September HRIS Bulletin

News and Reminders

How to...?

Data Quality

Projects Update

HRIS User Support

This Month's Deadlines

News and Reminders

Issue with missing allowances on transfers

We have identified that where an allowance is added to a transfer with a commencement date in the future, the system is removing the allowance completely when the overnight process runs to commence the appointment. We expect the planned upgrade to resolve the issue.

In the meantime, please add the allowance/s after the appointment has commenced and notify Payroll when you have done this.  Payroll will do their best to include the allowance in the current month’s pay wherever possible. Where it is not possible to do so, they will pay the arrears the following month.

We believe that this problem will only affect only a small number of employees. Rehires and new starters are unaffected.  We have added this issue to the Known Issues log on our website.

Updated correspondence templates

1.  Pre-employment health questionnaire (PERS_Pre-emp_health)

In response to queries regarding the pre-employment medical health questionnaire, we have amended the first prompt for the additional medical questions within the Word template as follows: "Will this employee work with specific hazards or carry out safety-critical tasks? E.g. physical work, handle chemicals or work in a laboratory, lift heavy goods, handle blood products, drive a University vehicle, laser work etc? (Y/N)”. This makes it clearer that the additional medical questions also refer to manual handling.

If you are unfamiliar with the policy relating to pre-employment health screening, please see the guidance on the Personnel Services website, in particular the guidance relating to the recruitment planning and approvals stages and the standard compulsory checks.

2.  Acting-up letter (PERS_AddDuties)

Updated to clarify that cost of living and incremental progression will be applied to base pay where appropriate, but that the acting-up allowance will remain unchanged.

3.  Conditional offer letter (PERS_CondOfferStd_v2)

Updated to reflect the new process whereby pre-employment health questionnaires are completed and submitted to Occupational Health electronically.

4.  All contract templates (PERS_Cont_AR_clin_v3, PERS_Cont_AR_non_clin_v3, PERS_Cont_Supp_clin_v3, PERS_Cont_Supp_clin_v3)

All amended to include the paragraph applicable to externally funded posts, that reminds the employee to familiarise themselves with the terms of the funding agreement.

You will need to download these latest versions from the Personnel Services website and save them in your C:\Coreapps\ folder without changing the filenames. You will need the Personnel Services username and password to access these documents - if you don’t know them, please e-mail Personnel.Services@admin.ox.ac.uk, including your contact number in the e-mail, and a member of the team will telephone you with the details. Please ensure that when looking at this webpage, you refresh (Ctrl + F5) to ensure you are looking at the latest versions.

If you have any issues downloading or generating any of these documents, please contact the HRIS Support Centre.

NB: Please remember when answering ‘Y’ or ‘N’ to the prompts, you must type the letters ‘Y’ or ‘N’ as capitals to ensure the relevant section is included or excluded as appropriate.

Reward and Recognition Scheme – monitoring report now available

A new report, PERDEP47_R&R Scheme Monitoring, is now available to enable you to analyse the distribution of Reward and Recognition Scheme nominations and awards in your department or division by grade/staff group and gender.

While local monitoring and publication of scheme outcomes is likely to be complete in most departments, this report facilitates more in depth analysis if required and will be available for departments to use following the next gathered field review. 

Please ensure that you refer to the report description when analysing this report as it provides clarification on the source of the data provided.

Central reporting and monitoring of this year’s scheme is underway.  If you have not yet completed the R&R UDF as requested in August’s Bulletin, please do so as soon as possible. We will be comparing data held in this screen with payments made and will be contacting departments who have not updated the screen in due course.

Requesting more than one position on a staff request

As detailed in the Introduction to HRIS training, the ratio of posts to appointments in Core is 1:1, i.e. each post will have only one current appointment attached to it (with very few exceptions - e.g. job share, maternity cover).

If recruiting more than one position with identical attributes (e.g. same grade, job title and contract type), we suggest that you state the number of positions required on the staff request.  The Reward Team will process the staff request, which will lead to the creation of a post, appointment and vacancy as usual. They will also create the additional posts and appointments as requested and notify you of the details by email. You can then link all the planned appointments to one vacancy, enabling you to manage all your applicants through one recruitment process, or if preferred you can choose to create separate vacancies for each appointment.

How to...?

…add a salary line against an ended appointment

Occasionally there is a requirement to input a salary request against an ended appointment. This is usually in response to a query from your Payroll Officer or the HRIS Support Centre who have been investigating a salary discrepancy.  The process for inputting a salary request against an ended appointment is slightly different to a standard change to pay: 

1.  Navigate to: Personnel > Maintenance > Salary Administration > Maintain HR Salary Amendments

2.  Enter the Employee Number into the Employee No box

3.  Change the View options to “View All Appointments” and to “Include Outstanding Approvals”:

 

4.  Press Search

5.  In the Appointments list, select the Ended Appointment which you want to enter a salary against, then click the “Add” button:

  

6.  This will allow you to add the salary against the ended appointment.

7.  The salary line will then need to be approved within department.

Click below to watch a brief video of these steps (we suggest you use the maximise icon).

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

Data Quality

Message from the HR Information Team

Data quality exercises

We are in the final stages of completing the HESA staff return for the 2013-14 year and you may have received requests from the team to add/amend Core data in August for: (1) Qualifications/subjects taught/researched: missing highest qualifications held/missing academic disciplines taught and researched; (2) Target end dates.

Thank you to everyone who responded promptly to these exercises.  However some corrections are still outstanding. If you have received either of these data quality exercises and have not made the updates, please do so in the next day or so.

