January 2021 bulletin

News and reminders

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In response to the additional pressures that lockdown will bring for many system users, Anna Carter-Windle (Team Leader for HRIS Training and Support) has extended her availability for personalised, 1:1/team CoreHR support sessions into February. 

You are encouraged to book a session if you need help completing a particular system process (eg processing furlough/casual staff), or have questions relating to the Portal which are not covered on our website.

To request a session, please send the following information to Anna at hris.training@admin.ox.ac.uk:

  • Your preferred date for a session (see below)
  • Your department (please include the names of your team members, if you require a team session)
  • A brief summary of the support required

Sessions are available between 09:30-16:30 on the following dates:

  • Tuesday 2 February
  • Friday 5 February
  • Wednesday 10 February
  • Thursday 11 February
  • Monday 15 February
  • Tuesday 16 February
  • Wednesday 24 February
  • Thursday 25 February

Every period of furlough must be recorded as an appointment change in CoreHR, with an action of ‘Furlough’ and an appropriate reason code. For guidance on recording furlough details in CoreHR, please refer to the Coronavirus Job Retention Scheme scenario factsheet.

Users of the HRIS Data Service can supply the data on furlough appointment changes on the Furlough Details Spreadsheet, available from the HRIS Data Service SharePoint site.

Deadlines for entering furlough data

Please be reminded that the HMRC furlough claims process now has tighter deadlines for reporting furlough. Please read: Reminder to enter furlough data in a timely fashion to ensure your department meets the new requirements outlined.

If you need help with processing casuals and other non-employees in CoreHR, please refer to the Non-employee (incl agency, Titular AP, visitor) or Casual workers, teachers and examiners Scenario Factsheets. These will direct you to the correct How-To guide, where you’ll find the system steps needed to complete your desired process.
When ending an appointment for any employment status type in CoreHR, make sure you use the End Contract option, as outlined in the End Appointments guide.
 
If a system user attempts to close an appointment by any other means, this may result in closing any other appointments that the individual may hold, which could affect their pay.

We are pleased to announce that all apprenticeship recruitment and record-management has now moved to CoreHR.

Apprenticeship vacancies should now be set up directly in CoreHR, using the new Apprenticeships Application Form. In addition, a new ‘Apprenticeships UDF - Appt: Apprenticeship Details’ is now available to record essential apprenticeship details. Please follow the updated Apprenticeships scenario factsheet carefully when managing any aspect of apprenticeship CoreHR system tasks.

Please refer to our email of 7 January for further information, including actions that may be required by your department by Friday 29 January.

If you haven’t already done so, please take our survey to share your experience of finding, and using the new CoreHR guidance.

Your feedback to our four short questions will help to inform our approach to supporting you in using the system. Click here to start.

The Known Issues and Common Queries pages have been updated with the following items:

  • Use of special characters within Comments fields
  • Scaled allowances: ‘allowance type’ display issue
  • Applicants missing when in ‘Generate Applications’ or Generate document’ screen view

Please click on the links for more details.

If you are experiencing issues connecting to CoreHR or HR Reporting, please check that your VPN is connected before contacting us. If you need help with your VPN, contact your local IT support.

Projects update

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A project is underway to improve the quality of staff data held within the University’s HR Information System (CoreHR). The project will work with departments to investigate, correct and complete missing data and introduce measures to prevent future deterioration.

This work will reduce the extensive manual effort required to achieve statutory reporting requirements, funding bids, and meet legislative requirements. Focus includes: 

  • supporting departments in achieving Athena SWAN accreditation; and  
  • addressing the University's financial recovery monitoring of recruitment restrictions.  

Visit our project webpage for more details.

The CoreHR Time Management project is now progressing well after a few false starts! The project will introduce online timesheets for casual workers, as well as absence management for professional and support staff (and some researchers and academics), in five departments/units across the University.

Delivery is now expected to be between March and May this year. The project team will also shortly start planning the wider rollout of this functionality, funding for which will be sought once the pilot nears completion.

If you have any questions about this project, or would like your department to be included in the next phase of implementation, please contact us at coretime@admin.ox.ac.uk.

Update from the HR Analytics team

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Report name Action required Required for
HRINFO01 Data Quality Validation 2020-21

Clear validation errors for all employee appointments active for any period of time from 1 August 2020.

 

HRINFO01 data quality validation report web page gives additional details about the report.

Additional guidance on clearing errors whilst working remotely during these challenging circumstances is provided on the clearing errors web page.

REF

HESA

Athena SWAN

Financial year end reporting

HRINFO20_Casual Worker Data Quality Validation 2020-21

Clear validation errors for all casual worker and casual teaching appointments active for any period of time from 1 August 2020 in a timely manner.

HRINFO20 Casual worker data quality validation report gives additional details about the report.

HESA

HRINFO21 Vacancy and applicant data quality 2020-21

 

 

 

Clear validation errors for all vacancies posted externally on or after 1 August 2020 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.

If a vacancy has genuinely been open for more than 4 months and is not open in error, please ignore the red error message and close it down when the recruitment is complete.

HESA

Athena SWAN

Race Equality Charter

 

For guidance on making the indicated changes to clear the data anomalies highlighted red and amber in the report please refer to data quality in the first instance.

If you need assistance making data changes or running any of the above reports contact HRIS Support 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; give the Person Reference number, (and appointment ID if the individual is on more than one contract), for queries relating to appointment records; provide the Vacancy ID for queries relating to clearing errors from the HRINFO21 report.

 

As the HR Analytics team process data for the HESA staff return and Athena Swan datasets you may be contacted with individual queries as in previous years.

The HR Analytics team would like to remind CoreHR users to ensure accurate and timely keying of furlough start and end dates and the Appt: Part-time Furlough Weekly Hours UDF data by following the Coronavirus Job Retention Scheme (CJRS or ‘furlough’): CoreHR system guidance in the same month in which the change occurs, and as early as practicable in the month.

Current government guidance indicates that any claim for a calendar month must be with HMRC by the 14th day of the following month. Once you have keyed data to Core, central staff then need time to check for accuracy, work with you to resolve any errors, and then process that information in order to make the HMRC claim on time all before the 14th of each month. Any records keyed after the deadline will not be able to be claimed from HMRC resulting in lost income for the University.

The Athena Swan staff data Tableau dashboards https://bits.uas.ox.ac.uk/#/workbooks have been updated to include the recruitment data for 2019-20.

 

Thank you to those departments who made data updates and corrections to vacancies/applicants for vacancies posted externally on or since 1 August 2019. If you require access to the Athena Swan data in Tableau please follow the user access process.  If you have Athena Swan data queries please contact Tim Harris on athena.staffdata@admin.ox.ac.uk.

 

This month's deadlines

Please refer to the February 2021 payroll cycle diagram.

 DEADLINE EXPLANATION 
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 date in order to be included in the payroll run.
No user input Users cannot enter data into the Personnel module/People Management in the Portal or use menu options under 'Core|Personnel>Maintenance'.
Staff request deadline For staff requests which do not require grading, any requests received by this deadline will be processed by the payroll deadline. 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).
Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
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.
Support requests Requests for assistance associated with actions for this month's payroll deadline should be received by HRIS Support by this date. This is to ensure that sufficient time is available for the team to address your queries.
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.