HR Reporting

Contents

  1. Overview of reporting
  2. HR Reporting
  3. Insight
  4. Tableau

 

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HR Reporting is hosted via CONNECT, which means that some users will be prompted to log into CONNECT, in order to view the reporting tool. The HR Reporting tool itself only requires you to log in at the point of running a specific report. Your HR Reporting login details are separate to your CONNECT login and your SSO.

The recommended browsers for HR Reporting are Microsoft Edge and Google Chrome.

  1. Log into Reporting from the System availability and login page. 
  2. If you see the pop-up window below, please enter your CONNECT login details, in the format shown below. If you don’t see this pop-up, please proceed to section 2 below.

NB Forgotten your CONNECT details? See guidance here. If you don’t know what these are, please contact HR Systems Support.

If you don’t see the link highlighted to above or the URL link: https://hr-reporting.admin.ox.ac.uk, in the pop-up window, DO NOT ENTER your details and contact HR Systems Support.

 

 

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Your Home screen displays all the report categories to which you have access (eg personnel, recruitment). These are listed under FOLDERS.

To access a report, click on the relevant folder. Drill into sub-folders to find the report you wish to run.

Use the Search function to search by text contained anywhere within the Folder or Report title. Eg Type ‘REC’ to find reports with ‘REC’ in the title; click  . Click   to return to Home.

 

Images below illustrate navigation to sub-folders; showing how to find PERDEP01 Full Data Set report.

A.    Locate the Personnel Report Category 
folder.
 
    B.    Locate the Current Data folder.
 
C.    Locate the PERDEP01 Staff in Post folder. 
    D.    Locate the Full Data Set report. 

1.    Navigate through the folders and sub-folders to locate the report you wish to run.
2.    Select your report, under the PAGINATED REPORTS heading.
3.    Enter your HR Reporting login details. (These are not your SSO or CONNECT details).

 

     Note Existing PeopleXD (previously, CoreHR) users before 22 July 2020: these are your Discoverer login details. If you have forgotten your password, contact HR Systems Support.

     Note You are required to log in every time you run a report.
Report Guidance

RESOURCES contains any relevant report guidance.

NB Please continue to access the HR Reports library web pages for your main guidance on reports.

    
 

RESOURCES contains any relevant report guidance.

NB Please continue to access the HR Reports library web pages for your main guidance on reports.

    
 

Filter the data based on the options available for each report; eg by start date or department. Certain reports have predetermined filters.

   
   
   

Where there is a null tickbox, refer to the relevant report description in the Reports Library for guidance.

The format of the filters will vary, see examples below:
 

   
   
   

For example, entering ‘doct’ will find entries containing ‘doct’ anywhere in the value, eg postdoctoral. When searching by numerical value, enter the full reference, eg personnel No. or vacancy ID.

1.    Select your required filters and click  . You may need to scroll across to see this button.
2.    The results are then displayed:

How do I...

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Navigation path: Employee Dashboard > People Management Dashboard > Employees View

  1. Search by name or employee number.
  2. Select View
  1. Search and open staff record (see above).
  2. Click View.
  3. Navigate to Contracts tab (A).
contracts
  1. Click into the appointment selection menu (B) to see all current and ended appointments held within your department or division (security access).  Each record must have a substantive appointment (for system purposes), in most cases this is dictated by PeopleXD and denoted by a blue star.
  2. Information displayed further below on the screen will be related to the appointment selected here (B) only. 

​​​​​​​

4 appts
  1. The history of employment changes can be viewed under Amendments (C). This screen is very useful for understanding how an individual’s appointment(s) have changed over time, the unique sequence number for each change, and why (Reason). 
  2. Click VIEW at the end of each row to open the View Contract screen. Here you can see in read-only the details of Organisational Structure and Contract Information for that change.
  3. Alternatively, select the ellipsis in the Summary section (D) and select Timeline to view a visual timeline of the appointment changes (pictured below).
timeline of appointments
  1. Search and open staff record (see above).
  2. Click View.
  3. Navigate to Current Salary tab (left of the screen).
  4. Where the individual has multiple appointments in your system security access, select the relevant appointment from the appointment selection (see 'view current/ past contract information' guidance above).
  5. Make sure you are on Current Salary menu.
  6. The Salary History displays all the historic changes to the salary. This information will default to Excluding Rate History. Click the drop-down to change this to Include Rate History. Each row under Salary History represents a change in salary. They are displayed in start (effective) date sequence with the most recent at the top.
Field name  Description
Start Date Date this salary record/ change took effect (or will take effect if in the future).
Rate effective Date rate of pay was last updated for this grade and point.
Pay Scale/ 
Grade
Grade related to salary. X99 is used for Casual appointments. N99 is used for non-employee appointments, eg. visitors.
Point Grade stage.
Rate Type Normally Annual.
Rate Amount Annual Salary for the Pay Scale and Point at the Start Date.
Multiplier Used to calculate the salary, in most case this will match the individual's FTE (exceptions include long-term sickness).
Actual Pay Rate of pay * Multiplier.
Status

Pending: salary has not yet been approved at any level.

