CoreHR common queries and other useful information

This page covers common queries from users since the CoreHR upgrade to v26, as well as other system features that users may find useful to know. Please also check our separate webpage which lists issues and bugs within the CoreHR system, that are currenlty under investigation and we expect to be resolved.

1. Staff Requests

1. How has the approver process changed in v26?

Staff Request creators are no longer able to select an individual to approve a Staff Request. Instead, anyone with a Staff Request approver role can view, approve and/or reject their own department’s (could be more than one) Staff Requests. Divisional approvers can therefore view and approve the Staff Requests submitted by the departments to which they have access in Core. For further information please see: What's new in CoreHR v26 (1,255kb).

Staff Request notification emails have also been edited to ensure that the key information is displayed in the right order to make it easier for approvers to identify which Staff Requests require their attention and to allow for easier email filtering in Outlook.

NB Staff Request Creators can use the 'Additional Info' box in Step 3 to state who they wish to approve the Staff Request:

2. What Staff Request notifications (ie automatic emails) does the system generate and what do they include?

Please see below a list of all the automatic Staff Request emails sent from the system.

Action Automatic email sent

Staff Request is submitted by Staff Request Creator

Notification is sent to all Staff Request Approvers with access to that department. 
Staff Request is rejected by Staff Request Approver (Department / Division) Notification sent to Staff Request Creator, which includes the rejection comments entered by the Approver on the Staff Request form. 
Reward team have created and approved the planned appointment (Staff Request is approved)  Notification sent to all Staff Request Approvers with access to that department (stated on the Staff Request form). 
Staff Request is rejected by Reward team The Reward team will usually contact the department off-system to explain why the Staff Request cannot be approved. Once the Reward team reject the Staff Request in the system, an automatic email will be sent to the Creator of the request.


3. Where can I find a list of department codes to help me enter the cost centre (GL code) and location in step 1 of the Staff Request?

You can see a full list of the University department codes on the University Organisation Structure spreadsheet (refer to column headed ‘Level 3 Entity’, on tab ‘Org Structure Report’). Additionally, a number of CoreHR reports run from Discoverer will contain your department’s code(s).

4. Can I print a copy of the Staff Request?

Yes, once the Staff Request has been saved, you can use the print button on the last menu option (ie ‘8. Summary’) within the Staff Request form.

5. What do the 'Retirees' and 'Contract ending' figures mean in the 'Your Establishment' tab?

The figures displayed on the left-hand side of the 'Your Establishment' tab do not represent the data accurately and should be ignored.

2. Personnel module

1. Planned appointment screen - new tick box since v26 upgrade

There is a new tick box on the Appointment Details screen, which must NOT be ticked. Ticking this box can cause the individual to be paid incorrectly.

2. Value removed from 'Fire Point' field in the Appointment Details screen since v26 upgrade

Please ignore the 'Fire Point' field in the Appointment Details screen in the Back Office. This field is not in use, but cannot be removed from view.

3. 'Retirement Date' field in the Person Profile screen

The Retirement Date field is calculated based on date of birth in the Person Profile screen. This does not reflect current UK legislation nor the University's EJRA. Please do not use this field.

NB Where an employee has requested to work beyond the EJRA, the 'Retirement-EJRA' UDF should be completed. See QRG: CH27 Recording and Maintaining EJRA Data (175kb)

3. System and general

1. Have there been any changes to the training and absence modules or how to access them in v26?

There have been no functional changes to the training and absence modules. These modules can be accessed from the ‘Quick jump’ navigation menu bar. See: NAV1_Accessing and Navigation CoreHR.

2. What are the future plans for on-boarding via Core for new starters?

Process and functionality changes for new starters in Phase 2 of the CoreHR upgrade project are currently being investigated.

