Staff data reports - current data

Summary and purpose

This group of eight reports provides a large number of data items for current staff in post, at a given point in time, and can be run for ad-hoc data requirements. It is primarily intended for export into Excel. Read what each report contains, below, under 'Details of paginated reports within this folder'.

When should you run these reports?

As and when required.

Additional useful information

• Always set a parameter within either the Division, Management unit code, Department code or Department fields. Unless using the Department code field, always tick 'NULL' against the Department code field. When entering a selection of department codes into the Department code field, leave 'NULL' unticked. Where the above instructions aren't followed, your report will return 0 results! Read further guidance in the Available Filters table below.
• Allowance indicator: Where an employee is in receipt of an allowance, this will be indicated by a “Y” in the "Allowance indicator" column in Full Data Set. Refer to Full Data Set with allowances for details of the allowance(s).
• Explanation of service dates: 

• Latest start date: the start of the earliest consecutive appointment with the University, which includes all appointment types, eg casual appointments.  
• Length of service (duration):  current length of service from the Latest Start Date of their consecutive appointments with the University, which includes all appointment types, eg casual appointments.  
• Total length of service: total length of engagement/ employment at the University. This is calculated using all appointments, regardless of appointment type, eg casual appointments from the start date of the individual’s very first appointment, shown in the Date First Joined field to now.  The length of service refers to all appointments, including where there are breaks. 
• Continuous service start date: earliest start date of qualifying consecutive* appointments at the University. For details on which appointments qualify for continuous service refer to the University’s policy.
• Continuous service duration: length of service in qualifying consecutive* appointments at the University, from the Continuous Service Start Date. For details on which appointments qualify for continuous service refer to the University’s policy.

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Details of paginated reports within this folder

Summary description

This group of reports provides data on current casual workers and teachers in post. It contains a large number of data items and is primarily intended for export to and manipulation in Excel.

Why run these reports?

To check details of casuals in post at a given point in time, or to provide the basis for ad-hoc data requirements by exporting to Excel and filtering and manipulating, as required.

When should you run these reports?

As and when required.

Hints & tips

• Explanation of service dates: 
  • Latest start date: This is the start of the earliest consecutive appointment with the University. This may include previous service with different departments. Care should be taken when an employee may have continuous service with the University prior to April 2001 as this may not be reflected. Care should also be taken where an individual has transferred between departments at any time as this date may have been updated incorrectly.

 Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Details of paginated reports within this folder

Summary description

Shows individuals (employees, and if required, non-employees and casuals) in fixed-term appointments. Includes:

• all current staff with Fixed Term Contracts (A4 print and excel versions);
• Fixed-Term Contracts due to end (A4 print and excel versions); and
• missing/lapsed end dates

Why run these reports?

• To check details of individuals with fixed-term contracts.
• To identify which contracts are due to end.
• To identify casuals who are due to end/ past their planned end date.

When should you run these reports?

Recommended to be run monthly to ensure that contract end dates are appropriately managed.

Hints & tips

• Results: Where there is no end date for a fixed-term contract this is flagged by the cell being highlighted in Red on several of the reports within this folder. To ensure data integrity, these records should be updated with the missing dates.
• Data: See note below on Employee Status if you want to report on non-employees as well as employees.
• Data: For details of funding end dates see PERDEP10_Cost Allocation (Funding) End dates.

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

FTCs due to end (A4 print) & FTCs due to end (Excel)

Details of paginated reports within PERDEP02 folder

Summary description

This useful group of reports provide historical appointment information.

Why run reports in this folder?

• To review appointment changes within a date range.
• To identify staff in post at a date in the past – useful for comparison with current staff in post counts.

When should you run these reports?

As and when required.

 Hints & tips

• Results: For both reports please note, that appointment history prior to 2003 is incomplete and that history which relates to discontinued department codes will not appear if you do not have security access to those departments. Please contact the HR Systems Support hr.systems@admin.ox.ac.uk if you require access to history for old department codes.

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Employee Details

Staff in Post (point in time)

Details of reports in this folder

Summary description

This group of reports allow you to identify individuals within your department who have been allocated certain roles, eg Head of Department, Departmental Administrator etc within PeopleXD.

