February HRIS Bulletin

News and reminders

Projects update

Payroll corner

Update from the HR Information Team

New and updated documents and reports

HRIS user support

This month's deadlines

News and reminders

23-26 February: 'At risk' time for Begbroke Data Centre move

During the weekend of 24-25 February 2018, IT Services will be relocating servers located at the Begbroke Data Centre to the new Shared Data Centre. 

Although there is no planned downtime and it is expected that CoreHR will remain available throughout the relocation work, we have been advised that the service will be running “at risk” from 23 to 26 February inclusive because only half the application servers will be available.  System performance may be impacted during this period so if you plan to work over this weekend, it is advisable to save your CoreHR work on a more frequent than usual basis. 

27 February: CoreHR Full System Downtime – Delivery of the Quarterly Oracle Patches

This downtime is required for the delivery of the latest mandatory Oracle CPU patches, as part of the regular programme of updates we are committed to. 

Please ensure you are logged out of the system by 8.00am on Tuesday 27 February.  We anticipate that all services will be restored by 1.00pm on Tuesday 27 February but ask that you do not attempt to log back in until we send a confirmation email confirming that the system is available once again. 

All modules of the CoreHR Back Office and Portal will be affected, including the applicant portal.  A message will be placed on the Jobs and Vacancies pages advising applicants of this. 

26-27 March: CoreHR Full System Downtime – Tax Year End

We are currently preparing for the annual tax year-end updates on CoreHR. Each year this requires software to be tested and applied to the system to ensure that the University can fulfil its statutory payroll reporting obligations. The Payroll team need to be confident that all statutory year-end reporting can be completed accurately and on time. To achieve this, it is necessary to schedule a period of system downtime. This downtime, which will affect all back office users of CoreHR and applicants using e-Recruitment, will take place on Monday 26 and Tuesday 27 March immediately following on from the standard “no user input period” for Personnel users. 

Implications for users

  • Recruitment: A message will be placed on the jobs and vacancies web pages to inform applicants of the downtime. Please ensure that when placing new vacancies you avoid closing them on these dates.
  • Payroll costing report: It is likely that the payroll costing reports will be distributed slightly later than usual. However, we expect to be able to meet our commitment to providing these within three days of completion of the payroll run.

As always, we will aim to keep the duration of any downtime to an absolute minimum.  Further reminders will be sent to users before the downtime takes place.  If you have any questions regarding the above downtimes or at-risk period, please do not hesitate to contact the HRIS Support Centre.

Right to work categories

The categories available in the Right to Work screen on CoreHR have been updated to provide further clarity.  The categories for List A and List B documents have had the following options added:

Under List A:

  • UK long form Birth Certificate with document showing National Insurance Number - (used for UK nationals who do not hold a passport)
  • SIT approved document showing National Insurance Number - (only used for historic right to work checks from 1997-2004 with SIT approval)

Under List B:

  • Tier 1 Graduate Entrepreneur
  • Tier 1 Investor
  • EEA Family Member Residence Card (5 yrs) – (to differentiate from a 6 month EEA Family Permit)
  • Refugee Status/ Humanitarian Protection / or Discretionary Leave
  • Immigration Status Document with document showing National Insurance Number – (an Immigration Status Document is where a visa is issued on a document instead of in a passport; this is rarely seen)
  • Extension application or appeal pending – (proof of an extension application is valid to show continuing right to work for up to 28 days after the expiry of a current employee’s visa. A new right to work record will need to be entered within 28 days)
  • Proof of an application or appeal pending with Positive Verification Notice (PVN) from the Home Office Employers Checking Service (ECS) – (these documents together serve as valid evidence of right to work for six months, or until the application/ appeal is decided. A new right to work record will need to be entered when the application/ appeal is granted or when a new PVN has been received from the ECS if the application/ appeal is still being processed)

The final two options above replace the single previous category of ‘Visa application/ appeal outstanding’.

If you are unsure or have queries on when to use a particular status, please contact the Staff Immigration Team.

For general guidance on use of the Right to Work screen in CoreHR, please see the QRG PA10 – Maintaining Right to Work data.

