October HRIS Bulletin - v20 Special

 Are you ready for the v20 upgrade?

With the v20 go-live just days away, October’s HRIS Bulletin is dedicated to the upgrade project.

To ensure that all users are clear about what action is required and what they can expect between now and go-live on Tuesday 27 October, we have summarised the key points below, including a communications plan so that you know how we will keep you updated.

Thank you in advance for your support in reaching this milestone.

HRIS v20 Project

HRIS User Support

This Month's Deadlines

HRIS v20 Project

Switchover – system availability

As a reminder, CoreHR will be unavailable from 5pm on 22 October until the morning of Tuesday 27 October. We will remind all users about the downtime by e-mail and will alert you when v20 is available on 27th October (expected to be by lunchtime at the latest). A notice has been placed on the jobs and vacancies webpage and our system availability page will be updated. A summary of the system availability during the switchover period can be found on our HRIS v20 Switchover Plan.

Thursday 22 October – strictly no user input

The switchover period begins at 5.00pm on Thursday 22 October.  This day is a standard ‘no input’ day for Personnel users.  This month it is more important than ever that users abide by this rule.  Any changes made within the Personnel module could disrupt the payroll preparation and payrun process.  Disruption of this kind will prevent the project team from meeting their timescales which in turn could delay the return of the system.  Please ensure that you do not make any changes in the Personnel module on 22 October unless you are specifically requested to by a member of the Payroll team.  Only recruitment, absence and training administration may be undertaken on 22 October. 

v20 Training demonstrations

We have run 7 training demonstrations for users in preparation for go-live. These sessions have been well attended but there are a small number of users who have not yet confirmed their booking. It has been made clear from the earliest stages that training is mandatory for users with update access (personnel administrators, recruitment administrators and HRIS Data Services users) and that failure to attend will mean that access to v20 will not be provided. We are currently making contact with those users who have not yet made arrangements for training. If this applies to you, please ensure you e-mail hris@training.ox.ac.uk as soon as possible to make the necessary provision to allow you to obtain access to v20.

JRE update

All IT Officers have been advised of the requirement to update the PCs of users of CoreHR during the switchover period to an updated version of JRE (Java Runtime Environment). This work is necessary to ensure that all users can login to and work with all aspects of v20. Depending on whether you also access Oracle Financials and/or OSS, your desktop will need to be updated with either the JRE 1.8 or the JRE 1.6 & 1.8 combined package. Your IT Officer will have all the information. HRIS Guardians (in departments outside of UAS where the update will be deployed centrally) have been asked to confirm to the v20 Project team via HRIS@admin.ox.ac.uk that arrangements are in place to upgrade all CoreHR users’ desktops with the new JRE package over the switchover weekend.

Desktop changes

The IT Officers webpage on our site has been updated. The page provides details of the certification matrix and desktop requirements for letter generation in v20. Information has been sent to all local IT officers.

Communication plan – HRIS users/departments

In addition to the e-mails detailed below, updates will be provided on the Systems Status webpage used by many local IT officers.

ChannelDate Message Audience 
E-mail Thursday 15 October Request to check/supply latest department letterhead. HRIS Guardians
E-mail Monday 19 October Request for support to ensure no user updates in Personnel on 22 October and confirmation that JRE upgrade arrangements are in place. Departmental Administrators and HRIS Guardians 
HRIS Bulletin Tuesday 20 October  Overview of plans and action required in preparation for go-live. All HRIS users, Guardians and Departmental Administrators
E-mail via ITSS Announce Tuesday 20 October  Information about the new local IT requirements (e.g. JRE, desktop arrangements for letter generation). IT Support Officers
E-mail Wednesday 21 October  Reminder of no user input on 22 October. All HRIS users 
E-mail  Wednesday 21 October  Overview of when Data Services’ users can generate contracts and correspondence from the Personnel module. Data Services’ users 
E-mail Wednesday 22 October  Reminder that system access will be withdrawn at 5pm and provision of a “go-live guidance document” summarising the main changes that users need to be aware of. All HRIS users
E-mail  Monday 26 October  An update on how the switchover activity is progressing, expected timescales for the system being restored on 27th and a reminder to read your go-live guidance. All HRIS users
E-mail Tuesday 27 October Confirmation that the system is now available for use.  All HRIS users


HRIS User Support

HRIS Support Centre

Contact details for the team: 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 2015 Payroll Cycle Diagram (14kb)

Wednesday 21 October - 6pm 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.
Thursday 22 October No user input (system access removed at 5pm for all users) This month it is crucial that you make no changes within the Personnel module on this day, as this could disrupt the v20 project timescales and lead to a delay in returning the system.
Friday 23 to Monday 26 October Switchover to v20 No access during switchover to v20.
Tuesday 27 October Go-live with v20 The HRIS Support Centre will e-mail all users when access to v20 is available (expected to be by lunchtime).
Tuesday 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 5 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).
Thursday 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.
Friday 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.
Friday 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.
Thursday 10 November - 6pm 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 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.