November HRIS Bulletin

News and reminders

Projects update

Payroll corner

Update from the HR Information Team

New and updated documents and reports

HRIS user support

This month's deadlines

News and reminders

CoreHR Downtime and Extended No User Input – 23-28 November

Further to our preliminary communication in the October HRIS Bulletin, we are now able to confirm final details for the system downtime required to deliver and implement the Minor Software Release 20.0.24 and the Quarterly Oracle Patches. The timings of the downtime are combined with the monthly No User Input Days and we ask you to note that the downtime immediately follows on from the No User Input days:-

23 – 26 November: Monthly No User Input for Payroll

The No User Input days this month are Thursday 23 November through to and including Sunday 26 November to allow for running of the November payroll. 

During the no user input period, if you do need to view employee data please navigate instead via the “Core Personnel > Enquiry” menu as per the screen shot below, or you can use the relevant Personnel Data Reports. Other areas of the system such as the Recruitment, Staff Request Portal and Reporting modules can still be utilised as normal during this time.  Your assistance with this will ensure that there are no delays in running the payroll processes.

27-28 November: CoreHR Downtime – Delivery of Minor Software Release 20.0.24 and the Quarterly Oracle Patches

CoreHR will be unavailable from 8.00am on Monday 27 November to allow the delivery of the minor CoreHR software release 20.0.24 and also the delivery of the quarterly Oracle CPU patches.  We anticipate all services will be restored by 7.00pm on Tuesday 28 November but ask that you check the System Availability  page for confirmation that the system is available once again. 

This system downtime will affect all modules of the CoreHR Back Office and Staff Request Portal, including the e-Recruitment applicant portal, so please ensure you do not schedule any vacancies to close on these dates. 

Further details will be communicated once the Minor Release is delivered.

Implications for users

Recruitment:  A message will be placed on the jobs and vacancies web pages to inform applicants of the downtime and to advise them that they will not be able to apply for vacancies during this time.

Payroll costing report:  It is likely that the payroll costing reports will be distributed slightly later than usual. However, we expect to be able to meet our commitment to providing these within three days of completion of the payroll run.

If you have any questions regarding this downtime, please do not hesitate to contact us.  

Equality and diversity new starter forms

The Data Service Team have seen an increase in the number of departments submitting Equal Opportunity forms without the appointment ID or employee number. Please make sure that you enter the Appointment ID on the form before giving it to the individual to complete, otherwise we cannot reconcile it to the CoreHR record once it has been returned to the Data Service Team. All forms should be returned to the Data Service Team, Dartington House, University Offices, Wellington Square or by emailing them to hrisdata@admin.ox.ac.uk

Review of Key Department Contacts

The Key Contacts by Department list available on our website was compiled in response to requests from system users to provide a point of contact within each department for queries about transfers, shared posts or employee history in CoreHR, etc.   

Please can we ask that each department carry out a quick review of the current information by using the above link and notify us of any changes or new additions by emailing the information to hris@admin.ox.ac.uk so that these can be compiled. 

Projects update

Update on HR Self-Service

Thank you to those of you that responded to our request in last month’s Bulletin for volunteers to act as “buddies” to support departments in implementing self-service.  We had a great response but would still be happy to hear from anyone else who is interested in taking on this role.

Employee self-service will be implemented in late April 2018, with manager self-service following through May-July.  The project team is now preparing a copy of the CoreHR system, with self-service configured, which can be used for testing.  We are grateful to the following departments that are currently compiling their line manager structures to help us with testing: Chemistry, Humanities Divisional Office, Medieval and Modern Languages, Paediatrics, Personnel and Related Services and Plant Sciences.  These departments will be “early adopters” of manager self-service and the lessons learned from their experience will be shared with other departments and incorporated into the approach taken to the wider rollout.  We will provide an update on the progress of the “early adopters” in next month’s Bulletin.

Detailed planning of communications is underway; we have met with or spoken to communication representatives from all divisions and we are attending meetings of departmental administrators and HR staff to discuss self-service.  Communications directly to staff will start in the new year and will include items in local newsletters, posters, and payslip messages.  Briefing sessions specifically for back-office users of CoreHR are also planned.  A more detailed timetable will be shared with departments as soon as possible.

Further information about the project scope, governance and plans for user engagement is available on the project webpage.  If you have any questions about HR Self-Service, please speak to your HRIS User Group representative or contact Mandy Zaccheo, Business Change Manager, at mandy.zaccheo@admin.ox.ac.uk

Payroll corner

Ending Casual appointments

A number of Casual appointments are not being ended promptly. It is the employing department’s responsibility to end casual appointments as soon as possible after the Target End Date has passed. The Target End Date should be no more than 12 weeks for casual workers and 12 months for casual teachers from the start date of the planned engagement. If the individual subsequently undertakes a further period of casual work, the employing department will need to create a new appointment for the payment to be made against.