Why run reports in this folder?

Useful for the maintenance of distribution lists.

When should you run these reports?

Run as required.

Hints & tips

• Results: Data must have been entered into the relevant section in PeopleXD before someone will be returned by this report. Refer to the Departmental Roles Scenario Factsheet (PDF) for guidance on allocating roles.
• 'Employee’s Role History' data: Employee’s Role History will only vary from the Employee’s Current Role Details report once roles are allocated to different employees over time.
• Migrated data: Please note Role Date From for migrated data shows as ‘1 Jan 1900’. If you know the actual start date for the role this can be amended as per Scenario Factsheet  above.

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Details of paginated reports within this folder

Summary description

This group of reports allows you to identify agency workers with current and ended contracts.

Why run these reports?

• To ensure that records for all agency staff have been created. Refer to New appointments for new and existing staff and non-employees (not for online applicants) for guidance if workers have not been set up.
• To identify agency workers who are approaching or have passed 12 weeks service. See the table below re Service Point guidance.
• To check that agency worker appointments have been set up correctly. See note below re FTE.

When should you run these report?

Run regularly as required.

Hints & tips

• Results: Data must have been entered into the relevant section PeopleXD before someone will be returned by this report.
• Service Days = estimate of working days since contract start date, based on a five-day working week, at report run date.
• Service Point = based on service days; more than 12 weeks, more than eight weeks or less than eight weeks. See below for key to guidance.
• FTE: Should always be '0' for agency workers. Any other FTE is highlighted in red. The records for these appointments must be updated in PeopleXD. Refer to CH3 Changing Hours (PDF).

Service Point guidance

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Details of paginated reports in this folder

Summary

There are three reports available under the PERDEP07 suite of reports:

1. 'Academic and senior staff aged 66 between dates selected' provides details of all employees who are in posts on grades that are subject to the EJRA, and who are at the age of 66 between the parameter dates entered. This should be run to identify the staff who should be contacted with regard to retirement planning/requesting to work beyond the EJRA date procedure. 
2. 'Academic and senior staff who are over the EJRA or have an approved extension to work beyond the EJRA' provides details of all employees who are subject to the EJRA policy and are already above the EJRA, as well as those who have an agreed extension to work beyond the EJRA, which has been recorded in the EJRA screen (UDF) within PeopleXD, see the EJRA scenario factsheet. NB If you find that a member of staff is working beyond their EJRA date without an approved extension, contact your HR Business Partner, as soon as possible.
3. 'Staff aged 55 and over' provides details of all employees who are excluded from the provisions of the EJRA policy, but who may be considering retirement options. These staff should be contacted with regard to retirement planning.

Please refer to the current EJRA policy for the latest guidance.

When to run these reports: 

Every three to six months, to ensure timely processes in respect of EJRA compliance.

Hints & tips

• Missing data: The reports include and highlight (in red) records where retirement date is unknown due to missing date of birth. To ensure data integrity such records must be corrected promptly.
• Staff with multiple appointments: If an employee holds employment contracts with more than one department, each department should send a separate retirement reminder letter for each of their respective appointments.

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Details of reports in this folder

Summary description

This report allows you to identify academics where probation and/or IPO data has been entered, which falls within the specified dates.

Note: The default selection is based on academic grades OR any employee record where the IPO (Years) field (IPO udf) has been completed - to enable IPO tracking for fellowship appointments.

Why run this report?

• To track academic appraisal activity that is required within a date range eg next 3 months, eg if review date approaching then produce interim review letters for the interested parties.
• To identify where academic appraisal dates/data is not yet entered on PeopleXD.

When should you run this report?

It is recommended to be run regularly, as required.

Hints & tips

• Running: This report may take slightly longer to run than other reports due to the complexity of the calculations involved.
• Output: It is recommended that the data is exported and then Excel filters used to flag where similar activity is required for a number of records.
• Results: Remember, data must have been entered into the relevant section in PeopleXD before it will be returned by this report.

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

 Details of paginated reports in this folder

Summary description

This group of reports allows you to output the academic staff listing (whitebook) data for your department or division depending on your access.

