Time Management

Following a Focus programme review, HR Systems is working with a range of departments on a pilot to manage timesheets, leave and absence within the University’s existing HR Information System; PeopleXD.

Participants include: 

  • Big Data Institute, NDM
  • Faculty of Classics, Humanities
  • University Human Resources, UAS
  • Ludwig Cancer Research, NDM
  • Department of Physics, MPLS

The pilot will:

Implement online timesheets for over 350 casual workers
  • Supports University compliance with UK employment law and mandatory reporting
  • Improved user experience:
    - Casual workers can submit timesheets instantly, online, via HR Self-Service
    - Single data entry at source reduces the manual overhead for HAFs and HR staff
  • Quality data capture and reduction in pay errors
  • Integrated with University Payroll, saving significant costs currently associated with processing casual workers
  • Access to improved analytics
Manage leave requests within the University’s existing HR Information System
  • Pilot departments can migrate off other absence management systems (eg TeamSeer) and manage HR functions within one system
  • No longer need to pay for an absence management system
  • Access to improved analytics


Project update - July 2021

We are delighted to confirm that the first three pilot groups are now live and using HR Self-Service for managing leave and timesheets. These include:

  • Big Data Institute (NDM); 
  • University HR (UAS); and
  • Ludwig Cancer Research (NDM)

Classics and Physics will adopt elements of this functionality at the start of the new academic year.

Resources to support these pilot groups in managing annual leave and sickness, and timesheets are now available on the Staff Gateway. These include demonstration videos and Frequently Asked Questions which may also be of interest to departments looking to adopt this functionality in the future.

HR Systems is currently working on plans for the next project to bring more departments on board. Work is expected to begin in Michaelmas term.

If you have any questions about this project, please contact us at coretime@admin.ox.ac.uk.