April 2021 bulletin

News and reminders

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From Tuesday 4 May, all CoreHR users with Recruitment Administrator access will be able to authorise and publish job adverts on the University jobs webpages, without the need to wait for central authorisation. 

This change in process was one of the most frequently requested actions from the Focus Recruitment review. The Nuffield Departments of Medicine has successfully trialled this functionality for the last three months, enabling their HR team to publish adverts instantly.

The system steps to achieve this are simple, straightforward and can be completed with a couple of clicks. The change will be supported by new guidance on advert style and content, an advert checklist, and an updated How-To Guide.

Recruitment Administrators will be contacted by email during the week commencing 19 April, with further details about this change.

The Reward team are receiving staff requests which incorrectly state that a post is ‘based on a generic job description that has been amended’. This error leads to the staff request being placed in a queue for grading, resulting in unnecessary delays.

Please note that the following changes do not affect the grade of a post:

  • Changes to the job title
  • Adding contextual information to the job description
  • Minor edits to the generic job description (providing the duties remain the same).

In such cases, the staff request should be submitted ‘based on a generic job description’, which can then be authorised within two working days.

A staff request should only be submitted ‘based on a generic job description - amended’ when responsibilities have been added/omitted from the generic job description, or the essential selection criteria has been revised. In these cases, the grade will need checking.

HR Systems guidance will be updated to assist users with this aspect of the process.

Rehires should be processed either through the Applicant View or New Starter Button from the Command Centre. Your starting point will depend on how the employee was recruited  (recruitment vs direct appointment).

To avoid errors, always follow the Rehires process listed in the Appoint successful applicants and new starters guide.

Please do not use the 'Rehire' option found in the dormant staff record Actions button. This will cause errors in the staff record.

When processing a new appointment, always refer to the diagram provided in the Appointing- where to start guide, to ensure you follow the correct system steps for your scenario.

Please remember that when ending an appointment for any employment status type in CoreHR, you must use the End Contract option, as outlined in the End Appointments guide.

If you attempt to close an appointment by any other means, this may result in closing other appointments that the individual may hold, affecting their pay.

To avoid errors, please always follow the guidance provided.

We encourage you to book a 1:1 session if you need help completing a system process (eg processing furlough/casual staff) or have questions relating to the Portal which are not covered on our website.

To request a session, please send the following information to us at hris.training@admin.ox.ac.uk:

  1. Your preferred date for a session (see below)
  2. Your department (please include the names of your team members, if you require a team session)
  3. A brief summary of the support required

Sessions are available between 09:30-16:30 on the following dates:

  • Friday 14 May
  • Wednesday 19 May
  • Monday 24 May

Please check our Known Issues and Common Queries web pages regularly to stay up-to-date with the latest issues and fixes, as well as all the latest hints and tips.

This month, the following Common Queries have been added:

  1. Advert text - character limit
  2. Generating applicant packs - up to 50 applicants at a time only

Meet the team

Following our restructure last year, we’d like to introduce you to the people behind HR Systems. We hope that you enjoy learning more about the services we offer and the role of each team member over the coming months.

This month, meet the colleagues behind Functional Analysis

Missed previous features?

Click on the links below to learn more about our colleagues:

Training and User Support
Business Support

Payroll corner

P60s are now paperless. P60s for the tax year 2020-2021 are now available for staff to access via HR Self-Service. Casual staff will continue to receive a paper P60.

Update from the HR Analytics Team

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Please continue to enter furlough start and end dates and the Appt: Part-time Furlough Weekly Hours UDF data by following the Coronavirus Job Retention Scheme (CJRS or ‘furlough’): CoreHR system guidance in the same month in which the change occurs, and as early as practicable in the month.

Any claim for a month must be with HMRC within two weeks of the following month. Once you have entered data to CoreHR, central staff need time to check for accuracy, work with you to resolve errors, and then process that information in order to make the HMRC claim on time. Any records entered after the deadline will not be able to be claimed from HMRC resulting in lost income for the University.

The HR Analytics team would like to thank CoreHR users who have been accurately inputting furlough changes in a timely fashion.

We are launching a new data quality report ‘HRINFO01 Data Validation – Quals & subjects 2020-21’ on Monday 19 April. This covers the items ‘Highest Qualification held’ and ‘Academic Discipline taught and/or researched’. Both of these items are collected via the New Starter Data Collection Form. These two items have been moved to a separate report because of issues experienced by some users. This report should be used in conjunction with ‘HRINFO01- 20-21 Staff Validation’.

Please note that there are currently over 1000 errors across the University as a whole for these two items alone so we recommend that you run the report and resolve issues as soon as possible.

Guidance for working with both versions of the HRINFO01 reports can be found on the HR Analytics webpages.

The HRINFO21 vacancy and applicant data quality checking reports have been updated to assist users in clearing their errors. The new reports are now available.

A summary of changes:

  • The reports now include vacancies (and applicants) where vacancies were advertised ‘internally-only’
  • Column headers have been updated to reflect the descriptions found in both the ‘How-To Guides’ and in the Portal
  • User guidance on how to resolve data errors within the reports now references the ‘How-To Guides’

There are four reports to assist users and it is essential you run these in the correct order:

Step 1 – run this report and clear all ‘red’ Vacancy errors, then

Step 2 – run this report and clear all Applicant errors and check warnings – the ‘data view and export’ report can also be run alongside Step 2 to identify applicant records which contain errors

Step 3 – run this report to ensure you have closed any vacancies which were never advertised.

Clear validation errors for all casual worker and casual teaching appointments active for any period of time from 1 August 2020 in a timely manner.

HRINFO20 Casual worker data quality validation report gives additional details about the report. The data is required for HESA.

For guidance on making the indicated changes to clear the data anomalies highlighted red and amber in the report, please refer to data quality in the first instance.

If you need assistance making data changes or running any of the above reports contact HRIS Support hr.systems@admin.ox.ac.uk.

Contact the HR Analytics team on hris.dataquality@admin.ox.ac.uk if you have any queries relating to these reports; give the Person Reference number, (and appointment ID if the individual is on more than one contract), for queries relating to appointment records.

As the HR Analytics team process data for the HESA staff return and Athena Swan datasets you may be contacted with individual queries as in previous years.

New and updated documents

If you identify a guide that needs updating (either due to a system upgrade, or inconsistencies in the way the system works), you can send a request to hris.training@admin.ox.ac.uk. To help us process this change, please include the title in the subject field. For example:

  • How-To Guide: Make appointment and pay changes; or
  • Scenario Factsheet: Family Leave

As communicated in our first quarterly CoreHR User Briefing last month, please note that the PERDEP01 Staff in Post report has been updated as follows:

1. Parameters added for:

  • Division
  • Management Unit
  • Grade

2. 'Department Code' parameter dropdown is now a free text field, making it easier for system users needing to report on multiple departments.

This month's deadlines

Please refer to the May 2021 payroll cycle diagram.

Guidance on the University’s pay periods and payroll cycles is available here.

 DEADLINE EXPLANATION 
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 date in order to be included in the payroll run.
No user input Users cannot enter data into the Personnel module/People Management in the Portal or use menu options under 'Core|Personnel>Maintenance'.
Staff request deadline For staff requests which do not require grading, any requests received by this deadline will be processed by the payroll deadline. 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).
Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
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.
Support requests Requests for assistance associated with actions for this month's payroll deadline should be received by HRIS Support by this date. This is to ensure that sufficient time is available for the team to address your queries.
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.