May HRIS Bulletin

News and reminders

Payroll corner

Update from the HR Information Team

New and updated documents and reports

HRIS user support

This month's deadlines

News and reminders

Planned downtime for essential Oracle database patching - 13 June

We have scheduled a period of downtime for the next set of quarterly patches (fixes) to the Oracle database. This is part of the regular cycle of quarterly patching, and this time, will provide an important JAVA update (more details on this below).

The downtime will take place on Tuesday 13 June from 7:00 - 13:30.

As always, we will email a reminder to you nearer the time.

JAVA JRE Update 131

Oracle have recently released an update to JAVA software as part of their Critical Patch updates for April 2017, update JRE 8_131.  The latest update includes additional security features, which will be applied to the CoreHR servers as part of the downtime mentioned above.

Until the CoreHR server update has been applied, we would recommend that departments continue to run on the previous server compatible release of Java JRE 8_121.

We have already received queries from some departments whose local IT support had deployed the update, which denied their access into the CoreHR system.  Where this has occurred, we have recommended to revert back to the previous update 8_121 as a temporary measure.

Payroll corner

Personal Service Companies update

Self-employed individuals, or sole traders, who are engaged directly and not through a Personal Service Company (PSC) should continue to be assessed for their employment status. Their status should be determined by using the new HMRC ESS tool. This helpful tool replaced the Employment Status Indicator (ESI) tool with effect from 6 April. It is important to remember that individuals who are assessed as being an employee, are then not to be treated as PSC’s on CoreHR, but as employees of the University. Guidance on the type of contracts can be found on Personnel Services web pages.

Increment dates – a reminder

As usual, increment dates for Support Staff (grades 1 to 5) are 1/8/17 and for Academic-related staff (grades 6 to 10) are 1/10/17. There will be guidance on how to check these in the July and September bulletins. This is  a reminder about the 3 month rule (please see the Incremental Progression section on http://www.admin.ox.ac.uk/personnel/reward/paystructure/ ) Employees must be in post for at least 3 months prior to the incremental date, so anyone employed as Support Staff after 1/5/17 will have an increment date of 1/8/2018. Anyone employed as Academic-related staff after 1/7/17 will have an increment date of 1/10/2018.

Please note that if you are inputting an increment due date in Core, it must be a future date or it will not work. You do not need to complete the Comments field next to the date as it is not a mandatory field and should be left blank unless absolutely necessary.

Incremental progression is applicable to all staff on scale points within the normal range, so the Increment Due Date field must always be completed where this is the case.

The top 5 reasons for rejected lines on the casual payment spreadsheets

Payroll have reported a number of common reasons that have resulted in payment sheets being rejected by the upload process:

  1. Invalid Appointment id - Transaction date earlier than the start date of the appointment. The casual worker appointment start date should be the first day they worked, NOT the 1st of the month in which you first submit a payment for them or the date you are physically setting up the record.
  2. No Access to Employee - Not commencing or approving the appointment. This is likely to be caused by the appointment not being commenced and/or the salary approval not completed. This means that the record is not extracted on our reports to identify that we need to bring the casual workers through to the payroll module.
  3. Invalid project code or cost centre. Check your GL and Project cost codes on PERDEP13 Active Cost Centres and Project Codes to verify that they are available for use on Core.
  4. Invalid Appointment Id - Dragging down the personnel number or appointment id for casual workers with multiple line entries. This increments the employee number or appointment id by one on each line.
  5. Invalid Appointment id – Transaction date later than appointment end date. The appointment has been ended with a date before the week/period end dates available on the dropdown on the spreadsheet. If you are moving a casual worker to a new appointment the transfer process is NOT recommended by HRIS Support. It is recommended that you close the casual appointment with a Sunday date after the new appointment has been set up.

Update from the HR Information Team

Clear HRINFO21 Vacancy and applicant data quality report by 7 July

The *new* HRINFO21 Vacancy and applicant data quality report is now available. Run this and clear all the red errors by 7 July

The HR Information Team will follow up with departments who have not done this in July.

