May 2015 HRIS Bulletin

News and Reminders

Data Quality

HRIS v20 Project

HRIS User Support

This Month's Deadlines

News and Reminders

IT Services new call management system – Frontrange HEAT

Last month’s bulletin included an item on the introduction of the ‘Frontrange HEAT’ system, IT Services’ new call management system.  If you are a user of other systems supported by IT Services you may already be familiar with this new system. 

The HRIS Support Centre will begin to use the ‘HEAT’ system on Tuesday 19 May.  

For HRIS users this means: 

  • Support notifications, received when you log a new IT support call, will look different, and in particular, the emails advising of resolution of an incident provide the key information right at the bottom of the email.
  • You will be able to check on the status of your support call via a self-service portal. We will provide details on how to access the portal in the acknowledgement email for each new support call and these will also be published on http://help.it.ox.ac.uk/
  • You will be able to close incidents in the self-service portal but please note, once closed this way, they cannot be reopened.
  • Each support call will be assigned a unique subject tag, which includes the reference number for your query, that will stay the same until your support call is fixed.  Every time you reply to the Support Centre with the subject tag in the subject line, or add a note to the record via self-service, the information on the call will continue to build.  Please include the auto-assigned subject tag in the subject line of any associated correspondence to ensure continuity. 
  • Sometimes an incident is set a status of ‘waiting for customer’ where we require additional information from the user.  Please be aware that the Frontrange HEAT system has a standard setting which will automatically close an incident after 4 weeks if no update has been provided.  The system will send an automatic email to you 14 days after the status has been set to act as a reminder.
  • And finally, due to the nature of the information that users communicate to us about, an additional security setting has been built into the Frontrange HEAT system specifically for HRIS.  This provides additional protection to the data held and limits what can be viewed by those who are not involved in supporting the system.   If you log incidents with other teams in IT Services, you may notice a difference in the way information is presented on the self-service portal.

As we move across from the previous call management system (ITSM) to Frontrange HEAT, you may notice some duplication of emails where correspondence is received after 10 p.m. on Monday 18 May, about incidents already raised and recorded in ITSM.  This is an issue that we are expecting to occur and will address on an individual basis during the first few days of use.  Please bear with us as we manage the transition between systems.  We aim to minimise the disruption for users of HRIS.

Our contact email address hr.systems@admin.ox.ac.uk and telephone number (2)87900 remain unaffected by the implementation of the ‘FrontRange HEAT’ system.

Please get in touch if you have any questions about this.

“Name-blind” recruitment

There is a growing interest in the concept of “name-blind” recruitment, where some personal details such as the applicant’s name are removed from the application, with the aim of eliminating (or at least reducing) potential bias from the process.

We have received a number of queries regarding the potential of CoreHR to support name-blind shortlisting. The CoreHR recruitment module does not include any functionality to support this approach.  When CoreHR was selected as the supplier for e-recruitment software the University was clear that all applicants should be identifiable by name at every stage of the recruitment process.  To change this is a major turnaround and a huge piece of work that would involve significant costs.  In addition, practices and preferences vary widely across the University and what is desirable for one area is not necessarily practical for another.

We are aware of one department that sought to pilot name-blind shortlisting using manual methods but found this too onerous and open to error. It also introduced a delay in circulating the shortlisting pack to recruiting managers.  Other departments have implemented unconscious bias training as an alternative approach to addressing this issue and found it to be extremely beneficial.  If you are interested in considering the options for further improving the objectivity of your recruitment processes, please speak to your HR Business Partner.

Updated reports PERDEP20 and PERDEP21

The latest reports to be reviewed by the Reports Review Group were the monthly reports PERDEP20 and PERDEP 21.  A summary of the main updates the group agreed are provided below:

PERDEP20_Monthly Personnel Changes

  • New tab added called ‘New Starters’. This includes all new starters where the reason code indicates they have joined (or re-joined) the University. 
  • ‘Appointment Changes’ tab has been amended to exclude new starters (as these are now found in the “New Starters” tab).
  • Grade and Point fields added to ‘New Starters’, ‘Appointment Changes’, and ‘Ended Appointments’ tabs.
  • ‘Date Left’ field added to the ‘Ended Appointments’ tab.
  • ‘Appointment ID’ field added to all tabs (except “Person Changes’).
  • New field 'Approver Username' added to the ‘Approved Salary Changes’ tab.
  • ‘Annual Value’ field (which was returning inaccurate data) on the ‘Approved Allowance Changes’ tab replaced with ‘Annualised Value’ (which returns the correct figure i.e. ‘Value’ field multiplied by 12).
  • Limited the list of allowances returned to those that are set up in the Personnel module (i.e. excluding allowances that are effectively deductions, such as childcare vouchers).

PERDEP21_ Monthly Data Input Check

  • Renamed the report ‘Monthly Data Input Check’ to be clearer about its purpose.
  • Renamed the date parameters (‘Input Start Period’ and ‘Input End Period’) across all tabs to emphasise that this report is driven by when data is input in the system as opposed to when it is effective.
  • Amended employee status parameter default to exclude ‘Worker’
  • ‘Appointment ID’ field added to all tabs.

The updated reports will be released to all users with Personnel reporting access on Wednesday 27 May. They will replace the existing versions of these reports in your list of available reports in Discoverer.

Updated report descriptions will also be available in our reports library from the same date. Please take the time to read these descriptions to assist you in your understanding of the data returned by the reports.

