May 2021 bulletin

News and reminders

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In March last year, CoreHR was acquired by The Access Group. The Access Group is a top 10 UK software company, with expertise in specific industry sectors including Education, Non-Profit and Recruitment.

Following the acquisition, CoreHR has been rebranded to PeopleXD – you may have noticed the new logo appearing when you log in to the system.

In response to this change, we will soon begin updating references to CoreHR on our webpages and training materials, to PeopleXD. Please bear with us during this transition, as you will see mention of both, until this work is complete.  

As a result of Brexit, the Home Office is changing the Right to Work rules from 1 July 2021.  

To support these changes, the Right to Work UDF, reports and associated guidance material are being revised. This work will include a simplification of the data that needs to be entered into CoreHR (PeopleXD). 

Further details of the change, including links to the updated Scenario Factsheet and How-To Guide will follow in next month’s bulletin. 

The Staff Immigration team will communicate further information regarding changes to the Right to Work checking process.

Save the date for our second quarterly briefing, which will take place 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. Look out for a calendar invitation which will be sent to all system users soon.

It is now possible to process manual applications in the Portal. The system steps are the same as for processing applications for internal-only vacancies from college employees, and thus the guidance has been merged into one How-To Guide: Manual/college applications.

As part of this process, the equality and diversity applicant data collection process for manual applicants was also reviewed, and as a result, an Equality and Diversity Applicant Data Collection form will be available in Recruitment from w/c 24 May. Please ensure that this is sent to all applicants who apply off-system. Please refer to the updated guide for further details.

Formally approved generic job descriptions are available from the HR Support website. When submitting a Staff Request for a new post based on a generic job description, only those listed on this website have been approved for use in any department. 

If a department has an evaluated job description for the recruitment of frequently occurring posts, this is not classed as a ‘generic job description’. In such cases, ‘generic or amended generic’ should not be entered as the position type in CoreHR (PeopleXD). Instead, the department should enter ‘New Post – New JD’ and add the grading reference code of the original evaluation into the additional information field in CoreHR (PeopleXD).

The Common Queries page has been updated following the recent issues experienced with HR Reporting. 

Please check our Known Issues and Common Queries web pages regularly to stay up-to-date with the latest issues and fixes, as well as all the latest hints and tips.

The 2021 national pay award for clinical staff below the level of consultant has been approved for implementation in the University.

There is an increase of 2% to basic pay and flexible pay premia. It will be implemented in the June payroll and backdated to 1 April 2021. For more details please refer to the circular PERS(21)03 on the HR Support website.

There will be no change to Clinical consultants’ salaries or to the Clinical Excellence Awards and Local Clinical Excellence Awards, until the University is advised by UCEA.

Meet the team

Following our restructure last year, we’d like to introduce you to the people behind HR Systems. We hope that you enjoy learning more about the services we offer and the role of each team member over the coming months.

This month, meet the HR Analytics team

Missed previous features?

Click on the links below to learn more about our colleagues:

Functional Analysis
Training and User Support
Business Support

Projects update

A project is underway to move Payroll processes from the Back Office to the Portal. This will bring it in line with other areas of the system, which were migrated to the Portal last year.

Payroll will go live in the Portal on Monday 24 May. Please bear with the Payroll and Pensions teams during this period, as they adjust to this change.

Please note this work is specific to Payroll system processes only, and will not impact the Recruitment and People Management areas of the system.

The project to pilot CoreHR’s (now PeopleXD) time and absence management module in HR Self-Service is progressing well, with the first group of pilot departments planned to go-live in June/July. As this falls outside of term, some departments in the pilot will go live once term time resumes, to enable the functionality to be trialled with large numbers of casual workers.

The pilot has proved to be very useful in helping us identify some more complex requirements than had initially been anticipated. The work undertaken to address these will leave us in a stronger position for when we roll the functionality out more widely.

If you have any questions about this project, please contact the project team at coretime@ox.ac.uk.

Payroll corner

If an individual is moved from a non-employee appointment (where they are not paid by the University) to a University appointment (where they should be paid by the University), this must be processed in the system as a transfer/replacement. This process ends the old appointment and the new appointment becomes substantive (providing they don’t already have a current substantive post that remains active).

Please remember to follow this process, to ensure timely payment.

If the above process hasn’t been followed - and the non-employee appointment remains open in the system – please review and end any open non-employee posts that are no longer required.

See: Transfer and appointment decision matrix.

Update from the HR Analytics Team

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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’): CoreHR system guidance in the same month in which the change occurs, and as early as practicable in the month. This is particularly important this month as the 31 May falls on the Bank Holiday Monday.

Any claim for a month must be with HMRC within two weeks of the following month. Once you have entered data to CoreHR (PeopleXD), 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.

As many departments are winding down their furlough appointments, some appointment records have been incorrectly assigned the reason 'FURLOUGH CANCEL' rather than the appropriate 'FURLOUGH END'. For example, if you are claiming for a proportion of the employment costs during a period of furlough, a reason of 'FURLOUGH START – REMOTE WORK NOT POSSIBLE' must be paired with a 'FURLOUGH END – REMOTE WORK NOT POSSIBLE' (refer to section 4 of the Scenario Factsheet for more details.) This is very important, because some administrators are using 'FURLOUGH CANCEL—REMOTE WORK NOT POSSIBLE'. 

If you are cancelling your furlough, you are stating that we should not be claiming for a proportion of the employment costs during that period (more details can be found in section 6 of the Scenario Factsheet). In some cases, it could indicate a need to make a refund to the HMRC. We are working hard to confirm that furlough appointments are only cancelled intentionally.

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 six more types of error from your HRINFO01 data quality reports whilst working remotely during these challenging circumstances will be provided shortly on the HRINFO01 data quality validation reports web page.

REF

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.

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 hr.systems@admin.ox.ac.uk.

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).

Additional guidance on clearing six more types of error from your HRINFO01 data quality report whilst working remotely during these challenging circumstances will be provided shortly on the data quality clearing errors web page. The types of error relate to FTE and Immediately Previous Employment.

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.

The 2020-21 HR Data Quality Policy is now available from the HR Analytics website. All system users should read the policy, which sets out roles and responsibilities for the HR system across the university.

Please note that REF data is no longer visible to employees in HR Self-Service.

This was previously available in the Employee Dashboard, under ‘HESA Information’. Its purpose was to inform staff of their potential eligibility status for REF and to allow them to appeal their status or request consideration of special circumstances prior to the submission. As this window has now closed, the data has been removed from this area of the system.

New and updated documents

The How-To Guide: Create and approve staff requests has been updated to include clarification on the use of generic job descriptions when completing a staff request.

The new How-To Guide: Manual/college applications covers system steps to process manual applications in the Portal. More more information see: Portal process for manual applications 

The PERDEP02 suite of reports have been updated, to reinstate the ‘Employee Status’ parameter. This includes the options: Fixed Term, Worker and Non Employee.

This month's deadlines

Please refer to the June 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.