Please note that the appointment must not be ended until after the payment spreadsheet(s) containing the final payment(s) have been uploaded to CorePay, otherwise the final payment can’t be processed. The appointment should not therefore be ended until the end of the month in which the final payment is to be made.

The end date of an appointment must not be earlier than the date entered in the week/period ending field for the final payment on the casual payment spreadsheet.

Earlier December payroll deadline

As you know, payday in December is earlier than normal, being December 21st. This means that the Payroll deadline also has to be earlier, Wednesday December 6th. The Payroll Team then has only two days to get everything input and approved before their checking procedures begin at the start of the following week. Please do not ask or expect that any late requests can be accommodated in that month, as they simply will not have the time to deal with them. It would also be very helpful if you could input and approve as many changes as possible well before the deadline, so that they can get started on December’s work as soon as the system downtime is over on November 29th. (This would actually be welcome in every other month of the year as well!)

Update from the HR Information Team

Data Quality

Clear 2017-18 data issues

Please clear all red and amber data issues from the three reports listed below before the Christmas closure period. These reports should be run monthly and any errors cleared in a timely manner.

The HR Information Team will contact all departments who still have a significant number of outstanding data anomalies in the HRINFO01 in January as an extract of employees in post as at 31 January 2018 will be taken for reporting purposes. If you have limited time, please focus on clearing the errors in the HRINFO01 report.

The HR Information Team website provides guidance on making the indicated changes to clear the data anomalies highlighted red and amber in the report. If you need assistance making data changes contact the HRIS Support Centre hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

Contact the HR Information team on hris.dataquality@admin.ox.ac.uk if you have any queries relating to these reports.

 

HRINFO01 Data Quality Validation 2017-18

All employee appointments active at some point from 1 August 2017 until 31 July 2018.

The previous 2016-17 version of the report has been removed now that the final commit of the 2016-17 HESA Staff Return has been made.

 

HRINFO20_Casual Worker Data Quality Validation 2017-18

All Casual worker and Casual teaching appointments active at some point from 1 August 2017 until 31 July 2018.

 

HRINFO21 Vacancy and applicant data quality 2017-18

All vacancies posted externally in the 2017-18 academic year.

The HR Information Team have released a new version of the recruitment data quality report called HRINFO21 Vacancy and applicant data quality 2017-18. The previous report version has been removed.

Tips when running HRINFO21

  • Run the report periodically to keep on top of data.

  • Clear Tab 1, then re-run the whole report and go back and address issues in Tab 2. First you must clear Tab 1, then re-run in order to get a full picture of the applicant status data. See the HR Information Team website for detailed guidance.

  • Use all mandatory applicant status stages outlined in REC00 – Recruitment basics on page two: Applied; Shortlisted; Offer Made – Personnel; Offer Accepted – Personnel.

  • If a vacancy in Tab 1 has genuinely been open for more than 4 months and is not open in error, please ignore the red error message and close it down when the recruitment is complete.

Thank you to those departments who made data updates and corrections to vacancies/applicants for vacancies posted externally from 2016-17. This will increase the amount of data available for Athena Swan applications in Tableau, which will be refreshed later this year for 2016-17, and improve University-wide recruitment monitoring data.

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:

IP12 Academic Title (451kb)  
  1. Guidance on updating Job Text and is now mandatory.
  2. Updated guidance on maintaining and ending old UDF’s.
  3. Data entry responsibilities for Titular Professors.
  4. Updated guidance on Emeritus Professors.
  5. Appendix updated to reflect changes.

HRIS user support

Christmas closure arrangements

The HRIS Support Centre will officially be closed from 5pm on Thursday 21 December 2017 until 8.30am on Wednesday 3 January 2018. On 3 January 2018, priority will be given to resolving queries raised by applicants over the Christmas period. Please do not set any vacancy closing dates for the period Friday 22 December 2017 to Tuesday 2 January 2018 inclusive to ensure time is available to resolve any technical issues experienced by applicants.

Support for job applicants

A message will be placed on the University’s Jobs and Vacancies webpages advising applicants of the office closure over the Christmas period with the dates as above. Behind the scenes, we will be monitoring the use and availability of the online recruitment system.  

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: December Payroll

Please also refer to the December 2017 Payroll Cycle Diagram (15kb)

DATE(S) DEADLINEEXPLANATION 
Wed 22 November - 5pm November 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 November's payroll run.
Thu 23 - Sun 26 November  No user input Two clear working days are required during which users cannot enter data into the personnel module and navigation to menu options under “Core|Personnel > Maintenance” should be avoided, to enable the payroll to be run (all other modules are unaffected).
Mon 27 and Tue 28 November Full system downtime This downtime affects all modules of CoreHR. Following the supplementary deadline in November, there will be two day full system downtime required for delivery of a minor release upgrade to CoreHR as well as the quarterly Oracle patches.
Wed 29 November Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Friday 1 December. 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).
Mon 4 December Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Mon 4 December 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.
Mon 4 December Support requests for December 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.
Wed 6 December - 5pm December 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.
Thu 14 December December 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.