning auto-enrolment for pensions has been updated to reflect changes to PAYE thresholds and Lower Earnings Limits which took effect on 5 April. The references to current tax year thresholds have been replaced with a link to the HMRC webpages giving current year figures so that the attachment will not require annual updates.

Please update your Core versions of the contract templates by following the steps detailed below:

Navigate to the Core contract pages of the Personnel Services website (you will need the Personnel Services username and password to access these if you don’t know them, please e-mail Personnel Services, including your contact number in the e-mail, and a member of the team will telephone you with the details).

A.      Download the following files and save them on the C drive of all Core users’ PCs, in the same location as the current contract templates:  C:\Coreapps\

  1. PERS_Contract_AR_clinical_v3.doc (contract for academic-related staff in clinical departments)
  2. PERS_Contract_AR_non_clin_v3.doc (contract for academic-related staff in non-clinical departments)
  3. PERS_Contract_Support_clin_v3.doc (contract for support staff in clinical departments)
  4. PERS_Contract_Support_nonc_v3.doc (contract for support staff in non-clinical departments)

B.     You will be prompted to confirm that you wish to replace the existing files of the same name, please accept the changes and replace the existing versions.

If you encounter any issues saving these files or generating contracts once the files have been installed, please contact your local IT officer initially (they may wish to refer to guidance on our pages for local IT Officers).  If the problem cannot be resolved locally, please contact the HRIS Support Centre or tel (2)87900.

For ease and speed of updating, and as these changes do not impact on the main content of the employment contract, we have not amended the version number of the documents within Core on this occasion. Therefore you can use the updated versions immediately by selecting the relevant option on the Letters menu within the Appointment screen (PER620) as usual.

If you have any queries regarding this, or encounter any difficulties when making the change, please e-mail the HRIS Support Centre

Job of the week

Personnel Services are pleased to have been offered a permanent prominent position on the top level of the re-designed University web pages for a new ‘Job of the Week’ link. This will be used to promote hard-to-fill, high-profile, and unique jobs as well as showcasing the wide range of jobs we have available to as wide an audience as possible.

Google Analytics should be available to track the sources of candidates and key-word searches to gauge the general interest in jobs at the University. This will help to make the case for developing an employer brand that sells the variety of job opportunities available. Over time, and as Core’s functionality is developed, we will be able to use the prominence of the Job of the Week space to drive traffic to a ‘ jobs by email’ function that will alert candidates to suitable jobs as and when they become available.

The “Job of the Week” will be selected from the University’s current vacancies by Richard Bunkham, e-Recruitment Specialist, who will contact the relevant department in advance to discuss and agree the suitability of the role for this high-profile position.  

Reminders

Freepost envelopes for equality monitoring: message from the Equality and Diversity Unit

It has come to our attention that out-of-date Freepost envelopes for returning M1 forms (for non-Core recruitment) are still in circulation in some departments.  Please use only freepost envelopes with the licence number RSGZ-GZT-BUEE.  If you need new freepost envelopes, or have any questions on non-Core Recruitment, please contact Caroline Kennedy

How to...?

Approve salary requests for dormant employees

At times it may be necessary to approve salary requests for dormant employees (e.g. rehires).  In order for a Salary Approver to see these approval items they need to go to the Maintain Salary Approvals screen and from the Menu Bar select Tools and then select Show All Employees. Now click on the Search button to display all approval items.

 Approval

Data Quality

Implementing the Associate Professor title in HRIS – update

We reported in April’s Bulletin that arrangements were underway to consider how best to implement the title of Associate Professor in CoreHR. Consultation has begun on some of the options available and a plan is being developed for updating records and reference data. Full details and user guidance will be provided prior to implementing the new title in CoreHR, which is being planned to take place before the start of the next academic year.

Projects Update

Upgrade to v.19

We had our first glimpse of v.19 in a recent demonstration from Core. The demonstration gave a brief overview of the key changes between v.19 and our existing functionality and was attended by interested parties including the project team, members of the HRIS Support Centre, Payroll, the HR Information team and the Chair of the HRIS User Group. The project team are currently reviewing the functionality on offer and assessing the potential scale and impact of the project, to enable a clear plan and timetable to be drawn up. Keep an eye on the User Bulletin and our Projects webpage for further updates.

HRIS User Support

HRIS User Group – new chair

The next meeting of the HRIS User Group will take place on Wednesday 21 May. The meeting will be chaired by our new Chair, Roni McGowan, who has taken over this role from Pip Elphick. We would like to take this opportunity to thank Pip for her valuable contribution to the User Group since its inception. The minutes of the User Group meetings are available on the Using HRIS webpages.

Bank holiday support

The HRIS Support Centre will be closed on the May Bank Holiday i.e. from 5.00 p.m. on Friday 23 May 2014 until 8.30 a.m. on Tuesday 27 May 2013.

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: June Payroll

Please also refer to the June 2014 Payroll Cycle Diagram (14kb)

DATE(S) DEADLINEEXPLANATION 
Wednesday 21 May - 6pm May 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 May payroll run.
Thursday 22 and Friday 23 May 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 3 June   Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Frday 6 June. 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).
Thursday 5 June 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 6 June  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 6 June   Support Requests for June 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 10 June - 6pm  June 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 20 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 this month's payroll run.