August HRIS Bulletin

News and reminders

HRIS v20 Project

Data Quality

How to...?

HRIS User Support

This Month's Deadlines

News and reminders

Revised job description template

As communicated in the Personnel Services Newsletter (Trinity Term) the job description template has been updated. The new template, which includes updated guidance on the University’s retirement policy, must be used for all jobs with a start date on or after 30 September 2015.

New “Apprentice Details” UDF

We have introduced a new UDF to record Apprentice Details.  To enable the University to accurately report on the number of apprentices, it is essential that departments employing new apprentices update the new UDF as part of the appointment process with immediate effect. The Data Services team will complete the UDF for all existing apprentices, from information provided by the apprenticeship manager.

CH13 Handling Apprenticeships (221kb) is being updated to include the new UDF.

Reward and Recognition – please complete the UDF

Departments should all have completed this year’s round of Awards for Excellence. The Reward team’s reporting and monitoring of this year’s scheme is now underway. If you have not yet completed the R&R UDF in Core, please do so as soon as possible, following the guidance in CH26 Reward and Recognition Scheme (381kb). The Reward team will be comparing data held in this screen with payments made and will be contacting departments that have not updated the UDF.

Update your target end date

Please remember to check the fixed term contract end date (where applicable) when amending an employee’s start date. The fixed term contract end date does not update automatically when the start date is changed. To update the fixed term contract end date you will need to amend the existing appointment sequence following the guidance in IP6 Tracking Changes and Correcting Records (791kb)

Recognition of Distinction update

This year’s Recognition of Distinction exercise has now concluded. Details of successful applicants have been passed to the HRIS Data Services team for their records to be updated in Core. Records will have their salutation updated to Professor (unless the individual has specified that they do not wish to use the title) and their job text will be updated with the agreed title. 

We are working to confirm operating procedures with regard to the maintenance and updating of academic title information in CoreHR and will provide further details in next month’s Bulletin.

HRIS v20 Project

More information about the HRIS v20 Project can be found on the project website.

September briefing sessions now open for booking

v20 Logo

As detailed in our e-mail to all users on 11 August 2015, we will be running a series of briefing sessions in September to provide details of the plans for the switchover to v20 and the implications for users.

The sessions are aimed at users of CoreHR but will also be of interest to departmental and divisional administrators responsible or involved in managing personnel administration, whether or not they are users of the system themselves.  Local IT staff will be briefed via separate channels.

Content of the briefing sessions:

  • Timescales for go-live and expected impact on system availability
  • Implications for payroll deadlines and recruitment closing dates
  • Single sign on and local IT considerations
  • Implications for letter generation
  • Training requirements (new and existing users)
  • Support arrangements for go-live

Ideally as many people will attend as possible but each department should ensure that at least one representative attends a session. The content of the sessions will be made available on our website after the events and all information will be reiterated in the Bulletin and via e-mail where necessary. Members of the HRIS User Group will also be fully briefed on the plans so will be able to advise locally if required.

Dates of the session are available on our website.  To book a place, please e-mail HRIS@admin.ox.ac.uk, by 4 September, stating the date of the briefing you wish to attend, your name, job title and department.

Training demonstrations will be held through late September and October. We expect that these sessions, which will be mandatory for most users, will take about two hours of your time. We will e-mail all users with further information in the next couple of weeks.

Details of the briefings are available on the HRIS v20 Project webpage, information relating to who needs to attend the training and the dates will be published shortly.


Training arrangements in October 2015

New format and structure of training

Following a training needs analysis with experienced CoreHR users, an assessment of the new functionality in v20, and a review of systems access roles, we are updating the content and structure of the Personnel and e-Recruitment training.  We are also creating a new access role, staff request creator, for new users.  Further details will be provided on our training pages ahead of the October training.  

Existing users of v16

Existing users of v16 will be invited to attend a training demonstration during late September and October covering the changes to functionality in v20. This session, which will be mandatory for most users, is expected to last for about two hours. We will e-mail all users with further information and dates in the next couple of weeks.