EJRA and Retirement Planning

This is a reminder that you can run the PERDEP07_Retirement Planning report to identify employees approaching the University’s Employer Justified Retirement Age (EJRA).  Please note that under new EJRA rules, departments are requested to contact staff at least 2.5 years in advance of their retirement date.  This report also enables you to identify employees in grades 1-7 who may want to start thinking about retirement, but for whom the University’s EJRA rules do not apply.

Please also remember that the ‘Retirement Date’ field in the personal details screen should be ignored (as noted in PANS0 - Pre-arrival and new starter guide). This is because this field does not reflect current legislation and the University's EJRA.  A note to this effect has been added to the QRGs relating to the EJRA and retirement (please see QRG updates below).

The HR Policy team will be contacting departments regarding employees nearing their EJRA date, as part of the team’s annual retirement reporting exercise.  You can obtain further information on the EJRA and retirement from the Personnel Services webpage, or by contacting Meghan Lawson in the HR Policy team.

Disclosure and Barring Service checks

The field previously entitled ‘CRB Check OK’ has been updated to ‘DBS Check OK’ in the UDF ‘Appt: Appointment Pre-employment checks’.  All new and existing records will display the new field name.   We have also updated the column name in report PERDEP42_Pre employment checks.  QRG PANS0 Pre Arrival and New Starter Guide has been be updated.

Removal of 'CoreHR Upgrade Default Value' Job Title

Since version 20 of CoreHR went live there had been a number of appointment records within the system, mainly dormant records, which had a default value of 'CoreHR Upgrade Default Value' against the Job Title field. This value was required to enable the migration of data from v16 of the software to v20 where the Job Title value was missing against the appointment record.

Following an update from CoreHR earlier this month, there should no longer be any instances of 'CoreHR Upgrade Default Value' against the Job Title of any appointment record within the system. This value will no longer be available to select when setting up new staff requests, posts or appointment records.

Projects update

HR Self-Service – timetable and final scope

The HR self-service project board met at the end of January and approved a planned timetable and final scope for HR Self-Service (phase one) as follows:

 Timetable

  • Employee Self-Service (ESS) to be introduced to all employees (excluding casuals and contractors) in late April. Exact dates will be communicated nearer the time, but it is expected that access will be phased across a period of a few working days and will follow the publication of April’s payslip.
  • Manager Self-Service (MSS) will be rolled out in three waves as detailed below:
WaveDivisionsManagement structure data collection periodGo-Live
1

UAS

Humanities

Social Sciences

March May
2

GLAM

MPLS

Continuing Education

April Late May/early June
3 Medical Sciences Late April-early May Early/mid June

Final scope

The project will deliver the following:

  • Onsite access to Employee and Manager Self-Service.  This introduction of the system will enable staff to review and update the data held about them ahead of gaining full mobile and offsite access with the upgrade project.
  • Employees will gain access to the online version of their payslips, whilst continuing to receive print payslips and P60s until the upgrade project delivers (currently planned for November 2018).

This approach enables us to meet the requirements and recommendations of the GDPR and allows staff to become familiar with the concept of self-service, giving them a longer transition period of access to online payslips whilst still receiving paper copies.  It also gives departments more time to make provision for staff who have no access to a PC at work.

Current activity

The project team has now contacted all departments directly to request the name of a key contact for the self-service project. Departments in divisions that have been allocated to wave one will be contacted again at the end of this month to start the process of providing their line management structures to the project team – a prerequisite for the provision of MSS.

Briefing sessions will be held for departmental HR staff and CoreHR users ahead of the ESS go-live in April. Details will be sent to your key contact by email and will also be included in next month’s Bulletin.

If you have any questions about HR Self-Service, please speak to your HRIS User Group representative or email the project team at hrselfservice@admin.ox.ac.uk.

Payroll corner

Casual salary approvals

This is a reminder to ensure that your new Casual appointments are commenced and approved by the Casual payments deadline.  This will enable you to submit a payment for that Casual Worker via the spreadsheet. 

Further details of upcoming deadlines can be found below, and a list of future deadlines can be found here.

