Personnel reports - current data

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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

  • 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 HRIS (OpenDoor), as at December 2011 (when we changed to CoreHR). 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 HRIS (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

Department Code

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code here. Multiple values can be selected.

Department Description

N

As above, select the department name, if required.

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).

Location         

N

Select a location, if required.

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

Division

N

Applies to Summary totals by Division report only – enter division name, if required.

Details of paginated reports within this folder

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 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.

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.

Filter

Mandatory?

Notes

Department Code

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code. Multiple values can be selected.

Department Description

N

As above, select the department name, if required.

Administered by

N

Select DEP (department) or DIV (division), if required.

Location         

N

Select a location, if required.

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

Full data set

This shows 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 (see 'Hints and tips' above). Data is grouped and the column headings are colour coded for ease of reference.   

Limited data set (A4 print)

Reduced set of fields to generate a report ideal for printing, excludes pay information.

Home address and contact details

As well as home address details, includes email, Single Sign-on and University card details

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.

Filter

Mandatory?

Notes

     

Department Code

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code here. Multiple values can be selected.

     

Department Description

N

As above, select the department name if required.

     

Employee Status

 Y 

The default is 'FIXED TERM', but can be changed to include non-employees, which will include Marie Curie Students and Nuffield Medical Fellows. Workers can also be selected to identify casuals.

     

Administered by

N

Select DEP (department) or DIV (division), if required.

     

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

     

Surname

N

Enter specific surname or leave blank for 'all' records.

     

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

Parameter

Mandatory?

Notes

Target end date (from)

Y

Contract end dates from this point in time.

Target end date (to)

Y

Contract end dates to this point in time.

Details of paginated reports within PERDEP02 folder

FTCs (A4 print)

Limited set of fields to generate a report ideal for printing. Shows basic person and appointment details for all employees on a fixed-term contract.

FTCs (Excel)

More extensive set of person and appointment fields for all employees on a fixed-term contract. Ideal for export to Excel for further data analysis.

FTCs due to end (A4 print)

Limited set of fields to generate a report ideal for printing. Shows basic person and appointment details for employees with a fixed-term contract due to end within the period specified.

FTCs due to end (Excel)

More extensive set of person and appointment fields for exporting showing employees with a fixed-term contract due to end within the period specified.

Missing FTC end dates

Shows all employees within the department for whom the FTC end date is blank.

Lapsed FTC end dates

Shows all employees within the department for whom the FTC end date has been passed, ie their contract should have been ended or extended.

Target end date misuse 

Shows records where target end date is present, but employee status is not Fixed-Term, Worker or Non-employee.

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 HRIS helpdesk if you require access to history for old department codes.

Available filters

 

Filter

Mandatory?

Notes

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

Department Code

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code here. Multiple values can be selected.

Department Description

N

As above, select the department name, if required.

Administered by

N

Select DEP (department) or DIV (division), if required.

Employee Status

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Select from the dropdown the specific status(es) or remove the default list to bring back all records (this will include non-employees).

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

Employee Details

Filter

Mandatory?

Notes

Period start date

Y

Appointment changes from this point in time.

Period end date

Y

Appointment changes to this point in time.

Change reason

N

Select specific reason(s) or leave as is to return all records.

Employment status N Select a specific employment status or leave as is to return all records.

Staff in Post (point in time)

Filter

Mandatory?

Notes

Point in time

Y

Records as at this point in time.

Location

N

Select a location, if required.

 

Details of reports in this folder

Employee Details

Shows all records where an appointment has been changed within the specified period. 

Staff in Post (point in time)

Personal and appointment data for employees in post at the specified date. Has the same fields as the PERDEP01_Staff in Post (Limited data set) report enabling comparison between current and historical data.

 

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 CoreHR.

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 CoreHR before someone will be returned by this report. Refer to IP7 Assigning and Maintaining Employee Roles (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 QRG IP7 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.

Filter

Mandatory?