Issues with Google Chrome and Java

Internet Explorer is the recommended browser for use with CoreHR.  However, we know that some of you use Google Chrome, either as your preferred browser, or as an alternative to enable you to have both the Personnel back office and Discoverer running at the same time (see November 2014 bulletin item).

In mid-April, Google released its latest version of Chrome.  Among the changes included is the automatic blocking of Oracle's Java plugin.  Consequently, CoreHR Back Office and CoreBI Discoverer will no longer work on Google Chrome (versions 40 and above).

Although Google have provided a temporary workaround, this will only function until September when further updates planned by Google will render it unworkable.

Data Quality

HRINFO01_Data Quality Validation report

The HR Information Team launched a new report called HRINFO01_Data Quality Validation and a companion website providing detailed guidance with links to Quick Reference Guides to help you make updates to your data.

You should use this report every month to keep data quality in your area high.

You can make updates to current appointments in Back Office and to UDFs on ended appointments. However, if you need to make amendments to ended appointments, Data Services will need to do this on your behalf (email HRIS Data Services (hrisdata@admin.ox.ac.uk) quoting person reference, post number and change needed).

 

Addressing leaving errors

Please note that the current version of the QRG EA1 Ending Appointment(s) – leaving the University reflects the latest guidance on updating location after leaving.  Please ensure you use this updated method when making changes to leaving data.

May 2015 data validations

We have requested that departments run the HRINFO01_Data Quality Validation report and make updates by Friday 29th May.

We are particularly keen that departments requiring NHS Contract Details UDFs, mostly in the Medical Science division, clear errors in the NHS Contract Details UDF and Clinical Sub-Specialties UDF so that we can complete the Medical Schools Council survey.

We have requested that all departments clear all errors in the report by Wednesday 22nd July so that we can complete the HESA 2014-15 Staff Return on your behalf.

 

HRIS v20 Project

Can you help us test v20?

v20 Logo

Current activity on the v20 Project is focussed on preparations for user acceptance testing (UAT) which, for users based in departments, is due to start on 16 June.  Many of you will have already been contacted by your v20 Project Representative, asking you if you would be willing to take part in UAT.  

The purpose of UAT is to identify any minor issues that may not have been picked up during earlier testing, and give end users confidence that the upgraded system is still fit for purpose. We are looking for a number of volunteers, across all divisions, to attend a short demonstration of the new features of v20 followed by a three hour testing session at some point during the latter half of June.  If you are able to take part in UAT but have not yet been contacted by your Project Representative, please feel free to contact them to express your interest and request further details.  Alternatively, you can contact the HRIS v20 Project team at hris@admin.ox.ac.uk directly for more information.  Your involvement in testing the system at this stage of the project is vital to ensuring we deliver an upgraded system that continues to support your business processes.

 

HRIS User Support

QRG updates

CH4 Change: New and Changes to Allowances (372kb)

Following feedback from users there have been quite a few changes to this QRG as follows: 

  • Guidance on entering cost allocation details for Percentage allowances.
  • Guidance on how to amend an allowance by adding a new one.
  • Further guidance regarding schedule allowance 2A.
  • Confirmation that only one allowance of the same type with the same date can be created. 

In addition, we have updated the title to remove the word ‘permanent’ as this guide covers all allowance types.

 
CH12 Ending Allowances (126kb) Updated to include guidance on explaining when to end an existing allowance before adding a new one.
CH14 Manage Changes Secondments (408kb) Clarification on when to use the ‘secondment’ tick box

Addition of a flow diagram.

CH18 Managing Trial Periods (249kb) Updated to reflect the policy change for managing trial periods.

Addition of a flow diagram.

 Advice added to notify the requestor when a staff request is "rejected with edits".

 

Vacancy on the Support Centre

From 18 May, Rachel Kilbee will be starting a new role in the Support Centre as an HRIS Analyst.  We are pleased to confirm that Helen Oldham, who recently joined us on a fixed term contract will now take this role on a permanent basis.  This leaves us with a vacancy for an HRIS Support Officer on a one year fixed term contract.

As will be aware from your experiences as a user, the role of the  HRIS Support Officer is primarily to provide first line support to users of CoreHR via phone and e-mail .  We are seeking someone for a one year period to enable others in the team to become involved in the HRIS v20 Project, and to ensure we have a good level of support available when we go live with v20 at the end of this year.  

We would welcome applications from users of the system, who could bring their existing knowledge and ideas to the role and quickly make a valuable contribution to the team.  

To find out more about what the role involves, please contact Rachel Kilbee or Michael O’Sullivan on 87900. Further details are available here: https://www.recruit.ox.ac.uk/pls/hrisliverecruit/erq_jobspec_version_4.jobspec?p_id=118341

We would consider a possible secondment for this post – please speak to your line manager before applying for the role on this basis.

Bank holiday support

The HRIS Support Centre will be closed on the late May Bank Holiday i.e. from 5.00pm on Friday 22 May 2015 until 8.30am on Tuesday 26 May 2015.

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 2015 Payroll Cycle Diagram (13kb)

DATE(S) DEADLINEEXPLANATION 
Wednesday 20 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's payroll run.
Thursday 21 and Friday 22 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).
Wednesday 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 Monday 8 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).
Friday 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.
Monday 8 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.
Monday 8 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.
Wednesday 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.
Monday 22 June 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.