Update from the HR Information Team

Data Quality

Clear 2017-18 data issues

Please keep running and clearing data issues from the following reports regularly, ideally monthly:

  • HRINFO01 Data Quality Validation 2017-18
  • HRINFO20_Casual Worker Data Quality Validation 2017-18 and
  • HRINFO21 Vacancy and applicant data quality 2017-18

Thank you to everyone who has cleared their staff classification Sub Category and Category corrections. This will improve the accuracy of the data in the extract of employees in post as at 31 January 2018 (to be taken later this month).

The HR Information Team website provides guidance on making the indicated changes to clear the data anomalies highlighted red and amber in the report. Please contact the HR Information Team if you have any queries relating to these reports.

If you need assistance making data changes, please contact the HRIS Support Centre.

 

Data request/checking exercise

As indicated in last month’s bulletin, there will be a data checking exercise underway during February and March which should cover the following items for any staff due to be returned to HESA in 2017-18:

  • Qualifications
  • Current Academic Discipline taught and/or researched
  • Academic teaching qualifications

For any departments where any of the above items are found to be missing for the relevant employees, the HR Information team will be in touch to ask that the information is sought and keyed to CoreHR.

Please contact hris.dataquality@admin.ox.ac.uk if you have any new queries to raise with the team.

 

New and updated documents and reports

QRG updates

Minor changes have been made to the guides shown below e.g. corrections:

CH24 Flexible Retirement (147kb)

CH25 Extending Employment Beyond the EJRA (166kb)

CH27 Recording and Maintaining EJRA Data (175kb)

Note added about running PERDEP07 Retirement Planning report. 

PA11 Managing Casual Worker Records (1,452kb)

PA2d Appointing a Rehire (720kb)  

Note added regarding ending and rehiring an employee within the same payroll period.

PANS0 Pre Arrival and New Starter Guide (2,579kb)


1. Reference to CRB check changed to DBS.

2. Hyperlinks updated.

HRIS user support

Easter closure arrangements – advance notice

The HRIS Support Centre will be closed from 5pm on Wednesday 28 March until 8.30am on Tuesday 3 April 2018. CoreHR will be available to users and applicants during this time.

Support for applicants

A message will be placed on the University’s Jobs and Vacancies webpages advising applicants of the office closure over the Easter period with the dates as above. Please be aware that behind the scenes, the support team will be monitoring the availability of the online recruitment system.

Staff requests and adverts

Please note that Personnel Services will also be closed during this period.  Staff requests will not be processed from 12.00 noon on Wednesday 28 March and until Tuesday 3 April.

Adverts that require posting on jobs.ac.uk before Easter will be accepted until 12.00 noon on Monday 26 March 2018. Adverts for the University site only will be accepted until 12.00 noon on Wednesday 28 March 2018.

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: March payroll

Please also refer to the March 2018 Payroll Cycle Diagram (15kb)

DATE(S) DEADLINEEXPLANATION 
Tue 20 February - 5pm February 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 February's payroll run.
Wed 21 to Thu 22 February No user input Two clear working days are required during which users cannot enter data into the personnel module and navigation to menu options under “Core|Personnel > Maintenance” should be avoided, to enable the payroll to be run (all other modules are unaffected).
Tue 27 February CoreHR full system downtime Delivery of the Quarterly Oracle Patches. All modules of the CoreHR Back Office and Portal will be affected, including the applicant portal. Please ensure you are logged out of the system by 8.00am on Tuesday 27 February. 
Fri 2 March Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 7 March. 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).
Mon 5 March Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Wed 7 March 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.
Wed 7 March Support requests for March 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.
Fri 9 March - 5pm March 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.
Wed 21 March March 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.
Thur 22 to Sun 26 March No user input Two clear working days are required during which users cannot enter data into the personnel module and navigation to menu options under “Core|Personnel > Maintenance” should be avoided, to enable the payroll to be run (all other modules are unaffected). 
Mon 26 and Tue 27 March Planned CoreHR full system downtime  Planned downtime for year end delivery. This downtime will affect all back office users of CoreHR and applicants using e-Recruitment.