FAQs and further help

This page was last updated on 15 February 2022

 

Please also check our System Issues web page for a list of issues within PeopleXD and HR Reporting that are currently under investigation.

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Google Chrome is the preferred browser for PeopleXD. 

Please note that the Back Office should only be used to process exceptions - the Portal must be used for all other system tasks
 

 A full list of all the certified browsers by The Access Group can be found here.

NB This advice is different for HR Reporting.

Drop-down fields that contain a large selection of options can take a long time to display/load. For efficiency, start typing the value you need, instead of clicking on the drop-down menu. This is especially useful when populating data in the following fields: Cost Centre, Location and Work Group.

The system checks for potential security threats/attacks. Where a risk is identified an error is flagged (‘403 error’). This occurs when certain special characters are entered into any free-text fields, including job descriptions in vacancies. If you encounter a ‘403 error’ message please remove any special characters from the text (eg ! * @ # ‘ etc). If this doesn’t resolve the error, then please contact HR Systems Support.

This is currently being investigated by the HR Systems team as part of the Product Ownership Groups' (POGs) programme of work on system development.

Please always log in via the System availability and login web page. Do not bookmark the direct URL link to PeopleXD as this may cause issues and you may miss important messages about system availability or maintenance.

If you see a 'Sorry, we couldn't find that page' error message when attempting to log in, please check that you are connected to VPN. If you continue to have issues please contact HR Systems Support.

You are not prompted to save changes - please always remember to do this, otherwise changes will be lost.

When you click ‘Save’, a green confirmation notification appears, with a green line beneath - this is a timer. You must wait for it to complete, before leaving the screen, or executing further actions.

save successful screenshot

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Below is a list of all the automatic Staff Request emails sent from the system.

Action

Automatic email sent

Staff Request is submitted by Staff Request Creator

Notification sent to all Staff Request Approvers for that department. 
Staff Request is rejected by Staff Request Approver (Department / Division) Notification sent to Staff Request Creator, including the rejection comments entered by the Approver on the staff request. 
Reward team have created and approved the planned appointment (Staff Request is approved)  Notification sent to all Staff Request Approvers for that department. 
Staff Request is rejected by Reward team The Reward team will usually contact the department off-system to explain the reason for rejection. Once the Reward team reject the Staff Request, an automatic email will be sent to the Staff Request Creator.

Access the full list of the University department codes from the University Organisation Structure spreadsheet (refer to column ‘Level 3 Entity’, on tab ‘Org Structure Report’). A number of HR reports also contain your department’s code(s). 

The figures displayed on the left-hand side of the 'Your Establishment' screen do not represent the data accurately and should be ignored. 

establishment tab

 

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To avoid issues, when emailing multiple applicants at the same time, please only send up to 25 emails at a time (ie emailing up to 25 applicants at a time).

All system emails are sent from a ‘no reply’ central account: HRIS.MAILRETURN@IT.OX.AC.UK. If applicants reply to the email, they will receive an automatic reply, which includes:

‘Please do not reply to this email, the mailbox it has been sent from is not monitored.’

Some email templates also have a prompt for departments to enter their own email address in the body text. You will need to update each email sent in that batch (please remember to 'Save' each email individually, before proceeding to the next one).

Departments have two options for generating a shortlisting form, depending on your preference. These are as follows:

1. Generate a 'Shortlisting form' via PeopleXD, in Recruitment. This produces a Word document, which automatically pulls through the applicants' names and applicant numbers into the shortlisting form.

2. Run a report and use an Excel version of the shortlisting form. The process for this is as follows:

  1. Run the RECDEP41 Applicant and Vacancy Details report in HR Reporting
  2. Copy and paste the relevant details into the Excel version of shortlisting form, see: How to copy and paste applicant details into shortlisting form.

