August 2020 bulletin

News and reminders

Access to HR Self-Service has now been extended to casual workers (including TSS), teachers, examiners, and employees of eligible subsidiaries. This allows these staff to view and apply for internal-only vacancies via the Internal Job Board, and to access electronic versions of their payslips and P60s.

Access and data

To log on, staff need an active Single Sign-On account and VPN (if accessing offsite). Guidance on obtaining both are available on the HR Self-Service webpage, along with support documents and FAQs to help staff use the system and understand their data. Please note, as these staff are not full employees of the University, their Self-Service record will be only partially populated. We are in the process of updating HR Self-Service guidance and FAQs to refer to this.

Existing staff

The initial task to provide HR Self-Service access to existing staff relied on data attributes held in CoreHR to identify eligible individuals. If the CoreHR record was set up incorrectly (for example the Employee Status was incorrectly assigned as Non-Employee rather than Worker) this may have resulted in an eligible worker being excluded. If you receive queries from casuals relating to access, please check the worker’s CoreHR record before contacting the HRIS Support Centre for help.

The data load also only included staff for whom we hold SSO details and a University email address within CoreHR (this is populated through an integration with the University Card system). If you decide to provide an existing casual worker with SSO and email to facilitate access to HR Self-Service, they will then be assigned an HR Self-Service account as part of our new starter access process.

New staff

The process for assigning access to new eligible staff will rely on them having an active SSO account and University email address, and a CoreHR record. It is important, therefore, that the SSO is requested and the CoreHR record created as early in the new starter process as possible, to prevent any delay in getting access to HR Self-Service. This will be critical once we move away from paper payslips for this group (see below).

Please ensure that information about HR Self-Service is provided to all new casual workers, teachers, and examiners as part of their induction process, to ensure they understand how to access internal-only vacancies and electronic payslips and P60s.

Plans for payslips

Once this change is embedded and running smoothly, we will aim to move as many casuals as possible to online-only payslips. We will consult the HRIS User Group and our Product Ownership Groups about this proposal before any change is planned and communicated. In the meantime, casual workers/teachers and examiners will continue to receive paper payslips and P60s (subject to the current restrictions caused by C-19) as well as having access to them via HR Self-Service.

Communication and support

This change will be communicated to all staff via the Blueprint Bulletin and text for use locally has been shared with key contacts.

Any queries relating to access to HR Self-Service should be directed to the HRIS Support Centre. However, please remember that queries should come via the CoreHR user in your department, not from the employee themselves. Please advise staff to check the FAQs on the HR Self-Service webpage before you contact the Support Centre.
 

The advert below, to cover Julie Hickman’s maternity leave, will appear on the Internal Job Board this week. This is a great opportunity for a CoreHR user to influence the direction of HR Systems training and support. If you’re interested, please apply or contact Mandy for an informal chat.

Senior HR Systems Trainer 

Grade 7: £32,817 - £40,322 p.a.

Fixed term to cover maternity leave (expected to be for 12 months)

This vacancy is for internal applicants only

This is a great opportunity for an existing CoreHR user, or someone with experience of IT systems training, to contribute to the development of HR Systems support at the University during an exciting period of change. 

The CoreHR system has recently moved to a cloud-hosted service which enforces standardised, biannual upgrades. The HR Systems team works closely with representatives from the user community to manage decision-making and change in short turnaround timeframes. 

Working with the HR Training Team Lead and Business Change Manager, you will be responsible for the design, delivery and maintenance of a suite of training and learning resources to support the effective use of the CoreHR system. You will analyse user training needs and ensure that these are met through a variety of learning methods, including eLearners and face-to-face workshops (currently conducted via MS Teams). 

Competence in the use of CoreHR (or experience of a similar business system) is more important than training experience, although a combination of the two would be ideal. The ability to communicate technical issues clearly and confidently, and a commitment to acquiring new skills in an evolving context, is essential. This role will give you the chance to work creatively and collaboratively, develop your presentation and training skills, and become competent in a range of new tools and techniques (eg articulate 360, accessplanit).

For an informal chat about this role, please contact Mandy Zaccheo by email or via Teams.

Interviews will be held w/c 14 September.  As part of the interview process, you will be required to deliver a 10 minute training session on a topic of your choice.

Closing date: Wednesday 2 September 2020.
 

Projects update

The next project newsletter will be circulated w/c 24 August. This will include further resources to prepare users for the system changes ahead of October go-live. This month we’ll share the next in a series of system preview videos and encourage you to familiarise yourselves with the People Management support materials now available. 

Have you completed the People Management eLearner?

