August HRIS User Bulletin

Key Dates and Deadlines

News, Updates & Reminders for Personnel Users

News, Updates & Reminders for Recruitment Users

HRIS User Support Arrangements

Key Dates and Deadlines

Bank holiday support

The HRIS Support Centre will be closed on the August Bank Holiday i.e. from 5.00 p.m. on Friday 24 August 2013 until 8.30 a.m. on Tuesday 27 August 2013. Please check that you do not have any vacancies due to close on 26 August as there will be no support available to applicants on that day.

News, Updates & Reminders for Personnel Users

Correspondence module changes

As detailed above in September we are planning to release a new version of the correspondence module - the part of CoreHR used to produce mail-merge letters.  As part of the upgrade we will be providing departments with a new set of letter templates as the current set will not be compatible with the upgraded version of the module. We believe that most departments use the e-mail functionality for recruitment correspondence and therefore we will not be issuing updated recruitment letters. If your department requires a set of recruitment letters, please inform us by e-mail to hris@admin.ox.ac.uk by Friday 30 August.

Quick Reference Guides

New Quick Reference Guides

PA2L Managing Hours Greater than Standard – outlines how to manage appointments where the hours need to exceed the standard full time equivalent for the role.

Updated Quick Reference Guides

NS0 New Starter Guide - updated primarily to reflect system changes for HESA as detailed in the e-mail to all users on 24/7/13 (see front page post-it for other minor updates).

CH1 Manage Changes: Funding – reference to generating a letter removed.

CH8 Manage Changes: Personal Data – updated to cover qualifications and teaching/research areas.

CH11 Manage Changes: Regrading – various minor changes to wording – see front page post-it for details.

Position type guidance has been updated in the following guides:

RQ1c Create Staff Request (Variable Hours)

RG1b Create Staff Request (Existing Post)

RQ1a Create Staff Request (New Post)

Updated support documents

Staff Request and Contract Decision Matrix – following scenarios added/updated:

  • 8 - removal of position type “New Post – Variable Hours” (see item below)
  • 10a – updated as ALL casual teachers now set up by Payroll
  • 13 – clarifies underfilling not applicable to clinical posts
  • 23 – reflects removal of change of funding letter
  • 35 - addition of position type “New Post – Correction” (see item below)

Allowance Guide – updated to show Wellcome Trust allowances and to clarify that responsibility allowance only applies to support staff.

User Group meeting minutes

The approved minutes from February’s User Group meeting are now available to view on the CoreHR pages of the Personnel Services site along with the draft (unapproved) minutes from the latest meeting held in June.

Deadlines for Personnel Users: September Payroll

Please also refer to the September Payroll Cycle diagram.

DATE(S) DEADLINEEXPLANATION 
Thursday 22 August – 12 noon 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.
Friday 23 August No user input One clear working day is required during which users cannot enter data to enable the payroll to be run (Reporting, Training, Recruitment and Staff Requests are unaffected).
Tuesday 3 September Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Friday 6 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).
Thursday 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.
Friday 6 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.
Friday 6 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.
Tuesday 10 September - COB 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.
Monday 23 September – 12 noon 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.

 

News, Updates & Reminders for Recruitment Users

R12 Project and HRIS

The Oracle Financials R12 project is due to go live in November and will bring with it a few changes for users of CoreHR.   Planning is underway across the R12 and HRIS teams to prepare the CoreHR system for compatibility with R12.  As the R12 go-live moves closer, HRIS users will be kept informed of the forthcoming changes and how these will affect their use of CoreHR, as well as the timetable and impact of the implementation activity itself.  Benefits of R12 for HRIS users include the introduction of valid cost code combinations in the overnight update from Oracle Financials, and the change to provide only GL codings in the cost centre field and project codes in the project field in CoreHR such that a complete cost code combination is available in the appropriately named field.   

More information on the R12 project can be found here.

 

Secondments – reminder to check tick box on appointment

When recording a secondment for an employee please ensure you select the Secondment tick box when completing the Appointment Wizard.  This enables the Workforce Information team to identify all employees who are currently on secondment. If you require any assistance or need to know how to record this retrospectively please contact the HRIS Support team.

