November 2018 bulletin

Manager Self-Service structures

This is a reminder for departments to continue to maintain their Manager Self-Service (MSS) structure on CoreHR.

In practice this means:

  1. Ensuring that managers have the correct MSS role.  To request a new, change or removal of the MSS role for a manager, please complete a Service Request.
  2. Ensuring that employees are assigned to the correct Work Group in the Back Office.  Please see the Updating your MSS data document for further details.

Maintaining the correct MSS structure will ensure only the correct individuals have access to relevant employee data. Further details on data availability can be found in the HR Data Guide.

October 2018 clinical staff pay uplift

The 2018 national pay uplift for clinical staff has been approved for implementation in the November payroll.

With effect from 1 October 2018, clinical consultant basic salaries will increase by 1.5%, and basic salaries for doctors in training by 2%. There is no change to Clinical Excellence Awards, discretionary points, and distinction awards. 

The new rates have been set up in CoreHR and are visible and ready for use.  The uplift will be implemented in the November payroll and backdated to 1 October 2018. 

Full details are available in PERS(18)05.

Adverts

Final submission date for adverts to be assured of publication on jobs.ac.uk prior to Christmas and New Year is 12.00 noon on Friday 14 December 2018. Adverts for the University site only can be accepted up to 12.00 noon on 19 December 2018.

Employee Status and Sub Status required for correct taxation

It has come to our attention that there has been an increase in employees querying their tax contributions, after receiving communication from HMRC.  Some of these queries relate to the way in which HMRC calculates expected earnings for workers with regular or irregular payments. 

One way HMRC determine this is via the Employee Status and the Sub Status fields in CoreHR.  With this in mind, please can we ask departments to take extra care when completing these fields.  Incorrect or missing data in these fields may lead to staff members being taxed incorrectly.

Guidance on completing these fields can be found within the relevant QRG, but as a general reminder please take notice of the following:

 

Type of Worker Employee Status  Sub Status 
Casual Workers and Casual Teachers   Worker Atypical 
Employees with CMS contract   E.g. Permanent, Fixed Term  E.g. Full Time, Part Time or Variable Hours (reflecting the contractual status and FTE) 
Personal Service Company Appointees  Non-Employee  Payroll Service 
Marie Curie Students  Non-Employee  Payroll Service 
Non-Employees Non-Employee  Non-Employee 

 

Note – the Sub Status of Payroll Service reflects that even though the individual is a non-employee we use the main payroll to disburse their payments.

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 corehrupgrade@admin.ox.ac.uk.

Earlier December payroll deadline

Users may be aware that payday in December is earlier than usual, on Friday 21 December.  This means that there will be an earlier payroll deadline, on Thursday 6 December. The Payroll Team will be working to tight deadlines, so will not be able to accommodate any late requests in that month.  Payroll also ask that users input and approve as many changes as possible well before the deadline, to enable them to complete this work on time.

For further details of upcoming deadlines, please see the December 2018 Payroll Cycle Diagram.

Please clear all errors from the data quality reports monthly

The HRI team have now released the 2018-19 academic year data quality reports.

HRINFO01 Data Quality Validation 2018-19

  • Person and appointment errors/warnings

All employee appointments active for any period of time from 1 August 2018 until 31 July 2019.

HRINFO20 Casual Worker Data Quality Validation 2018-19

  • Casual worker errors/warnings

All casual worker and casual teaching appointments active for any period of time from 1 August 2018 until 31 July 2019.

HRINFO21 Vacancy and applicant data quality report 2018-19

  • Vacancy and applicant errors/warnings

All vacancies posted externally in the 2018-19 academic year.

Tips when running HRINFO21

  • Run the report periodically to keep on top of data quality.
  • Clear Tab 1, then re-run the whole report and go back and address issues in Tab 2. First, you must clear Tab 1, then re-run in order to get a full picture of the applicant status data. See the HR Information Team website for detailed guidance.
  • Use all mandatory applicant status stages outlined in REC00 – Recruitment basics on page two: Applied; Shortlisted; Offer Made – Personnel; Offer Accepted – Personnel.
  • If a vacancy in Tab 1 has genuinely been open for more than 4 months and is not open in error, please ignore the red error message and close it down when the recruitment is complete.

Please note that this year there are no changes to the data quality rules included in the reports and that the previous 2017-18 versions of these reports are no longer accessible. Please clear all red and amber data issues from the three reports listed above before the Christmas closure period.

