June 2021 bulletin

News and reminders

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Following our recent email, we would like to remind you about the upcoming changes to entering Right to Work (RTW) data.  

A new RTW UDF and updated reports will be available from 1 July. To implement these changes, the existing data must be migrated. This means that system users will be unable to enter any RTW updates using the current UDF from 5pm on 24 June to 30 June.  

During this period, please continue to carry out RTW checks in accordance with the University guidance, securely storing copies of your checks until these can be entered into the system from 1 July.  

Please note that RTW data will be blank in any relevant reports, including PERDEP41 whilst the data is migrated (between 5pm 24 June to 30 June).  

The updated RTW Scenario Factsheet will be available from 25 June at https://hrsystems.web.ox.ac.uk/new-appointments.  

We hope you can join us for our second quarterly briefing for PeopleXD users, which will take place via Teams on Thursday 24 June from 10:05 - 10:55. 

This has been scheduled to coincide with the standard no user input period, which we hope will maximise your opportunity to attend. A calendar invitation has been sent to all system users. 

Please note that HR Systems Support will be closed on Thursday 24 June due to a staff meeting. We encourage you to contact us with any system support requests as soon as these are known in advance of this date. Otherwise requests will be picked up as soon as possible on our return the following day. 

The applicant inbox will be monitored and urgent applicant queries resolved on this day. 

As a result of the upgrade project, we now receive automatic and regular updates to our HR system. Whilst the majority of these updates are to our benefit, some system features must not be used, either to avoid conflict with existing University processes, or because they are new and testing is still pending. 

With this in mind, we would like to remind users not to use the following: 

  • Dormant staff records - do not use the ‘Rehire’ button available in the ‘Actions’ menu. Rehires should be processed either through the ‘New Starter’ button (for direct appointments) or through ‘Applicants’ for recruited appointments. 

  • Leavers or ended appointments - do not use the ‘Process as Leaver’ option available in the ‘Actions’ menu from the staff record. To end an appointment, use the ‘End Contract’ option.
    To ensure you use the correct system steps, please always follow the End Appointments guide.  

  • Changes to the contract start date - do not use the ‘Amend Contract Start’ found in the ellipsis in the staff record > Contracts screen. Please contact the HR Systems Support team to request a change to the dates. 

  • Correcting historic appointment information - do not use the ‘Amend’ button found in the staff record > Contracts > View past appointment sequence, nor amend any details of historic appointment sequences. Please contact the HR Systems Support team to request a correction to historic appointment information. 

  • Allowances - do not add, amend, move or end any allowances that say ‘Z – Payroll only’. Any necessary changes should be made by the Payroll Team only. This includes the copy allowance feature when replacing a contract. Do not copy any allowances over to the new contract.  

  • Approving adverts – do not use the ‘Restriction’ toggle when approving adverts. This reduces who can access the vacancy in the Recruitment Dashboard.  

The letterheads of the Academic-related and Support contract templates have been updated to match the HR Policy off-system versions.

Please continue to use PeopleXD to issue contracts and change letters wherever possible. This will help ensure accuracy, consistency and compliance across the University. Please see: How-to: Generate and download letters and forms for guidance.

The Known Issues page has been updated following a fix to searching by the vacancy ID number in the Internal Job Board. 

Please check our Known Issues and Common Queries web pages regularly to stay up-to-date with the latest issues, fixes and tips! 

Payroll corner

Please do not add, amend, move or end any allowances that say 'Z – Payroll only'. They are very carefully monitored by Payroll every month, and any necessary changes will be made by the Payroll Team. 

Be very careful when selecting cost centres, as it is easy in the Portal to accidentally click on the Balance Sheet cost centre at the top of the list. However, ‘0000000000000’ must not be used.  

Default cost centres are your own two character departmental code followed by zeroes, eg ‘XX00000000000’.  

Please also ensure that you use 'CCPROJ' as the cost centre for Project codes. Nothing has changed with this but errors are being made. 

If you set up a new casual worker who is currently a non-employee in Pay Group 99, you must ask HR Systems Support to amend the pay group for you. Not doing so causes major problems for the Payroll team when attempting to load the casual spreadsheets. 

Update from the HR Analytics Team

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On 14 June, we released the first issue of a new publication aimed at keeping you informed about important HR data quality news and actions. If you missed it, click here to read. We also ask that you check the distribution list to ensure that the appropriate colleagues in your team are included.  

Please continue to enter 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’): system guidance in the same month in which the change occurs, and as early as practicable in the month.

Any claim for a month must be with HMRC within two weeks of the following month. Once you have entered the data, central staff need time to check for accuracy, work with you to resolve errors, and then process that information in order to make the HMRC claim on time. Any records entered after the deadline will not be able to be claimed from HMRC resulting in lost income for the University.

The HR Analytics team would like to thank system users who have been accurately inputting furlough changes in a timely fashion.

Report name Action required Required for

HRINFO01- 2020-21 Staff Validation

in conjunction with
 

HRINFO01 Data Validation – Quals & subjects 2020-21

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

Additional guidance on clearing errors from your HRINFO01 data quality reports whilst working remotely is provided on the HRINFO01 data quality validation reports web page.

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.

Refer to HRINFO20 Casual worker data quality validation report for details about the report. Please note that the error messages relating to FTE Hours can be ignored.

