Known Issues

Below are details of the current known issues most frequently encountered by CoreHR users.  The HRIS Support Centre is aware of these issues and is working with our supplier, CoreHR, to resolve them. In the meantime, please refer to the "workarounds" provided in the further information.

e-Recruitment module

Unable to create Merged Applications pack

Description: After merging applicant packs via 'Vacancy Maintenance' an email is received indicating this process is complete. However, within the generate applications sub-screen, the date in the bottom right corner doesn't populate with the latest run date, indicating that the applications are not merged. This will only affect vacancies/packs which have a very large number of applicants or large attachments against the individual application packs.

Latest Update: This is a known error with CoreHR/Aspose but we are currently investigating whether there are any technical solutions that will resolve or mitigate occurrences of this issue.

Workaround: Break up the merging of applications into smaller chunks of a maximum of 150 applicants per merge, this number may need to be much fewer for some vacancies where there are large attachments against individual applicants.

Applicant unable to attach documents

Description: When an applicant attempts to attach a document to their application they receive one of the following error messages;

  • Sorry page cannot be found
  • The document "filename_SupportingStatement.pdf" you tried to upload is not an acceptable document type.!!”

Latest update: This issue did not arise during v20 testing. This issue has been raised with Core for further investigation.

Workaround: This is an intermittent problem and seems to be PC and browser related. Advise applicants to attempt attaching the documents via a different browser (i.e. Google Chrome). If this fails to resolve the problem the applicant should contact the HRIS Support Centre.

Personnel module

Unable to view new employee record in read only mode

Description: When navigating to a new employee record via the Enquiry menu path an error message is displayed stating 'field must be entered'.

Process: Personnel (Enquiry)

Latest update: This will be fixed in the next major upgrade 2019.

Workaround: Once the payroll has been run, users will be able to navigate through the employee record as expected.

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.

Retirement date calculation

Description: Retirement date field is calculated based on date of birth in personal profile screen. This does not reflect current legislation and the University's EJRA.

Process: Personal profile details

Latest update: Ongoing issue under investigation.

Workaround: Do not use this field. Where an employee has requested to work beyond the EJRA, the UDF should be completed. See QRG CH27 Recording and Maintaining EJRA Data (175kb)

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.

Invalid cost allocation error

Description: If an invalid cost centre is used when setting up cost allocations the database will save a row containing the invalid data and will prevent further updates.

Process: Cost allocation

Latest update: Ongoing issue under investigation.

Workaround: Always select cost centre and project code from list. Where incorrect code already entered, please contact the Support Centre with details. If not yet available a new Payroll Cost Allocation form has been created, which should be used to request the creation of payroll cost allocation codes in R12 Oracle Financials, for salary costings in Core. Full details of how to do this are included on the Guidelines for Completion tab of the form. Once your form has been processed by the Financial Reporting Team, you will receive an e-mail to confirm that the payroll cost allocation code has been set-up. Once created in R12 Oracle Financials, the new payroll cost allocation code will be available in Core the following day.

Cost allocation for future dated appointments 

Description: When an actual appointment 'effective date' is later than the 'planned start date' held against the planned appointment, the cost allocation data is added effective from the 'planned start date' rather than the actual appointment start date. If the user does not realise and fix then the cost allocation will be ended the date before the actual start date when the appointment is commenced.

Process: Cost allocation

Latest update: Ongoing issue currently under investigation.

Workaround: Check cost allocations start date after user has appointed to a new post. If allocation 'start date' is different to the new appointment 'effective date', cost allocation must be deleted and added with the correct 'start date'.

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 recently released a new set of functionality 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.