PeopleXD Onboarding overview

Key considerations and tips for successful Onboarding processes:

• Set up (and commence) appointments in PeopleXD​ without delay, once the start date is agreed. Typically, two to three weeks in advance is sufficient.
• Request University card after the PeopleXD record has been created - share the personnel number if possible. This will help with ensuring that SSO and University email details are synched with the PeopleXD record, enabling timely creation of the HR Self-Service account.
• Check if you need to send a new starter form:
  • Online applicants: usually*, no need to send the New Starter Data Collection form
  • Casuals/direct appointments: send the shorter 'Onboarding new starter form' (to enable the creation of a basic personnel record)
  • Exceptions: send the full New Starter Data Collection form to those who will not have access to HR Self-Service during their engagement/employment
• System-generated email alerts are sent to staff with pending tasks, every Sunday. These may filter into 'Junk', so please advise your staff to check their 'Junk' folder.
• There is no change in HR Self-Service access setup/timing or functionality for existing staff. Current staff still cannot update their existing bank details themselves and must contact local HR for changes.
• New HR Self-Service accounts are typically created within a week of somebody's start date.

*New starters details must be completed before the supplementary payroll deadline for payment in their starting month. If they start part-way through the month, you may use the new shorter version of the new starter form to collect pay-critical information (such as their bank details). This will ensure that you can enter this data on their behalf before the supplementary payroll deadline. If it is acceptable to delay their starting month's pay to the following month, ensure to approve their pay in the subsequent payroll period. For example, an employee starting on 27 November whose pay will start from December, should have their pay approved in the December payroll inputting period.

To enable Onboarding, the following must be done:

1. Create a basic personnel record*, before new starter begins appointment; follow the appointing guidance here.
2. Select appointment 'reason' as either: 'New Starter – new to the University' OR 'New Starter (ex-employee)' (for rehires).
3. 'Commence' the appointment in PeopleXD (once the appointing wizard is completed).
4. Ensure that SSO has been created.

*Based on the applicant record from the University's recruitment portal. For direct/casual/agency appointments, send the 'Onboarding new starter form' once the offer is accepted. Once returned, set up staff record in People Management. The remaining data will be provided by the new starter via HR Self-Service.

Existing staff with new appointments* will be presented with the Onboarding checklist where one of the appointment reasons is:

• New appointment (Transfer)
• New additional appointment
• Re-grading (Grade increase/decrease)
• New contract

Staff will encounter the Onboarding checklist upon their next HR Self-Service login. Automated email notifications, sent every Sunday, will remind staff with outstanding tasks to complete the checklist.

*Note that only items not previously completed will be presented to staff who have previously completed the checklist. This means that staff who started on or after 1 November 2023 and completed all the Onboarding tasks then will not be presented with any items, unless they transfer from a non-academic into an academic or non-clinical into clinical post. 

Some of the details completed in Onboarding will automatically sync to the People Management staff record. The remaining details must be manually extracted and entered by HR to ensure record completeness.

The items updated automatically on the personnel record are:

• Home address
• Emergency contact details
• Previous UK university employment (does not apply to casual or TSS workers)
• Academic discipline being taught and/or researched (does not apply to TSS workers)
• Bank details
• Diversity details

Items that need to be extracted and entered manually by the HR administrator (ie will not auto-flow into People Management):

All staff:

• Name details (this is primarily a verification check) - Add and manage personal details
• Tax and NI details - For NI guidance click here. For tax click here.
• Most recent previous employment/activity - Add employment history
• Highest academic qualification - Add and manage personal details

Role dependent:

• NHS pension details - Add and manage UDFs
• Clinical details Add and manage UDFs
• Academic teaching qualification Add and manage personal details

Follow the updated appointing guides for guidance on how to run the report needed to extract this data.

Two reports are available to support the Onboarding processes, which can be accessed directly from within PeopleXD, via Insight:

1. PERINS01 Complete Onboarding checklist items (clinical and non-clinical versions) - used to only extract items that must be input manually by HR to ensure record completeness. Refer to the relevant appointing guide for guidance.
2. PERINS02 Incomplete Onboarding items - used for monitoring outstanding tasks that staff are yet to complete. Refer to the relevant appointing guide for guidance.

Please visit our FAQs and further help page which now includes FAQs related to Onboarding.