November HRIS Bulletin

News and reminders

HRIS v20 Project

Data Quality

HRIS User Support

This Month's Deadlines

News and reminders

2015/16 non-clinical pay uplift - vacancy pay rates

The Personnel and Planning and Resource Allocation Committees have approved implementation of the 2015/16 national pay uplift for university non-clinical staff. The uplift will be implemented in the January 2016 payroll and backdated to 1 August 2015.  

The national uplift provides an increase of 1% on all pay points save for the first five points of the University’s salary and grading structure where larger increases of between 2% and 1.2% apply. The University is an accredited Living Wage employer; the new living wage rate has recently been announced as £8.25 per hour. The implementation of the pay uplift in January will include amendments to the salary and grading structure to ensure the University remains compliant with the Living Wage.

A circular will be published later this month setting out details of the revised salary and grading structure. In the meantime, Recruitment users should ensure that all vacancies are advertised at current pay rates with an indication that a pay award is pending.

Nature Jobs tag – use exact format

There have been a few instances recently where vacancies did not appear on the Nature Jobs website as expected.  This is because the details had been entered incorrectly in the ‘tag’ field on the vacancy.  Please make sure when you are entering naturejobs in the tag field that it is entered as exactly as shown here: naturejobs  If it is entered in any other format it will not appear on the Nature Jobs webpage. Further details are available on our website.

End dates for leavers

When processing an employee as a leaver, please ensure you record the correct end date depending upon their individual circumstances. For example, where a full-time employee has worked (or taken annual leave during) their full working week (Monday – Friday), their leaving date for pay purposes should be recorded as the Sunday at the end of that week. CorePay works on a 7-day working week so it is essential that the correct end date is entered to ensure that the employee is paid correctly. For full details please refer to the guidance document Recording Start and End Dates in CoreHR (158kb)

 

 

Guardian list

Following recent communications regarding the v20 switchover, it has become clear that the HRIS Guardians list is out of date. The HRIS Guardians play a key role within the HRIS user community, authorising access to CoreHR for users within their area of responsibility and ensuring that personnel data is managed in accordance with HRIS process and Personnel Services guidance. It is essential that we are able to communicate with the HRIS Guardians about matters that impact the business activity of the departments, or where we need their support to ensure that key tasks are undertaken.

Please review the information provided on the Guardians list for your department and contact us at hris@admin.ox.ac.uk if any amendments are required to the list. Please also let us know in future if your HRIS Guardian leaves or changes their role, so that we can ensure an alternative Guardian is appointed and our records are updated.

Further information about the role of the HRIS Guardian, including our current list, can be found here.

This message is also being sent to Departmental Administrators by e-mail.

HRIS v20 Project

v20 Logo

v20 is now live!

Following a well-planned and smoothly executed switchover weekend, HRIS v20 went live on Tuesday 28 October, marking the culmination of 18 months' work since the early planning of the project commenced.

The project was successful in going live on time and to plan with minimal disruption to users.  Reaching this point has involved a great deal of work from people in IT Services, Personnel Services, Finance, CoreHR and the wider HRIS user and IT support community. We would particularly like to thank those users who took part in UAT, and the User Group representatives who undertook a valuable role as a sounding board and communication channel between the v20 Project team and the wider user community throughout the life of the project.

There is further work to be done in resolving minor issues and taking forward some of the new functionality. Details are provided below.

If you have any additional comments or feedback on v20, please contact your user group representative. The group will continue to meet monthly to review feedback and progress project matters until January, at which point they will review their quarterly meetings.

A report on the HRIS v20 Project, including a summary of what has been delivered vs scope, will be provided to the HRSSC for consideration at their meeting in December. We will publish a copy of this on our website.


Update on current v20 issues

a)      Ending cost allocations

We are still investigating the problem with ending some cost allocations. If you experience this issue, please contact the HRIS Support Centre who will provide a workaround.

b)      Cost codes feed from Oracle

The issue with the overnight feed that updates GL and Project codes from Oracle Financials to CoreHR was fixed on 9 November. If you inadvertently selected an ended code you will have been contacted by the HRIS Data Services team and requested to update this information. If you were unable to find a new cost centre or project code you should now be able to return to the record and select this information.

