July 2022 bulletin

We are pleased to share the news that on Wednesday 6 July the phone service was reinstated for the HR Systems Support team. In addition to emailing us, you can now call on 01865 287900 between 10am and 4pm, Monday to Friday.

Outside of these hours (08:30 - 10:00, and 16:00 -17:00) the team will focus on applicant queries, email queries and outstanding tasks.

You can call HR Systems Support (01865 287900) from your landline, mobile or Microsoft Teams. You can also search ToT - HRIS Call Queue in Calls from Microsoft Teams.

Calls from Teams is preferable as this means we have the ability to screen share. If we can see your screen, we are likely to resolve your issue more efficiently.

If you are unable to reach us by phone (whilst we assist other users) please email your query to us at hr.systems@admin.ox.ac.uk. We’re a small support team so your patience is appreciated. We look forward to speaking with you soon!

Automatic increments are due to be paid for Support and technical staff from 1 August. Please read the following to ensure that the correct rate of pay is taken forward.

How the process works

The day before the increment is due a new salary record is created automatically. This salary change does not need to be authorised - it will take effect the next day unless it is overridden. After the increment has been applied the system will set the next increment due date for one year’s time unless the bar point has been reached. For the 1 August process therefore, the new row in the appointment record will become visible to users on 31 July.

Action required

1. Undertake a data checking exercise of all records to ensure that the increment date is populated where required:

The ‘Increment Due Date’ report will help you to identify any staff with no increment due date, records where the ‘increment on hold’ flag has been ticked which will prevent the increment from happening, or those without a future increment date. You will need to check if any of these records are incorrect and amend/update them if required. Note that in order for an employee to be eligible for an increment on 1 August 2022 they must have been in their current role since at least 1 May 2022.

2. Ensure the correct salary is approved prior to the increment date:

The system will add one increment (where applicable) to the current approved salary on the day the job runs.  It is essential therefore, that you ensure that employees due an increment on 1 August have the correct salary approved as at 23:59 on 30 July. You should also ensure that any future dated salary lines with an effective date after 1 August 2022 have been set at the scale point the employee would be on following the automatic increment. You can use the ‘Staff in Post’ report  to check current salary data, and the ‘Monthly Personnel Changes’ report to check for any future dated salary changes, and to check the approval status for salary requests.

If you have any questions about this, please contact the HR Systems Support team.

The HR Systems Support team is receiving an increasing number of queries from non-HR staff relating to HR Self-Service. However our support service is available to HR staff only.

We anticipate staff queries may increase further at the end of the month following the thank you payment. Departments are advised to encourage staff to check their HR Self-Service access in good time and ahead of July pay day to avoid a surge of access queries at the end of the month.

Support with answering staff queries

Most queries will be answered on the Staff Gateway pages, which include step-by-step guidance and FAQs. Please direct staff there in the first instance. Further HR Self-Service guidance is available specifically for HR staff on the HR Systems website.

Queries relating to access

Staff should have HR Self-Service access providing the:

• SSO has been created
• Staff record has been created in PeopleXD and includes the following details (which are populated automatically by University card interface)
  • Work email address
  • University card form details
  • Work email address

To check eligibility for HR Self-Service, refer to the People Profile Matrix (final column)

Remember that HR Self-Service is available on the University's network and VPN only. Staff must use the Oxford University VPN as local department VPN services will not allow access.

Contacting HR Systems Support

In the event that the query cannot be answered by the department, the HR administrator should then contact HR Systems Support for assistance.

A file containing the Thank You payment data for each department/unit/faculty will be shared by Wednesday 20 July. For security, the file will be shared with those holding ‘Pay Approver’ roles in PeopleXD. These are intended for information purposes only. The deadline for any payroll-related updates for July has now passed.

Please read the email circulated to all PeopleXD users on Monday 18 July, which included the following actions:

1. Remind staff of the eligibility criteria for the Thank You payment and the FAQs available, in advance of July pay day (28 July)
2. Prepare for staff queries prompted by the July pay day, by familiarising yourself with the information shared in the email

As communicated in the HR Newsletter (Long Vacation edition), the University will be introducing a new, ‘open-ended, externally funded’ contract type for support staff.

This new contract option will be incorporated into the existing support staff contract template in PeopleXD and be available to produce by the end of July. The off-system versions have also been updated and are available from the HR support website and the guidance on contract types has been updated.

For further information on this new contract type, please refer to the HR Newsletter.

Throughout August and September the HR Analytics team will be sending out staffing information for verification as part of this year’s HESA staff return. This may involve queries relating to missing data or confirmation of contractual funding sources, as applicable. Your quick response to any queries is appreciated.

As there are currently 238 ‘staff classification errors’ University wide in the HRINFO01 Data Validation 2021-22 report, (a 5.2% decrease on last month), the final deadline to clear these has been extended to Friday 29 July 2022 at the latest.

For the steps on how to correct a staff classification error please refer to the June 2022 bulletin. If you need further assistance please email the Person Reference, Appointment ID and job description to hris.dataquality@admin.ox.ac.uk.

