August HRIS Bulletin

News and reminders

How to...?

Data Quality

New and Updated Documents and Reports

HRIS User Support

This Month's Deadlines

News and reminders

Read-only users CAN generate letters!

A recent survey has highlighted that some read only users were not aware that they could generate correspondence from the Personnel and e-Recruitment modules in CoreHR. Since the implementation of v20 in October 2015 the ability to generate letters, forms and some contracts has been available to all users with read only access. Instructions on how to do this were included in the v20 go-live guide and can be found in the relevant QRG; e.g. REC03_Managing Online Applicants and PANS0_Pre-arrival and New Starter Guide. We are in the process of producing a specific guide on generating correspondence in CoreHR.

In order to be able to generate correspondence you must have a Word copy of your departmental letterhead in the following location on your C drive: C:\Coreapps with the filename Letter_head.docx. The version you save onto your C drive must be the one that we provided to your HRIS Guardian during the implementation of v20. If you need a copy of the letterhead for your department, or to make changes to your current letterhead, please email the HRIS Support Centre at hr.systems@admin.ox.ac.uk. We will ensure that your letterhead is formatted correctly to work with the CoreHR letter templates.

Recoding miscellaneous pay - update

Further to the item in last month’s Bulletin, the HRIS Data Services team has completed the initial task to recode miscellaneous pay. Please ensure that you are aware of the actions required of departments in relation to this work, as detailed in the Personnel Services circular PERS(16)04.

Recognition of Distinction exercise – Core updated

The HRIS Data Services team has updated CorePersonnel following this year’s recognition of distinction exercise. Where the title of Professor was awarded to an individual who did not previously use this salutation, we have updated the Title (salutation) on the Personnel record (provided the employee has not specifically stated that they do not wish to use the title). We have also recorded the actual title awarded in an area of the system that is currently only available to the HRIS Information team for HESA reporting. We have not made any changes to the “Job Text” on the appointment as this pertains to the appointment job title (not the title awarded to the employee). 

We are nearing completion of a new UDF to record academic title information. We have consulted divisions about this and we will provide further details as soon as the UDF is available for use.

Planned Start Date on Staff Request – use today’s date

We have recently identified that entering a future date in the Planned Start Date field on the staff request can cause issues with the timing of automatic e-mail notifications.  Please therefore always enter today’s date in the Planned Start Date field unless an earlier specific start date is applicable e.g. Regrading. QRG RQ1 has been updated to clarify this.

Recruitment monitoring forms in e-Recruitment module

Following the implementation of online recruitment for academic vacancies, we have removed all recruitment monitoring forms from the recruitment module. The recruitment monitoring forms (M1, M2 and M3) must still be completed for the remaining off line vacancies. You can download off-system versions from the Equality and Diversity website. For direct appointments (e.g. agency appointment or named on grant), the appointee must be given a equality and diversity form to complete which can be generated from the Personnel module.

Update to Payroll Costing reports

The Payroll Costing Report (which is distributed to named recipients every month) and the Historical Pay Costing Report have been updated to replace post number with appointment ID. This change brings the reports in line with the changes introduced with the v20 upgrade. This information will allow you to accurately cross reference the payroll information in these reports with personnel information in the other standard reports.

Update to report - PERDEP07_Retirement Planning

We have fixed an issue in the report that was preventing users from returning data for multiple departments at the same time. Previously the report was only returning data for one department even when you entered/selected multiple departments.

How to...?

…split your cost allocation more than seven ways

When setting up split funding within the Personnel Cost Allocation screen the table layout defaults to seven available rows. If your funding split is across eight or more costing combinations, once you have entered the seventh row press the down arrow on the keyboard to insert a further row. You can repeat this for further additional rows if necessary.

Data Quality

New HESA year and changes to HRINFO01_Data quality validation report

1. A new version of the report has been released: HRINFO01_Data quality validation 2016-17 (the older version for the 2015-16 data will remain available).
 
2. Run this new version from Aug 2016 every month and incorporate into BAU processes.
 
3. The report checks appointments returnable in the 2016-17 HESA year i.e. all appointments active at some point between 1 Aug 2016 and 31 Jul 2017.

4. The 2016-17 report has been enhanced to include:

  • More validation of FTE, Hours and FTE Hours fields
  • A column with instructions on how to make appointment changes
  • Amber ‘advisory’ messages
  • Research Nurse staff classification checks
  • Grade 5 roles assigned to sub-category AP or AR checks
  • Marie Curie Fellows and Marie Curie Researchers staff classification checks
  • Checks on job titles and job text fields
  • Functionality to run report for selected departments or employees

5. You may notice an increase in the number of warning messages as a result of these changes. The report flags instances where data deviates from what is outlined in the Quick Reference Guides (red error messages) and cases where data does not conform to expected norms for selected appointments but are not necessarily wrong (amber warnings – we invite you to review and contact us if these do not seem accurate for the appointment).

6. The HR Information Team website provides guidance on entering the red data items highlighted in the report. Contact hris.dataquality@admin.ox.ac.uk if you have any new queries.

Athena SWAN staff data

Thank you to everyone who has run the Athena SWAN data checking report and to those who have contacted us with queries and feedback. Your support is appreciated and we hope that colleagues will find the new Athena SWAN Tableau data release useful. If you have not yet gained access to the Athena SWAN Tableau data then please visit our website.

Recruitment data and vacancy status

It is approaching the time of year where recruitment and vacancy data are extracted from Core for the August 2015 – July 2016 period for recruitment monitoring.

Please ensure that you have closed all completed vacancies. You can check vacancy status using the report RECDEP40_ Vacancy Details.

New and Updated Documents and Reports

QRG and support document updates

Significant changes have been made to the guides below, i.e. where there are new/changes to processes and procedures or to provide clarity:

RQ1_Creating and approving a staff request (896kb)   Guidance on entering the planned start date has been updated for clarification
Allowance Guide (27kb) New allowances added

 

Minor changes have been made to the guides shown below e.g. corrections:

New starter data collection form (correction) The job title field has been re-added to the Immediately Previous Employment section.

Allowance Guide

We have updated the Allowance Guide to include the new allowances that have been introduced as part of the exercise to recode miscellaneous allowances.

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 

New helpline telephony system

The HRIS Support Centre will be transitioned to the new Chorus telephone system over the last two weeks of August. The new system will run in parallel with the old system for an initial period of two weeks. We are not anticipating any disruption to our normal service, but please bear with us in case of any unforeseen issues, and whilst we settle in with the new system.

August bank holiday support arrangements - reminder

The HRIS Support Centre will be closed on the August Bank Holiday i.e. from 5.00pm on Friday 26 August 2016 until 8.30am on Tuesday 30 August 2016.

This Month's Deadlines

Deadlines for Personnel Users: September Payroll

Please also refer to the September 2016 Payroll Cycle Diagram (14kb)

DATE(S) DEADLINEEXPLANATION 
Monday 22 August - 6pm August 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 August's payroll run.
Tuesday 23 and Wednesday 24 August 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).
Friday 2 September 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 September. 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).
Monday 5 September Casual Payments Deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Wednesday 7 September 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.
Wednesday 7 September Support Requests for September 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 September - 6pm September 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.
Thursday 22 September September 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.