PERDEP20_ Monthly Personnel Changes

Summary description

This report provides a set of summary tabs consolidated in one report, covering any new records keyed or updates made to person details, appointments, salaries, allowances, cost allocations, and any leavers processed in CorePersonnel, as well as any changes made by employees to their personal data in Employee Self-Service (ESS). It is designed for use on screen, for export to spreadsheet, or for printing. The report returns all data with an effective date that falls within the date range selected (with the exception of person changes which are based on audit date, and any changes made in ESS).

Why run this report?

  • To check all new data or changes processed in CorePersonnel with an effective date that falls within the date range selected.
  • To check data changes made directly by employees in ESS that fall within the date range selected (based on audit date). This excludes changes made to diversity data (excepting date of birth and legal sex)

When should you run this report?

It is recommended that this report is run before payroll cut off to ensure that data is as expected before payroll is run.

Why should you monitor the changes made in ESS?

As employees can make updates to data that may have a wider impact on University and other key processes it is important that these changes are monitored. For example:

  • Address changes: employees could either delete or enter incomplete address details. Departments should check address changes as best they can to ensure that no vital information is missing and that they appear accurate. Address changes are also important for visa holders; the Home Office may request a visa holder’s history of residential addresses to be disclosed at any time. Employees’ residential addresses are also vital for HMRC purposes.
  • Date of birth and legal sex: the system does not prohibit users from amending this information, but employees are advised not to update these fields. If changes to these data items are picked up by the report, departments need to contact the individual to verify and document the changes accordingly and remind them not to update this information in ESS, but to contact their local HR team instead.

Hints & tips

  • Results: Data extracted from CorePersonnel: This report runs based on effective dates, so it will show you the changes that took effect during a period you specify regardless of when they were entered into the system. See also PERDEP21_Monthly Data Input Check which reports on input dates.

    Data extracted from Employee Self-Service: This report runs based on audit/input dates, and will show you all the changes that were made by employees in ESS within the date range selected.

  • Running: The Person Changes and the Changes made in ESS tabs use different parameters to the other tabs. Selected parameters do not all copy over from tab to tab, so remember to check the parameters are as expected when you run a new tab.
  • Filters: Some tabs include a Page Items button to allow you to further filter results.

Available parameters

Parameter

Mandatory?

Notes

Period Start Date

Y

Changes from this point in time (see description above)

Period End Date

Y

Changes to this point in time (see description above)

Department Code

N

If you have access to more than one department in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department Description

N

As above, enter/select the department name if required.

Administered by

N

Enter DEP (department) or DIV (division) if required.

Employee Status

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Use the torch to select specific status(es) or remove the default list to bring back all records  (this will include non-employees).
This does not apply to reporting on changes made in Employee Self-Service.

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

Details of tabs

Tab 1

Person Changes

This tab returns data extracted from CorePersonnel (to check the data entered/changed by CorePersonnel users).
Changes to contact details, dates, and other ‘person’ related details such as bank account, next of kin etc. Note that if you run this tab with no department selected you may see employees who previously worked for your department but have since transferred. To avoid this, enter your department code in the relevant parameter field.

Tab 2

Changes made in Employee Self-Service (ESS)

This tab returns data extracted from ESS (to check the data entered/changed directly by employees within ESS).
Changes to personal contact details (including home address), emergency contact(s) (ie next of kin), date of birth and legal sex.

Tab 3

New Starters

Includes all new starters where the reason code indicates they have joined (or re-joined) the University.

Tab 4

Appointment Changes

Changes to appointment – change of hours, pay etc. Does not include new starters as these are found in the New Starters tab. Includes Page Items to allow filter by Reason Code Description.

Tab 5

 Ended Appointments

Details of ended appointments within your department e.g. where they have ended one of several appointments or the appointment has been manually ended to resolve an issue.

Tab 6

Approved Salary Changes

Shows details of any approved salary changes, including who did the approval. Includes Page Items to allow filter by Salary Change Reason. RED indicates not approved by department. APPROVED BY DEPARTMENT indicates not yet approved by Payroll. Incudes Right to Work details.

Tab 7

Approved Allowance Changes

Shows details of any approved allowances during the period. Includes Page Items to allow filter by Reason Code Description. Incudes Right to Work details.

Tab 8

Cost Allocation Changes

Changes to cost allocations (funding).

Tab 9

Leavers

Details of individuals who have left the University during the period. Includes Page Items to allow filter by Leaving Code Description. Incudes Right to Work details.