June HRIS Bulletin

News and reminders

Projects update

Update from the HR Information Team

Payroll corner

New and updated documents and reports

HRIS user support

This month's deadlines

News and reminders

Clinical pay award

The Personnel and Planning and Resource Allocation Committees have approved the implementation of the 2017 national pay uplift for clinical staff. The new rates are now available in Core. The uplift and non-consolidated payment will be implemented in the June 2017 payroll and backdated to 1 April 2017. Full details are available in PERS(17)03.

Redirection of emails to notify staff requests are complete

Emails which notify departments that staff requests are complete and posts/appointments authorised are automatically generated by the CoreHR system. The completion emails are automatically sent to all Staff Request Approvers for the selected department code. It is not possible to redirect emails within CoreHR and the system does not allow these to be re-generated. 

As we are approaching the time of year when many members of staff will be on leave, please can we take the opportunity to remind departments to manage the redirection of notification emails through their email system settings, eg. MS Outlook rules or equivalent. Instructions on how to do this can be found in QRG NAV2 Setting up Outlook Rules for Notifications (257kb)

Projects update

Update on HR Self-Service

Significant progress has been made on the HR Self-Service project over the last couple of weeks following a two day onsite workshop with a CoreHR consultant.  The workshops helped to clarify in more detail the self-service functionality available in our current version of the system, and enables the project team to make the following recommendations:

  • Access: HR Self-Service will be accessed by staff and managers via the Staff Gateway (using single-sign-on).  The Gateway will host a page dedicated to the service, which will include guidance for staff on using the system.  Existing CoreHR users will also be able to access self-service via the Using HRIS webpage link in the way that they currently do.
  • Payslips: Online payslips will be mandatory for all staff, except where access issues prevent this.  A process and supporting guidance on managing exceptions will be agreed, with input from the HRIS User Group.  When employee self-service is implemented there will be a one-month overlap between online and paper payslips to give staff the opportunity to familiarise themselves with self-service and to provide assurance regarding the ease and accuracy of online payslips.
  • Self-service dashboards: Two dashboards will be deployed in this phase of the project – one for employees and one for line managers.
  • Organisation scope: The service will not be deployed to casuals or non-employees in this phase. 
  • Implementation: Work is ongoing regarding the timing of and approach to implementation, but it is likely that the project team will recommend that employee self-service is rolled out first, followed by manager self-service. 

The HRIS User Group is continuing to meet monthly to focus on self-service, with representatives providing the project team with valuable input to assist in decisions on system configuration, implementation approach and timing, and policy and practice.  If you have questions or suggestions about self-service, you can contact one of the HRIS user group representatives for your division. 

A communication campaign will take place in the run-up to go-live to ensure that all staff understand the implications of self-service, how to access and use the system, and the benefits it brings.  In the meantime, information will continue to be available on the Using HRIS webpages, monthly updates in the HRIS Bulletin and articles in other service newsletters. 

If you have any comments or questions about the project, please email Mandy Zaccheo, HR Self-Service Business Change Manager.

Update from the HR Information Team

Athena Swan data readiness report available 1 July

The ‘HRINFO02_AthenaSWAN Potential Staff Data’ readiness report will be available again from 1 July. The report allows departments to review their Athena Swan data before the extract is taken for the 2017 Tableau data refresh.

 How to prepare:

  • It will be beneficial to run and clear all anomalies from your ‘HRINFO01 Data Quality Validation’ report before reviewing the ‘HRINFO02 AthenaSWAN Potential Staff Data’ report.
  • Ensure that all parental leave action and reason codes have been entered for all relevant employees, including recording return from parental leave.
  • Request access to the Tableau staff data dashboards for anyone without access who will require it for 2017.

Please check the HR Information Team's Athena Swan webpages for updates. Further details will follow in the July bulletin.

Recruitment – clear HRINFO21 vacancy and applicant data quality report by 7 July

The *new* HRINFO21 Vacancy and applicant data quality report is available. Please run this periodically and clear red errors by 7 July.

  • We have noticed that some progress has been made towards clearing the data issues identified in the report. Please continue to do this on a regular basis.
  • Follow the steps the HR Information Team's web pages to clear the report. Note that Tab 1 should be actioned before running Tab 2 in the report.
  • Contact the HRIS Support Centre if you need assistance making data changes.

Recruitment – use all mandatory applicant status stages

Mandatory statuses are outlined in REC00 – Recruitment basics on page two. We have noticed that the 'Shortlisted' stage is often missing. Mandatory statuses are: Applied; Shortlisted; Offer Made – Personnel; Offer Accepted – Personnel.

Staff classification guide – updated May 2017

The new version is orange. All employee and casual worker records for the current academic year must conform to this mapping. Please update your records.

HRINFO01_Data Quality Validation and HRINFO20_Casual Worker Data Quality Validation reports were updated on 30 May in line with the orange guide and several appointments affected by coding changes were updated by HRIS Data Services.


Highest qualification held

HESA require only the highest qualification to be entered. You can enter more if that is useful to your department, but this is not required for HESA. Guidance is on the HR Information Team's HESA web pages.

Current academic discipline taught and/or researched

This item is only required for employees with appointments on a Category code of:

  • 1 Teaching only
  • 2 Research only
  • 3 Teaching and research

Please do not enter it for appointments on any other Category codes. The HR Information team will delete incorrect records when found. Guidance is on the HR Information Team's HESA web pages.  

And finally, thank you…

Thank you from the HR Information Team to everyone who has recently cleared their data quality report for employees (HRINFO01) and Casuals (HRINFO20). We have contacted departments with outstanding work to do. Please do keep running these reports regularly. There has been a clear improvement in data quality and your continued help with this is greatly appreciated.

Payroll corner

Working with the payroll deadlines

The Payroll Office has seen an increase in the number of people inputting pay-related changes in Core after the payroll deadline. These changes cannot be picked up by Payroll until the following month, but can still impact the employee’s pay. The most common problem is appointing an existing employee to a new post. Even if you have not commenced the new post, setting up the new appointment immediately closes the previous post and your employee will not be paid. It is essential that employees are paid correctly for work they have completed in their current roles, and this must take precedence over preparations to establish them in their new roles. The deadlines are always clearly published in each Bulletin and in the Payroll cycle diagram, which has a useful link at the bottom to ‘Working with Payroll deadlines’ document. If in doubt, check with the HRIS Support Centre or your Payroll Officer, but otherwise wait until after the 'No User Input' days at the end of the month.

New and updated documents and reports

QRG updates

Significant changes have been made to the guides below, i.e. where there are new/changes to processes and procedures or to provide clarity:

Allowance Guide (119kb)  

The Allowance Guide has been updated to include the three new allowances and their purpose:

  1. ATI Supplement - Pensionable
  2. ATI Supplement - Non-pensionable
  3. University Officer

Minor changes have been made to the guide shown below e.g. corrections:

PANS0 Pre Arrival and New Starter Guide (2,739kb)
  1. Job text updated to mandatory when recording an offer.
  2. Updated guidance on Immediately Previous Employment.

HRIS user support

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 

This month's deadlines

Deadlines for Personnel users: July payroll

Please also refer to the July 2017 Payroll Cycle Diagram (14kb)

Thu 22 June - 5pm June 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 June's payroll run.
Fri 23 to Mon 26 June No user input Two clear working days are required during which users cannot enter data into the personnel module, to enable the payroll to be run (all other modules are unaffected).
Mon 3 July Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 6 July. 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).
Wed 5 July Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Thu 6 July 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.
Thu 6 July Support requests for July 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.
Mon 10 July - 5pm July 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.
Fri 21 July July 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.