January 2019 bulletin

Advance notice of system downtime – February 2019

This is to make you aware that CoreHR is expected to be unavailable for use from 9.00am on Saturday 2 February 2019, to facilitate updates to the University’s network infrastructure.

The system will be restored as early as possible, but should be considered as unavailable or at risk of further disruption until 12.00 midday on Monday 4 February 2019. 

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 avoid setting any vacancy closing dates for Monday 4 February.  We will contact departments with vacancies currently set to close on this date to discuss options.

We thank you for your assistance in enabling these important updates to be completed.

Secondments - Reminder to select the Secondment Tick Box

When managing a secondment on CoreHR and setting up the new additional appointment to cover the seconded role, it is essential that the secondment tick box be selected, as shown below.  This is important for central workforce reporting purposes so that accurate data is being returned.  Please follow QRG: CH14-Secondments for full guidance. 


CoreHR Upgrade Project – January switchover postponed

As detailed in our email to all users on 11 January, due to some unresolved issues in our upgraded system, primarily relating to Discoverer reporting, we have taken the difficult decision to delay the planned upgrade from v20 to v26 of CoreHR. This means that the downtime planned for 24-31 January will no longer go ahead and all modules of the system will be available for use.  Vacancies can be set to close during this period if required.

The webinars scheduled for 15 and 23 January will also not go ahead. Those of you who had booked onto one of these webinars will have already received a cancellation notice.

The online training module for staff requests will remain open and will continue to be a pre-requisite for access to staff requests until we move to CoreHR v26.

Revised timescales and impact on vacancy closing dates

We are currently working with CoreHR and key internal stakeholders to establish the earliest possible alternative dates for the switchover. While a February switchover is unconfirmed at this time, it is under consideration and we therefore advise departments to avoid closing vacancies for the period 22nd February until 1st March inclusive. We will contact any departments who already have vacancies closing between these dates as soon as the revised timetable is confirmed. 

We recognise that this delay is not ideal and are grateful for your continued support and patience whilst we work to deliver a system that meets the needs of all our users.

If you would like any advice on the revised timings and the impact on recruitment timelines, please email the project team at corehrupgrade@admin.ox.ac.uk


CoreHR UAS & GLAM Users – Windows 10 rollout

The UAS Desktop Services Team have started preparations for the rollout of Windows 10 for their UAS and GLAM users.  Our current version of CoreHR, v20, is not certified to be compatible with Windows 10, and we are therefore working with Desktop Services to ensure UAS and GLAM CoreHR Users are excluded from the initial rollout of Windows 10.  The plan is for Windows 10 to be made available to these users once we have successfully completed the CoreHR upgrade to v26.   

Payslips and P60s via HR Self-Service

This is a reminder that employees can view and print their payslips and P60s via HR Self-Service

The Payroll team are receiving a number of requests for copies of these documents, particularly as the 31 January self-assessment deadline approaches.  Payroll would be grateful if you could circulate the message below, to ensure that staff are reminded that they can access copies of their payslips online.

Viewing and Printing Payslips and P60s Online

HR Self-Service enables all employees with a CMS University contract of employment to access elements of their HR record, update some personal details, and view and print payslips and P60s. Employees can log in from the HR Self-Service Staff Gateway page, which includes an Employee Self-Service How-To Guide to support employees in navigating the system. A guide to Understanding your online payslip is also available, which helps employees to understand the information included in their online payslip.

Change in team name

The HR Information team has now changed its name to the HR Analytics team.

Please clear all errors from the data quality reports monthly

  • HRINFO01 Data Quality Validation 2018-19
  • HRINFO20_Casual Worker Data Quality Validation 2018-19
  • HRINFO21 Vacancy and applicant data quality 2018-19

Thank you to everyone who cleared their reports before the Christmas break.

As an extract of employees in post as at 31 January 2019 will be taken for reporting purposes, the HR Analytics team has contacted all departments with outstanding data issues from the HRINFO01 report earlier this month with a deadline to correct errors by 31 January.

The HR Analytics Team website provides guidance on making the indicated changes to clear the data anomalies highlighted red and amber in the report. 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 hris.dataquality@admin.ox.ac.uk if you have any queries relating to these reports. The HR Analytics team would like to remind users that any data sent by departments to the team, (or other departments), which identifies individuals must be password protected using 7-Zip to comply with GDPR. Let recipient know the password by phone. Alternatively, queries can be emailed directly to the HR Analytics team using the Person Reference number, (and appointment ID if the individual is on more than one contract).

Data request/checking exercise

The HR Analytics team are now turning their attention to the HESA staff return for 2018-19.

There will be a data checking exercise during February and March which should cover the following items for any staff due to be returned to HESA in 2018-19:

  • Highest qualification held
  • Academic teaching qualifications

For any departments where any of the above items are found to be missing for the relevant employees, the HR Analytics team will be in touch to ask that the information is sought and keyed to Core.

Contact hris.dataquality@admin.ox.ac.uk if you have any new queries to raise with the team.

Athena SWAN recruitment data

Recruitment data for Athena Swan applications has been refreshed in Tableau.

If you have access to Athena Swan staff data in Tableau you will also be able to access the recruitment Tableau workbook. See the Athena SWAN webpages for how to gain access to Tableau.

The Tableau recruitment workbook shows vacancy and applicant information where the data in Core Recruitment meets the following criteria:

  • vacancy was advertised externally on the University jobs webpages between 01-AUG-2016 and 31-JUL-2018 (no direct appointments or off-Core recruitments are shown)
  • vacancy status was ‘closed’ in Core Recruitment and recruitment status outcome was set to ‘appointment made’ by December 2018
  • all mandatory stages of applicant status history are present (applied, shortlisted, offer made, offer accepted)

Full details are provided on the Tableau workbook ‘Welcome’ page.

Recruitment data can be viewed and checked for data quality at any time using the HRINFO21 Vacancy and applicant data quality report in Discoverer.

If you have specific queries please contact us on athena.staffdata@admin.ox.ac.uk

HRIS Support Centre

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

Opening hours: Monday - Friday, 8.30am - 5.00pm

Deadlines for Personnel users: February payroll

Please also refer to the February 2019 Payroll Cycle (PDF)


Tue 22 January - 5pm January 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 January's payroll
Wed 23 to Thu 24 January 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).
Mon 4 February Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Friday 8 February. 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).
Tue 5 February Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Thu 7 February 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.
Thu 7 February Support requests for February 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.
Mon 11 February - 5pm February 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.
Wed 20 February February 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.