October 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

Deadlines for Personnel Users: November Payroll

Please also refer to the November 2013 Payroll Cycle (20kb)diagram and HRIS R12 guidance.

Tuesday 22 October - 12 noon October 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 October's payroll run.
Wednesday 23 October No user input

One clear working day is required during which users cannot enter data, to enable the payroll to be run (Reporting, Training, Recruitment and Staff Requests are unaffected). Changes that affect November’s pay can be entered from the following day.

Friday 1 November Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Friday 1 November. Staff Requests received after this deadline are not guaranteed to be processed by the standard payroll deadline. The usual turnaround times for gradings apply (ten working days).
Tuesday 5 November Casual Payments Deadline Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Wednesday 6 November 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.
Wednesday 6 November Support Requests for November 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.
Friday 8 November November 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 22 November - 12 noon November 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.

* Please note that the November payroll deadlines have been brought forward by 2 days to support the R12 implementation timetable. CoreHR will also be unavailable from mid afternoon on the Payroll Deadline - see item below.

News, Updates & Reminders for Personnel Users

Quick Reference Guides

Updated Quick Reference Guides

CH11 Managing changes regrading (1,509kb)– appendix and guidance on which documents to attach to Staff Request amended to reflect revised grading and regrading procedures (see Personnel Services circular PERS 13 (08)).

The following guides have been updated to prompt you to complete the "Current Post End Date" field when updating the "Start Date" field: 

PA2e Transfers Between Departments (694kb)

PA2f Transferring Within the Same Department (681kb)

The following guides have been updated to include reference to generic JDs in the “Additional Information” field: 


New reports

RECDEP49_Panel Details - This new report has been made available to all departments as a result of a request from a user. It provides information regarding the composition of the recruitment panel for each vacancy and details of whether they have undertaken recruitment training, based on the information recorded against the relevant Events in the system. A description of this report will be available in the online Reports Library soon.

Updated reports

PERDEP01 – Staff in Post - The following fields have been added to the worksheets in this report: Actual Salary, Appointment Cost Centre, Appointment Project Code and Known As.

Timing of Payroll Costing Report - We have received a couple of enquiries about when in the month the Payroll Costing Report is distributed. As detailed in the Payroll Costing Report FAQs on our website, the Payroll Costing Reports will be sent within three working days of the payroll run (which is always detailed on the November 2013 Payroll Cycle (20kb)).

R12 update – planned downtime, new coding, and key dates

As communicated in September’s bulletin, Oracle Financials R12 is due to go live on Monday 11 November.

Please ensure that you read this section of the bulletin and the R12 guidance on our website in full ahead of November.

Planned downtime

From mid-afternoon on Friday 8 November, through to the morning of Monday 11 November, CoreHR will be unavailable for use while costing data held in the system is converted from v11 to R12 format.  Please note that Friday 8 November is the Payroll Deadline. Planning for the R12 conversion activity in Core is being finalised. For planning purposes please ensure that all payroll changes are completed in CorePersonnel by 3pm on 8 November at the latest. We will confirm the exact cut-off time by Monday 4 November but it will be no earlier than 3pm.

During this downtime period, applicants will also be unable to use the system. Therefore, as previously advised, you should avoid setting closing dates for Monday 11 or Tuesday 12 November to ensure applicants have sufficient time to complete their applications.

R12 coding

From Monday 11 November, only R12 coding will be available to use in the system.  Further information about the format of the new R12 coding is available on the R12 project webpages.  A final version of the conversion information showing how the v11 codes map to the new R12 codes will be published on the R12 webpages (with a link from the CoreHR webpages) on 1 November.

Coding arrangements for Payroll forms

All forms and requests made to Payroll OUTSIDE of CoreHR for the November payroll, should include BOTH v11 and R12 coding.  When completing the Casual Payments Form you should include the v11 coding in the Payment Details section of the form in the usual way, and include the R12 coding either underneath or on the back of the form – clearly indicating that this is the R12 coding (the form will be updated in due course).

R12 and HRIS Data Services users

Users of HRIS Data Services should use and submit the existing v11 Data Services forms for November payroll. Forms and requests made directly to Payroll should follow the approach outlined above.

R12 key dates

Further information about the impact of R12 on HRIS, including a comprehensive timetable of key activities can be found on the R12 Preparation pages of our website, but a brief summary of key dates is provided below:

Monday 21 October: No new Project Codes created in Oracle Financials from this date.

