Known Issues

Below are details of the current known issues most frequently encountered by CoreHR users.

The section at the top specifically highlights issues in version 26, following the upgrade of the system on 31 May 2019. All other existing issues are listed towards the bottom of the page. Please refer to the "workarounds" provided.

We are working with our supplier, CoreHR, to resolve these issues. Please check this page regularly for the latest updates.

v26 post go-live issues (last updated: 17 June)

Fixed issues

Resetting passwords

Summary: When applicants tried to change their password, they initially saw a ‘Page Not Found’ error, which gave the impression that the password change had not worked. In fact, the password had been changed successfully. Applicants needed to close the error page, and navigate back to the applicant portal, and log in using the new password that they had just created. The system accepted this and allowed them to proceed.

Latest update/ workaround: This issue was fixed w/c 1 July. However, we are currently investigating a related minor issue that some applicants have reported.

UDF data in reports

Summary: UDF data was not returning accurately in Discoverer reports.

Latest update/workaround: This issue was fixed on Friday 14 June 2019.

Cost centre/ project codes

Summary: The list of codes available in CoreHR (from Oracle Financials) does not reflect any changes since Thursday 23 May. 

Latest update/ workaround: Whilst this issue was fixed on 11 June 2019, we are continuing to monitor it closely. Please ensure to update any records, as required.

Applicant registration via a vacancy

Summary: When applicants tried to register for an account, navigating from a vacancy within the portal, they saw a ‘Page Not Found’ error once they created a password, giving the impression that they had not successfully created a new account. In fact, the account had been created successfully.

Latest update/workaround: This was fixed on 5 June 2019.

Copying vacancy URL link

Summary: The vacancy URL link, extracted from Vacancy Maintenance > Vacancy Profile > Other Details, wasn’t working properly. This URL link is used to link to the vacancy job advert from other websites, such as the department’s own website.

Latest update/workaround: This was fixed on 4 June 2019.

Issues for HR users: Back Office/Portal

Performance

Summary: The system may run slowly, with a time lag when navigating between screens. Please report slow performance to the project team - CoreHRupgrade@admin.ox.ac.uk.

Latest update/workaround: The project team continue to assess and monitor reports of slow performance, to understand the scale of the issue and any potential trends.

Uploading documents to Staff Requests

Summary: Some users are experiencing problems when trying to upload a document to a Staff Request.

Latest update/ workaround: Some users have managed to successfully upload a document by changing the file type. To help avoid this issue please do not use documents with macros.

Screen size

Summary: The screen size is smaller in v26 than v20.

Latest update/workaround: We are talking to CoreHR to establish whether it is possible to change the size of the screen.

Logging out of CoreHR (Back Office)

Summary: When you click on the ‘yellow door’ to log out of the Back Office, you are presented with a ‘CoreProxy Application’ message with the option to click ‘Continue’. When this is clicked, you are taken back into the Back Office desktop screen.

Latest update/workaround: To exit the Back Office click on the ‘yellow door’ and do not click ‘Continue’ on the ‘CoreProxy’ message. Instead, close down the Back Office window by clicking on the red ‘x’ button in the top right-hand corner. To come out of CoreHR entirely, you will need to sign out of the portal (HR Self-Service).

Issues for applicants: eRecruitment

Vacancy filtering

Summary: When a user clicks through from the first page of a filtered list of vacancies to get to subsequent pages, the filter is removed and the list displays all live vacancies in the system.

Latest update/workaround: Update: 17/06/19 - A workaround has been applied whilst Core continue to work on fixing this issue. Filtered job vacancy results have now been set to all display on one page. This means that results are no longer split into shorter, separate page lists (where applicable), but instead all filtered results can be viewed on one page.

Existing issues pre-version 26

Personnel module

Slow performance accessing the Maintain Salary Approvals screen

Description: When a salary approver attempts to access the HR Salary Approvals screen, it can sometimes take up to five minutes for the screen to open. The issue is intermittent but occurrences seem to increase around Payroll deadline, which indicates that the high number of outstanding approvals around this time may be impacting on the screen performance.

Latest update: This issue has been raised with Core for further investigation.

Applicant appointed but remains in applicants’ list

Description: When an applicant has been appointed into a post and the process has been completed the applicant still remains within the applicant list under new appointments. 

Process: New appointments

Latest update: This is an ongoing issue that is currently under investigation.

Workaround: Departments should check status in Personnel if unclear.

Continuous service calculation excluding non-substantive appointments

Description: The Continuous Service calculation is driven by set system rules, which look for eligible appointments when calculating the service duration. 

Continuous Service dates may appear incorrectly where the employee holds multiple appointments which are a mixture of eligible and non-eligible for continuous service, and a non-eligible appointment is set as the substantive appointment. In this scenario a break in service may be applied where the non-eligible appointment is set as substantive, meaning that the system will incorrectly apply a “Continuous Service End Date”.

In extreme cases this may appear as though the employee has a negative continuous service value, with the Continuous Start Date being later than the Continuous Service End Date.

Process: Personnel - Continuous Service

Latest update: Due to be fixed in a later minor release.

Workaround: In this circumstance the HRIS Support Centre may be able to provide a workaround within the substantive maintenance area of the system, which is not accessible to departments. Please contact the HRIS Support Centre to request that the continuous service for an employee be reviewed to assess whether a fix can be applied before taking any further action.

Continuous service - data quality

Description: Continuous Service data is not accurate for some historical records that were migrated from the University’s previous HR System, Opendoor.

Process: Person Profile Screen and Service Detail screen

Latest update: The HRIS Support Centre released a new set of functionality in March 2018 around continuous service dates in CoreHR, in order to improve the quality of continuous service data. This implementation was successful and has resulted in greater accuracy of continuous service dates within the system, based on automation of the University’s continuous service eligibility rules.

The HRIS Support Centre has provided further guidance to departments on the use of the continuous service screen, particularly in relation to the 'Override Date' fields. See QRG IP13 Continuous Service (398kb). We are looking to facilitate a data cleansing exercise, in order to bring about the full benefit of these system changes.

Workaround: Please keep a note of any employees who have an incorrect continuous services date due to Opendoor migration, and await further guidance from the HRIS Support Centre.