December 2019 bulletin

News and reminders

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As of Monday 16 December, all live vacancies on the University jobs page will display closing time in addition to closing date. 

  • The field currently named ‘Closing Date’ will be renamed ‘Closing Date & Time’ and the closing time will be displayed in this field after the closing date. 
  • The following message will be displayed on the vacancy search screen:  ‘Please note: Unless otherwise stated, all vacancies close at 12:00 midday UK time.’
  • Users should continue to include the phrase “the closing date for applications is 12.00 midday on XXXX’’ in the advert text for all vacancies. This is to maintain consistency in advert presentation, and to ensure closing date and time are visible on sites such as jobs.ac.uk, Gov.uk ‘find a job’ site, and any mailing lists or other external locations.

For further details on completing vacancy dates/times on CoreHR, please refer to QRG REC01 – Managing a vacancy, section 7.  

As you may be aware, eligibility for the University’s family leave schemes is changing.  Currently eligibility depends on 26 weeks service at the qualifying week, in line with eligibility for the statutory scheme.  With effect from 1 January 2020 any employee who has started work with the University by the Expected Week of Childbirth (EWC) and before their family leave commences, will qualify for the equivalent of University’s enhanced contractual benefits of up to 26 weeks at the rate of full pay. 

Since employees with less than 26 weeks service at the qualifying week will not qualify for statutory family leave payments to be made by the University, it is essential that they are easily identifiable in CoreHR.  New Action and Reason codes have therefore been created recording family leave taken under ‘Day One’ entitlement.  Different pay arrangements will apply, as deductions will need to be made for any statutory payments the individual is receiving directly.   It is therefore important to use the new codes to capture changes relating to family leave for these employees.  Please refer to the updated QRG CH10 – Family leave (in particular the Appendix in section H) for further details. 

Full guidance on family leave can be found on the HR Support webpage.

 

As reported in the October bulletin, the Casual Payroll Project, which is part of the Focus Programme, is running a series of workshops for staff involved in the Casual Payroll Process. The most recent workshop identified a number of changes that would improve the user experience of the Casual Payroll Submission Spreadsheet (CPSS), . These changes include:

  1. An increase to the number of rows.
  2. Totals for Hours and Amount paid.
  3. Inclusion of an Equivalent Annual Salary field.
  4. Improvements to the validation of pay rates.
  5. Buttons which generate new tabs, containing subtotals and a full copy of data.
  6. Clarification and simplification of Pay Code formats.
  7. A reminder message that receipts should be provided for reimbursable expenses.

More details of the changes can be found in the document Casual Payroll Submission Spreadsheet – changes in Dec 2019.

The new version of the CPSS will be available to download shortly from the Casual Payment Process webpage.

The Focus Casual Payroll Project would welcome your feedback – if you find these changes useful, or have additional suggestions for how the sheet could be amended further, please contact martin.mcgovern@devoff.ox.ac.uk.

 

HR Self-Service managers are now able to view the Personnel Number for their employees on the main dashboard screen of the Manager Self-Service Portal.  This change will enable efficiency gains for a number of processes requiring access to this information.

As previously, employees can view their own Personnel Number via their full payslip.  A reminder that the Personnel Number is separate from the Appointment ID, which can be found on the Employee Self-Service dashboard.

The HR Data Guide and HR Self-Service webpage have been updated to reflect the change.

CoreHR is expected to be unavailable for use for a short period of time during the weekend of 11-12 January. This downtime is required to allow us to update our testing environment for the upgrade project.  We are still awaiting details of timings from CoreHR but further information will be provided ahead of the planned downtime in January.

All modules of the CoreHR Back Office and Portal will be unavailable during the downtime, including the applicant interface in e-Recruitment. A notice will be placed on the Jobs and Vacancies page alerting applicants to this downtime. HR Self-Service will also be unavailable during this time and this will be noted on the Staff Gateway page.  

Projects update

The latest project news items were recently circulated in the CoreHR Upgrade Project newsletter. The key items from this newsletter can be read on the CoreHR Upgrade Project webpage. If you didn’t receive the project newsletter, please email corehrupgrade@admin.ox.ac.uk.

Update from the HR Analytics Team

Report name

Action required

HRINFO01 Data Quality Validation 2019-20

Clear validation errors for all employee appointments active for any period on or after 1 August 2019 as soon as possible.

As an extract of employees in post as at 31 January 2020 will be taken for reporting purposes, if you have limited time before Christmas, please focus on clearing the errors in this report. The HR Analytics team will contact all departments who still have a significant number of outstanding data issues after the Christmas closure break.

