January 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

Placing links into advert text

Following the recent implementation of CoreHR minor release 20.0.24, it is possible, again, to insert clickable links to webpages and email addresses within the CoreHR vacancy advert text. A new QRG REC07 Inserting links into advert text has been created to provide step by step guidance.

New clinical grades

The NHS has implemented a new contract in England for junior doctors and dentists in training, as well as a completely new pay system based on stages of training rather than years of service. The University Colleges and Employers Association (UCEA) has therefore recommended a revised Clinical Lecturer pay scale for HEIs to use for clinical academic trainee doctors and dentists. This scale mirrors the NHS junior doctor and dentist pay scale, providing pay parity and ease of transition to and from the NHS. The University’s Personnel Committee has approved the implementation of the pay scale and the following grades are now available in Core:

A63 for Clinical Lecturers

E63 for Clinical Researchers

New allowances for Clinical Academia (payment made to staff who have successfully completed a higher degree and returned to clinical training) and Clinical Speciality (payment made to staff who are in a hard to fill training programme as defined by the NHS) have also been implemented for use alongside these new grades.

Further detailed information about the operation of the new grades and transitional arrangements for existing staff (on grades A67, E64, E65, E66 and E71) will be circulated in due course. In the meantime if you have new members of staff who you believe should be appointed on the new scales, or have any questions please contact Sarah Kilgour.

HRIS training courses - reminder

If you are unable to attend a course, or a member of your team is off sick and is unlikely to return in time for their training course, please email the HRIS Support Centre or telephone 01865 (2)87900 as soon as possible so we are able to offer the space to delegates on our waiting list.

Late Arrival

If you arrive more than 15 minutes late for the start of a course, the trainer has the right to and is likely to turn you away. Late attendance disrupts the training course and creates delays for other delegates and you may miss important information, which you need to understand in order to participate in the rest of the course. If you know in advance that you will be slightly late for a training course, please advise the HRIS Support Centre


If you are unwell on the day of a training course, please also consider other delegates' health when deciding whether or not to attend.  We would advise you not to attend the training if it puts other colleagues’ health at risk. If you decide not to attend, please inform your line manager and contact the HRIS Support Centre as soon as possible on the day. 

It is at the discretion of the trainer to turn delegates away from a training course and this decision will always be made with the best interests of other delegates in mind.

You can find a list of all our upcoming training dates on the HRIS Training webpages.


Projects update

CoreHR Upgrade project underway

We are delighted to announce that a new project has been formally initiated in conjunction with IT Services to upgrade CoreHR to the latest version available and to investigate the business case and potential benefits of moving to a cloud hosted solution. It is anticipated that the upgrade will bring a range of improvements including a new web-based HR admin dashboard, streamlined payroll processing and a new user-friendly dashboard style reporting tool. The project team are now working closely with representatives from CoreHR, the HRIS Support Centre and a range of subject matter experts across the University’s HR and IT functions to carry out the in depth analysis and planning required to deliver the upgrade. The project team will use this newsletter to keep you posted on progress, but in the meantime if you have any questions or concerns please contact Mandy Zaccheo, Business Change Manager, at mandy.zaccheo@admin.ox.ac.uk.

Update on HR Self-Service

The self-service project team are busy finalising the functionality in our project version of the system and preparing for system testing.  Next month we will publish a timetable confirming the planned go-live date for Employee Self-Service and the rollout of Manager Self-Service.  We will also be getting in touch directly with departmental administrators and HR managers to ask for the name of someone to act as a key contact for all matters relating to the introduction of self-service in their department (e.g. providing us with information about line management structures and confirming who will attend our planned briefings for HR staff).  Please give some thought to who might be the best person in your department to undertake this role.

We will be updating our project webpage with more detailed information about the implementation of self-service after our next project board meeting at the end of January.  In the meantime, if you have any questions about HR Self-Service, please speak to your HRIS User Group representative or contact Mandy Zaccheo, Business Change Manager, at mandy.zaccheo@admin.ox.ac.uk.


Payroll corner

Casual appointment start and end dates

This is a reminder that when you set up a Casual appointment, it is important to consider the date on which that Casual worker completed their first piece of work.  The start date of the Casual appointment cannot be later than the date of any payment request submitted for that worker on the Casual payroll spreadsheet.  If you neglect to do this, that line of the spreadsheet will be rejected and sent back to you as an error.  Should this happen, please contact the HRIS Support Centre who can amend the Casual worker’s start date for you.  You can then re-submit the payment line to Payroll.

When setting the end date of a Casual appointment, please remember that the spreadsheet containing the final payment for this Casual worker will need to be uploaded to CorePay before the appointment is ended, otherwise the final payment can’t be processed. The appointment should not therefore be ended until the end of the month in which the final payment is to be made.  As Casual workers are paid in arrears, the appointment end date on CoreHR may therefore need to be a month on from when the worker completed their Casual engagement.