Why run these reports?

To check that data recorded is correct.

When should you run these reports?

Run as and when required.

NOTE: The University-wide version of this report will be run centrally by Human Resources and issued to divisional representatives on a quarterly basis.

Hints & tips

Incorrect or missing data: Follow the Academic staff listing (whitebook) Scenario Factsheet for guidance on updating records. This will be required where the academic staff listing details are incorrect, or the 'Selection by Academic Grades' report identifies an individual who should be included.

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Details of paginated reports in this folder

Summary description

This group of reports shows cost allocation (funding) date details for all appointment types. Includes:

• Cost allocations due to end
• Records with no cost allocations
• Cost allocations started or ended within a specified period

Why run these reports?

• To identify where funding is due to end.
• To identify records where there are no/no current cost allocations.

When should you run these reports?

Recommended to be run monthly to ensure that funding end dates are appropriately managed.

Hints & tips

Data: See note below on Employee Status if you want to report on non-employees and/or casuals as well as employees.

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

 Details of paginated reports in this folder

Summary description

This group of reports has been designed to assist you in identifying those staff within your department(s) who may be eligible for consideration under the University’s Reward and Recognition Scheme. The reports include employees with a minimum of six months service with the University as at the date the reports are run, and exclude 'workers' (ie casuals) and 'non-employees' (including agency workers – see 'Hints and Tips'). The Transfers report includes potentially eligible employees who were employed during the assessment period, but have since transferred to another department.

Why run these reports?

To assist you in identifying which employees are eligible for consideration under the Reward and Recognition Scheme.

When should you run these reports?

Prior to assessing performance under the Reward and Recognition Scheme.

Hints & tips

Length of service: this is based on 'Latest start date' in PeopleXD, which reflects the employee’s latest rejoin date if they have left and rejoined the University. This potentially includes service with a previous department.

Casual service: note that length of service includes any service obtained within a casual appointment – which does not count towards service eligibility for the scheme. You will need to ensure you are aware of employees who have casual service within the previous six months and manually exclude these from being considered under the scheme.

Eligibility – categories for further consideration: the following categories of staff will be included on the report, but their specific circumstances may affect their eligibility:

• Staff at the top of the discretionary range of the grade: In the Awards for Excellence scheme, staff at the top discretionary point of any grade are eligible to be considered for the award of a non-pensionable lump sum to the value of one increment to reward exceptional performance only. They are eligible for the Recognition Scheme. These staff are highlighted on the report.
• Apprentices: Apprentices have pre-determined grade progression and are eligible only for non-recurrent awards through the Awards for Excellence Scheme. They are eligible for Recognition Awards. It is the departments’ responsibility to identify their apprentices.
• TUPE transfers: If the job category field in PeopleXD contains the 'TUPE transfer' indicator this will be highlighted on the report. Staff who have transferred in to the University under a TUPE arrangement will be eligible for consideration unless that arrangement precludes inclusion or imposes alternative ‘merit’ arrangements. If you are unsure about whether an individual should be included, please check their contractual arrangements and seek further advice from your HR Business Partner if clarity is required.
• Staff paid on grades ending with 90: These are likely to be staff transferred under TUPE arrangements (see above) but you should check their contractual arrangements and seek further advice from your HR Business Partner, if required.  
• Absent staff: Staff who have been absent for part of the assessment period due to sickness or for family-related reasons should also be reviewed, with due allowance made for the period of absence. Departments are responsible for identifying staff who have had a period of absence.
• Agency workers: Agency workers with more than six months service and paid at equivalent rates to staff on grade 1-10 are eligible for consideration under the scheme. We are currently exploring ways of incorporating these workers into the report. In the meantime departments are asked to determine the eligibility of their agency staff via separate means.       

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

 Details of paginated reports in this folder

Summary description

Enables you to search for active cost centres and project codes available in PeopleXD by entering any part of the code or description (see below for a description of the criteria)

Why run this report?

To view PeopleXD and Oracle cost centres and project codes. This may be particularly useful when completing the casual payment spreadsheet or submitting forms to Data Services

When should you run this report?

