October HRIS Bulletin

News and reminders

How to...?

Data Quality

Projects Update

HRIS User Support

This Month's Deadlines

News and reminders

Right to work - forthcoming changes

Please note the forthcoming changes to right to work processes (full details are provided below):

  1. From November, new casual payment forms will be introduced that will require right to work data to be included.
  2. Right to work data for new appointments and new starters will be monitored in future and departments will be informed if required data is not completed.
  3. New right to work type – working overseas.

1.   Right to work for casual workers – new payment forms

As part of the effort to improve right to work and immigration processes at the University, attention is being given to the appointment of casual workers. It has always been a requirement for departments to undertake pre-employment checks for casual workers but this data has not been recorded in central systems.  A new version of the casual payments form will be made available which will include a section for right to work information to be completed by departments. The information required mirrors the screen held in CoreHR and the form has been designed to enable easy selection of the relevant data from a list of values within the Excel document.

The new forms will be available to download from the Payroll webpages from Monday 27 October. Payroll will accept the payments they have already received on the old forms, but you should submit any new casual payments on the new forms as soon as these are available. The form must be completed electronically (not handwritten) by the appropriate administrator/personnel officer in the department, not by the individual recipient. To avoid unnecessary repetition, a separate form has been introduced for repeat payments.

The Staff Immigration Team will monitor compliance for this staff group to enable plans to be developed for recording this information in future.

Please ensure that everyone in your department who completes and submits casual payments is made aware of the new forms.

2.   Right to work screen completion rates

A review of completion rates for the updated right to work screen has revealed that only 66% of new appointments in the period July-September 2014 had the right to work screen completed in CorePersonnel.  When figures for new starters are separated out the completion rate increases to 74% but still falls short of the 100% completion that is required.

As detailed in the recent training provided by the Staff Immigration Team, the completion of this screen is a mandatory part of the appointment process and essential to enable local and central monitoring of compliance with right to work checks and immigration processes.

As well as undertaking and recording checks for new starters, departments must also satisfy themselves that right to work checks have taken place and are recorded in CoreHR for existing University employees who are taking on a new or additional appointment. The right to work screen is held on the person record in the system and is visible to users in all departments in which the individual holds an appointment. Please therefore check and if necessary complete this screen whenever you are appointing an individual in the system.

The Staff Immigration Team will continue to monitor completion of the right to work information in CoreHR and will contact those departments who are not complying with this requirement.

3.   New right to work type – working overseas

The following “right to work type” is now available to select from the list of values on the right to work scrreen in CorePersonnel: “Working overseas, RTW not required”. You should select this when the employee will be permanently based at an overseas location. In these circumstances, it is not necessary to complete any other fields on the screen. We will update PA10 Maintaining Right to Work Data (227kb) to reflect this in due course.

Any questions regarding the new right to work arrangements should be directed to the HRIS Support Centre or Staff Immigration Team as appropriate.

Employer Justified Retirement Age (EJRA) - new screen and report

A new User Defined Field (UDF) screen and a revised retirement report are now available in CorePersonnel to support departments in the administration of retirement processes, including those relating to the University’s EJRA policy requirements.

EJRA screen

The new screen can be found in Core > Personnel > Maintenance > Personal Profile > 08 Other Details. A new QRG CH27 Recording and Maintaining EJRA Data (175kb) details the information that needs to be recorded within the new screen and provides step-by-step guidance.

You must complete the EJRA screen for all individuals for whom an application to work beyond the EJRA has been submitted to the Panel. This will allow comprehensive local and central reporting and monitoring of the EJRA cases. It is not necessary for departments to enter historical data - HRIS Data Services will complete this based on information held by the Personnel Services policy team.

The HRIS Data Services team will contact Data Services users separately to advise of the process for submitting future EJRA information for updating in CoreHR.

Updated retirement report PERDEP07

In consultation with the Reports Review Group, we have updated the retirement report PERDEP_07 Retirement Planning to enable you to identify employees:

  • who are on academic and related grades and are at the age of 65 between the dates entered, so that you can can write to these employees about their options in relation to the EJRA;
  • who are on academic and related grades and are above the EJRA, as well as those who have an EJRA screen completed in Core (so that agreed extension end dates can also be monitored);
  • within grades 1-5 who may be considering retirement options.

You can find general guidance on retirement for different staff groups on the Personnel Services website, along with the full EJRA procedure.

New training – reporting workshop

In November, we will be running the first session of a new workshop “Using HRIS: Running Reports with Discoverer”.  In this hands-on workshop, delegates will use their own CoreHR logins to run reports on their own department(s), drawing on the knowledge and experience of the trainers to increase their confidence in using the Discoverer reporting tool. The session will provide delegates with an understanding of:

  • general navigation of Discoverer;
  • how to run reports;
  • how to export reports into Excel;
  • reports with multiple tabs;
  • how to use parameters, and;
  • what reports are available for each module.

The session will take place on Tuesday 11 November, 13.30 – 16.30 at Banbury Road. We have 24 places available and will offer places on a first come first served basis.  Further courses will be scheduled in the new year according to demand.

To book a place please email the HRIS Support Centre. Please note you must already have access to CoreHR as you will be running reports from the Live database using your own logon details.