Please run the report and review the data.  Corrections need to be made before this date when the extract is to be taken for the 2022 Tableau data refresh. Please refer to the May 2022 bulletin for more details on how to prepare.

Request access to the Tableau staff data dashboards if you do not already have access and need it. If you no longer require access please contact HR Systems Support hr.systems@admin.ox.ac.uk

For those who hold the title of Titular Professor awarded via the Senior Appointments Panel or through Recognition of Distinction exercises please ensure they have a correct Academic Title UDF set up for them. The Titular Professor title is a key marker used to map contracts to the correct Professorial grouping in the dataset used for Athena SWAN and management reporting. Run PERDEP22 Employees with Academic Titles report to identify and add/correct missing/incorrect information in the Academic Title UDF records by Thursday 21 July 2022 .

Scenario factsheet: Set up and manage academic titles

If the team responsible for data entry shown in the matrix in the Appendix of the scenario factsheet is not the Departmental/Divisional PeopleXD administrator, you should instruct/follow up with the relevant team if academic title information is missing or incorrect.

Please ensure the correct Apprenticeship Type is recorded in the ‘Apprenticeship Details UDF’ for each apprentice on grade 01A during the HESA year 1 August 2021 to date. The HR Analytics team will be in contact where Apprenticeship Type is still missing after this deadline.

Either add the Apprenticeship Type to the existing Appt: Apprenticeship Details UDF, or create a new UDF by following the scenario factsheet: Apprenticeships

The three values for Apprenticeship Type are:

• Intermediate level Appr/Level 2 quals
• Advanced Apprenticeship/Level 3 quals
• Higher&Degree Appr/Level 4 quals & above

Please continue to complete the UDF for new entrant apprentices recruited in the future.

If you need help or advice after following the guidance please email hris.dataquality@admin.ox.ac.uk including details of your query, the Person Reference and Appointment ID.

There are currently 421 NHS Contract Details UDF and Sub Specialty UDF errors across the University.

This data is required for the Medical Schools Council Survey and HESA.

Please clear any errors before Monday 22 August.  The HR Analytics Team will follow up all instances in due course.

Guidance:

• Data Quality HRINFO01 Error Clearing
• HESA NHS Clinical Details Appointment Matrix
• NHS contract details and clinical specialties
• Valid Specialty and Sub Specialty codes can be found at: Healthcare specialty to clinical sub-specialty mapping

If you need further help or advice please email hris.dataquality@admin.ox.ac.uk including details of your query, the Person Reference and Appointment ID.

As only complete and valid recruitment monitoring data is reported on please clear validation errors highlighted red and amber from the Step 1 and Step 2 HRINFO21 Vacancy and applicant data quality 2021-22 reports in HR Reporting periodically and before Wednesday 31 August 2022 at the very latest. Where vacancies resulted in an appointment being made, only closed vacancies with complete applicant status history (i.e. Applied; Shortlisted; Offer Made – Personnel; Offer Accepted – Personnel) are included. Therefore, any vacancies set to 'appointment made' where a mandatory stage of applicant status history is missing are not included.

Please refer to the June 2022 bulletin for guidance on how to clear the errors.

If you need assistance making data changes or running the reports contact HR Systems Support hr.systems@admin.ox.ac.uk .

Contact the HR Analytics team on hris.dataquality@admin.ox.ac.uk if you have any queries relating to these reports; provide the Vacancy ID and where queries relate to adding a missing applicant status also supply the Applicant ID.

Following recent emails sent from hris.dataquality@admin.ox.ac.uk on 27 June 2022 thanks to those that have already made the changes required.  For all remaining records (48.5% missing as at 12 July), please ensure that Academic Teaching Qualifications have been added by Thursday 21 July 2022.

Valid entry guidance can be found in the June 2022 bulletin.

Emails have been sent from hris.dataquality@admin.ox.ac.uk on 27/28 June 2022 requesting the addition of a Highest Qualification Held record in the Qualification Details screen. For those records still with this item missing (64.6% missing as at 12th July), please ensure that this has been added by Thursday 21 July 2022

For guidance on how to enter the highest qualification held data please see the June 2022 bulletin.

Recent emails have been sent from hris.dataquality@admin.ox.ac.uk  in relation to missing data.  Please ensure all records are added by Thursday 21 July.

Before any payments are made, departments must ensure that the User Defined Fields (UDFs) are correctly completed in PeopleXD for all nominations, including those that do not result in an award, by following the Reward and Recognition Scheme scenario factsheet.

Please run the PERDEP47 R and R Scheme Monitoring report from Home | Personnel | Tracking Reports in HR Reporting to check if data has been entered, as expected. The data returned is based entirely on the data entered into the following two UDFs in PeopleXD: Appt: R&R Recognition Scheme and Appt: R&R Awards for Excellence.

For details on the monitoring of the scheme please see https://hr.web.ox.ac.uk/reward-and-recognition-scheme#collapse1725206

Any questions in relation to this scheme should be directed to the Reward team reward@admin.ox.ac.uk.