3. User Defined Field (UDF) date format (Back Office)

Whilst the guidance in QRGs advises users to enter dates in the format of DD-MMM-YYYY, in v20 users were able to enter dates without hyphens, as follows: DDMMMYY, in all areas of the system. However, in v26 users must adhere to the format of DD-MMM-YY within UDFs. See image below.
NB This only applies to the fields within the actual body of the UDF and excludes the 'Date To' and 'Date From' fields on the top left.

4. Reporting

1. Are there any changes to reporting following the upgrade to v26?

The only change with the upgrade to v26 is the Oracle BI Discoverer database name. Users now need to enter 'uoxp' into the 'Database' field in the log-in screen for Discoverer. Please note, this field is not case-sensitive.

2. What involvement have departments had in the reporting workstream?

Following an all-user reporting survey in September 2018, a reporting focus group was formed earlier this year. This group consists of representatives from across all the academic divisions. This group has since been involved in a number of initiatives helping the Project team to identify the key reporting requirements. A list of this group's members will be published on the project microsite shortly. In addition, the Project team continues to work closely with the HRIS User Group and key central teams, such as the HR Analytics team.

3. Has a decision been made on the replacement reporting tool yet?

The University's complex and unique reporting requirements mean that identifying a suitable replacement tool is a difficult and complex task. After considering a number of different reporting tools we narrowed it down to four major products, which were all thoroughly investigated: 1) Oracle Analytics Cloud (OAC) (Oracle Replacement to Discoverer); 2) Tableau; 3) Microsoft Business Intelligence (Power BI and SSRS); 4) CoreInsight (CoreHR’s own product).

Whilst the CoreInsight tool is integrated with and fully supported by CoreHR, it does not at this stage fully meet the University's reporting requirements. Based on cost, functionality, compatibility and ease of implementation, Power BI with SSRS looks to be the favoured option. The best way of implementing Power BI/SSRS is currently being investigated.

5. Payslips and HR Self-Service

1. Where can I find guidance on the layout of the online payslip?

Employees can view the ‘Understanding your online payslip’ document in the ‘GETTING HELP’ section on the HR Self-Service website. This was updated following the upgrade to v26.

2. Can employees update bank details through HR Self-Service since the upgrade to v26?

No, there are no changes to the functionality of HR Self-Service following the upgrade to v26.

NB Questions 3-7 below refer only to Phase 2 of the Upgrade project

3. When we move to online-only payslips, will HR Self-Service be available outside the University network?

The Project team are still aiming to open access to HR Self-Service outside the University’s network, as part of Phase 2 later this year. Paper payslips are expected to be withdrawn from autumn 2019. Further updates will be communicated as the project progresses.

4. Will employees with additional non-employee appointments (eg casual) continue to receive paper payslips?

Anyone who has at least one appointment that gives them employee status will move to online-only payslips and will stop receiving paper copies from autumn 2019. The exact details about this will be communicated closer to the time.

5. Will other groups of staff be affected by the move to online-only payslips in autumn 2019?

HR Self-Service is and will continue to only be available to employees. Agency workers, casual staff, interns, self-employed contractors or consultants, visitors and volunteers will not be affected by the move to online-only payslips. See also the People Profiles Matrix.

6. Will it be possible to obtain paper payslips to support processes such as visa applications?

Please refer to questions 3 and 4 of Section 8 on the HR Self-Service Common Queries web page.

7. What will be the process for leavers and P45s following the move to online-only payslips?

It is anticipated that leavers will receive a paper copy of their last payslip together with their P45. However, this will be confirmed during Phase 2 of the upgrade project.

6. Security

1. Accessing the Back Office

Depending on the browser used, users will notice additional security pop-up windows they have to navigate through before accessing the Back Office. This is a change from v20 and relates to stronger security settings.

2. Back Office timeout

Users’ Back Office session will time out after 90 minutes of inactivity. Whilst this is a change from v20, it is in fact the expected behaviour for the system, providing better data security. After timing out, an error message will only come up after a user attempts to commit a change, eg after clicking on the ‘save’ button.