Project overview

The aim of the CoreHR Upgrade project is to:

  • Upgrade the University's HRIS to the latest version. Initially upgrading from version 20 to version 26, and thereafter to the latest version available.
  • Move to Core's cloud-hosted solution
  • Introduce enhanced functionality
  • Implement a new reporting tool to replace Oracle Discoverer
  • Go paperless with payslips

Timescales and implementation

A phased approach to delivering the project was adopted via two phases.

In May 2019, Phase one delivered the cloud-hosted solution and the changes to the Staff Request functionality on v26. The second phase will be delivered in two parts; Phase 2.1 and Phase 2.2. In Phase 2.1, the Recruitment module will be migrated from the Back Office to the Portal area, expected to be in the first quarter of 2020. Phase 2.2 will introduce more significant system changes on the latest version available. This is expected to result in changes to system functionality, training and HR and system processes. The go-live for this is expected to be in the second qarter of 2020. In addition, paper payslips will be withdrawn for University employees by the end of Phase 2.2 and a new reporting tool will be introduced.

For the latest news, please refer to our 'News and updates' page. If you have any questions, please email the project team at CoreHRupgrade@admin.ox.ac.uk.

 

Impacts and benefits

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Following the switchover from v20 to v26, the look of the system remained largely unchanged with the exception of Staff Requests, which now have a different look and feel with a new workflow for approvers.

Benefits of the move to a supplier-hosted service included:

  • Adoption of future upgrades on a faster and more frequent cycle
  • Improved system infrastructure
  • Increased data security
  • Access to enhanced system support from the supplier

Work is underway to assess the impact of the functional upgrade on users and the level of training and support required. This section will be updated with more information as the project progresses.

The scope and outcomes of this phase are expected to be as follows:

  • Migrate CorePersonnel and CoreRecruitment modules into the Portal (in v26) - a more modern, browser-based interface/navigation
  • Upgrade to v28 and implement improvements to certain areas of functionality to better support existing business processes (to be defined following the completion of business analysis)
  • Revise system training and support materials to become more flexible and responsive
  • Implement a new HRIS reporting tool to replace Oracle Business Intelligence Discoverer to remove the risk associated with using unsupported software
  • Go paperless with payslips for the majority of employees on CMS University contracts of employment, to realise eco-friendly benefits and reduce the data risks associated with paper payslips

More specific benefits around the new functionality will be shared as they become clear.

The University's current HRIS reporting tool, Oracle BI Discoverer, is being phased out by the supplier and must be replaced. Whilst we have been working on the reporting work stream since the beginning of the upgrade project, to reflect the significance of this change, and to ensure that key stakeholders are closely involved in decision-making about the new tool, it will be delivered as a separate project in its own right.

 
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