As and when required.

Hints & tips

• Results: If the report is blank, the criteria you have entered is either invalid or inactive.
• Data: If the report contains unexpected data, check that you have entered the correct details in the search box

Available filters

Summary description

Provides a summary of the current work group data held in PeopleXD, including work group managers (ie Self-Service Managers). It is designed for use on screen, for export to spreadsheet, or for printing. 

Why run this report?

• To check work group data held in PeopleXD
• To report on the managers of the work groups

When should you run this report?

This report can be run as and when required.

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Details of paginated reports in this folder

Summary description

Allows you to view the details held in the Academic Title UDF for all applicable records in your department or division, depending on your access.

Includes a column for ‘Grade’; users are reminded that any personal data must be handled in accordance with the General Data Protection Regulation (GDPR) and associated legislation. For further information, please see the University Policy on Data Protection.

Why run this report?

To check that data recorded is correct.

When should you run this report?

As and when required.

Hints & tips

Incorrect or missing data: Where any details are found to be incorrect/missing refer to the Add and manage UDFs: Academic Titles for guidance on updating the records.

Summary description

This group of six reports let you analyse the distribution of Reward and Recognition Scheme nominations and awards in your department/division by grade/staff group and sex. Report descriptions are provided below.

The data is sourced from the following two UDFs in PeopleXD: Appt: R&R Recognition Scheme and Appt: R&R Awards for Excellence. Accurate and complete data entry is crucial as per the guidance. Incomplete entries will result in missing data (even if the individual has received payment). Refer to 'Hints and Tips' for further clarification of the data.

The report can be exported into Excel for further analysis.

Why run these reports?

To verify the nomination data input and to analyse the distribution of the nominations and awards in your department or division by grade/staff group and sex.

Note: If using this report for displaying an overview of the award data on your staff noticeboard (as policy requires), ensure that the numbers are sufficiently high to prevent individual identification.

When should you run these reports?

As required, but specifically following each annual Reward and Recognition Scheme exercise, once all the data for your department/division has been entered into PeopleXD. Any specific deadlines will be communicated each year via the HR Systems Bulletin.

Hints & tips

• Cohort: the data is based on individuals on eligible grades with six months service at the end of the assessment period. Awards for Excellence - Nomination and Award Details and Recognition Scheme - Nomination and Award Details reports include details of eligible appointments held within the assessment period which have a nomination recorded, but will exclude any ineligible appointments even if the ineligible appointment has a nomination recorded. Percentage figures quoted in reports Awards for Excellence - Nominations and Awards by Grade and Sex, Awards for Excellence - Nominations and Awards by Staff Group and Sex, Recognition Scheme - Nominations and Awards by Grade and Sex and Recognition Scheme - Nominations and Awards by Staff Group and Sex will be based on the total number of eligible appointments in post at the assessment period end date.
• Length of service: The service length calculation used to determine whether an individual is eligible is based on whether they had six months or more of eligible service at the assessment period end date. As the report calculates the service retrospectively (rather than at run date), breaks in service during the assessment period might occasionally not factor into the calculation.
• Total appointments: Reports Awards for Excellence - Nominations and Awards by Grade and Sex, Awards for Excellence - Nominations and Awards by Staff Group and Sex, Recognition Scheme - Nominations and Awards by Grade and Sex and Recognition Scheme - Nominations and Awards by Staff Group and Sex (summary data) contain figures for “total appointments”. These figures represent the total number of appointments in that category (ie appointments held by individuals of that legal sex/grade/staff group) at the assessment period end date to enable the calculations of percentage nominations and awards.
• Total nominations: Reports Awards for Excellence - Nominations and Awards by Grade and Sex, Awards for Excellence - Nominations and Awards by Staff Group and Sex, Recognition Scheme - Nominations and Awards by Grade and Sex and Recognition Scheme - Nominations and Awards by Staff Group and Sex (summary data) contain figures for “total nominations”. These figures represent the number of appointments against which there is at least one nomination, by category (ie the number of nominated appointments per sex/grade/staff group). This may result in a discrepancy between the number of rows in the “details” report compared with the "total nominations" figure in the "summary" report (ie where there have been multiple nominations against the same appointment). Additionally, if there are no eligible appointments at the assessment period end date which match the category for a nominated appointment, the “total nominations” column will have a value, but the “total appointments” column won't. Consequently, the percentage columns will not be calculated.
• Percent awards granted: These figures are based on the total number of eligible appointments in the department/division, not on the number of nominations. If all nominations are granted, the figures in the “percent (nominations)” and “percent (awards granted)” columns will be the same.
• Percent successful appeals: Reports Awards for Excellence - Nominations and Awards by Grade and Sex and Awards for Excellence - Nominations and Awards by Staff Group and Sex include data to show the percentage of appeals that were successful. These figures are based on the total number of eligible appointments in the department/division at the assessment period end date, not on the number of appeals submitted. If all appeals are successful, the figures in the “percent (appeals submitted)” and “percent (successful appeals)” columns will be the same.
• Staff Group definitions:
  • Support staff: staff on grades 1-5 and apprentice grades
  • Academic-related: staff on grades 6-10, and grades E64, E65, E66, and E71
  • Other: grades E90, B90, D90, K90, M90 (staff on these grades, many of whom were transferred in under TUPE, may or may not be eligible for an award, depending on their contractual terms and conditions)