These reports should be run monthly and any errors cleared in a timely manner. The HR Information team will contact all departments who still have a significant number of outstanding data anomalies in the HRINFO01 in January, as an extract of employees in post as at 31 January 2019 will be taken for reporting purposes. If you have limited time, please focus on clearing the errors in the HRINFO01 report.

The HR Information Team website provides guidance on making the indicated changes to clear the data anomalies highlighted in the reports. Contact the HR Information team on hris.dataquality@admin.ox.ac.uk if you have any queries relating to these reports.

If you need assistance making data changes, contact the HRIS Support Centre on hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

Hints/reminders

Staff classifications

In accordance with the Staff Classification Guide the staff classifications for Postdoctoral Research Assistants should be:

‘Sub-category’   AP Research Staff

‘Category’         2 Research only

Ending appointment(s) Leaving Code and Leaving Destination Code

When ending an appointment please ensure that the ‘Leaving Code’ (the reason for ending the appointment) is completed.

‘Leaving Destination Code’ records the activity of staff after the appointment has ended. If the member of staff is leaving the University of Oxford to work for another UK Higher Education Institute (HEI) then do not select ‘01 ANOTHER HEI PICK FROM LIST PROVIDED IN CORE’. Please ensure that you select the name of the HEI from the list starting with a ‘Z0’. Please do not use ‘XX NOT APPLICABLE/NOT REQUIRED’.

Correct completion of the above two fields aids accurate reporting for Athena SWAN applications, the HESA staff return as well as for surveys and other ad hoc internal and external requests for leaving and turnover data.

QRG updates

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

 

Allowance Guide (PDF)   Updated guidance for Clinical Speciality allowance following the introduction of a new pay premium for Histopathology.
CH26 Reward and Recognition Scheme (PDF)   Minor updates to reflect changes to the scheme. 
   

 

Christmas closure arrangements

The HRIS Support Centre will be closed from 4pm on Friday 21 December 2018 until 8.30am on Thursday 3 January 2019. On 3 January 2018, priority will be given to resolving queries raised by applicants over the Christmas period. To ensure that applicants have access to technical support should they need it, please do not set any vacancy closing dates for the period Monday 24 December 2018 to Wednesday 2 January 2019 inclusive.

Join our Team

We have a vacancy in the HRIS Support Centre. Would you like join our team, using and expanding your knowledge of HR processes at the University, and, if you are an existing user, your knowledge of CoreHR?

We are looking to grow our first line support team for the duration of the CoreHR Upgrade work and follow-on phases. An advert for a Grade 5, 1.5 year fixed term, part-time (0.5FTE) HRIS Support Officer in our team will go live on the University’s job pages on 3 December, so if you are interested do look out for it then, to see the full advert, Further Particulars, and instructions on how to apply.  We would consider offering this role on a secondment basis, allowing you to possibly supplement your existing part-time role in a department, or to second partially out of a full time role to gain valuable insight into the workings of a central administrative function. This is a great opportunity to be part of an effective, happy and highly functional team supporting one of the University’s key business systems and the related processes.

The HRIS Support Officers in our team are responsible for providing help and guidance in the use of the University’s Human Resources information systems (HRIS) and associated business processes. They work closely with colleagues to support both job applicants and the wide range of staff using the University’s HR system in a devolved administration environment. The principal duties include advising users on the system and processes, encouraging structured approaches and compliance with HR processes, supporting the operation of the system and assisting in the resolution of technical issues.

The vacancy will open for applications on the University’s job pages on 3 December and close on 7 January 2019; it is expected that interviews will be held on 30 January 2019.

Support for job applicants

A message will be placed on the University’s Jobs and Vacancies webpages advising applicants of the office closure over the Christmas period with the dates as above. We will however be monitoring the use and availability of the online recruitment system. 

 

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: December payroll

Please also refer to the December 2018 Payroll Cycle Diagram (PDF)

 

DATE(S)  DEADLINE EXPLANATION 
Thu 22 November - 5pm November 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 November's payroll run.
Fri 23 to Mon 26 November - 5pm 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).
Thu 29 November Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Tuesday 4 December. 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).
Mon 3 December Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Tue 4 December 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.
Tue 4 December Support requests for December 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.
Thu 6 December - 5pm December 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.
Fri 14 December December 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.