CoreHR Upgrade: actions required now for Phase 1
As detailed in previous Bulletins, in January 2019 we will upgrade CoreHR to version 26 of the software and move to a supplier-hosted service. At this point, users will see changes to the Staff Request functionality and minimal change elsewhere in the system, which will be configured to match our current v20 system as closely as possible.
Although the changes that end users will experience are not significant in this phase, there are steps that departments will need to take to prepare for the switchover.
1. Planned system downtime and vacancy closing dates
The volume and complexity of the underlying technical work needed to achieve the move to a hosted solution requires an extended period of system downtime. As always, we have worked closely with the supplier to keep this to a minimum. The current proposal for the downtime period is detailed below:
The supplementary deadline on 22nd January will be followed by the standard two days of ‘no user input’ for Personnel users on 23rd and 24th January. Access to CoreHR will then be withdrawn at 4pm on Thursday 24th January. The system will be restored as early as possible on Thursday 31st January. A visual representation of the switchover dates is available on the project microsite.
During the downtime period, the system will be unavailable to all users, including job applicants and employees. Messages will shortly be displayed on the jobs and vacancies webpage and the applicant login webpage, giving advanced notice that the applicant portal will be unavailable during this time. Notice of HR Self-Service downtime will be shared with employees via the Staff Gateway page from w/c 26th November, to coincide with November pay day.
Departments are asked not to close vacancies during this period. If your department already has a vacancy closing during this week, you will be contacted by a member of the project team to agree the best course of action. If you will have a vacancy open during the downtime, we recommend that you add up to one week to the vacancy opening period to allow applicants adequate time to complete their application.
A dry run of the switchover (which will not impact system users) will take place at the end of November. This will give us detailed timings for the various activities required for this change and enable us to confirm the downtime period outlined above. Any change to the planned dates as a result of the dry run will be communicated in early December. We will provide further updates and reminders in the HRIS Bulletin and by email to all CoreHR users and key contacts.
2. Changes to Staff Requests and approval process
Following the January switchover, Staff Requests will adopt a new format. There will also be changes to the workflow of the approval process, details of which have been shared with key contacts in each department, for dissemination to the relevant colleagues (find out who your key contact is here). A demo of the new Staff Request functionality will be provided in the January webinar briefings (see below).
3. Webinar briefings – save the date
On 15th and 23rd January, the project team will hold briefings via webinar to share important information about the switchover to v26, including a demo of the new Staff Requests functionality. All CoreHR users are advised to join a session. Further information about the webinar briefings can be found on the project microsite. Departments will be notified by email once booking has opened. In the meantime, please save the date!
If you have any questions about the switchover, or any other aspect of the project, please contact us at email@example.com.