October 2019 bulletin

News and reminders

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We will shortly be announcing the launch of a new website for the “HR Systems” area of the Human Resources function. We have designed the site to incorporate the work of the HRIS Support Centre, the HR Analytics team, and current change initiatives such as the CoreHR Upgrade Project. 

The site design is in line with other UAS sites now on Mosaic and conforms to the templates and style guidance prescribed to us. While the look and feel is very different from our previous site, the content has been retained, with some pages merged or streamlined. We hope the new structure and approach will help you to more easily find the information you need.  

The web address for the new site will be provided when the site goes live on Monday 4 November. We recommend that you update any bookmarks to the new site. Redirects will be in place for an initial period, which in most cases will take you to the new homepage or landing page for that area.
 

The Work Group field was introduced as part of HR Self Service, and determines which HR Self-Service Work Group (i.e. team) an individual belongs to. Work groups enable Self-Service managers to view their allocated teams’ records in Manager Self-Service.

To facilitate effective post setup in CoreHR, Work Group will become a mandatory field for users to complete when submitting a Staff Request from 31 October 2019

  • Where the Work Group is available/known at this stage, please select the relevant group. If it is not available/known, please select ‘1 - Core Default Work Group’ (this should be updated when you set up the employee’s appointment in the Personnel module). Full updated guidance can be found in the RQ1 – Creating and approving a Staff Request QRG. 
  • To request a new or to amend an existing Work Group or Manager Self-Service role, please refer to the Service Catalogue.

Please ensure that all Staff Requests submitted on or before 30 October for departmental/divisional approval are approved by 30 October 2019. If they are not approved in time, they will need to be copied and resubmitted with the Work Group field completed.

The change will be implemented without any requirement for downtime, and Reward team authorisations will be unaffected.  Requests submitted after implementation can be approved at departmental/divisional level as previously.

If you would like to identify Work Groups and their respective managers in your department/faculty, you can do so by running report PERDEP16_HR Self-Service Work Groups.  If you require support, please contact HRIS Support Centre: hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900. 

The Key Department Contacts List available on our website was compiled in response to requests from system users to provide a point of contact within each department for queries about transfers, shared posts or employee history in CoreHR, etc.   

Please can we ask that each department carry out a quick review of the current information by using the above link, and notify us of any changes or especially new additions by emailing the information to hris@admin.ox.ac.uk.

The guidance notes in the New Starter Health Declaration & New Starter Health Questionnaire have been updated.  These forms now contain up to date contact details for the Staff Disability Advisor.  Clarification on where the forms should be returned has been included, and the second question on the Declaration has been amended.  The updated versions are now available to run from CoreHR, and can be produced as part of the offer letter.  In limited circumstances a non-CoreHR Word version of the forms may be used instead, which can be requested from the HRIS Data Services team

Further guidance on new starter health checks is available from the Human Resources and Occupational Health websites.

The Casual Payroll Project, which is part of the Focus Programme, has run a series of workshops for staff involved in the Casual Payment Process.  These workshops have identified some timesaving tips for completion of the Casual Payroll Submission Spreadsheet:

  1. Under certain circumstances, it may be beneficial to re-use your Casual Payroll Submission Spreadsheet from a previous month.  You would need to ensure the latest version of the spreadsheet is used, and all data is checked thoroughly to avoid duplication. 
  2. It is possible to submit a Casual Payroll Submission Spreadsheet with a blank line.  Provided the data in the remaining lines is accurate (with no red error warnings), the spreadsheet can still be processed.
  3. You can use Excel’s ‘fill’ feature to duplicate rows when completing multiple weeks for the same casual worker/teacher.  You would need to amend the Week/Period Ending values in order to reflect the correct dates worked.

For further details of these time-saving tips, please see: Casual Payment Spreadsheet Quick Wins (108kb)

The workshops also identified that some Finance staff who complete the spreadsheet may benefit from access to CoreHR.  This would enable them to identify fields such as Employee Number, Appointment ID and Cost Allocation.  If you believe staff in your department/faculty would benefit from this, you can direct them towards the Training and Access Checklist page to request ‘Personnel Administrator (Read only)’ access.  It would also be helpful to direct them towards sections 3-5 of the QRG NAV1 - Accessing & navigating CoreHR.

Projects update

We are excited to share with you that the CoreHR Upgrade project will be releasing a new project-dedicated newsletter in the next few weeks. This newsletter will be sent to all CoreHR users directly from the project team and will contain project-related content only. This is to ensure that all key messages and information is shared with all users in the most effective and timely manner, and that key actions do not get missed. The newsletter won’t have a set frequency for distribution and instead, will be sent as and when the project team have important messages to share. We will continue to send out any key reminders to users in the HRIS Bulletin, where this may be relevant.