There will be additional HESA-related data quality send-outs in late September.

NHS contract details and clinical specialties UDFs

Clinical departments may have been contacted by the HR Information Team with data quality queries in relation to the Medical Schools Council Survey.  Queries arose due to missing or invalid data. As outlined elsewhere in this bulletin, we have updated the PANS0 Pre Arrival and New Starter Guide (2,739kb) to clarify the data entry requirement for these fields in order to help you do this. There is also additional guidance available in the Clinical HESA fields matrix (174kb).  Even if you feel confident completing the NHS fields, we encourage you to read the guidance because several fields were altered in the 2012-13 HESA year. Contact the HR Information Team if you are unsure and we will happily walk you through the data entry requirements.

Staff Classification code review – Sub-category Research Support (AS)

We are reviewing this staff classification group. Some of you are no doubt aware that this coding is causing confusion and needs review.  There are some contracts where code AS is in use but the contract is not academic.  We are therefore suggesting that, for now, AS can be used with Category ‘4 Not an academic contract’ as well as with Category ‘2 Academic contract that is research only’. An updated staff classification guidance table is available on the Personnel Services website.

New starters

August, September and October are peak times for appointing new starters.  We urge you to review new appointments and check that the data entered is correct. In particular, check that your staff classifications are correct.  We will conduct a review of appointments added in August-October and send out queries where any anomalies are identified.

As always, if you require any advice on what to enter into Core or have any feedback, please e-mail the HR Information Team.

Staff equality monitoring – “direct appointments”

Over the summer, the Equality and Diversity Unit (EDU) sent out a survey to all employees whose equality records in CoreHR have data items missing. 21% of those contacted responded and the HRIS Data Services team have updated CoreHR with the information provided.

The collection of equality data is vital to enable us to monitor how far we are meeting our equal opportunities policy and to meet our equality duties as a public sector employer.  We capture this data as part of the online application process. However, for those employees who come via other means (direct appointments) you must capture this data as part of the appointment process using the form M1.  New starters should be encouraged to complete and return this form - they can select the “prefer not to say” options if they do not want to provide specific details.

Update on the implementation of Associate Professor

The HRIS Data Services team have begun the task of manually updating in excess of 1000 current appointment records in CoreHR with the new job title of Associate Professor.  Grade descriptions for all affected grades (primarily those on the old main lecturer grade) will also be updated shortly. (note that grade codes will remain unchanged). Consequently, over the next few weeks, you may notice some changes to the data for affected employees.

Divisional Offices have been involved in checking and verifying the proposed changes to appointment records of all affected staff. We have also contacted owners of downstream IT systems to ensure that these changes do not adversely affect those systems.

We will shortly be providing full details of the changes made as a result of the introduction of the Associate Professor grade on our website.  In the meantime, if you have any queries, please contact your divisional office or e-mail Mandy Zaccheo, HRIS Business Advisor, at the HRIS Support Centre.

Projects Update

Goodbye to OPENdoor!

Preparatory work for the decommissioning of OPENdoor is now complete and we will withdraw the system from use at the end of this month. With effect from 1 October all user accounts will be locked and OPENdoor client software can be deleted from the desktop (we will be contacting local IT officers to advise them of this).

All of the functionality provided by OPENdoor and a considerable proportion of the data has already been migrated to CoreHR and has been available for use since the personnel module went live. Historical payroll costing data held in OPENdoor (pre-May 2013) has been migrated to a reporting tool that the HRIS Support Centre will manage. If you need to obtain pre-May 2013 payroll costing data from this system, please e-mail the HRIS Support Centre with details of your requirements. Reports available will mirror those previously available in OPENdoor and will be provided in Excel format to existing recipients of the CoreHR payroll costing report only.

HRIS User Support

Do we have the correct contact for your department?

Please take a moment to check the Departmental Contacts (111kb) list and inform the HRIS Support Centre if we do not have the correct contact for your department.  This list includes the key contact for each department and is a useful reference document for the Support Centre and to enable users to identify the correct contact when agreeing transfers or other system transactions which affect multiple departments.

Guardians – have you reviewed access for your department(s)?

As reported last month, we have provided all HRIS Guardians with a report to enable them to review the access arrangements for CoreHR users in their department(s). Thank you to all Guardians who have reviewed their data and responded to us by the deadline of 15 September.

To those of you who haven’t yet replied, it is not too late! The report is still available to run and we would appreciate your confirmation of existing access arrangements (or queries where these exist) to the HRIS Support Centre as soon as possible.

Updated QRGS and support documents

EA1 Ending Appointment(s) (568kb) clarity on the interim process for recording ‘destination upon leaving’.

PANS0 Pre Arrival and New Starter Guide (2,739kb)various updates, including amendments to guidance on entering addresses and phone numbers, updated to reflect new right to work screen, and additional guidance on clinical NHS contract details including a link to the new Clinical HESA fields matrix (174kb) produced by the HR Information Team.

REC03 Managing Online Applications (1,414kb): guidance on how to search by Vacancy ID on the Submit Web Applicants screen (as described in July Bulletin).

TR3 Manage Course Bookings (472kb): includes guidance on new Find a Person menu.

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: October Payroll

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

DATE(S) DEADLINEEXPLANATION 
Monday 22 September - 6pm 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's payroll run.
Tuesday 23 and Wednesday 24 September 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).
Friday 3 October Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 8 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 3 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.
Wednesday 8 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.
Wednesday 8 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.
Friday 10 October - 6pm 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.
Thursday 23 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.