September HRIS Bulletin

HRIS v20 Project

News and reminders

Data Quality

HRIS User Support

This Month's Deadlines

HRIS v20 Project

v20 Logo

It is just six weeks until the “switchover” to v20 begins and the detailed preparations for our go-live date of Tuesday 27 October are underway.

Please ensure that you read this section of the Bulletin for the next three months, and any supplementary e-mails, and take all required action to ensure you are ready for the switchover.


v20 go-live briefings and training

As previously communicated to all users by e-mail, we are running two different sessions relating to the v20 upgrade, as follows:

1.       Training demonstrations:

  • Demonstration of the new/changed functionality in v20
  • Mandatory for personnel and recruitment update users and Data Services users, recommended for read-only users.
  • Scheduled between 22 September and 16 October

2.       “Go-live” briefings:

  • Presentation covering the plan for the switchover to v20, the implications for users and the preparation required from departments
  • Essential that at least one individual attends from each department
  • One session remaining – Monday 21 September
  • Slides will be available on the v20 webpages from 21 September

It is essential that all users who fall into the “mandatory” category are booked onto one of the training sessions. If you have not already done so, please e-mail hris.training@admin.ox.ac.uk to secure your place. Details are available on our v20 webpages.

 


The “switchover” – system availability and recruitment impact

Those of you who have already attended the go-live briefings will be aware of the activity planned for the “switchover” period and the implications for processing, in particular recruitment activity.

However, some of you who have not yet attended may be starting to plan more lengthy recruitment processes that could be impacted by the switchover period. Therefore, please note the following key points that we have been communicating at the go-live briefings:

General

  • Thursday 22 October at 5pm - access to the current system (v16) withdrawn (all modules and includes applicants)
  • Fri 23 October - Monday 26 October - no access to the system for any users
  • Tuesday 27 – go-live with v20

 The October payroll cycle diagram [link] reflects these dates. Please note that there will be no change to the pay dates.

Recruitment

  • No vacancies to close between 22 and 28 October inclusive
  • Where possible, avoid having vacancies open during the switchover period
  • Vacancy closing dates to include an additional week to allow for the four days of system downtime
  • Last closing date in v16 = 21 October
  • First closing date in v20 = 29 October
  • Applicants will be advised via the website and applicant portal

After the final “go-live” briefing on 21 September we will upload the briefing slides to our website and e-mail a summary document covering the key switchover dates to all users. In the meantime please link to our HRIS v20 Project webpage to access a summary plan of the switchover period and implications for departments.

If you have any questions regarding these plans, please e-mail hris@admin.ox.ac.uk

News and reminders

Please check your October increments and approve salary changes

Automatic increments are due to be paid for Professional and Management, Academic and Research grades from 1 October. Please read the following to ensure that the correct rate of pay is taken forward.

How the process works:

The day before the increment is due a new salary record is created automatically. This salary change doesn’t need to be authorised, it will take effect the next day unless it is overridden. After the increment has been applied the system will set the next increment due date for one year’s time unless the bar point has been reached. For the 1 October process therefore, the new row in the appointment record will become visible to users on 30 September.

Action required:

  1. Undertake a data checking exercise of all records to ensure that the increment date is populated where required: Our Data Services team will be undertaking data quality checks to ensure that all increment dates are populated as expected.  Where the information is missing or does not correspond with the University’s policy on incremental progression, you will be contacted with a request to complete/amend the data.  It would therefore be helpful if you could undertake your own local checks of increment dates. The ‘Increment Due Date’ report will help you to identify any staff with no increment due date, records where the ‘increment on hold’ flag has been ticked which will prevent the increment from happening, or those without a future increment date. You will need to check if any of these records are incorrect and amend/update them if required.  Note that in order for an employee to be eligible for an increment on 1 October 2015 they must have been in their current role since at least 1 Jul 2015.
  2. Ensure the correct salary is approved prior to the increment date: The system will add one increment (as applicable) to the current approved salary on the day the job runs. This means that any salary requests awaiting approval will not be picked up by the program, including any requests awaiting approval by Payroll.  It is essential therefore that you ensure that those individuals due an increment on 1 October have the correct salary approved as at 23:59 on 29 September (i.e. the day before the new salary row is created). You should also ensure that any salary lines with an effective date after 1 October 2015 have been set at the scale point the employee would be on following the automatic increment, as the process will not increase the salary for any future dated salary lines. The ‘Staff in Post’ report (‘full data set’ tab) will show the current salary for staff at the point the report is run and you can also use the ‘Monthly Personnel Changes’ report to check for any future dated salary changes and also to check the approval status for salary requests.