Notes

     

Department code

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code here. Multiple values can be selected.

     

Department

N

As above, select the department name, if required.

     

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

     

Surname

N

Enter specific surname or leave blank for 'all' records.

     

Role department codes(s)

N

Select the relevant department code where the role exists (as opposed to the department where the role holder works). Multiple values can be selected.

     
Role N Select a specific role(s) or leave as is to return all results.      
           

 

Details of paginated reports within this folder

Employee’s Current Role Details

Shows names of individuals within the department with current roles. 

Employee’s Role History

Shows names of individuals within the department with current and past roles.

   

 

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 PA2h Setting up a Non-Employee (inc Agency) (PDF) for guidance if workers have not been set up.
  • To identify agency workers who are approaching or have passed 12 weeks service. See 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 in CoreHR 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 CoreHR. Refer to CH3 Changing Hours (PDF).

Service Point guidance

Over 12 weeks

Highlighted RED

Action Required: If the worker is still here you must amend their appointment to reflect relevant grade/point (see CH19 Updating Agency Worker Records at Twelve Weeks (PDF) for guidance). Alternatively, if they are no longer working in your department you must end date their appointment (see EA1 Ending Appointment(s) (PDF) ).

Over 12 weeks NOT GRADE N99

Highlighted ORANGE

No action required.

Over 8 weeks

Highlighted YELLOW

Consider next steps: As Service Days gets closer to 60 you should consider changes to their appointment from 12 weeks.

Under 8 weeks

 

No action 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.

Filter

Mandatory?

Notes

Date from

Y

Current Agency Appointments & Count Current Agency Appointments: Date that contract start date will be equal, or greater than.

Ended Agency Appointments & Count Ended Agency Appointments: Date that contract end date will be equal, or greater than.

Date to

Y

Current Agency Appointments & Count Current Agency Appointments: Date that contract start date will be equal, or less than.

Ended Agency Appointments & Count Ended Agency Appointments: Date that contract end date will be equal, or less than.

Department Code

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code here. Multiple values can be selected.

Department Description

N

As above, select the department name, if required.

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 in this folder

Current Agency Appointments

Shows appointment details for agency workers with current appointments (ie where there is no contract end date).

Count Current Agency Appointments

Count of current appointments by Service Point group.

Ended Agency Appointments

Shows appointment details for agency workers with ended appointments (ie where there is a contract end date).

Count Ended Agency Appointments

Count of ended appointments by Service Point group.

 

Summary description

This group of reports allows you to identify employees approaching the University’s employer justified retirement age (EJRA) based on grade, date of birth and EJRA rules. It also enables you to identify those staff in grades 1-7 who may want to start thinking about retirement, but for whom the University’s EJRA rules do not apply.

There are three reports in this group, as detailed below; Staff at grades 8 and above aged 65 between dates selected provides details of all employees at grade 8 and above who are at the age of 65 between the parameter dates entered; Staff at grades 8 and above who are over the EJRA or have an approved extension to work beyond the EJRA provides details of all employees who are above the EJRA, as well as those who have an EJRA screen (UDF) completed in CoreHR; Staff at grades 1 - 7 aged 55 and over provides details of all employees within grades 1-7 who are excluded from the provisions of the EJRA policy, but who may be considering retirement options.

The report will return all staff at the age of 65 in order to allow departments to contact staff at least 2.5 years in advance of their retirement date. Please refer to the current EJRA policy for the latest guidance.

These reports are designed to be exported to Excel for further manipulation and analysis.

Why run these reports?

There are three main reasons for running these reports:

  1. To identify which academic and academic-related employees at grade 8 and above should be contacted with regard to retirement planning. Data should be used as a starting point to decide which employees should be sent an EJRA reminder letter.
  2. To identify employees at grade 8 and above who are working beyond their EJRA, as well as any individuals who have an agreed extension to work beyond the EJRA, which has been recorded in the EJRA screen (UDF) within CoreHR, see QRG – CH27 Recording and Maintaining EJRA Data (PDF) . Please note: if you find that a member of staff is working beyond their EJRA date without an approved extension, please contact your HR Business Partner as soon as possible.
  3. To identify which employees at grades 1 - 7 should be contacted with regard to retirement planning.

