Known issues

Please note that where workarounds are available, these are explained within the issue description, below.

We are working with our supplier, CoreHR, to resolve these issues. Please check this page regularly for the latest updates. Should you require any system support relating to the issues below, please contact the HRIS Support Centre.

Issues in the Portal (last updated: 18 February)

Summary: It is currently not possible to create any letter documents successfully in the Portal.

Latest update/workaround: Please continue to use the Back Office to create letter documents. This is logged with our supplier, CoreHR and we hope that this issue will be resolved in due course.

Summary: Occasionally candidates may request for their application to be reinstated after they have already submitted it, but it is currently not possible to ‘unsubmit’ applicants in the Portal.

Latest update/workaround: Please continue to follow your usual processes in case this arises. We are hoping that this may be addressed in a future version of the system.

Summary: Some applicants may not be able to apply for a vacancy via e-Recruitment and instead submit an application in a different format, eg paper forms. It is currently not possible to add such applications to CoreHR in the Portal.

Latest update/workaround: Please continue to enter any off-system applications in the Back Office. We are hoping that this may be addressed in a future version of the system.

Summary: It is currently not possible to record a job offer against a standby applicant if ‘Offer accepted – personnel’ has already been recorded against a preferred candidate. 

Latest update/workaround: This will need to be handled in the Back Office. This issue is currently with our supplier, CoreHR, and we hope that it will be resolved in due course.

Summary: Some users are experiencing problems when trying to upload a document to a Staff Request.

Latest update/ workaround: Some users have managed to successfully upload a document by changing the file type. To help avoid this issue please do not use documents with macros.

Summary: Some internal applicants have been unable to complete applications via the Internal Jobs Board, due to the Additional Questions not showing as complete.

Latest Update/Workaround:  We have identified that this issue results from Assign Question Category section being updated via the portal.  As a workaround, if you wish to update the Assign Question Category, you should do so in the back office rather than in portal.  This is logged with our supplier, CoreHR and we hope that this issue will be resolved in due course.v

Vacancy filtering

Summary: When a user clicked through from the first page of a filtered list of vacancies to get to subsequent pages, the filter was removed and the list displayed all the live vacancies in the system.

Latest update/workaround: The filtering of vacancies now works, with the desired results being retained. This was fixed in August 2019.

Screen size

Summary: The screen size appeared smaller in v26 than v20 post go-live.

Latest update/workaround: This issue was fixed w/c 26 August. See September 2019 HRIS Bulletin.

Resetting passwords

Summary: When applicants tried to change their password, they initially saw a ‘Page Not Found’ error, which gave the impression that the password change had not worked. In fact, the password had been changed successfully. Applicants needed to close the error page, and navigate back to the applicant portal, and log in using the new password that they had just created. The system accepted this and allowed them to proceed.

Latest update/ workaround: This issue was fixed w/c 1 July. However, we are currently investigating a related minor issue that some applicants have reported.

UDF data in reports

Summary: UDF data was not returning accurately in Discoverer reports.

Latest update/workaround: This issue was fixed on Friday 14 June 2019.

Cost centre/ project codes

Summary: The list of codes available in CoreHR (from Oracle Financials) does not reflect any changes since Thursday 23 May. 

Latest update/ workaround: Whilst this issue was fixed on 11 June 2019, we are continuing to monitor it closely. Please ensure to update any records, as required.

Applicant registration via a vacancy

Summary: When applicants tried to register for an account, navigating from a vacancy within the portal, they saw a ‘Page Not Found’ error once they created a password, giving the impression that they had not successfully created a new account. In fact, the account had been created successfully.

Latest update/workaround: This was fixed on 5 June 2019.

Copying vacancy URL link

Summary: The vacancy URL link, extracted from Vacancy Maintenance > Vacancy Profile > Other Details, wasn’t working properly. This URL link is used to link to the vacancy job advert from other websites, such as the department’s own website.

Latest update/workaround: This was fixed on 4 June 2019.

Issues in the Back Office

Summary: When you click on the ‘yellow door’ to log out of the Back Office, you are presented with a ‘CoreProxy Application’ message with the option to click ‘Continue’. When this is clicked, you are taken back into the Back Office desktop screen.

Latest update/workaround: To exit the Back Office click on the ‘yellow door’ and do not click ‘Continue’ on the ‘CoreProxy’ message. Instead, close down the Back Office window by clicking on the red ‘x’ button in the top right-hand corner. To come out of CoreHR entirely, you will need to sign out of the portal (HR Self-Service). 

Description: The Continuous Service calculation is driven by set system rules, which look for eligible appointments when calculating the service duration. 

Continuous Service dates may appear incorrectly where the employee holds multiple appointments which are a mixture of eligible and non-eligible for continuous service, and a non-eligible appointment is set as the substantive appointment. In this scenario a break in service may be applied where the non-eligible appointment is set as substantive, meaning that the system will incorrectly apply a “Continuous Service End Date”.

In extreme cases this may appear as though the employee has a negative continuous service value, with the Continuous Start Date being later than the Continuous Service End Date.

Process: Personnel - Continuous Service

Latest update: Due to be fixed in a later minor release.

Workaround: In this circumstance the HRIS Support Centre may be able to provide a workaround within the substantive maintenance area of the system, which is not accessible to departments. Please contact the HRIS Support Centre to request that the continuous service for an employee be reviewed to assess whether a fix can be applied before taking any further action.

Description: Continuous Service data is not accurate for some historical records that were migrated from the University’s previous HR System, Opendoor.

Process: Person Profile Screen and Service Detail screen

Latest update: The HRIS Support Centre released a set of functionality in March 2018 around continuous service dates in CoreHR, in order to improve the quality of continuous service data. This implementation was successful and has resulted in greater accuracy of continuous service dates within the system, based on automation of the University’s continuous service eligibility rules.
See QRG IP13 Continuous Service (PDF) for further guidance. We are looking to facilitate a data cleansing exercise, in order to bring about the full benefit of these system changes.