October 2018 bulletin

HR Self-Service - Updating job text and/or department displayed in ESS

We are aware that a small number of employees have their previous job text and/or department displayed in Employee Self-Service (ESS), although their data in the back office is accurate. This can be corrected by following QRG IP6 section E, to correct the error without creating a new appointment sequence.  You should re-select the job title and re-enter the job text for the employee.  In the comments field you can write ‘Re-entering job title to solve ESS display issue’.

Further information on HR Self-Service is available on the Guidance page (for staff with HR responsibilities) and the Staff Gateway page (for all staff).

CoreHR Upgrade: new microsite, system downtime and more!

Project overview – visit our new microsite!

The CoreHR Upgrade project will be delivered in four phases.  At the end of the first phase, the CoreHR system will move to a supplier-hosted service and will be upgraded to version 26.  At the point of this switchover from v20 to v26, users will see some changes to the Staff Request module and minimal change elsewhere in the system, which will be configured to match our current v20 system as closely as possible.  This phase of work is a necessary first step toward introducing the more exciting changes that phase two will bring.

A visual overview of this phased approach to the upgrade is available on our new project microsite CoreHR Upgrade Project, along with information about the project scope, benefits, governance, and project team member details. Please take time to have a look at these pages, which we will update regularly, and bookmark the link for future reference.

Provisional planned system downtime in January

As mentioned in the September Bulletin, the initial switchover to v26 will require a period of system downtime. The project team is working towards a provisional timescale of end of January for the switchover. We will confirm exact dates of system downtime and provide guidance on vacancy closing dates in the next two weeks.

Project presentations at HR Briefings

A representative from the project team will be attending the Michaelmas term HR Briefings on 30th October and 6th November, to give an overview of the project and answer questions. We hope to see some of you there.

Have you completed our ten minute training survey?

CoreHR users have been contacted to complete a short survey to help us design effective training and support documentation, all of which will need to be updated as part of phase two of the upgrade. If you complete or approve Staff Requests or make updates in the Personnel and/or Recruitment modules, we would welcome your feedback. Please click here to complete the survey. The deadline for completion is 5pm on Friday 19 October.

If you have any questions about the CoreHR Upgrade project, please email the project team at CoreHRupgrade@admin.ox.ac.uk or contact your HRIS User Group representative.

Examiner/Assessor Casual Appointments set up by Payroll

This is to bring to your attention that each month the Payroll Team set up a number of Casual Teaching (CASTCH) appointments, specifically to process payments for Examiners.  Payroll will be recording the Job Text for these records as ‘Examiner/Assessor’ in all circumstances, to assist departments in distinguishing them.

Payroll are fully responsible for the records they have set up, so there is no requirement for departments to administer these particular records.  Payroll therefore request that you do not close these records, unless directed to do so by your Payroll Officer.  If you are unsure about a particular Casual Teaching appointment, please contact payroll.casuals@admin.ox.ac.uk

Are your employees being overtaxed?

It is essential that departments send a tax form (P45 / Starter checklist) to Payroll for every new starter. Please build this into your new starter procedures/checklists if it is not already there.

You must first ask every starter for a P45. When they give it to you, please send parts two and three to your Payroll Officer in the internal post, as Payroll require the original forms.

If your employee does not have a P45 on day one (e.g. employee is new to the UK, or previous employer has not yet sent it) then they must complete a Starter Checklist, to be sent to your Payroll Officer by post or by email. If they subsequently receive their P45, this must still be sent to Payroll regardless of whether a Starter Checklist has already been provided (the preference is for Payroll to receive both forms rather than neither).

Many staff are paying too much tax because these essential forms have been overlooked. Please help your employees by ensuring that either tax form is sent to payroll as soon as they start work.

Two helpful notes on Starter Checklist completion:

  1. Employee statements A, B and C only relate to previous employment in the UK in this tax year (April to March). Employees working abroad immediately prior to the job here should tick A.
  2. The student loan declaration is for UK Student loans only.

If you have any queries, please ask your Payroll Officer.

2017-18 data quality reports

HRINFO01 Data Quality Validation 2018-19

  • Person and appointment errors/warnings

HRINFO20 Casual Worker Data Quality Validation 2018-19

  • Casual worker errors/warnings

HRINFO21 Vacancy and applicant data quality report 2018-19

  • Vacancy and applicant errors/warnings

The HR Information Team will be releasing the above data quality reports to cover the current academic year during the month of November. Please note that this year there are no changes to the data quality rules included in the reports. All reports cover the period 01-Aug-2018 to 31-Jul-2019 inclusive.

The current 2017-18 versions will remain available for you to run until the new reports are released. Please run the new versions monthly and clear all errors regularly. This will help you to keep on top of your data quality issues and will reduce the number of ad hoc queries the HRI Team are likely to send you. If you have any specific queries about the reports once they are released please contact the team via the HRIS Data Quality mailbox.


HESA queries – Thank you

In order to complete the HESA staff return for 2017-18 the HR Information Team have been sending out a number of individual queries around a variety of CoreHR fields. The HR Information Team would like to thank everyone who has responded promptly to these requests at this busy time and assure you that your assistance has been appreciated.

QRG updates

All relevant QRGs have been updated to include guidance on allocating Work Groups following the implementation of HR Self-Service. You can find these in the usual location on our webpages.

In addition, minor changes have been made to the guides shown below e.g. corrections:


PANS0 Pre Arrival and New Starter Guide (PDF)

  1. Guidance added regarding Work Group following the implementation of Self-service.
  2. Updated guidance on employment history.
  3. Amended guidance on Pension information. 
 CH3 Changing Hours (PDF)  
  1. Note removed about contacting the Reward Team to change hours on post (no longer required).
  2. Screenshots replaced following the implementation of Self-Service.


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 

This month's deadlines

Please also refer to the November 2018 Payroll Cycle (PDF)


Tue 23 October - 5pm October 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 October's payroll
Wed 24 to Thu 25 October 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).
Fri 2 November Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 7 November. 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 5 November Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Wed 7 November 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.
Wed 7 November Support requests for November 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.
Fri 9 November - 5pm November 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.
Thu 22 November 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.