HESA

 

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 HR Systems Support.

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.

The ‘HRINFO02_AthenaSWAN Potential Staff Data’ readiness report is available now until 31 July. The report allows departments to review their Athena Swan data before the extract is taken for the 2021 Tableau data refresh.

How to prepare:

  • It will be beneficial to run and clear all anomalies from your ‘HRINFO01 Data Quality Validation’ report before reviewing the ‘HRINFO02 AthenaSWAN Potential Staff Data’ report.
  • Ensure that all parental leave action and reason codes have been entered for all relevant employees, including recording return from parental leave.
  • Request access to the Tableau staff data dashboards for anyone without access who will require it for 2021.

Please check our Athena pages for updates. Further details will follow in the July bulletin.

New categories are now available for use when ending an employee appointment, resulting in either the employee leaving the University entirely, or moving to/retaining casual-only appointment(s).

The following codes should be used sparingly and every effort to collect ‘leaving destination’ and ‘leaving location’ should be made, before considering the use of the following:

Leaving Destination and Leaving Location:

Option To be used when

Not available

You have asked the employee for the information and received no response

Not known

The employee does not know what they are going to do next

Decline to specify (leaving destination) or 
Information refused (location after leaving)

You have asked the employee and they have positively refused/declined to provide the information

 

See: Ending Appointments guide.

For further guidance on use of all related categories, see: Leaving destination and activity after leaving. 

The ‘Academic Title’ UDF is available to report on in PERDEP22_Academic Title. 

The Scenario Factsheet: Set up and manage academic titles contains a matrix in the Appendix which indicates who is responsible for updating academic title information and in which circumstances.

Responsibility lies with the Divisional HR Team for those appointed to a Statutory Professorship or with the HRIS Data Services for Titular Professors awarded via the Recognition of Distinction process. Titular Professors awarded via the Senior Appointments Panel are entered by departments and divisions.

Even if the team responsible for data entry given in the matrix is not the ‘Departmental or Divisional PeopleXD (CoreHR) administrator’ the department or division should instruct and follow up with the relevant team if academic title information is missing or incorrect.

We advise that you:

  • run the PERDEP22_Academic Title report to identify missing/incorrect information
  • familiarise yourself with the titles, their conferral process and the team responsible for data entry
  • add/correct the information where you have responsibility to add or update the Academic Title UDF
  • instruct and follow-up with the HRIS Data Services where amendments are to be made by this team

As the titles of Statutory Professor and Titular Professor in the ‘Academic title’ UDF are used in central reporting to place employees into the Academic Professor group for Athena Swan, it is important to check that all academic titles are recorded correctly in accordance with the scenario factsheet. This will enable accurate reporting in Athena Swan applications. Correct recording of the ‘Titular Professor’ title also assists in the annual HESA staff returns. Therefore it is important that you review your data regularly and check that no titles are missing.

From 2019-20 HESA updated the list of Academic Teaching Qualifications collected for any records for roles with a responsibility for teaching as part of the annual return. The HR Analytics team have been in touch with departments where Academic Teaching Qualifications are missing.

Academic Teaching Qualifications are held in the People Management module, in ‘Personal Profile’, within the Teaching Qualification section under the LEARNING AND DEVELOPMENT menu:

For guidance on valid entries for the academic teaching qualifications, visit https://hrsystems.admin.ox.ac.uk/academic-teaching-qualifications-1

For assistance with entering the academic teaching qualification, see page 9 of: Add and manage personal details.

To meet our HESA requirements for 2020/21 all employee records should have a Highest Qualification Held record in the Qualification Details.

The HR Analytics team have been in contact with departments regarding records with missing Highest Qualification Held (which is not to be confused with or combined with Academic Discipline). As there was a huge increase in the volume of missing data compared to previous years, set out below is a screenshot of where the Highest Qualification Held should be recorded together with additional guidance.

'Highest qualification held' is in the People Management module > Personal Profile > Learning and Development > Qualifications:

For worked examples of how to correctly fill the highest qualification held, see: https://hrsystems.admin.ox.ac.uk/highest-qualification-held.

For assistance with entering the highest qualification held, see page 7 of: Add and manage personal details.

New and updated documents

We are continually making updates and improvements to our guidance materials. Please always access guidance directly from our website, to ensure you have the most up to date version.

The following guides have recently been updated:

How-to guide: Transfer between departments - it has recently come to light that the guidance on untaken holiday was incorrect within this guide. This has been updated to clarify that pay for untaken holiday entitlement can only be made when University employment ends. Where individuals are transferring to another department, without a break in service, the leave needs to be either taken before the end of the notice period, or transferred to the new department, by agreement.

New HR guidance is available at https://hr.admin.ox.ac.uk/holiday-entitlement and further policy guidance on internal transfers is in development. If you have any questions please contact kate.butler@admin.ox.ac.uk

How-to guide - Create and format advert text - updated to show job description text capacity has increased from 14% to 35% (3,500 characters).

How-to guide - End appointments - system enhancements to the 'Remove or amend end date' options have now been documented.

How-to guide - Manage unplanned recruitment events - updated to reflect minor process changes following the devolvement of advert authorisation.

This month's deadlines

Please refer to the July 2021 payroll cycle diagram.

Guidance on the University’s pay periods and payroll cycles is available here.

 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 HR Systems 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.