Friday 25 October: Notice placed on University jobs webpages advising potential applicants of planned downtime.

Friday 1 November: Final version of the conversion information published on the R12 webpages (with link from CoreHR webpages).

Monday 4 November: Confirmation of exact time that CoreHR will be taken down on Friday 8th November confirmed to all users by e-mail.

Tuesday 5 November: Casual payments deadline. Forms must include both v11 and R12 codes.

Friday 8 November: Payroll deadline. CoreHR will be unavailable from mid afternoon (until confirmation is sent on 4 November, please plan for a 3pm downtime).  Users will be reminded by e-mail that morning.

Monday 11 November: CoreHR available from mid-morning. Users will be advised by e-mail as soon as the system is available again. No vacancies should close on this day. All coding in CoreHR now in R12 format. Updated QRGS will be available on the CoreHR webpages. Data Services forms updated.

Tuesday 12 November: No vacancies should close on this day.

New approach to release management

Core International is introducing a new approach to the way they manage and upgrade the CoreHR system.  In future, instead of building enhancements into the current version of the product, Core will include them in future releases and the University will receive them as part of a regular upgrade cycle of the system.

In line with this new approach planning will begin shortly to upgrade the system from version 16.1.1. to v17.  The University will then upgrade the system at planned intervals to ensure that we remain in support from the supplier.  This new approach to release management is due to be discussed at the next meeting of the HRIS User Group on 22 October, when the development plans for HRIS following the end of the HRIS Programme will also be discussed.  A casualty of this new approach is that the enhancements to both the personnel and recruitment modules due to be implemented with the move to version 16.2.2. can no longer be progressed.  They will instead, be implemented as part of the v17 upgrade.  Examples of improvements expected as part of the move to 16.2.2 include costing information on the approval screen and static urls to enable vacancies to be forwarded easily by email.  


Explanation of service dates

 Information about length of service can be found under “02 – Service Details” from the Select Detail menu on the Personal Profile:

Service History Screen shot

The dates which are accurate and relevant to the University are indicated in red above. Definitions of the service-related fields are:

Date Started: date when employee first joined the University (irrespective of any subsequent breaks in service).

Total Length of Service: this calculated field is correct for the majority of employees, however for any employee who joined prior to 01-APR-2001 this field will be calculated incorrectly, as it is using the appointment history to calculate this value. Where it is calculating correctly, it will show length of service based on the information in the “Date Started” field.  As this includes breaks in service, it is of limited use.

Latest Start Date: latest rejoin date if employee has left and rejoined the University.

Length of Service: length of current episode of service, this is calculated based on the value held in the latest start date field taking into account breaks in service.

When we upgrade to v17 of CoreHR next year the service information screen will be significantly enhanced.

Guidance on use of retirement field

The Retirement Date field on the Personal Profile screen is set to auto-populate with the date of the employee’s 65th birthday for all employee records created from January 2012 onwards.  Records for employees appointed prior to this date will contain the retirement date that was held in Opendoor/Trent (the University’s previous Personnel/Payroll system).

The Core auto-calculation does not conform to current legislation, nor does it reflect the University’s Employer Justified Retirement Date for academic and academic-related staff. The information contained in this field is therefore likely to be incorrect for the majority of staff (and irrelevant for support staff grades, for whom there is no retirement age/date).

Departments are free to update this information in Core to ensure it accurately reflects the policy that applies to that employee, and must update it to reflect any agreed extension to the retirement date in the case of academic or academic-related staff.

We are currently exploring options for enhancing this area of the system to better meet the needs of the University. In the meantime, please refer to the report for information about employees approaching typical retirement age within your department.

Missing increment due dates

Missing increment due dates

Following the recent exercises in July and September to check and correct missing increment due dates we have identified that there are a number of areas where the increment date is being omitted.  There were a significant number of new starters, rehires and additional appointments where the employee was eligible in the current year but the increment due date had not been added.  In addition the following should be noted:

  • New starters not eligible in the current year – If a new starter is not eligible for an increment in the current year but will be eligible next year the increment due date must be entered for the following year when you appoint them.
  • Change in grade (includes regrades and transfers to a new post at a different grade) – Where an employee’s scale point was in the discretionary range on their old grade but now falls within the main range on their new grade, the increment due date must be reviewed and updated.
  • Variable hours employees – The same rules apply to variable hours employees as for fixed hours employees, i.e. if they are on a qualifying grade/scale then the increment due date should be entered.
  • Fixed term contracts – Where an employee is on a fixed term contract the increment due date should be entered even if the contract is due to expire before the increment due date. This is because contracts are frequently extended beyond the increment date but the increment date is not entered when the contract extension is processed.

