November 2019 bulletin

News and reminders

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The Payments and Reports modules of the Examiner Appointments and Payments (EAP) system are now live.  The payments module enables Exam Board Administrators to initiate payments for examiner/assessors, for Chairs of Examiners and Financial Counter signatories to authorise.  Payments are sent via EAP to Payroll (for undergraduate exams) or Accounts Payable (for postgraduate exams).  Holiday pay is automatically assigned to examiners/assessors who do not hold CMS contracts and are nominated to undergraduate boards.  

Information on the EAP Appointments module can be found in the May, July and September editions of the HRIS bulletin.

The Student Systems Support Centre will continue to provide support with any technical queries.

The Examinations and Assessments team will continue to provide support with examiner process and policy-related queries.

The 2019 national pay award for clinical staff has been has been approved for implementation at the University. The new rates have already 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 April 2019.  Full details are available in PERS(19)07.

The ‘Professional & Management’ and ‘Support & Technical’ vacancy types have been renamed as shown below:

vacancy type

This change has been made to facilitate effective searches via the new Oxford University Jobs page.

Relevant User Support and Guides have been updated to reflect this change.

When HR Self-Service went live in June 2018, we planned to enable functionality to allow employees to update their bank details online. 

In light of feedback in response to this proposal and updated advice from the University’s Information Security team, we no longer plan to make bank details available for update via HR Self-Service. Employees can still view limited bank account information in HR Self-Service, which gives them greater visibility when requesting a change of these details via their departmental HR team.

Relevant system text and supporting guidance has been updated. We will revisit this decision if multi-factor authentication becomes available in the future.

Please note that 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 13 December 2019. Adverts for the University site only can be accepted up to 12.00 noon on Thursday 18 December 2019.

CoreHR is expected to be unavailable to use from 6.00pm on Sunday 24 November, to facilitate BT updates to the network infrastructure at the Core hosted Primary Data Centre.

We are anticipating that all services will be fully restored by 7.00pm on Sunday 24 November and you are welcome to try logging back in after this time. Please note that the System Availability and Login page will not be reviewed until the following morning.

Please ensure you are logged out of the system by 5.55pm at the very latest on Sunday 24 November - any users still logged in by 6.00pm are at risk of automatically losing their connection to CoreHR, without their work saving, which may cause data issues. 

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

Projects update

The CoreHR Upgrade Project team will be providing updates via a dedicated project newsletter. Users will receive the first edition of this newsletter within the next week.

Payroll Corner

Users may be aware that payday in December is earlier than usual, on Friday 20 December. This means that there will be an earlier payroll deadline, on Thursday 5 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 2019 Payroll Cycle Diagram.

Update from the HR Analytics Team

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Report name    Action required
HRINFO01 Data Quality Validation 2019-20     Clear validation errors for all employee appointments active for any period of time on or after 1 August 2019 as soon as possible.
As an extract of employees in post as at 31 January 2020 will be taken for reporting purposes, if you have limited time before Christmas, please focus on clearing the errors in this report. The HR Analytics team will contact all departments who still have a significant number of outstanding data issues after the Christmas closure break.
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.
HRINFO21 Vacancy and applicant data quality 2018-19

Clear validation errors for all vacancies posted externally on or since 1 August 2018 as soon as possible.

Clear Tab 1, then re-run the whole report and go back and address issues in Tab 2 and Tab 3. You must clear Tab 1, and then re-run in order to get a full picture of the applicant status data for all closed vacancies.

Use all mandatory applicant status stages outlined in REC00 Recruitment Basics (PDF) from the Recruiting Staff User Guides: 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

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

 

The data quality web pages provide guidance on making the indicated changes to clear the data anomalies highlighted red and amber in the report. If you need assistance making data changes contact the HRIS Support Centre or tel: 01865 (2)87900.

Contact the HR Analytics team if you have any queries relating to these reports.
 

The Athena Swan staff data Tableau dashboards have been updated to include the recruitment data for 2018-19.

Thank you to those departments who made data updates and corrections to vacancies/applicants for vacancies posted externally on or since 1 August 2018. Please continue to run and clear errors from the 2018-19 version of the HRINFO21 report. (For tips on how to do this refer to the table in the data quality reports section.) This will increase the amount of data available for Athena Swan applications in Tableau, which will be refreshed later this year for 2018-19, and improve University-wide recruitment monitoring data.
 

New and updated documents

PA2e Transfers Between Departments  (PDF)  Departmental contacts list updated

RQ1_Creating and approving a staff request (PDF) 

REC00 Recruitment Basics (PDF)

Vacancy type categories updated
REC01 Creating a Vacancy (Recruitment and Personnel) (PDF) Reference to Natures jobs removed
Staff Classification Guide (PDF) Reorder of columns to help users identify the correct categories in CoreHR
Employee Self-Service How-To Guide (PDF) Update to Bank details information

 

HRIS user support

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The HRIS Support Centre will be closed from 4pm on Friday 20 December 2019 until 8.30am on Thursday 2 January 2020. On 3 January 2020, 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 23 December 2019 to Wednesday 1 January 2020 inclusive.

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. 

Contact details for the team are:  hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

Opening hours: Monday - Friday, 8.30 am - 5.00 pm 

Please also refer to the December 2019 Payroll Cycle (PDF)

DATE(S)  DEADLINE EXPLANATION 
Thu 21 Nov - 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 this month's payroll run.
Fri 22 to Mon 25 Nov 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 28 Nov Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Tuesday 3 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 2 Dec 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 3 Dec 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 3 Dec Support requests for May 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 5 Dec - 5pm Dec 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 13 Dec Dec 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.
 
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