When should you run these reports?

Recommended to be run every three to six months, to ensure timely processes in respect of EJRA compliance.

Hints & tips

  • Results: There are three reports to assist with the different types of processes to follow and letter templates to use.
  • 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.
  • ‘Person profile retirement age’ field: This is included for reference and to give departments the option to carry out a data quality exercise, if required. This field is often populated with the old default retirement age of 65, which can be overwritten with the default EJRA date.
  • ‘Grade Notes’ field: The report includes a ‘Grade Notes’ field that provides guidance on next steps for staff at certain grades. Please take note of the instructions in this field. 
  • Multiple letters: If an employee is employed by more than one department (ie holds employment contracts with more than one department), each of those departments should send a separate retirement reminder letter to that employee for each of their respective appointments.

Available filters

Filter

Mandatory?

Notes

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

From date

('Staff at grades 8 and above aged 65 between dates selected' only)

Y

Select/enter the start date of the period required.

To date

('Staff at grades 8 and above aged 65 between dates selected' only)

Y

Select/enter the end date of the period required.

As at date

('Staff at grades 8 and above who are over the EJRA or have an approved extension to work beyond the EJRA' and 'Staff at grades 1 - 7 aged 55 and over')

Select/enter the effective date on which you want the data to be based.

Department code

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code. Multiple values can be selected.

Department

N

As above, select the department name, if required.

Pay Admin by

N

Select DEP (department) or DIV (division), if required.

Employee status

N

Default excludes casuals and non-employees. Select
specific status(es).  

Personnel number

 N

Enter specific personnel number or leave blank to return all relevant
records. 

Surname 

 N

Enter specific surname or leave blank for 'all' records.

Details of paginated reports in this folder

Staff at grades 8 and above aged 65 between dates
selected

Includes all academic, research and academic-related employees at grade 8 and above who are 65 between the dates entered in the filters.

Report includes a calculated EJRA date based on date of birth and EJRA rules. There are two different letter templates (ML1 or ML2) to use when communicating with staff approaching their EJRA.  

Note: This will exclude anyone in grades 01S-07S

Staff at grades 8 and above who are over the EJRA or have an
approved extension to work beyond the EJRA

Includes all academic and academic-related employees at grade 8 and above who are above the EJRA (69 years and above), as well as any employees with agreed extensions to work beyond the EJRA, where this has been recorded in the EJRA screen in CoreHR.

This enables you to identify whether anyone is working beyond their EJRA without the EJRA committee’s approval, and also to monitor the approaching extended retirement dates of those who have an approved extension to work beyond the EJRA. This report should also be used to identify where EJRA screen data may be missing from CoreHR.

There are two different letter templates (ML3 or ML4) to use to communicate with staff approaching the end of their extension to work beyond the EJRA.

Staff at grades 1 - 7 aged 55 and over

Includes all employees at grades 01S – 07S who are age 55 and over at the ‘as at date’ entered.

   

 

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 CoreHR.

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 CoreHR 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.

Filter

Mandatory?

Notes

Date from

Y

Date that is equal to, or more than, for any of the following fields:

  • Probation Expiry Date (or Probation Extension if that exists)
  • Probation Review date 1
  • Probation Review date 2
  • 2nd Report due (but only if 2nd Report received is not complete)
  • Formal Report due (but only if Formal Report received is not complete)

Date to

Y

Date that is equal to, or less than, for any of the fields as above.

Department Code

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code. Multiple values can be selected.

Department Description

N

As above, select the department name, if required.

Employee Status

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Select specific status(es) or remove the default list to bring back all records (this will include non-employees).

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

Include completed probations

Y

Enter Yes or No.

