Tuesday 18th December: CoreHR Downtime from 5pm
CoreHR will be unavailable from 5.00pm on Tuesday 18 December to allow the delivery of a Critical Oracle Security Patch in line with other central business systems. We anticipate that all services will be fully restored by 8.00pm on the same evening Tuesday 18 December and you are welcome to try logging back in after this time, noting that the System Availability and Login page will be updated first thing the following morning.
Please ensure you are logged out of the system by 4.55pm on Tuesday 18 December - any users still logged in by 5.00pm will lose their connection to CoreHR.
All modules of the CoreHR Back Office and Portal will be affected, including the applicant portal. A message will be placed on the Jobs and Vacancies pages advising applicants of this. HR Self-Service will also be unavailable during this time, which will be noted on the Staff Gateway page.
Please note this downtime will take place during the monthly No User Input period, which will run from Saturday 15 December to Tuesday 18 December.
We have a vacancy in our team - would you like to join the HRIS Support Centre?
Would you like to work in the HRIS Support Centre, using your knowledge of supporting University business systems or HR or related business processes in the University, and potentially also your knowledge of CoreHR if you are an existing user of the system? We are looking to grow our first line support team for the duration of the CoreHR Upgrade work and follow on phases.
The following advert for a Grade 5, 1.5 year fixed term, part-time (0.5FTE) vacancy in our team has gone live on the University’s job pages – if you are interested, just follow the online application process.
Please note that we would consider offering this role on a secondment basis or possibly even to supplement your existing part-time role in a department, or in one of the other University support centres. This is a great opportunity to be part of an effective, busy and highly functional team supporting one of the University’s key business systems and processes.
As HRIS Support Officer, you will be responsible for providing help and guidance in the use of the University’s Human Resources information systems (HRIS) and associated business processes. A key member of a busy team, you will work with your colleagues to support both job applicants and the wide range of staff using the University’s HR system in a devolved administration environment. Your principal duties will include advising users on the system and processes, encouraging structured approaches and compliance with HR processes, supporting the operation of the system and assisting in the resolution of technical issues. This is a 1.5 year fixed term contract to provide continuity of service to users whilst the existing HRIS Support Officers spend part of their time on a major system upgrade project. You will help to support the team and users through what is expected to be a busy period, and have the opportunity to work as part of the project team during the implementation.
You will have excellent communication skills and be especially skilled at providing a responsive high quality customer service. Ideally, your background will mean you have an understanding of how HR processes can be supported by IT solutions, the importance of ensuring quality data and you will be familiar with operating in accordance with General Data Protection Regulations. You will have excellent administration and organisational skills; being computer literate is also essential (familiarity with MS Office especially Word and Excel), as is the ability to learn and adapt to a changing environment.
The vacancy will close on 7 January 2019 and it is expected that interviews will be held on 30 January 2019.
Awards for Excellence 2018/19
The Personnel Committee has approved the formal launch of the Awards for Excellence Scheme for 2018/19.
The Scheme, which is mandatory, should take place in departments in Hilary term 2019 and departments are encouraged to communicate with staff and make arrangements for their review panels as soon as possible. The 2018/19 review period is January to December 2018. Awards should be implemented in the April 2019 payroll.
The overall spend on the scheme in 2017/18 was 0.16% and departments are reminded that they may spend up to 0.35% of their pay bill on awards.
Departments are reminded of the importance of a fair process, and the need to avoid any unconscious bias in making nominations under the scheme, particularly in respect of individuals with characteristics protected by equality law. Departments should consider the type of jobs being nominated under the Scheme to ensure all categories of staff are taken into consideration.
Advice on communication strategies to try to encourage a broad range of nominations can be found on the Reward section of the Personnel Services website.
An equality analysis of last year's exercise showed that there was an under-representation of staff, in some areas, with protected characteristics. The Personnel Committee decided that an equality analysis of the Awards for Excellence Scheme will be conducted, once nominations have been considered by departmental review panels, but before any awards are approved for payment.
To enable this, departments must ensure that the User Defined Fields (UDFs) are correctly completed in CoreHR for all nominations, including those that do not result in an award (QRG CH26 includes instructions on completing the UDFs). Departments may check if data has been entered, as expected, by running PERDEP47_R&R Scheme Monitoring, and then confirm to firstname.lastname@example.org that the data is complete.
If review committees meet by the end of February 2019, the reward team will conduct the equality analysis during March and a payment code will be issued in early April to all of the departments whose equality analysis has been satisfactorily completed. Departments with a disparity between the proportion of BME staff and the proportion receiving awards will be asked to revisit nominations and consider making a difference to the outcomes. These departments, and any who are not following the standard schedule, may make payments in May, backdated to 1 April 2019.
Departments are advised that, in the majority of cases, non-recurrent awards rather than recurrent increments are to be made under the Awards for Excellence Scheme. The Scheme’s guidelines and forms have been updated and are available now on the Reward section of the Personnel Services website.
If you have any further questions, please contact your HR Business Partner or the Head of Reward, Sarah Kilgour.
New Starter Data Collection forms updated
The New Starter Data Collection form (for employees) has been updated and is now available from the Using HRIS website. Changes to the form include an updated email address for the Equality and Diversity team and wording updates to facilitate data collection.
The Casual Worker Data Collection form has also been updated and is available from the Using HRIS website. This updated form has also been made available to produce as a letter on CoreHR. Changes to the form include the addition of an employee declaration and an updated email address for the Equality and Diversity team.
Please ensure that you use the latest version of these forms. Collecting and entering accurate data is essential for HESA purposes. Further guidance on entering correct data can be found on the HR Information Team website.
Users can also find further information about different types of qualification on the Gov.UK website.