May 2020 bulletin

News and reminders

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A new Discoverer report is now available to all users with Personnel module access, to enable you to monitor the staff in your department that have been placed on furlough.

PERDEP91_Furlough Monitoring, contains details of all staff that have an appointment change with the action “Furlough”. As well as providing all relevant details relating to the furlough period (where recorded in CoreHR), the report will highlight a range of potential data errors where information has not been entered in accordance with the guidance.

You should run this report regularly to check and, where required, correct the data, which will be used for the University’s reclaim under the Coronavirus Job Retention Scheme and for reporting to University committees. The HR Analytics team will also be reviewing data quality and will be in touch with departments to correct any errors found.

Following on from April's Bulletin item and previous communications regarding contracts, we are now able to confirm the Marie Curie templates have been fully updated to reflect the changes which came into effect 6 April.  You can download these, and other contracts or letters from the contracts website.  All the templates are password protected using the same password as used previously - if you do not know it contact hr-support@admin.ox.ac.uk.   

As we have been unable to update the CoreHR system versions, the previous versions have been removed.  This includes all CMS contracts, Casual Letters of Engagement, Conditional Offer, Change of Hours and Contract Extensions letters.  These should be prepared off-system using the versions on the contracts website.

This is to give notice of a period of out-of-hours downtime on Saturday 30 May.

CoreHR will be unavailable for use from 09:00 to 23:59 on Saturday 30 May.  This downtime is required to enable CoreHR to upgrade their Exadata platform in the cloud.

All modules of the CoreHR Back Office and Portal will be unavailable during the downtime, including the applicant interface in e-Recruitment.  A notice will be placed on the Jobs and Vacancies page alerting applicants to this downtime.  HR Self-Service will also be unavailable during this time. 

Please ensure you are logged out of the system by 08:59 at the very latest.  We are anticipating that all services will be fully restored by Sunday 31 May.  Please note that the System Availability and Login page will not be reviewed until the Monday morning.

An advantage of CoreHR in the cloud is that we can schedule out of-hours periods of downtime.  As always, we will aim to keep the duration of any downtime to an absolute minimum.

Projects update

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Thank you to those who completed the Phase 2.1 survey to share your experiences of Recruitment moving to the Portal. We’ve received some useful feedback, which has enabled us to make some improvements and refine our approach for Phase 2.2. Feedback focused on the overall use of the system and the communications and training delivered. It was great to discover that 76% of respondents found that managing vacancies and applications has been improved. A summary of responses will soon be shared on our website.

In response to feedback, we recently published the first in a series of Recruitment how-to guides, 'Preparing a vacancy for advertising' to provide users with step-by-step system guidance. How-to guides for Personnel in the Portal will also be released when this goes live later in the year.

The survey also identified the need to improve our webpages to enable users to find the relevant training information and support materials more easily. Work is now underway to address this. 

From June 2020, University employees and students will be able to record health and safety or environmental incidents online, following the launch of the new Incident Reporting and Investigation System (IRIS). An online form will replace paper incident books, which will be removed from departments by the end of June.

All staff who hold safety roles (University, Area, Divisional, Departmental and Specialist Safety Officers) will have access to the full IRIS system, where they will be able to review incidents for their Department/Division, view and complete actions, and record investigations. 

Further details on how to access the online reporting form will be released nearer to launch. In the meantime, if you would like to know more, please contact the project team at irisprojectcomms@it.ox.ac.uk.

Payroll corner

P60s for the tax year 19/20 are now available, and there are two ways you can access your P60:

  1. If you are a University employee, your P60 is available, along with your payslips, via HR Self-Service.  You can access HR Self-Service from home by using the University’s free VPN service
  2. If you don’t have access to HR Self-Service (for example because you are a casual worker), you can access your P60 data by registering for a ‘Personal Tax Account’ with HMRC: https://www.gov.uk/personal-tax-account and then clicking on ‘Your PAYE Income Tax Overview’.  

Paper copies of P60s for the 19/20 tax year will be distributed once staff are back in the office.
 

Update from the HR Analytics Team

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The HR Analytics team is monitoring data input to appointment records for each period of furlough for casual workers and employees with variable hours working patterns to assess whether it is in line with the Coronovirus Job Retention Scheme QRG. The team will email departments immediately with any queries or concerns requesting that confirmation be sent once amendments have been made. Please contact the HR Analytics team on hris.dataquality@admin.ox.ac.uk if you have any queries. 

Please clear all errors from the data quality reports in a timely manner 

Report name  Action required 
HRINFO01 Data Quality Validation 2019-20

Clear validation errors for all employee appointments active for any period of time from 1 August 2019. 

Additional guidance on clearing errors from your HRINFO01 data quality report whilst working remotely during these challenging circumstances will be provided shortly on the HRINFO01 data quality validation report web page.

HRINFO20_Casual Worker Data Quality Validation 2019-20 

Clear validation errors for all casual worker and casual teaching appointments active for any period of time from 1 August 2019 in a timely manner. 

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

HRINFO21 Vacancy and applicant data quality 2019-20

Clear validation errors for all vacancies posted externally on or after 1 August 2019 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

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 the HRIS Support Centre 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. 

Additional guidance on clearing errors from your HRINFO01 data quality report whilst working remotely during these challenging circumstances will be provided shortly on the HRINFO01 data quality validation report web page.

Please continue to email hris.dataquality@admin.ox.ac.uk with particular data entry difficulties and/or areas of confusion. The HR Analytics team will collate responses and work to provide answers in hints and tips sections on our web pages.

 

New and updated documents and reports

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CH10 - Family leave  Updated guidance on tracking forms to be provided for adoption leave. Hyperlinks replaced. 
'How-to Guide - Preparing a vacancy for advertising'  This new guide provides details on how to advertise vacancies internally using ESS, or externally on the University's Jobs website (see item above

 

 

RECDEP40_Vacancy Details 
  • Internal vacancy dates added following the launch of internal vacancies 
  • “Division” has been added as a parameter  
  • “Grade & Description” has been added as a page item to the “Vacancy List” tab 
PERDEP91_Furlough Monitoring report  New (see item above

 

HRIS user support

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 

This month's deadlines

Please also refer to the June_2020_payroll_cycle.pdf

DATE(S)  DEADLINE EXPLANATION 
Wed 20 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 this month's payroll run.
Thu 21 to Sun 24 May No user input Users cannot enter data into the personnel module or use menu options under "Core|Personnel>Maintenance".
Wed 3 Jun Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Tuesday 9 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).
Fri 5 Jun Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Mon 8 Jun 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.
Mon 8 Jun Support requests for Jun 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.
Wed 10 Jun - 5pm Jun 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.
Mon 22 Jun Jun 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.