Summary description
This group of reports covers any new records keyed or updates made to person details, appointments, salaries, allowances, cost allocations, and any leavers processed in PeopleXD, as well as any changes made by employees to their personal data in Employee Self-Service (ESS). It is designed for use on screen, for export to spreadsheet, or for printing. The report returns all data with an effective date that falls within the date range selected (with the exception of person changes which are based on audit date, and any changes made in ESS).
Why run reports in this folder?
- To check all new data or changes processed in PeopleXD with an effective date that falls within the date range selected.
- To check data changes made directly by employees in ESS that fall within the date range selected (based on audit date). This excludes changes made to diversity data (excepting date of birth and legal sex).
When should you run these report?
Recommended to be run before payroll cut-off to ensure that data is as expected before payroll is run.
Why should you monitor the changes made in ESS?
As employees can make updates to data that may have an impact on data quality and some key processes, it is important that these changes are monitored. For example:
- Address changes: employees could either delete or enter incomplete address details. Departments should check address changes as best they can to ensure that no vital information is missing and that they appear accurate. Address changes are also important for visa holders; the Home Office may request a visa holder’s history of residential addresses to be disclosed at any time. Employees’ residential addresses are also vital for HMRC purposes.
- Date of birth and legal sex: ESS does not prohibit users from amending this information, but employees are advised not to update these fields. If changes to these data items are picked up by the report, departments need to contact the individual to verify and document the changes accordingly and remind them not to update this information in ESS, but to contact their local HR team instead.
Hints & tips
- Results: Data extracted from PeopleXD, input by HR Administrators: These reports run based on effective dates, so it will show you the changes that took effect during a period you specify regardless of when they were entered into the system. See also PERDEP21_Monthly Data Input Check which reports on input dates.
Data extracted from Employee Self-Service: This report runs based on audit/input dates, and will show you all the changes that were made by employees in ESS within the date range selected.
- Running: The Person Changes and the Changes made in ESS reports use different filters to the other reports in this folder.
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 |
Period Start Date |
Y |
Changes from this point in time (see description above) |
Period End Date |
Y |
Changes to this point in time (see description 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 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). |
Reason code description/ Change reason/ Salary change reason | N | Select a specific Reason code description (eg Maternity leave start), 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
Report | Notes |
---|---|
Person Changes |
This report returns data extracted from PeopleXD (to check the data entered/changed by HR Administrators). |
Changes made in Employee Self-Service (ESS) |
This returns data extracted from ESS (to check the data entered/changed directly by employees within ESS). Changes to personal contact details (including home address), emergency contact(s) (ie next of kin), date of birth and legal sex. |
New Starters |
Includes all new starters where the reason code indicates they have joined (or re-joined) the University. |
Appointment Changes |
Changes to appointment – change of hours, pay etc. Does not include new starters as these are found in the New Starters report. Includes Page Items to allow filter by Reason Code Description. |
Ended Appointments |
Details of ended appointments within your department, eg where they have ended one of several appointments or the appointment has been manually ended to resolve an issue. |
Approved Salary Changes |
Shows details of any approved salary changes, including who did the approval. RED indicates not approved by department. APPROVED BY DEPARTMENT indicates not yet approved by Payroll. Incudes Right to Work details. |
Approved Allowance Changes |
Shows details of any approved allowances during the period. Includes Right to Work details. |
Cost Allocation Changes |
Changes to cost allocations (funding). |
Leavers |
Details of individuals who have left the University during the period. Includes filter for Leaving Code Description. Includes Right to Work details. |