If you have any questions about this, please contact the HRIS Support Centre.


Reward Team webpages updated

The ‘Reward’ section of the Personnel Services website has been reviewed and updated. Please note that some of the URLs have changed so you will need to update any saved links.

University auditors: potential requests for information.

Please be aware that the University’s auditors, KPMG, will be with the Finance Division at Hythe Bridge Street from the end of September to the beginning of November. In previous years, they have requested financial and personnel information from departments. We would like to alert colleagues’ attention to the possibility of requests from KPMG, and to thank you for your understanding that although these requests are impossible to predict, they are an important part of the auditing process. The Payroll team will be on hand throughout the auditing period to answer any queries. Please contact them on payroll@admin.ox.ac.uk

M1 forms – change of postal address

From 1 November the postal address for returning paper M1 forms (equality monitoring forms for non-Core recruitment exercises) will change to the HRIS Support Centre at Dartington House. The guidance on the Equality and Diversity website will be updated to reflect this. Applicants should still be encouraged to complete and return their forms electronically to monitoring@admin.ox.ac.uk where possible.

Data Quality

HRINFO01_Data Quality Validation Report changes

The HRINFO01 report has up to now been showing your staff population for the 2014-15 HESA year. Many of you will know that the HESA year runs from 01-Aug to 31-Jul each year and we are therefore now in a new HESA year. Consequently, the HR Information Team will change the dates in the HRINFO01 report to show your staff population for the 2015-16 HESA year (i.e. all appointments active at some point between 01 Aug 2015 and 31 Jul 2016). This means that the number of appointments and error messages showing in your report will change because the report is validating a different set of appointments.

Please continue to run HRINFO01 regularly (we suggest monthly) and address any issues as soon as possible.

Outstanding queries for the HESA 2014-15 staff return will be emailed to you.

HRIS User Support

Updated report – RECDEP41_Applicant and Vacancy Details

The latest report to be reviewed by the Reports Review Group was RECDEP41_Applicant and Vacancy Details. A summary of the main updates the group agreed is provided below:

  • A new parameter option was added to enable filtering on vacancy status (open/closed/on hold/filled)
  • Two new worksheets were added which enable reporting during specified dates
  • Recruit External Open Date and Recruit External Close Date fields added
  • Post number/sequence fields added to ‘Successful Applicants’ tab
  • Grade field added to ‘Current applicant Status’, ‘Current applicant Status (date parameters)’ and ‘Successful Applicants’ tabs

The updated report will be released to all users with Recruitment reporting access on 22 September. It will replace the existing version of this report in your list of available reports in Discoverer. We will update the report description to include these additional details in due course.


New IT Service Desk number – no change to HRIS Support

You may have been informed via other communications channels, that on 21st September, IT Services will switch to 12345 (01865 612345 from external lines) as the single central direct phone number for their Service Desk. 

There will be no change to the contact arrangements for the HRIS Support Centre which will continue as detailed below.

HRIS Support Centre

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

Opening hours: Monday - Friday, 8.30 - 17.00.

This Month's Deadlines

Deadlines for Personnel Users: October Payroll

Please also refer to the October 2015 Payroll cycle (14kb)

DATE(S) DEADLINEEXPLANATION 
Monday 21 September - 6pm 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 September's payroll run.
Tuesday 22 and Wednesday 23 September 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).
Thursday 1 October Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Tuesday 6 October. 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 October Casual Payments Deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Tuesday 6 October 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.
Tuesday 6 October Support Requests for October 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.
Thursday 8 October - 6pm October 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.
Wednesday 21 October October 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.
Thursday 22 October No user input A clear working day is required during which users cannot enter data, to enable the payroll to be run (reporting, e-Rec and Staff Requests are unaffected).
Friday 23 to Monday 26 October Switchover to v20 No access during switchover to v20.