The first eLearner for People Management; People Management Navigation was released last month, which all Personnel users would benefit from completing prior to go-live. Visit the project training page to access the eLearner and to view a short video introducing People Management. For all project news, visit https://hrsystems.web.ox.ac.uk/corehr-upgrade-newsletter. Questions? Contact us at corehrupgrade@admin.ox.ac.uk.  

We hope that since go-live on 22 July 2020, many of you have now had the opportunity to use HR Reporting. Whilst the tool is intuitive to use, we have found some common queries, particularly in relation to access, which we wanted to clarify. To read the details, please visit: https://hrsystems.web.ox.ac.uk/article/hr-reporting-post-go-live-update

Update from the HR Analytics Team

Report name

Action required

Required for:

HRINFO01 Data Quality Validation 2019-20

Clear validation errors for all employee appointments active for any period from 1 August 2019.

The HR Analytics Team will follow up all instances of missing or incorrect NHS Contract Details UDF and Clinical Specialties UDF, so please avoid being contacted by clearing them before the deadline. These are required for the Medical Schools Council Survey and HESA.

HRINFO01 data quality validation report web page gives additional details about the report.
Additional guidance on clearing errors whilst working remotely during these challenging circumstances is provided on the clearing errors web page.
 

REF
HESA
Athena SWAN
Financial year end reporting
 
HRINFO20_Casual Worker Data Quality Validation 2019-20 Clear validation errors for all casual worker and casual teaching appointments active for any period from 1 August 2019 in a timely manner.
HRINFO20 Casual worker data quality validation report gives additional details about the report.
 
HESA
HRINFO21 Vacancy and applicant data quality 2019-20 Clear validation errors for all vacancies posted externally on or after 1 August 2019 in a timely manner.
For additional details about the report and guidance on adding missing Applicant Status history please refer to HRINFO21 Vacancy and applicant data quality report
 
HESA
Athena SWAN
Race Equality Charter
 

 

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 the HRIS Support Centre or tel: 01865 (2)87900.

Contact the HR Analytics team 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; provide the Vacancy ID for queries relating to clearing errors from the HRINFO21 report.

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. 

Please note that:

  • unresolved HRINFO01 data issue in your department will delay the Athena Swan staff in post and leavers/turnover data release in Tableau for all users
  • vacancies with outstanding data quality issues shown in HRINFO21 at the end of August will not appear in the Athena Swan tableau recruitment workbook

The HR Analytics Team website provides guidance and the team can be contacted on hris.dataquality@admin.ox.ac.uk if you have any new queries to raise. If you have any technical problems making updates to CoreHR then contact the HRIS Support Centre or tel: 01865 (2)87900.
 

The Athena Swan staff data Tableau dashboards will be updated soon as follows:

  • Maternity leave return and longevity information (5 years of data available for the academic years 2014/15 to 2018/19)
  • Ordinary paternity leave uptake (5 years of data on ordinary paternity leave uptake for the years 2015/16 to 2019/20)
  • Shared parental leave uptake (all available years of shared parental leave uptake available from the academic years 2014/15 to 2019/20)

Staff in post, Recognition of Distinction and leavers/turnover data will be refreshed by mid-October. The timing of the remaining refreshes depends on data issues being resolved in CoreHR where highlighted via email or in the data quality reports (HRINFO01, HRINFO20 and HRINFO21), and on the progress of the HESA staff return.

If you require access to the Athena Swan data in Tableau please follow the user access process.  If you have Athena Swan data queries please contact Tim Harris on athena.staffdata@admin.ox.ac.uk.

The HR Analytics team would like to remind CoreHR users to ensure timely keying of furlough start and end dates and the Appt: Part-time Furlough Weekly Hours UDF data by following the CoreHR QRG. Late keying could affect claims made to the HMRC.

New and updated documents

PA11 – Managing Casual records Updated guidance relating to ending casuals retrospectively, see specific advice relating to the effective date you should use.

 

HRIS user support

To accommodate the additional day’s leave that has been granted to all University staff and the August bank holiday, the HRIS Support Centre will be closed on Friday 28 August 2020 and Monday 31 August 2020. CoreHR will be available to users and applicants during this time.

Contact details for the team are: hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

This month's deadlines

Please also refer to the September 2020 payroll cycle diagram (PDF)

DATE(S)  DEADLINE EXPLANATION 
Fri 21 to Mon 24 Aug 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).
Thu 3 Sept 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).
Fri 4 Sept Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Tue 8 Sept 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.
Tue 8 Sept 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.
Thur 10 Sept - 5pm 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.

Tue 22 Sept

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.