May HRIS User Bulletin

Introduction

Personnel Users

Recruitment Users

HRIS User Support Arrangements

Introduction

May Bulletin

The monthly HRIS User Bulletin for users of CoreHR aims to provide you with a summary of essential HRIS information. It is structured around information for Personnel and Recruitment users; we hope you find this way of presenting the information helpful and welcome your feedback.

This month’s edition includes key diary dates for Personnel Users, updates on Employee Service Dates in Core and recording Acting up Allowances, as well as a number of updates and reminders for Recruitment Users.

Personnel Users

Key Dates

Please take note of the following key dates:

DescriptionDeadlineDetails
Payroll deadline Monday 11 June An overview of Payroll deadlines can be found on the Finance website.
Staff request deadline Wednesday 30 May

For staff requests which do not require grading, any requests received by 5 pm on 30 May will be processed by midday on 7 June. Staff Requests received after 30 May are not guaranteed to be processed by the payroll deadline. The usual turnaround timings for gradings apply (ten working days).

Data Entry cut-off date Payroll reports should be run prior to or as close to payroll admin day - 11 June - as possible in order to check the quality of data input and instructions supplied to payroll.  

 

Information Updates and Reminders


1. Employee Service Dates

Some departments have asked questions about where they can find service dates for employees who joined the University prior to 1 January 2012. This data has been migrated into a person User Defined Field (UDF) named ‘Service Dates’ as a temporary holding place pending a development from Core to enhance the ‘Service Details’ areas to our specification.

Until otherwise informed therefore, please refer to the data held in the UDF ‘Service Dates’ for anyone who joined the University prior to 1 January 2012. Go to ‘Person Profile > Other details > Service Dates’ to find two date fields “Oxford Start Date”, and “Continuous Service Date” as held previously on OPENdoor. (For anyone joining the University after that date, refer to the service dates area in the Person Profile > Service Details.) We will inform you about how to work with this information again once the Core development is complete.

Please refer to the table below for details on how this data is currently reflected in the ‘Service Dates’ UDF.

 PERSON Profile > Other Details > Service Dates 
‘Service Dates’ field 1 Oxford Start Date
‘Service Dates’ field 2 Cont. Service Date

NB: If you have any questions about the data held here, please do not change it. Instead, contact hr.systems@admin.ox.ac.uk and let us know.

2. Setting up multiple allowances

It is possible to enter multiple allowances for one person. So, for example, it is possible to hold a Professorial Distinction Award, schedule allowance for head of department and an allowance for specific duties all at the same time.

But, there are restrictions in the system as follows:

  • You can only have one instance of an allowance at any one time, e.g. you can only have one Professorial Distinction Award.
  • An allowance is charged to the same costing split as the salary unless an override cost centre/project code is specified and you can only enter one override cost centre/project code.
  • Therefore if an allowance needs to be split across multiple cost centres that are not the same as the salary cost allocations, you need to add multiple allowances of the same type. Where it is valid to do so we have created multiple versions of the same allowance and given them a number or letter suffix e.g. ‘Misc Pens Payment 2’ or ‘Clinical APA 1 Unit A’.

If you are experiencing any issues in this area please get in touch with the HRIS Support Centre for further guidance.

 

Updates: Process, system and new features

Process Change - Recording Acting up details in Core

Please note an important change in the process for recording a period of acting up. This change is being introduced to make it quicker and easier to record acting up.

Instead of entering both an appointment change and a new allowance as you have been doing, when someone begins a period of acting up, you will only have to create a new allowance. The allowance record will be used to identify that someone is acting up, along with the period covered. The ‘target end date’ field on each appointment should now be used exclusively to hold fixed term contract end dates.

Existing acting up records will be reviewed by the HRIS project team and updated on your behalf; they will contact you in case of any questions.

Quick reference guides have been updated; guide ‘CH2 Change: Acting Up’ has been discontinued and you should now refer to ‘CH4 Change: New Allowance’ for acting up along with other allowances. All guides are available at http://users.ox.ac.uk/~admn2422/QRGs/ as usual.

 

Update on Personnel Rollout

By the end of May, four waves of departments will have gone live with the personnel module. These departments account for just over three fifths of the University’s employees. The remaining waves have been allocated according to departments’ preferences, and will go live in June (wave 5) and July (wave 6). For an overview of who is participating in each wave, please refer to the HRIS Programme website.

We are contacting the few departments who have not been assigned to a wave, in the meantime please contact the HRIS Programme Team if you have any questions about the implementation.