Note: NO will only return records where probation completion date is not complete. YES will return all records including those where the probation completion date has been set.

 Details of paginated reports in this folder

Employee List

Shows basic appointment details, probation dates, IPO dates and comments (where entered).

 

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: Where the academic staff listing details are found to be incorrect, or the Selection by Academic Grades report identifies an individual who should be included, refer to IP8 Maintaining Academic Staff Listing (Whitebook) Data (PDF) for guidance on updating records.

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 division if relevant

Department Code

N

As above, select the department code, if required.

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 in this folder

Whitebook Full Details

Full set of academic staff listing data. Ideal for export to Excel for further data analysis.

Whitebook Printable

Limited set of fields to generate a report ideal for printing, shows basic person and appointment details for individuals flagged as ‘whitebook’.

Appointment Summary Count

Count by appointment title for employees reported in the whitebook.

Appointment Summary FTE

Analysis of FTE by appointment title for employees reported in the whitebook.

Selection by Academic Grades

Identifies individuals who by their grade could be relevant for inclusion in the whitebook, but where their appointment has not been flagged as such.

 

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

Filter

Mandatory?

Notes

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

Date From

Y

Costing end date greater or equal to this date.

Date To

Y

Costing end date less or equal to this date.

Department Code

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code. Multiple values can be selected.

Department Description

N

As above, select the department name, if required.

Administered by

N

Select DEP (department) or DIV (division), if required.

Employee Status

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Select specific status(es) or remove the default list to bring back all records (this will include non-employees).

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 in this folder

Cost Allocation due to end

Shows cost allocations due to end during specified period where there are no further/subsequent allocations set up.

Costing Never Assigned to the Appointment

Identifies records where the cost allocation has never been set up.

No Current Cost Allocation

Identifies records where the most recent cost allocation has an end date in the past.

Cost Allocation Ended in Period

Shows cost allocations ended in a specified period. Note: there may be subsequent cost allocations with end dates outside of the period specified, but these will not be reported back.

Cost Allocation Started in Period

Shows cost allocations started in a specified period, whether or not there were previous cost allocations.

 

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 CoreHR, 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 CoreHR 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

Filter

Mandatory?

Notes

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

Department Code

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code . Multiple values can be selected.

     

Department Description

N

As above, select the department name, if required.

     

Administered by

N

Select DEP (department) or DIV (division), if required.

     

Location         

N

Select a location, if required.

     

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 in this folder

Current staff

All current staff with at least six months service at the date the report is run, who are paid on one of the grades that are eligible for consideration under the Reward and Recognition scheme.  Excludes all records with an employee status of “worker” (eg casuals) and “non-employee” who are not eligible under the scheme (see note on Agency Workers above) as well as those who have left, who would not normally be considered. Fields include: grade, point, job category (with TUPE indicator highlighted) and a 'Top of scale' column identifying those staff who are at the top of the discretionary range (see Hints and Tips above).

Transfers

Staff who were employed in the department in one of the eligible grades/categories for all or part of the assessment period (previous calendar year) but who have since transferred to another department. 

Organisational Restructures: If you had responsibility for a department that closed during the assessment period, in addition to running both of the reports for your current department code(s) you will need to run the Transfers report on the closed department code(s) to ensure you capture employees who transferred from that department to another department during the assessment period.

   

 

Summary description

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

Why run this report?

To view CoreHR 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

Enter one of the following in the search box  The details below will be returned
Two character dept. code All active cost centre and project codes containing the specified characters
Cost centre Active Cost centre codes and Oracle descriptions
Project code (full or partial) All active project codes containing the specified character string
Project description (full or partial) All active project codes containing the specified text or character string

 

Summary description

Provides a summary of the current work group data held in CoreHR, 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 CoreHR
  • To report on the managers of the work groups

When should you run this report?

This report can be run as and when required.

