May 2023 bulletin

June payroll deadline – Friday 9 June

Visit the Payroll deadlines and cycles page for information about the monthly payroll cycle, including the monthly key payroll dates for People Management users.

Details of upcoming Main, Supplementary and Casual payroll deadlines can be found on the Payroll website. 
 

 

News and updates

As per our email sent to all users on the 2 May, we would like to remind you that a new report, ‘PERDEP50 Casual worker last period paid’ report, is now available for use in HR Reporting. It allows you to identify:

  • the payroll period in which a payment was last made against an open casual appointment; and
  • the earliest / latest timesheet claim dates held in Payroll, per casual appointment.

The report information can be used to:

  • determine the correct end dates to record when ending a casual appointment; and
  • monitor the length of casual engagements.

Before running the report, please read the full description on the HR Reporting library webpage. General guidance on logging into and running reports in HR Reporting can be found in the HR Reporting How-to guide.

We are pleased to inform you that the University card expiry date and number have now been made visible to staff and managers within HR Self-Service. We hope that this will assist staff and managers with their card renewals/extensions. Please cascade this message to your staff locally.

Our next online HR systems briefing will be held on Wednesday 21 June, 11.00 – 11.50. The agenda will include:

  • Understanding start dates held in PeopleXD and HR reports, including PERDEP01 Staff in Post
  • User access and HR Systems bulletin surveys feedback
  • Staff request and contract decisions matrix – new tool
  • Onboarding rollout – pilot update
  • Key reminders

If you are unable to attend, please email us any questions you would like answered during the session, by Friday 16 June 2023. The briefing will be recorded.

A calendar invitation will be sent to all system users shortly.

Please download and save the May 2023 pay costing reports to a secure location, by 19 June 2023.

An update on the new method of delivering these reports will be communicated in next month’s bulletin, with all further details. A questionnaire was emailed to all the payroll costing report recipients on 27 April to help guide us on the new delivery method; we encourage you to complete this by 31 May 2023.

Thank you to those who have volunteered to test the new method of delivery.

Thank you to everyone who took the time to complete our recent survey about the HR Systems bulletin. We are now analysing the results, and your feedback will help us identify the ways in which we can improve our bulletin.

Important and regular reminders

Please remind your staff, including casual workers, to update their home addresses via HR Self-Service. It is essential that these details are kept up-to-date, especially as all casual staff are still currently issued with paper payslips. 

Addresses for leavers 
Please encourage your upcoming leavers to log into HR Self-Service and check their home address before they leave. It is essential that the system holds the latest address for the staff member’s P45 and final payslip. P45s are NOT available in HR Self-Service. 

Where casual staff do not have access to HR Self-Service please make all reasonable effort to maintain their contact details on their behalf.
 

 

The ‘HRINFO02_AthenaSWAN Potential Staff Data’ readiness report will be available from the end of May until 31 July 2023. The report allows departments to review their Athena SWAN data before the extract is taken for the 2023 Tableau data refresh.

How to prepare your Athena SWAN data for the Tableau dashboards:

  • Please run and clear all anomalies from your ‘HRINFO01 Data Quality Validation’ report by following Data Quality Clearing Errors, 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.

Please refer to the Athena SWAN Tableau Manual for the methodology, background and what is included in Tableau for Athena_StaffData and Athena_RecruitmentData; the manual also covers how to use the Tableau interface. 

To request access to these Tableau workbooks please visit Accessing Tableau. Further information is available at: Athena web pages.

There are currently 963 NHS Contract Details UDF and Sub Specialty UDF errors across the University; please clear errors for your department, by Thursday 29 June 2023. This data is required for the Medical Schools Council Survey and HESA. 

The HR Analytics Team will follow up all instances. 

Guidance on helping to clear these errors:

For further help or advice please email hris.dataquality@admin.ox.ac.uk, including details of your query, the Person Reference and Appointment ID.

 

As previously communicated, please ensure that academic titles are recorded accurately in the ‘Academic Title’ UDF. This is key data for Athena SWAN and HESA purposes, and should ideally be updated by 31 July. To check these details, follow the steps below:

  1. Run the PERDEP22_Academic Title report to identify missing/incorrect information
  2. Follow the advice and guidance in the Scenario factsheet - Set up and manage academic titles 
  3. Add/correct the information where you have responsibility (refer to the guide above)
  4. Instruct and follow-up with Data Services hrisdata@admin.ox.ac.uk where amendments are to be made by this team (refer to the above guide)
  5. Add the end date in the ‘To Date’ field in the Academic Title UDF when the academic title no longer applies.

The Target End Date error counts are still high, at 196 for employee appointments and 4,793 for casual appointments. 

To check and clear these errors run the HRINFO01 Data Validation and HRINFO20 Casual Data Validation reports, and refer to the guidance in the March 2023 bulletin.

If you still need help, email hris.dataquality@admin.ox.ac.uk. Please give the Personnel No. & Appointment ID and a description of the issue.

HR/IT Services Projects updates

We are pleased to announce that the next phase of the Time Management project has just launched this month. The aim of this phase is to scope:

  1. the ‘Rostering’ functionality, for a pilot with GLAM, and
  2. the requirements for a wider rollout of the:
  • annual leave and absence functionality; and
  • the timesheets functionality for hourly paid staff.

The project team is in the very early stages of beginning to understand the requirements, and we will provide regular updates as this work progresses.