 

Recruitment Users

Information Updates and Reminders

1. PDF Solution

In the April 2012 bulletin we provided you with an update on the work to test the central server solution provided by Core to resolve issues some users are experiencing with the production of the PDF shortlisting packs.

We are working to implement the solution on Tuesday 29 May ready for users to adopt on Wednesday 30 May. Further information will be provided to users and IT Officers in the next few days but please note that in order for us to carry out the necessary implementation steps it will not be possible to produce PDF packs at any time on Tuesday 29 May. The packs will need to be produced either on 28 or 30 May instead.

This work has been scheduled on a Tuesday (the HRIS ‘at risk’ period) so as to minimise the disruption for users. If these arrangements are going to cause you a major inconvenience please contact the HRIS Support Centre as soon as possible.

To remind you, once implemented, the dependency on the local desktop will be removed meaning that all users (including those on Windows 7 and beyond), will be able to produce their own shortlisting packs.

In addition, the move to a central server offers the following benefits:

  • The ability to return to other work while the PDF files are being generated. You will receive an email notifying you when the job completes.
  • PDF files are generated overnight for applications once they are submitted, removing the need for you to initiate this. (NB: You can still generate PDFs for individual applications as required.)
  • Should errors occur during the PDF generation process (due for example, the use of unrecognised fonts in the files attached by applicants), both you and the HRIS Support Centre will be notified by an automated email. The support team will create the PDF outside the automated process and then notify you that it is ready for you to include in the generation of the merged pack. 

2. Vacancy Authorisations

If you are live with CoreHR Personnel, please remember to forward your auto-notification post set-up confirmation emails as part of your vacancy authorisation requests to the Adverts Team.

This confirms to the Adverts Team that all relevant approvals are in place and, as a result, vacancy authorisations can be processed much more quickly.

3. Reminder: Data Quality - Applicant and Vacancy Statuses, Athena Swan and Public Sector Duty

The University’s Equality and Diversity Unit (EDU) needs to produce accurate equal opportunities (EO) monitoring data in respect of recruitment. This is both to meet the new public sector duty, which requires all universities to publish this information; and to support those departments applying for Athena Swan or equivalent good practice awards, who need three years of recruitment data.

Applicants enter their own EO data in e-Recruitment, and for posts handled via e-Recruitment, departments are no longer required to complete paper-based EO forms (M2s and M3s). Instead, the EDU relies on Core to produce recruitment data. However, there are significant variations in the quality of this data since applicant status codes are not being correctly updated in a large number of cases. It is essential that you update the applicant status at each stage to reflect how each applicant progresses through the recruitment process. Failure to do so will result in an incomplete data set for the use of departments to support applications for Athena Swan etc.

As a minimum, on all vacancies resulting in the successful appointment of a new starter, the following statuses should be available to report on:

  • Applied (automatically applied by the system),
  • Shortlisted (manually added by the recruitment user) and
  • Offer Accepted / Offer Accepted (Personnel) (which status is applied by the user depends on the stage of use with the Personnel module).

Please review the guidance in the Quick Reference Guide REC 00 – Recruitment Basics for assistance if necessary.

If you have any problems changing status codes please contact the HRIS Support Centre.

4. Updated Quick Reference Guide - QRG REC01 - Creating a Vacancy (after Personnel go-live)

Please note that an updated Quick Reference Guide ‘REC01 – Creating a Vacancy’ is now available on the HRIS Programme website. This includes a detailed description of how to link a vacancy to a planned appointment once it has been created and confirmed by the Reward Team.

 

HRIS User Support Arrangements

HRIS User Group

A second meeting of the was held on 27 February 2012. The focus of the meeting was to discuss options for accessing information in the e-Recruitment application forms, the HRIS focus on pending recruitment issue log items and an introduction to Broadbean. The next meeting is scheduled for 28 May 2012. If you have anything you would like the User Group to consider, please contact the HRIS Programme team.

Interested in joining this group? We are looking for one or two representatives from the Social Sciences and Humanities Divisions which are under-represented at this group currently. For more information please contact the HRIS Programme team.

 

HRIS Support Centre

The new HRIS Support Centre is now in place and the team has – in addition to e-Recruitment - started taking on the support of the CoreHR Personnel module as it is rolled out across the University in the coming months.

Contact details for the team are:  hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

Opening hours: Monday - Friday, 8.30 a.m. - 5.00 p.m.

 

Guidance and Support

Guidance and updates on e-Recruitment now form an integral part of the Personnel Services website. Full details of the recruitment process and supporting documentation are incorporated in the Personnel Services web pages and a particular page for CoreHR is available including system availability, login, and arranging access.