Hints & Tips

Results: Please note that if a work group has multiple managers, only one manager will be listed in the report. (This is not always the employee's 'Reports to' manager, as listed in CoreHR.)

Available filters

Filter

Mandatory?

Notes

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

Department code(s)

N

If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code. Multiple values can be selected.

Department(s)

N

As above, select the department name, if required.

Work group(s)

 N You can select/enter one or more work groups, if required. Otherwise, leave blank to return data for all work groups.

Personnel number

N

Enter specific personnel number or leave blank to return all relevant
records.

Surname

N

Enter specific surname or leave blank for 'all' records.

Details of paginated reports in this folder

Work group data

Returns employees’ work group data, including the work group manager (ie Self-Service Manager) and some of their appointment details.

 

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 QRG: IP12 Academic Title (PDF) for guidance on updating the records.

Summary description

This group of reports enables you to analyse the distribution of Reward and Recognition Scheme nominations and awards in your department or division by grade/staff group and legal sex. There are six reports available in this folder; three relating to Awards for Excellence and three for Recognition Scheme payments. Descriptions of each are provided below.

The data returned is based entirely on the data entered into the following two UDFs in CoreHR: Appt: R&R Recognition Scheme and Appt: R&R Awards for Excellence. If these screens have not been completed the data will not appear in this report (even if the individual has received payment for an award). Please also see the note under 'Hints and Tips' regarding cohort for further clarification of the data included in this report.

The report is designed to be exported to Excel for further manipulation and analysis.

Why run these reports?

To enable you to analyse the distribution of Reward and Recognition Scheme nominations and awards in your department or division by grade/staff group and legal sex.

Note: if using this report as the basis for displaying an overview of the award data on your staff noticeboard (as required by the policy) please ensure that the numbers are sufficiently high that no individual can be identified.

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 CoreHR. The date by which all data must be updated in CoreHR for central analysis will be communicated each year via the HRIS Bulletin.

Hints & tips

  • Cohort: the data is based on individuals on eligible grades with six months service at the point the report is run. Awards for Excellence - Nomination and Award Details and Recognition Scheme - Nomination and Award Details reports will exclude any ineligible appointments even if the ineligible appointment has an award recorded. Percentage figures quoted in reports Awards for Excellence - Nominations and Awards by Grade and Legal SexAwards for Excellence - Nominations and Awards by Staff Group and Legal Sex, Recognition Scheme - Nominations and Awards by Grade and Legal Sex and Recognition Scheme - Nominations and Awards by Staff Group and Legal Sex will be based on the total number of eligible appointments.
  • Length of service: Length of service used to determine whether an individual is eligible for inclusion is based on service accrued up to the date on which the report is run. As every department undertook their assessment exercise at slightly different points in time it is not possible to be more specific. However, it is expected that all employees included in the report will have had at least six months service at the assessment point, in order to have been granted an award.
    • 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. This should have been taken into consideration when assessing eligibility for the scheme (see description of PERDEP11 R&R Scheme Eligibility).
  • Total appointments: Reports Awards for Excellence - Nominations and Awards by Grade and Legal Sex, Awards for Excellence - Nominations and Awards by Staff Group and Legal Sex, Recognition Scheme - Nominations and Awards by Grade and Legal Sex and Recognition Scheme - Nominations and Awards by Staff Group and Legal 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) to enable the calculations of percentage nominations and awards.
  • Percent awards granted: Note that these figures are based on the total number of eligible appointments in the department/division – not on the number of nominations.  Therefore, 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 Legal Sex and Awards for Excellence - Nominations and Awards by Staff Group and Legal Sex include data to show the percentage of appeals that were successful. Note that these figures are based on the total number of eligible appointments in the department/division – not on the number of appeals submitted. Therefore, 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