The Excel shortlisting form has been split into three separate tabs: tab 1 – Selection Criteria and rejection codes; tab 2 – Scoring grid; tab 3 – Conflict of interests declaration and comments. This has been done for ease of navigation, eg you can easily switch to tab 1 to refer to the Selection Criteria, whilst noting down the scores in tab 2. You can paste the details of up to 150 applicants into the scoring grid table.

When generating applicant packs (ie creating one PDF document), please only select up to 50 applicants at a time, eg if you have 150 applicants, create three merged packs of 50 applicants in each one. You could then use specific software, eg Kofax Power PDF Advanced or Adobe Acrobat DC to convert the three PDF packs into one. 

NB The advert text is included in the application packs and may impact on the successful generation of the document. Please see item below.

The Job Description screen displays the character limit in percentages. Please ensure that in all cases your advert text does not exceed 500 words, as per the University's job advertising guidelines. Adhering to the word limit creates consistency across the University, compliance with many external job boards, and helps to avoid issues when generating merged application packs in the system. 

If you need your vacancy URL link, in order to post on another site or to share in an email, simply open your live vacancy on the Jobs website and copy the full link (which should end with the number of your vacancy ID), eg:

vacancy url link  end with vacancy id

You should see a notification each time a document is created in the system, eg University Card form. However, these can be slow to appear, and we suggest you go to the 'Download Centre' and refresh your screen until your document appears.

Applicants are advised that they normally cannot edit their applications after submission. Where a candidate requests to make any changes to their application after they have already submitted it, please follow your department's usual off-system processes, or contact HR Systems Support for guidance. It is not possible to 'unsubmit' an application within the system, once it has been submitted.

If an applicant no longer wishes to be considered for the role, and requests to have their application 'unsubmitted'/withdrawn, simply amend their applicant status to 'Withdrawn'.

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To check that the correct bank details have been entered, please run the PERDEP20 report to cross reference against your data collection form (or other).

When a scaled allowance is entered, the description within the Allowance Type field will auto-populate with ‘Clinical APA Allowance’, instead of ‘Scaled’. Please be assured that the correct allowance type has been selected and will be paid accordingly. This is purely a display issue and does not affect the correct processing of the allowance. Please continue to add the allowance, ignoring its description.

In this instance, the system is displaying how allowances are calculated rather than the description itself. You can verify this when back on the Allowances screen, where within the Value column you will see the relevant scaled description.  

allowance  apa display issue

command centre  number count

The number count on the Command Centre should be ignored. This looks at active staff only, who have ever held an appointment in your department. This is misleading for the way we work at the University (devolved organisation). 

NB Salaries/allowances awaiting approval for rehires (whose records remain dormant) will not show up in the count under Salary Approvals. Please always click 'VIEW' on Salary Approvals to see an accurate list of items awaiting your approval.

When the new RTW UDF was set up in July 2021, the Right to Work details of active records only were migrated for the following policy reasons:

  • When rehiring List A casuals, departments can rely on a previous check held by the department - but only if they still hold the original RTW. Departments need to hold the physical records (which should be deleted after the employment ended plus two years).
  • If a RTW is held by another department, users are required to obtain copies.
  • When rehiring List A employees, departments should make a new RTW check.

If there is a need to access details for a previous record, please contact the Staff Immigration Team.

You should not update your own system record within People Management.

If you are normally (or at the time) the only individual within your team who has 'edit rights' within People Management, and an update is needed to your own personnel record, please follow these steps:

1. To update certain personal details, please log into HR Self-Service and update your details, as applicable (eg address, next of kin, diversity etc).

2. If changes are needed to any aspect of your grade/salary details or to set up a new appointment record, this must be done by another system user. If there isn't an alternative team member who can do this, please contact your divisional HR team for help. If this is not possible, please contact HR Systems Support. You must not attempt to update your own record, as this can cause system errors and issues.

The Continuous Service calculation is driven by set system rules, which look for eligible appointments when calculating the service duration. 