New starters – training in October

New users attending our Personnel and e-Recruitment training in October, will be the first to benefit from the new format courses developed for HRIS v20. September will be the last month in which we will deliver training for use of v16.  Please note however, that delegates attending these courses will not be given access to v20 until the morning of go live, planned for the end of October 2015.  If necessary, we can arrange for the attendees to be given read-only access to v16 in the interim.  People attending the new full v20 courses in October will not be required to attend the v20 upgrade training demonstrations being provided for existing users. If you anticipate any issues with this approach, or need further clarity, please e-mail hris@admin.ox.ac.uk.

Data Quality

HESA 2014-15 data verification exercise – General validation and research staff categorisations

Throughout August and September the HRI Team will be sending out staffing information for verification as part of this year’s HESA (Higher Education Statistics Agency) staff return. If research staff are employed within your area of responsibility then you can expect us to be in touch. If you have outstanding errors in the HRINFO01_Data Quality Validation report you will also be hearing from us.

The researcher-related verification exercise relates to all staff with appointments which are recorded as ‘research only’ (Core Category Code = 2). For this this HESA year moving forward we are now obliged to confirm to HESA the status of every research contract: for each relevant appointment then we will then be asking you to confirm whether or not the member of staff is a research assistant. Using information we have already from the REF14 exercise, where appropriate, and also using grade and job title details we will provide a provisional coding for you, you then just need to inform us of any changes.

Detailed guidance will be provided at the time of the exercise.

Medical Schools Council Survey

If you work in the Medical Sciences Division you need to be sure that all NHS UDF errors listed in your HRINFO01_Data Quality Validation report are resolved this week (week commencing 17 August). This data feeds in to the MSC survey and also the HESA staff return.

Athena SWAN

The HR Information Team would like to thank everyone who ran the HRINFO02_AthenaSWAN Potential Staff Data 2015 report and validated their Athena SWAN data. Addition information on the revised Athena SWAN scheme will appear on our website on the Athena SWAN pages as it becomes available.

How to...?

Toggle the text between upper and lower case in an Excel workbook

When you export reports from Discoverer the text sometimes contains a mix of upper and lower case as shown in the example. You can correct this by applying a simple formula in your excel document.

1. Insert a column to the right of the text you want to amend (right Click on the column and select Insert)

2. This will insert a new blank column.

3. Click in the first empty cell below the header row and type in the following: =PROPER(A1) then press Enter. (A1 refers to the cell you are copying as shown in the example so if your text is in column B you would enter B1.)

4. The text has been converted so that the first letter of each word is in capitals and the rest is lower case

5. Copy the formula down the rest of the new column. Tip: Double click the tiny black box at the bottom right corner of the cell containing your formula.

6. We suggest you now replace the formulas with normal text. Copy the column that you entered the formula into and paste values back into the same column.  Nothing will appear to have happened but the column now contains the corrected text without the formulae.

7. You can now delete the column containing the mixed text.  NB: Do not do this until you have replaced the formulae in the entire column.

Tips:

To copy and paste text you can either Right click > COPY > right click > Paste special and choose ‘values’

or

Right Click > COPY > right click and click on the values icon as shown below.

 

The method will depend upon the version of Excel that you are using.

There are other formulae that you can apply to correct the text case as follows:

= UPPER() - forces all letters to be UPPER CASE

= LOWER() - forces all letters to be lower case


HRIS User Support

Updated QRGs and support documents

Allowance Guide (106kb)  – eligibility for the Clothing Allowance now includes Proctors.

Staff changes in the HRIS Support Centre

We are pleased to announce that Asta Siautilaite joined the HRIS Support Centre on 13 July 2015 on a one-year contract. Helen Oldham has now moved into a permanent role following Rachel’s move to the Analysis team. Asta will support Michael and Helen to ensure we have a good level of support available when we go live with v20 towards the end of this year.

Our trainer Julie Hickman is starting a two year secondment to the IT Services Projects Training team from 1 September. Julie will continue to work on the v20 project training in her new role, but will move on to other business system projects once we go-live. We will be advertising for an HRIS Trainer to cover Julie’s secondment.

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: September Payroll

Please also refer to the 

DATE(S) DEADLINEEXPLANATION 
Thursday 20 August - 6pm 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 21 and Monday 24 August 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 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 Tuesday 8 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).
Friday 4 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.
Tuesday 8 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.
Thursday 6 March 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.
Thursday 10 September - 6pm 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.
Tuesday 22 September 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.