Filter Mandatory? Notes 
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Department code(s)  If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code. Multiple values can be selected. 
Department description  As above, select the department name, if required. 
Personnel Number  Enter specific personnel number or leave blank to return all records.
Enter the year in which the payment is made  2015 onwards. 
Enter ‘Y’ to include recurrent excellence increments (Awards for Excellence reports only)  Defaults to include recurrent excellence increments but these can be excluded by changing the parameter to “N”. 
Enter ‘Y’ to include non-recurrent excellence increments (Awards for Excellence reports only)  Y Defaults to include non-recurrent excellence increments but these can be excluded by changing the parameter to “N”. 
Enter ‘Y’ to include individual awards (Recognition Scheme reports only)  Y Defaults to include individual awards but these can be excluded by changing the parameter to “N”. 
Enter ‘Y’ to include team awards (Recognition Scheme reports only)  Y Defaults to include team awards but these can be excluded by changing the parameter to “N”. 

Details of paginated reports in this folder

Awards for Excellence - Nomination and Award Details Includes all records that have data within the Appt: R&R Awards for Excellence screen, which meet the eligibility criteria (see note on “cohort” above). Includes staff who were nominated (including self-nominated) for an award but were not successful, as well as those who received an award. Will include or exclude recurrent and non-recurrent awards based on the parameters selected. Includes staff who have since left the department (for which the leaving date will be present in the “End Date” column and the leaving code and destination included where these were completed in CoreHR).   
Awards for Excellence - Nominations and Awards by Grade and Legal Sex  Shows the number of eligible appointments in the department(s) selected, and the number and percentage of those that were nominated for and granted an award.  Will include or exclude recurrent and non-recurrent awards based on the parameters selected. Also includes data on the number and percentage of appeals and the number and percentage that were successful. All data is split by grade and legal sex, but also includes total appointments and total nominations for each department and a total for all records returned. 
Awards for Excellence - Nominations and Awards by Staff Group and Legal Sex  Shows the number of eligible appointments in the department(s) selected, and the number and percentage of these that were nominated for and granted an award. (see “hints and tips” above for definition of “Staff Group (by Grade”)). Will include or exclude recurrent and non-recurrent awards based on the parameters selected. Also includes data on the number and percentage of appeals and the number and percentage that were successful. All data is split by staff group and legal sex, but also includes total appointments and total nominations for each department and a total for all records returned. 
Recognition Scheme - Nomination and Award Details  Includes all records that have data within the Appt: R&R Recognition Scheme screen, which meet the eligibility criteria (see note on “cohort” above). Includes staff who were nominated (including self-nominated) for an award but were not successful, as well as those who received an award.  Will include or exclude individual and team awards based on the parameters selected. Includes staff who have since left the department (for which the leaving date will be present in the “End Date” column and the leaving code and destination included where these were completed in CoreHR).   
Recognition Scheme - Nominations and Awards by Grade and Legal Sex  Shows the number of eligible appointments in the department(s) selected, and the number and percentage of those that were nominated for and granted an award.  Will include or exclude individual and team awards based on the parameters selected. All data is split by grade and legal sex, but also includes total appointments and total nominations for each department and a total for all records returned. 
Recognition Scheme - Nominations and Awards by Staff Group and Legal Sex  Shows the number of eligible appointments in the department(s) selected, and the number and percentage of these that were nominated for and granted an award. (See “hints and tips” above for definition of “Staff Group (by Grade”)). Will include or exclude individual and team awards based on the parameters selected. All data is split by staff group and legal sex, but also includes total appointments and total nominations for each department and a total for all records returned. 

 

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 QRG IP5 for guidance on entering and updating the details.

Available filters

Filter Mandatory?  Notes 
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Academic Year   N Select the relevant year, eg ‘2019/20’
Department(s)   N If you have access to more than one department and wish to report on only one of those departments, select the relevant department code, otherwise leave blank to include all departments. 
Division(s)   N If you have access to more than one division and wish to report on only one of those divisions, select the relevant division code, otherwise leave blank to include all departments. 
Outside appointment type   N If you wish to view a specific outside appointment type, select it here. Otherwise leave blank to return all applicable records.
Employee number   N Enter specific employee number or leave blank to view 'all' records. 