It would also be very helpful for you to have a clear-out of all Casual appointments that can be closed down. Please run report PERDEP01_Staff in Post Report Casuals only to identify all current Casual workers and Casual teachers for your department. There are very large numbers of open Casual appointments not being used.  This causes issues for payroll in terms of reporting and HMRC continuing to provide tax codes for these workers.  It also has significant impact on other processing in CoreHR, such as HESA and Organisation Unit Re-structures.  If your casual worker hasn’t worked for some time, please use an end date of the last day of the month preceding the current one (rather than the date they last worked).  This is because ending appointments using historic dates can result in issues with HMRC.

Update from the HR Information Team

Data quality

Clear 2017-18 data issues

Please continue to run and clear data issues from the HRINFO01 Data Quality Validation 2017-18, HRINFO20_Casual Worker Data Quality Validation 2017-18 and HRINFO21 Vacancy and applicant data quality 2017-18 reports regularly, ideally monthly. Thank you to everyone who cleared their reports before the Christmas break.

As an extract of employees in post as at 31 January 2018 will be taken for reporting purposes, the HR Information team will contact all departments who still have a significant number of outstanding data issues from the HRINFO01 report 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. If you need assistance making data changes contact the HRIS Support Centre hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

Contact the HR Information team on hris.dataquality@admin.ox.ac.uk if you have any queries relating to these reports. The HR Information team would like to remind users that any data sent by departments to the team or other departments which identifies individuals must be password protected. Alternatively, queries can be emailed directly to the HR Information team using the Person Reference number, (and appointment ID if the individual is on more than one contract).


Data request/checking exercise

The HR Information team are now turning their attention to the HESA staff return for 2017-18.

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 Core.

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

New and updated documents and reports


REC07 Inserting links into advert text (487kb) A new QRG has been produced to provide guidance on inserting links into job adverts. 

Updated documents

Significant changes have been made to the guides below, i.e. where there are new/changes to processes and procedures or to provide clarity:

Allowance Guide (118kb)

The Allowance Guide has been updated to include the following new allowance and its purpose:

  1. Proctors and Assessors

HRIS User Support

e-Recruitment – Browser Options

The University’s e-Recruitment system is designed and able to handle large volumes of job applications - some 59,600 applications were processed successfully against close to 3,500 vacancies during 2017 alone. These applications are made using the full range of available internet browsers, and the different versions thereof.   In terms of applicant queries, the HRIS Support Centre receive a small percentage of reports from system users or applicants experiencing issues when trying to access or search the Job Listings on the University’s vacancies pages with their particular choice or preference of browser, where the system returns a blank web page or a blank page with an error message (404 – Page not found) instead of the expected results.  Whilst this type of issue is not new, and reports of it to our helpdesk have not increased in relative terms, there has been some recent promotion of this topic within the University, and we thought it might be helpful to include an update on this for your information.

Most importantly, we would like you to note that there is no particular way of preventing this type of issue – due to the variable nature of browsers, there is always the possibility that particular versions or settings of browsers will not interact successfully with CoreHR, or indeed other University business systems.  Some users might experience this on a permanent basis with a particular choice of browser, others may find that when they progress to later versions of that browser, the issue resolves itself.  Simple steps such as trying a different browser are always a good first option if your initial choice (and current version of) browser fails to work successfully.  If you know how to clear your browser cache and are comfortable to do so, this often also achieves the desired results.  Also, and again only if you are comfortable to do so, you could check and ensure that your browser setting for enabling Javascript is set to ‘Enabled’.  If this setting is disabled, it will cause the browser to fail in relation to CoreHR e-Recruitment functionality.

As always, if such simple steps don’t work for you or your applicants, it is key that you or they get in touch with our e-Recruitment Support Team.  The team will offer suggestions and workaround options to help users successfully browse job listings or submit an application. This will also assist us in collecting valuable data on the issue which might contribute to a better understanding of it; if analysis of such data results in us being able to provide any additional guidance, we will publish further updates in future bulletins.

Staff changes in the HRIS Support Centre

We are pleased to announce that Tom Lake joined the HRIS Support Centre on 3 January 2018 as HRIS Business Advisor. Tom will be responsible for business process, communications, user training and the HRIS Data Services team.

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: February payroll

Please also refer to the February 2018 Payroll Cycle (14kb)

Tue 23 January - 5pm January 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 January's payroll run.
Wed 24 to Thu 25 January 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).
Fri 2 February 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 February. 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 February 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 February 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 February Support requests for January 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 February - 5pm February 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.
Tue 20 February 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 this month's payroll run.