Vacancy and applicant data is required for central recruitment monitoring and both central and departmental Athena Swan applications.

Steps

  1. Check you are using the most up-to-date quick reference guides for recruitment.
  2. Run Tab 1 of the HRINFO21 report and address data issues in this tab first. Make changes using the guidance on our website.
  3. Re-run Tab 1 and check issues are gone.
  4. When Tab 1 is clear, run Tab 2 and Tab 3 and clear data issues from these. Make changes using the guidance on our website.
  5. Tab 4 provides an on-screen view of applicant data that you may find useful. Tab 5 provides a data export function for applicant data suitable for use in Excel.
  6. Contact the HRIS Support Centre if you need assistance to make changes to vacancy or applicant history data.

Full information on what each tab of the report is checking and how to make data amendments are given on our data quality web pages. Send any queries about this report to hris.dataquality@admin.ox.ac.uk.

Mandatory applicant status stages

Ensure that your team are using all of the mandatory applicant statuses that are relevant for each recruitment undertaken. This requirement is outlined in REC00 – Recruitment basics on page two.

Mandatory statuses are:

  • Applied
  • Shortlisted
  • Offer Made - Personnel
  • Offer Accepted - Personnel

Recent analysis has shown that the shortlisting stage is often missing.

What is shortlisting?

  • Shortlisting is the first decision point at which some of the applicants are taken forward to the next step after application, and some are rejected.
  • The next step may be a test, the first interview, or for more in-depth scrutiny by the selection panel.

Why do I need to record shortlisting?

  • The shortlisting marker is required for recruitment monitoring analyses undertaken by the Equality and Diversity Unit.
  • The data helps the University assess whether we are meeting our equal opportunities policy.
  • ‘Shortlisted’ is a mandatory status and enables University-wide comparison of recruitment campaigns and outcomes, alongside the other mandatory statuses.
  • You can use both ‘Shortlisted’ and ‘Invited to Interview’ if preferred, but ‘Shortlisted’ must be entered.

Core tip: Check that you are clicking the ‘Save’ icon in the Applicant Status screen before exiting the screen or the data entry will not be saved.

Staff classification guidance table – updated May 2017

The new version of the Staff Classification Guide is orange and replaces the older green version. The changeover will take effect in all data checking reports from 30 May 2017 as outlined below. Please update your records and bookmarks.

Main changes:

1. Core Sub Category ‘IT Computing – Technical/Support’ is now related to the Core Category ‘X Not applicable/not required’

  • Previously mapped to Category ‘4 Not an academic contract’
  • Affected appointments will be re-coded for you to IT+X by the HRIS Support team between 30 and 31 May 2017
  • This code is valid for grades 1-5 only

2. ‘RM Artistic, Media, PR and Marketing’ can now only be used for roles at grade 6+

  • Code grade 1-5 roles to the sub-category ‘DC Office/Clerical Support’ and category ‘X Not applicable/not required’ codes
  • Affected grade 1-5 appointments will be re-coded for you to DC+X by the HRIS Support team between 30 and 31 May 2017

3. HRINFO01_Data Quality Validation and HRINFO20_Casual Worker Data Quality Validation reports will be updated to follow the orange mapping table on 30 May.

New and updated documents and reports

New and updated documents

We have updated the People Profiles Matrix (115kb) to include PSC's.

HRIS user support

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: June payroll

Please also refer to the June 2017 Payroll Cycle Diagram (14kb)

DATE(S) DEADLINEEXPLANATION 
Mon 22 May - 5pm May 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 May's payroll run.
Tue 23 to to Wed 24 May No user input Two clear working days are required during which users cannot enter data into the personnel module, to enable the payroll to be run (all other modules are unaffected).
Fri 2 June 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 June. 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 June 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 June 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 June 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.
Friday 9 June - 5pm June 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.
Thu 22 June June 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.