In Approval: salary has been approved by Personnel (1st level of approval, a Salary Approver at department or divisional level) but not yet approved by Payroll.

Approved: salary has been approved by both levels – Salary Approver in HR and Payroll approval. 

Reason Reason related to the change.

 

  1. Alternatively, you can click Timeline View button to see the salary changes in a timeline:
  1. Search and open staff record (see above).
  2. Click View.
  3. Navigate to Current Salary tab (left of the screen).
  4. Where the individual has multiple appointments in your system security access, select the relevant appointment from the appointment selection (see 'view current/ past contract information' guidance above).
  5. Navigate to the Increment History menu (A).
increments
  1. Next Increment (B): Details the increment due date for this appointment.
  2. Increment History (C): Details the increments applied over the course of the appointment.
  1. Search and open staff record (see above).
  2. Click View.
  3. Navigate to Current Salary tab. 
  4. Select Allowances (middle tab) (A).
  5. The history of allowances and changes to allowances are listed below in start date order with the most recent at the top (B).
allowances
Field name Description
Allowance Allowance type
Start Date Date Allowance was/ will be paid from.
End Date  Date Allowance ended (or will end), in some cases there will be no end date, so the allowance will be paid indefinitely. 
Value Monthly or percentage value. 
Status

Pending: salary has not yet been approved at any level.

In Approval: salary has been approved by Personnel (1st level of approval, a Salary Approver at department or divisional level) but not yet approved by Payroll.

Approved: salary has been approved by both levels – Salary Approver in HR and Payroll approval. 

Ended: End date is in the past.

 

The list of allowances assigned to this appointment can be searched and filtered (C).

To view more details about a specific allowance:

  1. Click the ellipsis at the end of an allowance row.
  2. Select View (D).  This allows you to see more details of the allowance, eg cost allocation, reason, and comments. 

Negative allowances

The Current Salary screen displays the salary along with a value including allowances. This figure may be less than the current salary. This will be the case when there are negative allowances, deductions eg travel loan, childcare services:

negative allowances

 

Allowances should never be cancelled or deleted.

The Add and Manage Allowances guide should be followed where a change/ correction is needed.

 
  1. Search and open staff record (see above).
  2. Click View.
  3. Navigate to Cost Allocations tab. 
  1. Search and open staff record (see above).
  2. Click View.
  3. From ACTIONS select Personnel Profile.
  4. Select Emergency Contact (under Employee Detail).

The Organisational Chart tool is visible to users with the People Management administrator user role. It provides a visual representation of the organisational structure, including vacant posts in PeopleXD, regardless of your access rights.

When you first navigate to Organisational Chart tool, your own staff card will be displayed by default, then you can drill up/down to see the see the management structure recorded in People Management.

This data is driven by the Work Group recorded on the appointment. If you believe this to be inaccurate, please review your Work Groups and Work Group managers using report PERDEP16 HR Self-Service Work Groups report. To update a Work Group or Work Group manager, please submit the relevant Service Request form.

NB: Staff who have multiple appointments or who are on secondment, will only appear in the Organisation Chart in their substantive appointment.

There are three reporting tools available:

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Real time information from PeopleXD can be accessed by PeopleXD users and HR Reporting only users in departments.

Reports cover recruitment and applicant information as well as many staff data items.  Full details of all reports available including their purpose, available search criteria and hints and tips can be found on the Reports library there is also a user guide for running and exporting reports.

Tableau is a reporting software that enables University staff to access people reports/data, in a more visual and interactive way, often presented as dashboards. This information can be downloaded in various formats for further data manipulation or analysis.

Staff, based on their job role, are able to request access to Athena SWAN data, Payroll costing and High level staff and recruitment data. Please refer to our user guide for accessing tableau dashboards.

Accessed from PeopleXD, Insight reports are used to support HR teams support the onboarding process for new staff appointments.  See the relevant section of the new appointments guidance.

You may wish to save your regularly-run reports under Favorites, for easier access. 
1.    Locate your report.

2.    Click on the elipsis and select Add to Favorites.    

Removing a report from Favorites
1.    Select Favorites. 
2.    Click on the   and select Remove from Favorites. 
 

Once a report has run, you are ‘logged out’. This is due to the security being maintained at report level; requiring logging into each report. 

For complete security you should always close down your web browser once you have finished working. This includes closing all open tabs in your browser.

For HR Reporting password-related queries, please contact HR Systems Support.

Manage your CONNECT password at: https://password.connect.ox.ac.uk/PMUser/.

For help with creating secure passwords see: https://help.it.ox.ac.uk/connect/faq and https://www.infosec.ox.ac.uk/strong-passwords.