May 2019 bulletin

Examiner Appointments & Payments (EAP) System

The Examiner Appointments and Payments (EAP) project has developed a new IT system, which aims to streamline processes for colleagues involved in the administration of exams, as well as improve Right to Work (RTW) monitoring and data security. The new EAP system is reliant upon accessing accurate RTW information from CoreHR for examiners and assessors.  To ensure that consistent RTW records are held for all casual appointments, the process for creating undergraduate examiner records has been revised from 2019/20.

The former process, which was Excel and paper based, involved Exam Board Administrators communicating RTW information to the central Examinations and Assessments team.  This process has now been more closely aligned with other casual procedures at the University, which includes involvement from CoreHR users.

 Under the new process, CoreHR users will become responsible for:

  1. Creating ‘Casual Examiner’ records on CoreHR for any new undergraduate examiners (including recording RTW details).
  2. Recording RTW details for existing examiners with Casual records on CoreHR (where these are currently missing). 

The vast majority of examiners or assessors are likely to have an existing appointment on CoreHR.  The number of new records that need to be created per year for each department is therefore expected to be relatively low. In 2017/18, 125 new casual records were created across the whole University for the purposes of examining.  Further background information (including on the distribution of appointments) can be found in this RtW process for 2019-20 for examiners (PDF) .

The new process will take effect at the point when the EAP system goes live, currently scheduled for mid-June; with the majority of new appointments expected to take place in Oct-Dec (examiners) and Mar-Apr (assessors). 

The new process will require both examiners and assessors to be recorded on CoreHR as ‘Casual Examiners’. A new bucket post (‘CASEXM’) and a new generic Job Title of (‘Casual Examiner’) will be available to use in CoreHR when creating these appointments.  The QRG  PA11 Managing Casual Worker Records and the People Profiles Matrix have been updated to include details of Casual Examiner appointments.  A number of reports will also be updated to include these appointments.

For HRIS Data Services users, the ‘Casual Worker New Appointment Form’ has been updated to include Casual Examiners.

All Casual Examiners must complete an Equality and Diversity form. This can be produced using the letter module in CoreHR or by downloading a non-CoreHR version of the form (Staff Starter Form) from the Equality and Diversity website. The completed form should then be returned by the Casual Examiner by post in a sealed envelope to the Data Services Team, Dartington House, University Offices, Wellington Square or by email to monitoring@admin.ox.ac.uk.

Upcoming training sessions/roadshows have been organised by the EAP project team, aimed at EAP system users.  If you have questions relating to the EAP system, please contact eap@it.ox.ac.uk

For queries relating to the appointment setup on CoreHR, please contact hr.systems@admin.ox.ac.uk.  If you have more general comments about managing this change or casuals more broadly, you can also provide these to a member of the HRIS User Group.

CoreHR Upgrade Project: final actions before switchover to v26

As the project team prepares for the switchover to v26 at the end of the month, please see below some key updates and reminders.

Webinar – recording now available

The CoreHR Upgrade webinars have now taken place successfully, with more than 150 users having joined across the two sessions. Webinar participants have been asked for feedback, and we are in the process of collating all the comments. If you haven’t yet responded to this request, please send your feedback by 31 May 2019. Thank you to everyone who joined a webinar and to those of you who have already given feedback.

For those that were unable to join either webinar, or if you wish to revisit any of the areas covered, a recording is now available to view on the project microsite.

Support documents coming soon

Please note that we will also email you when all the support materials have been published on the Using HRIS web pages and the CoreHR Upgrade project microsite. This will include the updated Staff Requests QRG and a new common queries page.

NB The ‘What’s new in v26’ document is now available under ‘Resources’ on the project microsite.

Staff request training withdrawn

The online Staff Request training has now been withdrawn. New users must refer to the updated Staff Requests QRG instead. Access to any roles incorporating Staff Requests will now be granted following receipt of a user access form from the HRIS Guardian and the completion of the data protection online course.

Change to SSO passwords for CoreHR users

In an email sent on 8 May 2019, all CoreHR users were informed about the new SSO password requirements for Back Office and Staff Requests users. When prompted to change your SSO password, please ensure it is at least ten characters in length, in addition to the other stated requirements on the password change page.

If you have any questions, please email the project team at corehrupgrade@admin.ox.ac.uk.

Increment dates – a reminder

This is a reminder that annual increment dates are 1 August for support staff (grades 1-5), and 1 October for academic-related staff (grades 6-10). Guidance on checking increment dates will be available in the July and September bulletins. Employees must be in post for at least 3 months prior to the increment date in order to be eligible. Support staff employed after 1 May 2019 and academic-related staff employed after 1 July 2019 will therefore not be eligible for automatic incremental progression in 2019.

Incremental progression is applicable to all staff on scale points within the normal range, so the Increment Due Date field must be completed where this is the case.  The Increment Due Date can be entered more than a year in the future. Users are reminded that the Comments field in Increment Details is not regularly reviewed by Payroll, and the Salary Comments field above it should be used for entering information notes for the Approver or Payroll. Further information on incremental progression can be found on the Personnel Services webpages.

A reminder to clear the HRINFO01 data quality report issues…

In readiness for the Athena SWAN 'Staff in post on 31 July Departmental Overview' and the HESA Staff Return, please focus on clearing the errors from the data quality report for employees (HRINFO01 Data Quality Validation 2018-19’) regularly in May and June.

The HR Analytics team will be contacting departments with outstanding work to do during May and June. Thank you to everyone who have recently cleared their errors.

If you have questions about what the HRINFO01 report is asking you to update please contact the HR Analytics team on hris.dataquality@admin.ox.ac.uk.

Data request/checking exercise

There will be a data checking exercise underway during May covering the following items for any staff due to be returned to HESA in 2018-19:

  • Qualifications
  • Current Academic Discipline taught and/or researched
  • 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 CoreHR.

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

 

HR Data Quality Policy 2018-19

The latest version of the HR Data Quality Policy is available on:

https://www.admin.ox.ac.uk/personnel/hrinfoteam/dataquality/

If you are responsible for keying data to CoreHR or for running the data quality validation reports it is important that you read this, particularly section 6.4.

QRG updates

Minor changes have been made to the guides shown below e.g. corrections:

 

 

Report updates

 

PERDEP20 Monthly Personnel Changes

PERDEP20 Monthly Personnel Changs Casuals only

An additional column ‘input date’ has been added to the ‘Approved salary changes’ tab. 

 
   

 

HRIS Support Centre

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

Opening hours: Monday - Friday, 8.30 - 17.00 

Deadlines for Personnel users: May payroll

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

 

DATE(S)  DEADLINE EXPLANATION 
Wed 22 May - 5pm May 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 May's payroll run.
Thu 23 to Fri 24 May 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).
Fri 24 to Fri 31 May FROM 1PM 24 MAY NO ACCESS - SWITCHOVER TO V26
Mon 3 June Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Friday 7 June. 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).
Thu 6 June 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 6 June 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 6 June Support requests for June 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 10 June - 5pm June 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.
Thu 20 June June 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.