September HRIS User Bulletin

Please note important R12 update information included. 

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: October Payroll

Please also refer to the October Payroll Cycle diagram.

DATE(S) DEADLINEEXPLANATION 
Monday 23 September – 12 noon September 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 September payroll run.
Tuesday 24 September No User Input One clear working day is required during which users cannot enter data, to enable the payroll to be run (reporting, e-Rec and Staff Requests are unaffected). Changes that affect October pay can be entered from the following day.
Tuesday 1 October Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Friday 4 October. 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 4 October 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 4 October 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 4 October Support Requests for October 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 8 October - COB* October 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.
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 this month's payroll run.

* Please note that the October payroll deadlines have been brought forward by 2 days to support the R12 implementation timetable - see item below.

News, Updates & Reminders for Personnel Users

Quick Reference Guides

Updated Quick Reference Guides

CH12 Underfilling – updated to reflect new underfilling process (see below) and to clarify that policy only applies to grades 1-10.

REC04 Managing Vacancies and Appointments – various updates – see front page “post-it” for details.

Updated support documents

Staff Request and Contract Decision Matrix – updated to reinstate scenario 15 (inadvertently removed from last version) and to include new scenario 13b – to support new underfilling process.

Data Collection Form (Core and non-Core versions) – updated to include section for academic teaching qualifications (required by HESA) and reinstate section for “course name”. If generating from Core, please download the latest version and save to C:\Coreapps\ folder (overwriting existing version).

List of Job Titles in CoreHR – MLA Laboratory Support renamed to LA Laboratory Assistant.

Reports

PERDEP09 Academic Staff Listing (White Book) - additional field added to show “Original Date Joined”.

Effective 1 October - important note on automatic increments

Automatic increments are due to be paid for academic-related staff grades from 1 October.  Please read the following to ensure that the correct rate of pay is taken forward.

How the process works:

The day before the increment is due a new salary record is created automatically.  This salary change doesn’t need to be authorised, it will take effect the next day unless it is overridden.  After the increment has been applied the system will set the next increment due date for one year’s time unless the bar point has been reached. For the 1 October process therefore, the new row in the appointment record will become visible to users on 30 September.

Action Required:

  1. Undertake a data checking exercise of all records updated since 1 AUGUST to ensure that increment date is populated where required: Our Data Services team have undertaken data quality checks to ensure that all increment dates are populated as expected. Where the information is missing or does not correspond with the University’s policy on incremental progression, you will already have been contacted with a request to complete/amend the data. However, as this exercise was completed at the end of July, we would advise that you check all recently updated records to ensure that they hold an accurate increment date. The ‘Increment Due Date’ report will help you to  identify any staff with no increment due date, records where the ‘increment on hold’ flag has been ticked which will prevent the increment from happening, or those without a future increment date.  You will need to check if any of these records are incorrect and amend/update them if required. Note that in order for an employee to be eligible for an increment on 1 October 2013 they must have been in their current role since at least 1 July 2013.
  2. Ensure the correct salary is approved prior to the increment date: The system will add one increment (as applicable) to the current approved salary on the day the job runs.  This means that any salary requests awaiting approval will not be picked up by the program, including any requests awaiting approval by Payroll.  It is essential therefore that you ensure that those individuals due an increment on 1 October have the correct salary approved as at 23:59 on 29 September (i.e. the day before the new salary row is created).  You should also ensure that any salary lines with an effective date after 1 October 2013 have been set at the scale point the employee would be on following the automatic increment, as the process will not increase the salary for any future dated salary lines.  The ‘Staff in Post’ report (‘full data set’ tab) will show the current salary for staff at the point the report is run and you can also use the ‘Monthly Personnel Changes’ report to check for any future dated salary changes and also to check the approval status for salary requests.

If you have any questions about this, please contact the HRIS Support Centre.

Change to under-filling process

The process for promoting an individual to their substantive grade (where they were initially appointed on an under-fill basis) has changed. When it is agreed that the employee can be ‘promoted’ to the substantive grade, you will need to complete and submit a staff request to request a new planned appointment at the higher grade. Once appointed, they should be issued with a new contract of employment reflecting the new (higher) grade. This revision in the process ensures consistent adherence to the principle that an employee should be moved into a new appointment on Core whenever there is a significant change in their terms and conditions which necessitates a new contract of employment. A new scenario (13b) has been added to the Staff Request and Contract Decision Matrix to reflect this and the Quick Reference Guide (CH21) has been updated.

R12 Project and HRIS

The Oracle Financials R12 project is due to go live in November and will bring with it some changes for users of CoreHR.   Preparations are being made across the R12 and HRIS teams to ensure CoreHR and Oracle Financials compatibility from the R12 go-live on 11 November. 

A new webpage has been created on the HRIS Support website to explain what is happening, how HRIS users will be affected, and the changes being made in preparation.  The information on this webpage will be extended as we move closer to the R12 go-live date. 

A summary of the key points for CoreHR users is provided below.

How will CoreHR users be affected by the R12 project during October 2013?

In October the payroll deadline has been brought forward by two days to support the R12 project timetable.  Departments should also give consideration to the impact of the planned downtime in early November when setting closing dates for vacancies during October (see below). There are no other significant R12 related changes for users of HRIS in October.

How will CoreHR users be affected by the R12 project in November 2013?

Up to and including payroll admin day (8.11.13) data entry to CoreHR will be undertaken using Oracle version 11 (v11) codes. 

