POGs portfolio

The projects and initiatives outlined below are being, or will be, delivered by the HR Systems team, in collaboration with relevant colleagues from across the University, as part of 'business as usual' (BAU) work.

Projects/initiatives underway

Title Description
Aim/overview

To roll out onboarding functionality within PeopleXD, which would enable new starters and rehires to provide their new starter details via HR Self-Service.
Scope
  • Pilot functionality with a few departments
  • Undertake a wider rollout across the University
  • Revise new starter form and process
  • Create new and update existing guidance to support the process
Benefits
  • Introduce a robust and secure process for collecting new starter data
  • Improve a new starter's onboarding experience
  • Better data completeness (especially for diversity)
  • Some time efficiency savings with less manual data entry by HR
Latest update
  • Currently in pilot with NDM, Continuing Education and Primary Care Health Sciences
  • Humanities and UAS joining the pilot on 19 June 2023
  • Wider rollout planned for Summer 2023
Timelines

Pilot February 2023 - July 2023

Wider rollout anticipated from August 2023
Contact(s)  hris@admin.ox.ac.uk 

Title Description
Aim/overview

To enable online shorlisting within PeopleXD and management of the interview panel.
Scope

TBC
Benefits

Efficiency: Digitising and streamlining the current manual process will save time and administrative resources

Security: A secure online system will reduce the security risk associated with email/paper-based documents

 
Latest update TBC
Contact(s) hris@admin.ox.ac.uk

Title Description
Aim/overview

This project aims to support the strategic objectives to:

  • improve the end user experience by making new/current services accessible, seamless, usable, flexible, and appropriately feature rich; and
  • increase the availability and reliability of services.
Scope

The project will:

  • replace current software with GDPR compliant "off-the-shelf" Software-as-a-Service (SaaS) solution for remote and on-site DSE assessments;
  • extract staff data from PeopleXD to ensure data quality and security; and
  • enable analytics reporting on uptake and assessment results.
Benefits
  • Enable evidencing compliance with DSE regulation, thereby mitigating risk of HSE improvement notices or legal action
  • Improved capability in identifying and acting on results of self-assessments.
Latest update

The project team are currently in the 'scoping' stage; defining high-level requirements, and undertaking initial engagement with stakeholders, and potential solution options.
Timelines The current phase aims to run from Michaelmas term 2022 -  Hilary term 2024
Contact(s)  tbc

Title Description
Aim/overview

This project aims to implement a central mandatory training management system, which will:

  • define and manage mandatory training requirement by department, team, function or role;
  • create combined packages of training requirements into a learning ‘pathway’ or course programme;
  • enable notifications and reporting on due, overdue and completed training; and
  • provide real-time staff data by use of integrations with PeopleXD.

This will support the strategic objectives to:

  • improve the end user experience by ensuring that staff and students are supported in their day-to-day activities by making new/current services accessible, seamless, usable, flexible, and appropriately feature rich;
  • review and improve current arrangements to support the personal and career development of all staff.
Scope

The project will:

  • TBC
Benefits
  • Provide an effective means for managing mandatory and compliance-related training for staff;
  • Increase confidence and assurance in staff and workplace safety.
Latest update
  • Currently meeting with departments to understand 'business' needs
  • Defining the scope of the project, including what "mandatory" means, training which is in scope.
  • Defining deliverables
Timelines Project timeline to be extended to April 2023 to allow for delayed start to the project (due to recruitment of backfill for business analyst).
Contact(s)  tbc

Title Description
Aim/overview

This project aims to implement a new occupational health management system, Cority.

This will support the strategic objectives to:

  • improve the end user experience by ensuring that staff and students are supported in their day-to-day activities by making new/current services accessible, seamless, usable, flexible, and appropriately feature rich; and
  • increase the availability and reliability of services.
Scope

The project will:

  • implement Cority Software-as-a-Service (SaaS) system;
  • extract from PeopleXD (for starter/leaver/mover/line managers, etc) to ensure quality and security of data; and
  • decomission Cohort on-premise system.
Benefits
  • Ensured system and processes remain supported, and system is reliable due to moving to the latest and supported platform
  • Improved management of staff welfare and status due to up to date data from PeopleXD.
Latest update
  • Scoping well underway with first iterations of agreed deliverables
Timelines

The scoping is targeted to be complete by end March/early April 2023.

Michaelmas 2022 - Hilary 2023
Contact(s)  tbc

Planned projects

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