We also noted a number of instances where the next increment due date had been entered into the comments box in the salary details screen. The date must be entered into the ‘increment due date’ field to enable the date to be applied.

Guidance on entering increment due dates can be found in the following Quick Reference Guides: PA2g Direct Appoint (639kb)and CH17 Changing the Increment Due Date (253kb).

Reminder – appointing and commencing employee transfers

When transferring an employee into a new appointment (either within the same or from a different department) you must appoint and commence the employee on the same side of the effective date of the new appointment.  So, for example, if the appointment is effective from 1 November, you would need to appoint and commence them either before 1 November or on or after 1 November. You should not appoint them prior and then commence them after their start date.  Please see diagram below which is included in both PA2f Transferring Within the Same Department (681kb)and PA2e Transfers Between Departments (694kb)which helps to illustrate the point.

 Appoint and Commence illustration  

If the employee is appointed before the effective date and you have forgotten or were unable to commence them before the effective date, please contact the HRIS Support Centre who will be able to advise on the steps required to work around this issue.

Reminder - TUPE transfers

All staff joining the University as a result of a TUPE transfer should be set up in CoreHR by the HRIS Data Services team. If you are involved in administering a TUPE transfer, please ensure that you seek support from your HR Business Partner and contact Data Services early in the process.

News, Updates & Reminders for Recruitment Users

University Card application process

The University Card application form, which must be completed for all new employees in order to obtain their University Card, is available to generate from Core. The University Card office would prefer all card applications to be generated from Core wherever possible as it ensures consistency between the information provided on the form and that contained within CorePersonnel (which feeds data to the University Card database) and ensures that a record for the new employee exists in the Card system prior to the form being received. This reduces the margin for error and allows for a more efficient process.  

If you are not currently generating your card applications from Core, please download the application form from the New Starter section of our Process and User Guides webpage and save it in your C:\Coreapps\ folder alongside your other correspondence templates. The form can be selected from Tools>Letters>Letter Type in exactly the same way as the contract and letter templates. If you encounter any difficulties in generating the form, please contact the HRIS Support Centre.

Please also note the following in relation to completion of the form:

  • If the member of staff is employed by the University and paid through the University payroll their current status should be “A – University Employee” (regardless of their source of funding).
  • Status “B – Otherwise Employed by the Institution” should be used for employees of other organisations (e.g. NHS, MRC) who require access to University premises and facilities.
  • A passport style photographs should be provided in hard copy. The individual should be front-facing and against a plain background. The existing card office database is not designed to accept electronic images.
  • University Cards are issued for a period of four years, or the expected duration of the contract where this is less than four years. Employees on contracts that exceed four years (including permanent contracts) will be prompted by the card office to renew their card prior to the expiration date.

For further information about the University Card, including guidance on the different types of card available; please see the Information for Administrators section of the University Card office webpages.

HRIS User Support Arrangements

New “Using HRIS” web pages

In the next 2-3 weeks we will be launching an updated version of our webpages. Prior to the redesign we consulted a range of users within departments and divisions and examined hit rates on our current pages. The outcome of this exercise has informed the content and structure of the new pages. Our aim has been to provide a single source of information that is comprehensive yet concise, with a more intuitive structure than our current site. We will e-mail you when the site goes live, and provide additional guidance on updating your bookmarks and mechanisms for providing us with feedback.

Accessing Core remotely

We are pleased to announce that you are now able to access CoreHR remotely though the University’s VPN service. 

If you intend to access CoreHR from an off-site PC or portable device, you must ensure that you have appropriate anti-virus software installed and that you are familiar with the University's ICTC Regulations and the terms of the Individual User Agreement which you signed as a prerequisite for your access to Core.

New description for HRIS e-mail address

Previously the “hris@admin..” email address had a description of ‘HRIS Programme’. While the email address itself remains unchanged, the description that accompanies the address has been updated to ‘HRIS Communications.’ This e-mail address will be used by the HRIS Support Centre for distribution of communications such as the user bulletin, future project news etc. Please do not send requests for system support to this e-mail address – all such queries should be directed to HR.Systems@admin.ox.ac.uk.

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