Please ensure that any changes to cost allocations are made by the supplementary payroll deadline on 20 November.

c)      Copy staff request – do not use

We are still experiencing an issue in the post and appointment creation process (undertaken by the Reward Team) which is being caused by departments using the Copy Staff Request function.  Until we confirm that this is fixed, please do not use this functionality.

d)      Read-only menu availability

An issue with the configuration of options for the Enquiry menu resulted in some read-only users noticing that they could not access the new “Appointment Details” option and associated “Selection” menu. This has now been corrected.

e)      Letters

  • A correction has been made to the list of enclosures on three of the contract templates.
  • We are currently testing a fix to the shortlisting grid to address the order in which names are merging into the grid.

 f)      Other known issues

Details of other issues are available on our Known Issues webpage, which we update regularly.

Questions from v20 training

A number of questions were raised at the v20 training demonstrations. These have been published, along with our answers, on the v20 training webpage.

Remaining work

We are currently testing minor releases required to address issues regarding continuous service functionality, HESA and various other minor issues. We will advise users of the date of the downtime required to implement these releases (expected to be half a day) as soon as possible.

We are also planning the work to do after this. This includes service continuity, further work on continuous service data, possible additional references templates, and a pilot of online interview booking. We are liaising with the user group over aspects of the work that impact departments and will provide further details and timescales in the Bulletin over the next couple of months.

Data Quality

HRINFO01_Data Quality Validation Report

Please ensure that you run the HRINFO01_Data Quality Validation Report and clear all anomalies by Friday 15th January 2016.

The HR Information Team will be assessing data quality for many items from the 18th January and contacting departments where anomalies are still present. We recommend that you run the report and make updates monthly as part of business-as-usual processes to avoid a large number of anomalies building up.

HRIS User Support

Updated QRGs

CH8 Personal Details (250kb)
  • Updated to instruct users not to change the 'country' field in the ‘Address Maintenance’ screen 
REC03 Managing Online Applications (1,414kb)
  • Screenshots have been updated in section 2.9 for reference letters as the document names are different
  • Updated guidance on generating and saving letters
PA2e Transfers Between Departments (467kb)
  • Added information on the need to click on ‘search’ in the transfer in/out tabs to view the list of  transferees
PANS0 Pre Arrival and New Starter Guide (2,707kb)
  • Updated guidance on saving letters
  • Section numbering and table of contents corrected
  • Screenshot replaced on page 5 point 7
EA1 Ending Appointment(s) (568kb)
  • Added guidance on removing/amending end dates

Christmas closure arrangements and vacancy closing dates

The HRIS Support Centre will officially be closed from 5pm on Wednesday 23rd December 2015 until 8.30am on Monday 4 January 2016. However, a skeleton staff will be available until 4pm on Thursday 24 December to support any urgent queries received by email that day. The phones will be diverted to voicemail so please email hr.systems@admin.ox.ac.uk if urgent support is needed. On 4 January 2015, priority will be given to resolving queries raised by applicants over the Christmas period. Please do not set any closing dates for the period Thursday 24 December 2015 to Tuesday 5 January 2016 inclusive to ensure time is available to resolve any technical issues experienced by applicants.

Monthly deadlines for December will be earlier than usual to reflect the early payday (see monthly deadlines below). Note that, in addition to the usual deadlines listed, the last date to submit gradings and regradings in order for them to be completed before Christmas is 2 December.

Support for job applicants

A message will be placed on the University’s Jobs and Vacancies webpages advising applicants of the office closure over the Christmas period with the dates as above. Behind the scenes, we will be monitoring the use and availability of the online recruitment system.  

HRIS Support Centre

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

Opening hours: Monday - Friday, 08.30 - 17.00 

This Month's Deadlines

Deadlines for Personnel Users: December Payroll

Please also refer to the December 2015 Payroll Cycle Diagram (14kb)

DATE(S) DEADLINEEXPLANATION 
Friday 20 November - 6pm November 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 November's payroll run.
Saturday 21 to Tuesday 24 November No user input Two clear working days are required during which users cannot enter data, to enable the payroll to be run (reporting, e-Rec and Staff Requests are unaffected).
Wednesday 2 December Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Friday 4 December. 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).
Friday 4 December Casual Payments Deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Thursday 3 December 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.
Thursday 3 December Support Requests for December 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.
Monday 7 December - 6pm December 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.
Tuesday 15 December December 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.