January 2025 bulletin

News and updates

Details of upcoming Main and Casual payroll deadlines can be found on the Payroll website.   

Visit the Payroll deadlines and cycles page to learn more about the monthly payroll cycle, including the key monthly payroll dates for People Management users. 

Visit the Payroll website

The HRINFO01 data quality validation report has been updated to include 12 additional data validations. A summary of the new error messages and the associated columns is provided below:

Error message Column
‘No Category recorded on appointment’ Contract Category Missing – new
‘No Staff Classification recorded on appointment’ Staff Classification Errors
'No Employee Status recorded on appointment’ Employee Status Errors
'No Employee Sub-Status recorded on appointment' Employee Status Errors
'Appointment is VARIABLE HOURS or ATYPICAL but Hours value is not zero' FTE Errors
‘No Date of Birth recorded for employee’ Date of Birth Errors – new
‘Employee Date of Birth is in the future’ Date of Birth Errors – new
‘No Legal Sex recorded for employee’ Legal Sex Missing – new
‘Leaver record missing Location After Leaving’ Location After Leaving Missing – new 
'Leaver record missing a Leaving Reason' Leaving Reason Errors – new
‘EJRA Leaving Reason recorded for employee not subject to EJRA’ Leaving Reason Errors – new
'EJRA Leaving Reason recorded for employee who has not reached the age threshold' Leaving Reason Errors – new

The Data quality clearing errors page is currently being updated to include guidance on clearing errors for the 12 additional data validations.

Please run this report monthly and clear any errors in a timely manner to ensure robust data quality and avoid the need for any backdated data cleansing exercises. 

If you have any queries about the report, please contact HRIS Data Quality ensuring you include the relevant Employee Number and Appointment ID in your message.

We are in the process of implementing a National Minimum Wage warning in PeopleXD. This notification will appear if a salary entered through any of the following processes falls below the minimum threshold:

  • Recording a new appointment
  • Recording a new salary
  • Approving a salary

Please note that this warning is for informational purposes only. It will not affect operations, and users can proceed to the next steps without any restrictions.

The Athena Staff Data workbook's, Recognition of Distinction dashboard now includes 2023/24 figures. We are currently working to update the maternity return rates.

For access to Athena Swan data in Tableau, follow the user access process. For queries, email: athena.staffdata@admin.ox.ac.uk.

  • HR Systems briefing - 10am - 11am, Tuesday 28 January
  • 'HESA special' briefing - 10am - 11am, Tuesday 25 February (invite to follow)

Reminders

As shared in last months bulletin, we'd like your feedback on a potential new feature in PeopleXD that would send automated email reminders to managers about employees whose contracts are due to expire.

Thank you to those who have already completed our survey. If you haven't yet responded, please take a moment to share your thoughts in the quick survey linked below.

The survey closes on Friday 31 January 2025, we look forward to hearing your feedback!

Complete survey

To ensure an up-to-date recruitment dataset in Tableau (due to be refreshed next month) for Athena Swan applications, please run and clear errors in Steps 1 and 2 of the HRINFO21 report (2023/24 version) by 10 February 2025. 

Only vacancies appointed to, and with a complete applicant status history (ie Applied > Shortlisted > Offer Made or Offer Made – Personnel > Offer Accepted or Offer Accepted – Personnel) are included in this report.

Filled vacancies with any missing applicant status history are excluded. 

PeopleXD admin users: Please notify us when there is a change in PeopleXD access requirements, by completing the User Access Service Request form. This is especially important for internal transfers where the individual should no longer have access to PeopleXD data and processes in their new role. Read further details at: https://hrsystems.admin.ox.ac.uk/change-or-remove-system-access  

HR Self-Service: To ensure data integrity for managers and staff, please also remember to update the 'Work group' information for those transferring into new appointments (including those taking up new posts in their existing department). The correct Work group should be assigned by the department processing the new appointment in People Management. To add, change or remove a Self-Service Manager, please submit a Service Request form. 

Project updates

We are starting to roll out the new PeopleXD timesheet process and would like your input on your department/ faculty’s preferred adoption date. The date options for implementation are:

  • April 2025: Timesheet use begins in May 2025, with payments processed in the June 2025 payroll.
  • September 2025: Timesheet use begins in October 2025, with payments processed in the November 2025 payroll. 

Please submit your preferred date using our online form by 3 February 2025. 

As part of the preparation for the new timesheet functionality, our Implementation Officers will collaborate with HR colleagues to ensure all necessary data is ready for the go-live date. This includes details such as approval routes, pay rates, and work groups.

Thank you for your cooperation!

Details of current, in-scope projects under the HR Systems Programme can be found on our dedicated webpage. This includes latest updates and timelines, where available. Note: These pages are updated regularly.

HR Systems Programme projects

New and updated guidance

Guide(s) Update

My Development for HR teams

*NEW* Participating departments only

This guide provides essential information for HR staff to create and manage Career Development Reviews and Personal Development Reviews for Researchers.