Summary description
This group of reports provides data for current staff in post. It includes data on employees and (optionally) non-employees. 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 staff 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
- You must always set a parameter within either the Division, Management unit code, Department code or Department fields. Aside from when using the Department code field, you must 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! See further guidance in the Available Filters table below.
- FTE and multiplier: Note that there are some instances where the FTE and multiplier differ by a few decimal places (due to an increase in the number of decimal places displayed post Payroll implementation which has not yet been reflected on all records). These will still be highlighted on the report.
- 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: 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.
-
OD Continuous Service Date: This is the Continuous Service Date recorded against staff records that existed in the University's old HR System (OpenDoor), as at December 2011. Please note, that a break in continuity of service might have occurred since December 2011 and that any such break may not be reflected here. This field will be blank for anyone starting on or after 1 January 2012, with no prior service.
- OD Oxford Start Date: This is the Start Date recorded against staff records that existed in the University's old HR System (OpenDoor), as at December 2011. This date will not include any TUPE service. This field will be blank for anyone starting on or after 1 January 2012, with no prior service.
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.
Filter |
Mandatory? |
Notes |
---|---|---|
Division | N | Select a division if you have access to more than one department within your division and wish to run a report for all of the departments within that division. |
Management unit code | N | Select a management unit code if you have access to more than one department within your management unit and wish to run a report for all of the departments within that area. |
Department Code |
N |
To run a report for all of the departments to which you have access - tick 'NULL'. To run a report for a selection of the departments to which you have access simply enter the codes, separated by a comma, eg AC, DF, EQ. NB If you do not select a division, a management unit code or do not tick NULL or enter a selection of department codes, your report will return 0 results. |
Department |
N |
You can also run a report based on the department description. Multiple values can be selected. |
Location |
N |
Select a location, if required. |
Grade | N | You can run the report by grade only. This will return results for staff who hold an appointment on the grade(s) selected – providing you have permission to view data in that department and/or at the grade selected. |
Administered by |
N |
Select DEP (department) or DIV (division), if required. |
Employee Status |
N |
The default is 'ALL', which includes non-employees. Use the dropdown to select specific status(es). |
Personnel Number |
N |
Enter specific personnel number or leave blank for 'all' records. |
Surname |
N |
Enter specific surname or leave blank for 'all' records. |
Details of paginated reports within this folder
Report | Notes |
---|---|
Full data set |
Contains all current appointments with additional useful information from appointment records and user data area. Includes an indicator to highlight where the multiplier is not equal to the FTE and an indicator to show if the employee is in receipt of an allowance (see “hints and tips” above). Data is grouped and the column headings are colour coded for ease of reference. |
Full data set with cost allocations |
As for Full Data Set, but with the addition of cost allocation details. Includes an indicator to assist users in identifying staff members without a cost allocation. |
Full data set with allowances |
As for Full Data Set, but with additional allowance information (and cost allocations for that allowance). Note that where an employee has more than one allowance, each allowance will be shown as a separate row in the report. Employees who do not have any allowances will also appear on this report. |
Limited data set (A4 print) |
Reduced set of fields to generate a report ideal for printing, excludes pay information. |
Limited data set with grade info (A4 print) |
As per Limited data set (A4 print), but with the addition of grade, point and salary details with grade info. |
Limited data set with cost allocations (A4 print) |
As per Limited data set (A4 print), but with the addition of workgroup name, workgroup manager and cost allocation information. |
Home address & contact details |
As well as home address details, includes email, Single Sign-on and University card details. |
Summary totals by Division |
Summary count of appointments, headcount and FTE by division. Note that you will only see figures for the departments to which you have access. Report parameter includes an Employee Status filter, which defaults to Permanent, Fixed Term, Open Ended Externally Funded and Self-Financing statuses, but can be updated. |