Available filters

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Details of paginated reports in this folder

Summary description

This report allows you to view all outside appointments details entered in a UDF for academic and related staff. The report can be run by academic year.

Why run this report?

To monitor outside appointments for an individual, to ensure compliance with policy: https://hr.admin.ox.ac.uk/holding-outside-appointments.

When should you run this report?

Every six months or at least annually.

Hints & tips

• Results: Data must have been entered into the Outside Appointments UDF in order for someone to be returned in this report
• Incorrect or missing data: Where details are missing or incorrect please refer to Add and manage UDFs how-to guide for guidance on entering and updating the details.

Available filters

Summary description

These reports validate and use person and appointment data and use colour highlighting and guidance messages to flag anomalous data that requires updating in PeopleXD. 

They return errors for data required for submission to the Higher Education Statistics Agency (HESA).

Appointments checked:

• Employee appointments (excluding casual teaching, casual workers and non-employees)
• Appointments active in the reporting year, ie 1 August - 31 July

Why run this report?

• To ensure that departmental data required for internal and external reporting (eg for HESA, Medical Schools Council, Athena SWAN) are complete, accurate and valid.
• To ensure that departmental data complies with the GDPR and related UK data protection legislation and the HR Data Quality Policy

When should you run this report?

This report should be run on a monthly basis to ensure timely identification and correction of errors.

Hints and tips

• Please note incorrect staff classifications (category and sub-category) lead to incorrectly flagged errors. For example, if an appointment is incorrectly classified as academic, the report will expect related academic data, flagging it as missing. To resolve this, review and correct staff classification, using the Staff Classification Guide, then re-run the report to ensure only relevant errors are flagged.
• For guidance on correcting data errors, refer to the Clearing Data Quality Errors webpage.
• Please email any queries related to this report to hris.dataquality@admin.ox.ac.uk.

Details of reports in this folder

Summary description

These reports validate person and appointment data for casual appointments, including items like staff classification, working hours and working pattern, target end date, job text/title and right to work.

The report includes checks on appointments with the Appointment Status of ‘Appointed’, ‘Commenced’ and ‘Ended’.

Appointments checked

• Casual teacher, examiner or workers, ie PeopleXD posts: CASTCH, CASEXM or CASUAL, and Employee Sub Status: Atypical
• Appointments active in the academic year, ie 1 August - 31 July

Why run this report?

• To check that your data entry is correct 
• To ensure that data for casual staff are complete, accurate and valid for your department(s)
• To ensure that data submitted to external organisations (such as HESA) and data used for internal management information are accurate
• To comply with the GDPR and related UK data protection legislation and the HR Data Quality Policy.

When should you run this report?

Run regularly, ideally every month and ensure that all errors are cleared from this report. 

Hints and tips

• The Staff Classification Guide will help you resolve error messages related to staff classifications. 

Details of tabs