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.

Staff portal

Advertising details causing staff request processing delays

Description: Some users may be aware of a delay in the processing of staff requests since going live with v20 of CoreHR. The delay has been caused by a small number of email notifications being sent to the Reward team with no information included, which has meant that identifying which staff request the email relates to has been difficult and time consuming.  Core have identified that the cause of the blank email notifications is where multiple advertising sources have been entered in the "Advertising Details" section of the staff request.

Process: Creating Staff Requests

Latest update: A fix to this issue will be made available in the next minor release of CoreHR which is likely to be implemented later this year.

Workaround: Please do not use the "Advertising Details" section on the staff request and instead complete the advertising details against the vacancy only.

Document details not displaying correctly in portal

Description: Within the "Staff Request Documents" window which pops up when you click on the attachments button when creating a staff request, the "Documents attached to this request" area displays no details of any documents which have been uploaded to the staff request.

Process: Creating Staff Requests

Latest update: This has been picked up during regression testing of the minor release 20.0.19 and has been raised as an issue with CoreHR. The issue has not prevented the minor release and a fix will be progressed with Core.

Workaround: The “Staff Request Documents” section of the main Staff Request window will update as soon as a document is attached. Please refer to this window rather than the popup window to review which documents have been attached to the request.

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.

Referees unable to submit completed on-line reference

Description: When a referee attempts to submit a completed on-line reference form they receive the error message stating that not all mandatory questions have been answered.

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

Workaround: Email the word version of the reference form to the referee.

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 minor release 20.0.24

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

Unable to update or amend ‘End Date’ on cost allocation record

Description: This issue occurs in two scenarios:

  1. Users are unable to enter an end date on an existing cost allocation row that has no existing end date.
  2. Users are unable to amend an existing end date on an existing cost allocation row.

This issue only appears to affect records migrated from v16 which overlap with a cost allocation held against the post, set up during the staff request process.

Latest update: CoreHR has identified the underlying cause of the issue and a fix will be available in release 20.0.21 which we expect to take later this year.

Workaround: Please raise any examples of this with the Support Centre who will apply a fix on a case by case basis.

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.

Continuous service - data quality

Description: Service dates information is held in a number of different fields within the system and is not reliable for some historical records.

Process: Person Profile Screen and Service Detail screen

Latest update: v20 introduces a new Service Detail screen that includes a field for continuous service duration based on rules that we can set within the system (e.g. exclude casual service). This will not, in itself, address some issues with the quality of service date information in CoreHR for existing staff records.  The HRIS Support Centre will be in touch with departments in the future with a plan for how we can support you to improve existing service dates information.  As part of this exercise we will also be producing a quick reference guide on service dates.

Workaround: For more information about the new service details screen in v20 see section 2 of the Personnel v20 Training Guide. Guidance about data for existing records can be found in the “Hints, tips & important reminders section” within November 2012 HRIS User Bulletin.

Continuous service calculation excluding non-substantive appointments

Description: The system does not include service within non-substantive appointments when calculating the continuous service duration.

Process: Service Detail screen

Latest update: This will be addressed as part of the continuous service project in the future, dates to be confirmed.

Workaround: Double check whether the individual has non-substantive appointments that should be included in the continuous service duration before using this information.

Read-only users cannot access Address Maintenance

Description: Read-only users do not have access to the Address Maintenance option under the Select Detail menu. They cannot, therefore, view alternative addresses or address history.

Process: Address maintenance

Latest update: We have raised this issue with the supplier CoreHR and will provide an update as soon as possible.

Workaround: Contact the HRIS Support Centre who can provide a screenshot of the required information.

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: We will be investigating the options to address this once version 20 is place.

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 (174kb)

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.

Adding future dated allowances 

Description: Where an allowance is added to future dated appointments, separately to a salary change, the grade, point and multiplier are being picked up from the current salary not the future dated salary. 

Process: Salary maintenance 

Latest update: Ongoing issue currently under investigation.

Workaround: The interim workaround is for users to add allowances at the same time as the salary. If further allowances are required, multiple salary lines will need to be created. 

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'.

Salary cannot be recorded on record where ‘@’s and / or ‘€’s have been recorded

Description: The salary does not appear on the employee’s record if a ‘@’ and / or a ‘€’ has been entered into the Comments field on step 3 of the Appointing Wizard or the Salary Comments field when using Amend Pay Rate.

Process: Recording new salaries

Latest update: Currently investigating whether upgrade will address this.

Workaround: Instead of entering ‘@’ type ‘at’ and instead of entering ‘€’s type ‘euros’.