Continuous Service dates may appear incorrectly where the employee holds multiple appointments which are a mixture of eligible and non-eligible for continuous service, and a non-eligible appointment is set as the substantive appointment. In this scenario a break in service may be applied where the non-eligible appointment is set as substantive, meaning that the system will incorrectly apply a “Continuous Service End Date”.

In some rare cases this may appear as though the employee has a negative continuous service value, with the Continuous Start Date being later than the Continuous Service End Date.

Please contact HR Systems Support to request that the continuous service for an employee be reviewed to assess whether a fix can be applied before taking any further action.

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Yes - HR Reporting should ideally be accessed via Internet Explorer or Edge. The tool won't work in Firefox and users may also experience issues in Chrome.

If you are experiencing issues with filter selections when running reports (ie whereby the filters reset), this is likely caused by your browser settings, and not the HR Reporting tool. This issue is usually rectified by running reports using a different browser. If you are still having problems, please contact HR Systems Support for help. Please note that the recommended browsers for running reports are Internet Explorer and Edge.

Please also see the specific advice about running the PERDEP01_Staff in Post report within the Reports Library web pages.

You may have accidentally entered an incorrect password too many times and your account may now be locked. Your CONNECT account will become locked after three unsuccessful attempts. However, a message to alert you about this won't be displayed. You can reset your CONNECT password at https://password.connect.ox.ac.uk (use the 'Forgotten Password' option). If you continue to experience logging in issues, please contact HR Systems Support.

HR Reporting will only work when connected to a University network, eg via VPN. Please also check that your CONNECT login details are correct (see Question 1 above).

NB The recommended browsers are Internet Explorer and Edge. The tool will not work in Firefox, and users may also experience some issues in Chrome.

If none of the above resolve your problem, please contact HR Systems Support. 

Please also see the HR Reporting How-to Guide for further guidance.

If you have forgotten your CONNECT password, please go to https://password.connect.ox.ac.uk, and use the 'Forgotten Password' option. If you experience any issues with resetting your password, please contact the HR Systems Support.

Your HR Reporting login details are issued when you are first granted access to PeopleXD and/or the HR Reporting tool. Please contact HR Systems Support if you haven't got or have forgotten your HR Reporting login details. See the HR Reporting How-to Guide for further guidance.

The security settings for HR Reporting are set at report-level. This is the way the reporting tool is designed and not a feature the University can alter. You will need to continue to enter your HR Reporting login details for every report.

Reports may time out if they take too long to run. It is also possible that you may experience a loss of connection in that time, in which case please try again. If you continue to experience difficulties with running the report, please contact HR Systems Support.

The reporting tool is a Microsoft product from the US, and therefore some spellings are in US English, which we are unable to change.

Guidance for HR staff is available on the HR Self-Service guidance webpage.

Visit the HR Self-Service Staff Gateway page for further FAQs, relevant to all staff using HR Self-Service.

 

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'Run-time error 5174' message means that your letterhead document is missing (or the file name has changed) in your Coreapps folder on your C drive. The guidance on setting up letterheads can be found here.

'Run-time error 5101' message means that your letterhead is missing one of the two required bookmarks (header and footer), and thus has not been set up as required for letter generation. Please refer to the guidance on setting up letterheads here.

Note: Remote desktop service

Please note that when you are logged into PeopleXD via Remote desktop service, you will not be able to produce any documents that rely on a letterhead. This is because the file path is changed and the macro in the documents will not be recognised. You will need to log out of Remote desktop service and log into PeopleXD via a VPN connection only.

You will not be able to produce any documents that rely on a letterhead whilst logged into PeopleXD via Remote desktop service. This is because the file path is changed and the macro in the documents will not be recognised. You will need to log out of Remote desktop service and log into the system via a VPN connection only. See IT Services web pages for more details about remote working.

Please check that the relevant PeopleXD record is completed in full. The prompts may not work properly if there is any missing essential data.
When producing documents such as contracts or the offer letter in Recruitment, please ensure that the 'Vacancy details - 2' screen is accurate and fully completed, as well as the 'Offer Details' screen (paying careful attention to the FTE Hours and Hours fields). Please also remember to follow the relevant how-to guides when completing data and producing documents.