CoreHR will be unavailable for use between late afternoon on Friday 8 November and the morning of Monday 11 November while costing data held in the system is converted from v11 to R12 format.  During this period job applicants will also be unable to use the system, so in order to provide applicants with sufficient time to complete and submit their applications it is recommended that no vacancies are set to close on Monday 11 or Tuesday 12 November.  A notice will be placed on the University jobs and vacancies webpages from 25 October onward advising applicants of the system downtime (precise times for the start and end time of the system downtime will be confirmed in due course but departments may prefer to avoid Friday 8 November as a closing date for vacancies and shortlisting pack production). 

What else do I need to be aware of?

From 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. The R12 project team will publish a final confirmed version of the conversion information (previously distributed to departments), showing how the v11 codes map to the new R12 codes, prior to go-live. We will link to this information from our website as soon as it becomes available.

All forms and requests made to payroll OUTSIDE of CoreHR required for the November payroll, should include BOTH v11 and R12 coding. Further details will be provided on our website and will be communicated in the next User Bulletin.

All QRGs, reports (including the Payroll Costing Report), HRIS documentation, and training materials, will be updated to reflect the new structure codes and use of the Cost Centre and Project fields.

Further information about the impact of R12 on HRIS, including a timetable of key activities can be found on our website.

Importance of selecting correct position type on staff request

Please ensure that you refer to the Staff Request and Contract Decision Matrix when choosing the position type for a staff request. Failure to choose the correct position type may result in inaccurate information on your post or rejection of your staff request. Particular scenarios which must be set up correctly in order to process are:

  • Scenario 3 - Refill/replacement of a leaver where the grade has not changed (this includes maternity leave) must be based on the existing post
  • Scenario 15 - Change in contract type from fixed term to permanent or open ended must use the position type “New post”.

If you need any advice on completing the staff request form, please contact reward@admin.ox.ac.uk.

News, Updates & Reminders for Recruitment Users

R12: Impact of planned downtime on e-Recruitment

e-Recruitment users should ensure they are aware of the impact of the planned downtime (scheduled for 8 - 11 November) when setting vacancy deadlines, please see item above.

Mandatory applicant statuses – a reminder from the HRIS Data Services Team

The HRIS Data Services team has recently been undertaking some data checking together with the Equality and Diversity unit in preparation for the next Athena Swann submission. Some of you may have been contacted as a result of this work.

We focussed on three key areas:

  1. Vacancy was closed but the applicant statuses did not include ‘offer accepted - Personnel’,
  2. Vacancy was closed but the applicant statuses did not include ‘shortlisted’,
  3. Vacancy still open where the applicant status included ‘offer accepted - Personnel’.

In order to ensure accurate data for Equality and Diversity monitoring, recruitment monitoring and reporting, and to enable communications with applicants, it is vital you keep the applicant status up-to-date as applicants progress through the selection process. The following statuses are mandatory i.e. a successful candidate MUST have passed through these statuses.

Applied – this is set automatically when you submit the web applicants.

Shortlisted – all applicants invited to interview (manually selected).

Offer Accepted Personnel – successful applicant. Essential that this is manually selected to ensure that you are able to appoint the individual from the applicants tab in Personnel.

In particular it has been noted that the mandatory status of ‘shortlisted’ is frequently being omitted. 

It is also important that the vacancy is closed and the vacancy status updated once the recruitment exercise has ended even if it was unsuccessful.

Why is important to update these mandatory statuses?

Accurate use of the appropriate applicant statuses is essential for the following reasons:

  • The University has a legal requirement to undertake analysis of recruitment monitoring data in order to meet its equality duties as a public sector employer.
  • The University is committed to ensuring fair recruitment and selection. Collecting accurate data enables the University to check that is attracting a diverse range of candidates to all posts and that the selection process does not favour candidates from particular groups.
  • Increasingly initiatives such as Athena SWANN, equivalent good practice awards and individual grant proposals require departments to provide recruitment monitoring data in their applications.  
  • Should an applicant bring a case of discrimination, the University would be required to submit accurate recruitment monitoring data to an employment tribunal.

For guidance on the use of vacancy and applicant statuses please refer to pages 3 - 7 of QRG REC00 Recruitment Basics.

 

Opening merged applicant pdf packs - update

In the June 2013 User Bulletin we informed you of an issue with Java build 1.6.0_45 which prevents documents from opening within Core.  This was preventing some users from opening generated applicant packs in the Back Office, and the view documents option within Vacancy Profile.

We are pleased to report that Java build 1.6.0_51 has fixed these issues and users with this version of Java are able to open all documents from within the Back Office as normal.

If you are experiencing issues opening documents within Core, please check your version of Java by navigating to your Control Panel, clicking on the Java icon to open the Java Control Panel (you may need to change your view to “Classic View” to view the Java icon), and clicking on the “About” button. The “build” information will be displayed in a popup window. If you see “Version 6 Update 51 (build 1.6.0_45...)” you should contact your local IT contact to request an update to Java on your PC.

HRIS User Support Arrangements

New description for HR.Systems e-mail address

Previously the “hr.systems@admin..” email address had a description of ‘HR systems support’. While the email address itself remains unchanged, the description that accompanies that address has been amended to ‘HRIS Support Centre’.

Inactive users

The HRIS Support Centre runs monthly inactivity reports.  Any user who has not logged into CoreHR in the previous 120 days will have their account closed.  User accounts can be reactivated if required – please contact the HRIS Support Centre if you need your account to be reactivated.

 

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 a.m. - 5.00 p.m.