Payroll corner

The personal details for new starters and re-hires must be checked and entered correctly as part of your new starter processes. In most cases, the fields will have been completed in the Recruitment process, but you must still check that they are complete and correct.  We cannot use accents (even though available on CoreHR), as HMRC does not accept them. Please therefore amend any accented letters with their non-accented equivalents.  Personal details are covered in QRG PANS0 Pre Arrival and New Starter Guide (2,707kb) pages 9 and 10, and further details are provided below.

Forename

This must be the full first forename as per a birth certificate or passport, i.e. not an abbreviated form. In the case of re-hires, it is possible that forename and middle name appear here, so move the middle name to the correct field.  

Middle name

Include this if there is one. 

Known as

This is where the abbreviated form of a name should be entered where applicable. This will be used to generate the work email address. 

Title  

This must be completed as it directly affects what appears on the payslip.  

Initials 

As with title, these appear on the payslip. Ensure that they are forename/middle names only, i.e. the surname initial should not be included. There should be no spaces between the letters. 

Address

At least two lines of the address must be filled in. This is an HMRC requirement, and our month-end submission will fail if an address is incomplete.  

Postcode 

The two halves of the postcode should be in the two separate boxes. Check this is entered correctly over the two fields as it may come through from e-Recruitment as one field. 

Gender

Select as appropriate, this will come through from e-Recruitment as ‘Unknown’. Although Unknown is available, we cannot currently use this – also an HMRC requirement.  

NI number  

Not having a NI number will not prevent an employee from being paid, but you must ensure you obtain and input it as soon as possible. Anyone new to the UK who needs to apply for a number should visit https://www.gov.uk/apply-national-insurance-number.  

Update from the HR Analytics Team

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Thank you to those of you who have cleared all errors from the 2018-19 version of the HRINFO21 report. For those of you who haven’t yet done so please run and clear the errors as soon as possible while it is still shared with you. The deadlines for Athena SWAN applications and Public Sector Equality Duty reporting are looming.

It is advisable to make all the corrections and updates that you can to increase the amount of data available in Tableau for Athena Swan applications and to improve University-wide recruitment monitoring data. Please follow all guidance in the recruitment Quick Reference Guides.

HRINFO21 Vacancy and applicant data quality 2018-19 - shows all vacancies from the academic years, (1 August – 31 July), 2018-19 and new ones added in 2019-20 to the date that report was run.

The HR Analytics Team website provides guidance on making the indicated changes to clear the data anomalies highlighted in the reports. Send any new requests for guidance on correcting errors and specific queries about the report to the HR Analytics team on hris.dataquality@admin.ox.ac.uk.

As set out in the September HRIS Bulletin, please run the following three reports at least monthly and clear any errors in a timely manner.

HRINFO01 Data Quality Validation 2019-20

  • Person and appointment errors/warnings

All employee appointments active for any period of time from 1 August 2019 until 31 July 2020.

HRINFO20 Casual Worker Data Quality Validation 2019-20

  • Casual worker errors/warnings

All casual worker and casual teaching appointments active for any period of time from 1 August 2019 until 31 July 2020.

HRINFO21 Vacancy and applicant data quality report 2019-20

  • Vacancy and applicant errors/warnings

All vacancies posted externally from 1 August 2019 to the date that the report was run.

The previous 2018-19 versions of the two data quality validation reports are no longer shared with you.

  • HRINFO01 Data Quality Validation 2018-19
  • HRINFO20 Casual Worker Data Quality Validation 2018-19

The Athena Swan staff data Tableau dashboards have been updated as follows:

  • Staff in post (as at 31 July 2019)
  • Leavers/turnover (for the year 1 August 2018 to 31 July 2019)
  • Recognition of Distinction (5 years of ROD exercises from the 2013/14 to 2018/19 exercises, showing successful and unsuccessful applications by legal sex)

If you require access to the Athena Swan data in Tableau please follow the user access process.  If you have Athena Swan data queries please contact Tim Harris on athena.staffdata@admin.ox.ac.uk.

New and updated documents and reports

Allowance Guide (165kb)  
  • The Allowance Guide has been updated to include the four new allowances below:
  • Clinical Additional Rostered Allowance
  • Clinical Weekend Allowance
  • Clinical Night Premium Allowance
  • Clinical Availability Allowance
RQ1_Creating and approving a staff request (1,332kb)
 
 
  • Screen prints and guidance updated to include Work Group field.
  • Top tip added to help with the approval process.

HRIS user support

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 2019 Payroll Cycle Diagram (14kb)

DATE(S)  DEADLINE EXPLANATION 
Wed 23 Oct - 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 this month's payroll run.
Thu 24 to Sun 27 Oct 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 1 Nov Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 6 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).
Tue 5 Nov 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 6 Nov 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 6 Nov 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 8 Nov - 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 21 Nov 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.