January 2026 bulletin
News and updates
We’re pleased to confirm that the supplier has updated the Co‑Workers Calendars feature. Staff can now view their manager’s leave and absence alongside the existing visibility of their team members’ leave (all staff in their work group).
Annual leave will appear as “AL”, and all other absence types as “AB” for both team members and the manager(s) linked to their work group. Staff guidance has been updated accordingly.
For clarification, the calendar does not include absence for managers with restricted access.
There are currently no changes to the Mobile App. If the supplier releases any further updates to the calendar, we will share them via the HR Systems bulletin.
We are currently migrating the HR Systems website to the new OxIntranet platform. To ensure the new site is clear, intuitive, and easy to navigate, we are looking for volunteers to take part in User Acceptance Testing (UAT).
UAT will take place in February and will take around 2 hours. Volunteers will be asked to complete a set of typical tasks on the new site and then provide feedback through a short questionnaire. Your input will be invaluable in helping us refine the site before launch.
If you would like to volunteer, please contact the Michelle Williams.
Your support is greatly appreciated.
The FTC Monitoring Data dashboard has been updated to calculate the duration and continuous service of fixed-term contracts at each reporting year-end. Previously, these measures were calculated using the latest contract end date, or the data refresh date for active appointments, across the full dataset. This change improves comparability across reporting years.
- HR Systems Quarterley briefing: 10:00 - 11:00, Tuesday 27 January (invite sent)
- 'HESA special' briefing: 10:00 - 11:00, Thursday 26 February (invite to follow)
- Focusing on readiness for the 2026 submission, and also an overview of HESA staff return consultation
Reminders
If your PeopleXD access needs to change, eg you require restricted grades, additional system roles, or you are moving to a new department — please submit the HR Systems User Access Service Request form.
If you are transferring departments, please ensure you:
- Select ‘Add Role(s)’ and request all roles needed in your new department, even if you previously held them. Access must be approved by your new HR Systems Guardian.
- Request the removal of any access linked to your previous department(s).
Further details can be found on our website. HR Systems Guardians are encouraged to review departmental access using the SECSUP57 User Access Audit report.
In line with existing processes, all requests to add or change access to HR data dashboards must be submitted via the dedicated form in IT Self Service.
HR Self-Service
To maintain accurate staff records, please ensure 'Work Group' information is updated for anyone transferring into a new appointment, including internal moves. The correct Work Group should be assigned by the department processing the appointment in People Management.
Requests to add, change, or remove a Self-Service Manager must be submitted via a Service Request form.
Please explore the tabs below to see the essential reports that should be run monthly.
Queries relating to data quality reports should be addressed to the Data Quality mailbox.
| Report | When to run | Purpose | Guidance/Further information |
|---|---|---|---|
| PERDEP41 Immigration and right to work | At any point in the month | To manage visa/RtW processes, to comply with Home Office rules/immigration law. Please remember to also run this for casual workers. | |
| PERDEP10 Cost allocation (funding) end dates | At any point in the month | To identify funding end dates/records with missing cost allocations. | |
| HRINFO01 Data quality validation | At any point in the month | To maintain data quality and assist with HESA data submissions and other statutory reporting. | |
| HRINFO20 Casual worker data quality validation | At any point in the month | To assist with HESA data submissions and other statutory reporting. | Clearing data quality errors Staff classifications |
| PERDEP06 Agency workers | At any point in the month | To comply with 12-week service rules |
| Report name | When to run | Purpose |
|---|---|---|
| PERDEP02 FTC end dates | For casual worker records: prior to casual payroll deadline For FTC employees: prior to main payroll deadline |
To ensure that FTC and casual appointments are ended in a timely manner and maintain accurate expected end dates |
| PERDEP20 Monthly personnel changes | Prior to main payroll deadline | To review data updates in PeopleXD are as expected for the month, and to monitor data updates made by staff in HR Self-Service. This report will return results based on the effective date of change. |
| PERDEP21 Monthly data input check | Prior to main payroll deadline | To review appointment data has been input and it is correct or to help pick up anomalies |
| PERDEP01 Home address and contact details | Prior to main payroll deadline | To check address updates and monitor SSO/HR Self-Service account creation/issues, to ensure compliance with timely access to payslips. Please remember to run this for casual staff too. |
| Onboarding: 'Completed checklist items' | Prior to supplementary payroll deadline - for NI number only | To extract NI numbers prior to the supplementary payroll deadline. All other data can be entered into PeopleXD outside of the Payroll deadlines. |
| Report | When to run | Purpose | Guidance/Further information |
|---|---|---|---|
| RECDEP40 Vacancy details | At any point in the month | To ensure vacancies are updates and closed in a timely manner | |
| HRINFO21 Vacancy and applicant data quality report | At any point in the month | To maintain applicant status and vacancy management (useful for Athena Swan data) | Making changes to recruitment data |
Since the updated Staff Request process was introduced in August, we’ve seen great progress — the number of requests has dropped by 50%, which is a fantastic improvement.
Recent analysis shows that 37% of current requests could have been avoided. To help maintain efficiency and prevent delays, we would like to remind departments of the following:
- A staff request is NOT required when a standard job description is available which the department has been able to match.
- Research roles should always be set up by the department.
If you’re unsure whether a staff request is needed, please refer to the guidance.
Where vacancies resulted in an appointment being made, only vacancies with complete applicant status history (ie Applied; Shortlisted; Offer Made or Offer Made – Personnel; Offer Accepted or Offer Accepted – Personnel) are included. Therefore, any vacancies set to 'appointment made' where a mandatory stage of applicant status history is missing are not included.
Please continue to run and clear errors from Step 1 and Step 2 of the 2024/25 version of the HRINFO21 reports by 10 February 2026. This will increase the amount of 2024/25 data available for Athena Swan applications in Tableau when it is refreshed in the middle of February.
Project updates
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New and updated guidance
| Guide | Update |
|---|---|
| HR Systems overview and navigation | Includes new History toggle feature which allows you to see history of individual appointment sequences, eg where corrections have been made. |
| Assign Work Schedule | Detailed steps on how to check if required shift pattern already exists in PeopleXD |
Following on from user feredback this report has now been updated to include the FTE field. We hope this will help when checking leave balances for employees on sick leave, maternity leave etc.