If your document is missing certain details that you would have expected it to populate directly from the system, this may be due to missing data within the staff record or the offer details screen. Please review the PeopleXD record carefully - add details as needed and rerun the document.

You must only edit the text that you are prompted to edit within the template (normally highlighted in yellow). You must not amend any contractual clauses. You may only add details into letters if this is needed for operational/administrative reasons, eg to add further instructions about returning signed copies etc. You may also edit information that might have been pulled through incorrectly - although this must also be corrected in the PeopleXD record!

Always review the document for accuracy and formatting before sending it to the individual. Most templates will require some minor formatting, eg removing an additional space or correcting the font in some places, which can happen occasionally.

Some of the merged data from the system has been formatted within the templates to ensure that only the first letter is capitalised, eg name, surname and department. This is because the default fields in PeopleXD are all in capitals. This may on occasion cause incorrect display of capitalisation within the generated documents - eg 'IT Services' will show as 'It Services'. Please amend this as required on a case-by-case basis, before sending to the individual.

The exception to the above is the job title. This will be extracted exactly as per the PeopleXD record (as this is a free text field). If this isn't displaying accurately in your document, please review and update the job title in the system, accordingly.

Your C drive may be hidden from view. To find it, open the file explorer window and enter C:\ in the search bar. You should then see it appear. If you are still having issues viewing or locating your C drive, please contact your local IT support.

The following templates are available in People Management

Template name

Further details

Academic-related staff contract
Run to issue a contract to staff at grades 6 and above. This includes clinical grades, eg E66 and E82 etc.

Additional duties

A letter to acknowledge when an employee formally assumes additional duties in their role.

Additional increment

A letter to acknowledge when an employee receives an additional increment to their pay.

Apprenticeship agreement Run to issue a contract for apprentices which also includes the Apprenticeship Learner Agreement.

Casual teaching contract for services

To be issued to all casual teaching staff.

Casual workers letter of engagement

To be issued to all casual staff (not teaching).

Change job title

A letter to acknowledge a change in employee’s job title.

Change in place of work

A letter to acknowledge a change in employee’s place of work.

Change in funding letter

A letter to acknowledge a change in employee’s funding details/source.

Change in hours letter

A letter to acknowledge a change in employee’s working hours.

Congregation nomination form

To issue to all staff eligible to join congregation (grade 8 and above).

Data collection form

Used to collect new starters’ details.

Equality and diversity form

Must only be run for new starters who will not have access to HR Self-Service. Used to collect equality and diversity details for new appointments. Staff should be encouraged to update their details via HR Self-Service.

Fixed-term contract extension letter

Must be issued to any fixed-term employees whose contracts have been extended.

New starter health forms

Used to produce the health declaration and/or health questionnaire forms for new starters. These should only be run where an offer letter wasn’t produced in the system. Offer letters include these forms by default.

Offer letter

Must be produced and issued for all new appointments, ahead of contract. Offer letters include the health declarations and the health questionnaire form, where required.

Probation confirmed post

Used to confirm somebody in post following their successful probation period.

Promotion substantive grade

To be issued to employees hired underfilling on a lower grade, who have now been promoted to the role’s substantive grade.

Support staff contract

Run to issue a contract to support staff at grade 5 and below.

University card form

Must be run and issued for all new starters to enable them to obtain a University card.

The following templates are available in Recruitment

Template name

Further details

Please note that contract templates and new starter-related forms are also available in Recruitment (as per the list above in People Management). Please be aware that Recruitment contract templates contain slightly different prompts due to the lack of the same data being available as in People Management.

Equality and diversity form

Used to collect equality and diversity details for applicants who apply off-system. Otherwise applicants are prompted to enter these details as part of their online application. 

Shortlisting form

Used to assist with the shortlisting process. This will extract all the applicant names and their applicant ID's into a shortlisting table.