 

Summary description

This report validates person and appointment data and uses colour highlighting and guidance messages to flag anomalous data that requires updating in CoreHR. There is also a companion website to guide you through making updates

This report validates many items returned to the Higher Education Statistics Agency (HESA) as well as staff classifications, right to work, FTE and target end dates. It is restricted to return only a sub-set of the appointments in your area that are needed for internal and external reporting (see Hints and Tips below). The HR Analytics Team may vary the subset of appointments validated periodically.

Why run this report?

  • To ensure data are complete, accurate and valid.
  • To reduce the number of queries you receive from the HR Analytics Team towards the end of the academic year.
  • To ensure that departmental data submitted to external organisations (eg HESA, Medical Schools Council, Athena SWAN) and for internal reports (eg staffing figures) are correct.
  • 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 regularly throughout the year, ideally monthly. This report should be run in early July before the HESA staff return and University staffing figures are collated, to ensure that there are no anomalies in the data. It may also be beneficial to run this report more regularly when your department(s) experience high numbers of new appointments (eg in September – October).

Hints and tips

  • The filters in this report are set by the HR Analytics Team and are designed to validate a particular portion of your dataset that is to be used for reporting.
  • The report returns new appointments in the current academic year.
  • Workers (casual workers and casual teaching) and non-employees are excluded from this report, as they are not required for the HESA return.
  • Detailed guidance on entering the HESA data items covered in the report are available on the HR Analytics Team webpages.
  • Many of the guidance messages in the report are dependant on the staff classification of the appointment (category and sub-category). Work through any staff classification anomalies first using the Staff Classification Guide and then re-run the report, as this may reduce the overall number of anomalies flagged.
  • For guidance on correcting data errors in CoreHR, highlighted on the report, refer to the Data Quality Clearing Errors webpage.
  • Please direct any questions or feedback on this report to the HR Analytics Team at hris.dataquality@admin.ox.ac.uk

Details of paginated reports in this folder

 Data validation

Sorted by the first column ‘DATA QUALITY STATUS’. One row returned per appointment.

Red cells in the ‘DATA QUALITY STATUS’ column indicate that the appointment has errors in the data; green cells indicate that the appointment data are correct.

 

Summary description

This report validates Casual Worker person and appointment data, including items like staff classification, working hours and working pattern, target end date, job text/title and right to work.

The report checks that the data conform to the requirements set out in PA11 - Managing Casual Worker Records.

The report includes checks on:

  • appointments input by departments under the new casual process
  • appointments with the Appointment Status of ‘Appointed’, ‘Commenced’ and ‘Ended’

The HR Analytics Team maintain this report and may vary the appointments that are returned in the report occasionally. Email any queries specifically related to the functioning of the report to hris.dataquality@admin.ox.ac.uk. Email any queries about how to input data for casuals to the HRIS Support team on hr.systems@admin.ox.ac.uk.

Why run this report?

  • To check that your data entry is correct and you are following the latest guidance
  • To ensure that data for casual workers 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. Ensure that all errors are clear from the report again before the end of July each year.

Hints and tips

  • Ended appointments can be amended by contacting the HRIS Data Services Team on hrisdata@admin.ox.ac.uk
  • The report has filters that users can change to view records for certain departments or individual workers. To return all casuals simply leave these as they are.
  • Once run, it may be useful to export the output to Excel and enable the macros when prompted
  • The Staff Classification Guide will help you resolve error messages related to staff classifications and the classification of casuals should follow the same rules as for regular employee appointments.

Details of tabs

 Data validation

Sorted by the first column ‘DATA QUALITY STATUS’. One row returned per appointment.

Red cells in the ‘DATA QUALITY STATUS’ column indicate that the appointment has errors in the data; green cells indicate that the appointment data are correct.

 

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Documents


HR Reporting How-to Guide (PDF)