Updated University Card Application Form S

The Card Office has updated the University Card Form S with new guidance on the difference between University and Departmental staff. We are in the process of updating the Core version of the form.  This will be available to download from the Other Documents section of the New Starter Process and User Guides webpage from Monday 20 October.

You will need to save this document in your C:\Coreapps\ folder without changing the filename.

How to...?

…override interview dates and time

We would always encourage you to use the Interview Schedule function within e-Recruitment, outlined in REC03 Managing Online Applications (1,408kb). This functionality provides many benefits, for example the date and time do not need to be keyed into every letter/ email to candidates thereby reducing the risk of error and ensuring information about the recruitment exercise is all held in one place. 

When using the Interview Schedule function there may be times where you need to override the date and or time it assigns to an applicant. The QRG will be updated with this guidance in due course. In the meantime, click below to watch a brief video of how to do this (we suggest you use the maximise icon).

Get Flash to see this player, or download the video file.

Data Quality

New Associate Professor webpage

Following consultation with divisions on the best way to reflect the new Associate Professor grade in CoreHR, we have completed the updates for all non-anomalous current appointments in the system.  The academic salary scales on the Finance webpages have been renamed and full details of the CoreHR data changes are now available via the Projects pages of our website.

Update from the HR Information team

HESA Staff Return

The 2013-14 HESA (Higher Education Statistics Agency) staff return was successfully submitted from Core to HESA in time for the 30 September deadline. A big thank you to all of you who resolved some last minute queries and issues in the system to enable us to do this. The next deadline is 15 October, which may well have arrived already by the time you read this!

The 2014-15 HESA staff return year has started. This year our data validations will be starting in November. By reviewing data quality earlier, we plan to avoid the need for the last-minute queries and questions that you may have been involved in this year.

We will focus data validations on items that do not affect an individual’s pay but are nevertheless essential. To be sure that you don't miss any data input for new starters, update your copy of the New Starter QRG to the latest version where expanded guidance is available on the fields below:

Staff classifications (category and sub-category): this guide table has been updated and now includes a column mapping categories to sub-categories and a new classification where ‘AS’ Research Support roles can be coded with a ‘4 Not an academic contract’ as well as with a ‘2 Research only contract’. Please throw out any older versions of the guide table. Check classifications carefully for new appointments: Do they match the job description? Do they fit the guidance scheme?

NHS contract details and clinical specialties: these UDFs are mandatory if your department links to one of the following cost centres: 101 Clinical medicine; 106 Anatomy & physiology; 107 Pharmacy & Pharmacology; 112 Biosciences; 127 Anthropology & development studies; 131 Social work & social policy. Check your cost centre on the PRAS organisation chart. We have developed guidance material to help you fill these in and would like to hear from you if you are having any issues with this or need advice.

Target end dates for fixed term-contracts: make sure that all fixed-term contracts have valid target end dates and that no permanent or open-ended contracts have target end dates. Regularly run the report: PERDEP02_FTC End Dates

Highest qualifications held: mandatory for all staff

Academic disciplines taught or researched: this is mandatory if the staff classification is in category 1, 2 or 3.

Previous employment information, previous higher education employment: mandatory for all staff

We have launched a HR Information web page: http://www.admin.ox.ac.uk/personnel/hrinfoteam/ where guidance on preparing for HESA will be provided very soon.

Please send any feedback or queries to us at hr.reporting@admin.ox.ac.uk

Projects Update

Latest on the HRIS upgrade project

The forthcoming upgrade project consists of both an infrastructure and software upgrade and represents an enabler for future projects. A wide range of benefits will become available from this project including software improvements required by the HRIS user group, the provision of updated and secure infrastructure, reassurance regarding disaster recovery, and the provision of a platform for introducing employee self-service, online academic recruitment and the opportunity for HR hubs through the introduction of ‘manager request’.

The Project Board, who will be responsible for overseeing the CoreHR upgrade project, met for the first time in September. Detailed analysis of the work involved in the upgrade project has been undertaken to inform a project initiation document, which will be taken through the HRIS governance mechanisms to IT Committee for approval during Michaelmas term.

The upgrade project represents a significant piece of work for the University to undertake and implement and it is important that the scale of the work and the implications for system users and the University as a whole are fully understood before the project commences.

Cost allocation corrections in preparation for upgrade

The Data Services team will shortly be making some corrections to historic cost allocations in preparation for the forthcoming upgrade. The underlying structure of the data will be improved as part of the upgrade and we are taking this opportunity to update some records.  If any of the records in your department are affected by these changes, the Data Services team will email you to let you know.

HRIS User Support

Reward team contact details

Please note that Jessica Hudson got married over the summer and is now Jessica Oldershaw. Hertford College have a current student called Jessica Hudson who has recently received a few messages intended for Jessica Oldershaw so please can you particularly note this name change.  If you need to contact the Reward Team, you can also use their general e-mail address:Reward@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 

This Month's Deadlines

Deadlines for Personnel Users: November Payroll

Please also refer to the November 2014 Payroll Cycle Diagram (18kb)

Thursday 23 October 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.
Friday 24 - Monday 27 October  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).
Monday 3 November  Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 6 November. 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).
Wednesday 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.
Thursday 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.
Thursday 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.
Monday 10 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.
Thursday 20 November  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.