Payroll periods

A few users have contacted us to ask for an explanation of the “payroll period” field contained in the Payroll Costing and other reports. The format of the field title (e.g. 201304) represents the combination of the tax year and the week in which the payroll is run (with week 01 being the week ending 1 April). For assistance in translating this to the relevant pay month, please see the Payroll Periods document on the CoreHR web pages.

HRIS User Support Arrangements

Revised casual payments deadline

Please see below a message from Charles Morgan, Payroll Manager, as per the recent communication from the Finance Division.

Over the past few months, the Payroll team has been reviewing and adapting our processes and procedures to accommodate the new payroll system, auto-enrolment and the implementation of RTI (Real Time Information) for HMRC. The new supplementary payroll deadline has been introduced to provide departments with more time to process certain limited payroll changes and I am still considering the possibility of extending the admin date further, once the impact of the recent changes has been fully evaluated within the team.   

In one aspect however, it is necessary for the Payroll team to bring forward a cut-off date, namely for casual payments. The necessary revised processes for preparing and inputting casual payments data has greatly reduced the scheduled time previously allowed for independent checking. As a consequence, and in order to ensure that all casual payment instructions received by the Payroll team are processed effectively and accurately, from September 2013 we will bring forward the admin date for casual payments. The new admin date for all casual payments will be on or around the 5th of each month. Where the 5th falls on a weekend or a public holiday, then this will be the first available working day preceding the 5th. This should still allow for all casual payments due for hours worked in the previous month to be submitted and received by the Payroll team in time for payment in the next monthly payroll run.

The revised casual payment deadline dates for the remainder of 2013 have been added to the payroll management section on the Finance website.

I would be grateful if you could communicate these changes to your casual workers, so that they are clear about the revised admin dates. Thank you in advance for your cooperation in assisting the Payroll team.

Staff request position types updated

 “New Post – Correction” added

It is sometimes necessary to make a correction to a post record in the system. This could be due to, for example, user error on the original Staff Request, an error when processing the request, or correction of data. Some data items can simply be updated on the post record but other information, such as organisational hierarchy or post profile type (e.g. permanent, fixed term) cannot be edited.  In such cases a new post will need to be created by the Reward Team.  Where this is required departments should raise a Staff Request and provide the post number of the original post in the “Additional Information” field. The position type “New Post-Correction” should be selected to advise the Reward Team that a corrected post should be set up.

 “New Post – Variable Hours” removed

The position type “new post-variable hours” will no longer be available as an option on the Staff Request form (it will be renamed “ZZ do not use (new post-variable hours)”.  When completing a Staff Request for a variable hours post please select the appropriate position type from the remaining options as this will ensure that the Reward Team are provided with useful information about the status/funding for the post and the action required. The Reward Team will still be able to identify the post as variable hours from the sub-status. Please also remember to select an FTE of 0 for variable hours posts.

The list of position types will be updated in Core in the week commencing 12 August. The Staff Request and Contract Decision Matrix and relevant quick reference guides have been updated accordingly.

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 

Correspondence module changes

In September we are planning to release an upgrade to the personnel and recruitment modules. Included in this upgrade is a new version of the correspondence module, the part of CoreHR used to produce mail-merge letters.

The main change will be behind the scenes, because letter templates will now be stored on the CoreHR server instead of local ‘C:\ drives’. The benefits of this change include the option for you to use different PCs when producing letters from Core, and if you work with more than one department’s letters, the option to choose between different letterheads when you need them.

To prepare for this change new templates are being produced centrally. We have received some updated letterheads from departments, following our request in the July User Bulletin. If your letterhead has changed since your department went live with CoreHR Personnel and you did not send it to us by 1 August, please send the new version to hris@admin.ox.ac.uk right away, to ensure that you don’t miss out on the correct templates at go-live time.

Updated quick reference guides and information about the timing of this change will be provided nearer the time.

Recruitment users – please see additional information about recruitment letter templates in the recruitment section below.