August 2023 bulletin
September Main Payroll deadline – Friday 8th
News and updates
To reflect the University’s policy on trial employment for priority candidates, a new 'Reason' has been created in PeopleXD - 'TRIAL PERIOD'. This should be recorded on the new appointment for staff who have requested to accept a redeployment opportunity on a trial basis of up to one month. Read the full guidance on the HR Support pages. This will aid our ability to report on such cases.
The appointing guidance has been updated to note this change; found here and here.
To enhance and improve the service we provide to you, we’ve introduced a brief feedback survey. This is sent out at random intervals to the originator of the query, after it has been resolved. If you receive the survey, please take a moment to complete it and let us know how we did and what we could do better. We look forward to your valuable input.
We're aware that some users experienced issues with the PERDEP47 R&R Scheme Monitoring report, whereby employees with an existing UDF did not appear in the report, in some scenarios. We're pleased to inform you that these issues have been fixed and the report has been further enhanced to align it with the current policy. Please read the updated report description, which outlines how to use the updated report.
Thursday 31 August - all data errors to be cleared in preparation for the HESA staff return and year-end reporting, including financial statements (see Reminders above)
Throughout September - expect HESA-related queries from our team
Wednesday 20 September - Online briefing: Introducing Onboarding in PeopleXD (invitations sent)
Thursday 12 October - Online HR Systems quarterly briefing (invitations to follow)
Wednesday 1 November - PeopleXD Onboarding go-live
Reminders
1. As per our recent communications with affected departments, please prioritise the clearing of the below data errors by 31 August to help us ensure data accuracy for this year's HESA staff return (and other key reporting).
For help with data changes or running reports, email hr.systems@admin.ox.ac.uk. For reporting data queries, contact HR Analytics at hris.dataquality@admin.ox.ac.uk (include Employee/Applicant No. and Appointment/Vacancy No.).
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Report name |
Action required & guidance |
Required for: |
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Clear errors for all appointments: |
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Clear errors for all casual appointments: |
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Clear errors for all reports in order Step 1 - Step 3: |
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2. Remember to record all Reward and Recognition Scheme nominations
If you haven't done so yet, please record all nominations in PeopleXD, following the Reward and Recognition Scheme guide. To assist with this, run the PERDEP47 R and R Scheme Monitoring report (read the update about this report above).
For questions about the scheme contact the Reward team.
Thank you for promptly responding to our request to review user access details in your department(s), within PeopleXD.
If you haven't already, kindly review user access in your department(s) using the SECSUP53 User Access report, as soon as possible. Departments with multiple guardians should designate a single guardian to review the report. Please confirm completion by emailing hris@admin.ox.ac.uk.
Updated guidance
The templates below will be available in PeopleXD by the end week ending 25 August 2023.
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Document |
Update |
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| Academic-related staff contract template |
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| Support staff contract template |
Updated paragraph regarding returning signed contracts |
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Congregation form |
Removed from PeopleXD as this is now a separate online form, available at https://governance.admin.ox.ac.uk/congregation. |
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Equality & Diversity form* |
Updated to reflect changes communicated in the July 2023 bulletin *Only to be issued where no access to HR Self-Service will be granted. Ordinarily, all staff are expected to provide and update their diversity details via HR Self-Service. |
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Guide/report |
Update |
|---|---|
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Add and manage personal details (also available here) |
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Add employment history |
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Appointing guide for new and existing staff (online applicants) and New appointments for new and existing staff (not for online applicants)
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| PERDEP47 R&R Scheme Monitoring | See news item above. |
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Project updates
In the Data Quality Assurance project, the Continuous Services Dates workstream is focused on fixing incorrect service dates in PeopleXD. We're excited to share that a new report will be provided to departments by the end of this year to assist with this effort.
Accurate continuous service ensures the correct calculation of any extra annual leave entitlement and other service-related benefits. A report is being developed that calculates the earliest eligible service date for an individual based on their appointment history, to identify where this differs to their Continuous Service Start Date. Once launched, departments will be asked to review and update employee records where required. We will also be reviewing and including service dates within other reports, eg PERDEP01 Staff in Post report, to help with the visibility of this data.
We've launched a new webpage that outlines all the projects currently in scope under the wider HR Systems Programme. This includes the latest updates and timelines, where these are available. Please note that these pages are still under development and will be updated on a regular basis.
Coming soon: We are also working on a page which will outline all the projects and system enhancements being planned under 'business as usual' and as part of the Product Ownership Groups portfolio, to be delivered by the HR Systems team.