 

For additional details about the report, refer to HRINFO01 Data quality validation report.

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 now gives additional details about the report.

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.

 

The HRINFO21 Vacancy and applicant data quality 2018-19 is no longer shared.

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 Analytics team on mailto:hris.dataquality@admin.ox.ac.uk if you have any queries relating to these reports.

The Athena Swan staff data Tableau dashboards will be refreshed to include the applicant data for closed vacancies during 2018-19 with complete applicant status history (i.e. all the mandatory stages present: applied, shortlisted, offer made, offer accepted are included).

Thank you to those departments who made data updates and corrections to vacancies. This will have increased the amount of data available in Tableau as well as improving University-wide recruitment monitoring data.v

The HR Analytics team have been reviewing data quality over a number of years and working with CoreHR users to reduce error counts. The team are aware that there are a number of data items to record in CoreHR which cause common problems for users. As a result the team intend to launch a monthly ‘tips’ section as part of the HRIS Bulletin to assist users to ‘get it right first time’ and reduce time required by users on data entry activities. The Analytics team are therefore keen to hear from any users who experience particular data entry difficulties and/or areas of confusion that they would like to see covered in a monthly ‘tips’ section, the HRA team can then ensure these are covered in the coming months.

The areas of interest to the HR Analytics team include:

  • qualifications,
  • academic discipline taught and/or researched,
  • previous employment,
  • Core Sub Category (staff classification),
  • teaching qualifications
  • Leaving destination and location after leaving
  • NHS UDF data items: Clinical Status, Regulatory Body, NHS Contract, NHS Contract Grade, Healthcare specialties and sub-specialties

Users are therefore encouraged to mailto:hris.dataquality@admin.ox.ac.uk; please provide details of the item or items causing issues, describe the difficulty encountered or the scenario that is causing issues, and the HR Analytics team will collate responses and work to provide answers via the bulletin.

With thanks in advance, the HR Analytics team.

 

New and updated documents

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Document name    Action required
HR Data Guide Updated to include Employee Personnel number, see item above
PA11 Managing Casual Worker Records & PA12 Completing the payment submission spreadsheet for casuals Updated to reflect changes to the Casual payment spreadsheet - updated versions will be available shortly
CH10 - Family Leave Updated to include new action and reason codes that have been created following the changes to the family leave scheme. See item above
Shortlisting template

Formatting corrected to remove gap that was appearing between the first applicant and the remaining applicants when running shortlisting template in the eRecruitment module

 

Report name  Report name  

Name Description of change

PERDEP01_Staff in Post

The “Allowance_Deduction” calculation has been updated. New pay codes have been added and out-of-use pay codes have been removed.

PERDEP01_Staff in Post_Casuals Only

The “Allowance_Deduction” calculation has been updated. New pay codes have been added and out-of-use pay codes have been removed.

PERDEP20_Monthly Personnel Changes

Three changes have been made to this report.

  1. The “Allowance” calculation has been updated. New pay codes have been added and out-of-use pay codes have been removed.
  2. The Right to Work data fields “Right to Work Type” and “Limited (List B)” have been amended, as they were not retrieving data for all employee records.
  3. The “Person Change via Employee Self Service” tab has been updated to ensure that all changes employees make to their own records via ESS are captured by the report.

PERDEP20_Monthly Personnel Changes_Casuals Only

The “Allowance” calculation has been updated. New pay codes have been added and out-of-use pay codes have been removed.

RECDEP41_Applicant and Vacancy Details

A fix has been applied to resolve a problem with the subtotals and grand totals calculated on the crosstabs of this report. All subtotals and grand totals are now being correctly calculated.


 

HRIS user support

The HRIS Support Centre will be closed from 4pm on Friday 20 December 2019 until 8.30am on Thursday 2 January 2020. On 2 January 2020, priority will be given to resolving queries raised by applicants over the Christmas period. To ensure that applicants have access to technical support should they need it, please do not set any vacancy closing dates for the period Monday 23 December 2019 to Wednesday 1 January 2020 inclusive.

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. We will however be monitoring the use and availability of the online recruitment system. 

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

This month's deadlines

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Please also refer to the january_2020_payroll_cycle.pdf

DATE(S)  DEADLINE EXPLANATION 
Mon 16 to Tue 17 Dec 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).
Fri 3 Jan Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 19 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 6 Jan Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Wed 8 Jan 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.
Wed 8 Jan Support requests for Jan 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.
Fri 10 Jan - 5pm Jan 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 23 Jan

Jan 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.