July 2024 bulletin

Departments have made remarkable progress in resolving data quality issues across most of the University since last month. Thank you everyone for your hard work!

The deadline to correct remaining issues, mainly from the July payroll, is Friday 9 August. If you are still addressing historical errors (excluding those from the July payroll), please resolve these by Tuesday 23 July (the Supplementary Payroll deadline) to minimise the risk of manual data reworking of the initial HESA dataset. 

Following the July payroll deadline, our team began compiling the HESA staff return using PeopleXD data, focusing on extraction and data derivations for the final submission preparation. Our team is now meticulously working through hundreds of thousands of data items in the HESA module. Accurate and complete data is crucial, as errors can impact our submission and compliance with statutory deadlines.

Our next 'check-in' with nominated HESA contacts will be next week, including sharing the latest data quality statistics.

Automatic salary increments for Support Staff are applied from 1 August, provided they have been in their current role since 1 May 2024 or earlier. To ensure the correct rate of pay is implemented,  please follow these steps:

1. Verify increment dates:

• Run the ‘Increment Due Date’ report to identify staff without an increment due date, those with the ‘increment on hold’ flag, or those without a future increment date.
• Review these records to confirm their accuracy and make necessary amendments. 

2. Approved correct salary prior to the increment date:

• Ensure employees due for an increment on 1 August have the correct salary approved by 23:59 on 30 July.
• The system will automatically add one increment (where applicable) to the current approved salary.
• Verify that future dated salary lines with effective after 1 August 2024 are set at the correct scale point the employee post-increment.
• Use the ‘Staff in Post’ report to check current salary data and the ‘Monthly Personnel Changes’ report to review future dated salary changes and their approval status.

This is a final reminder that the new data extract for Athena Swan dashboards (in Tableau) will be taken on 31 July.

Please ensure that you run the report and review the data in the HRINFO02_AthenaSWAN Potential Staff Data report and make any necessary corrections before this date. For more details, refer to the May 2024 bulletin. For access to People Data Dashboards, including Athena Swan, please visit: https://hrsystems.web.ox.ac.uk/request-access-to-tableau. 

For assistance with data queries, email hris.dataquality@admin.ox.ac.uk.

The extract for the Athena Swan recruitment data dashboards will be taken on 1 September. To ensure accurate Athena Swan reporting, please clear all errors from Step 1 and Step 2 in the HRINFO21 Vacancy and applicant data quality reports by 30 August 2024, at the very latest. This may involve the need to add applicant status history data. 

Only vacancies with the status 'Closed' and with complete and valid recruitment data are reported in the Athena Swan recruitment dashboards and for recruitment monitoring purposes.

Further notes:

• Where vacancies resulted in an appointment being made, only closed vacancies with complete applicant status history (ie Applied; Shortlisted; Offer Made - Personnel; Offer Accepted - Personnel) are included.
• Any vacancies set to 'appointment made' where a mandatory stage of applicant status history is missing are not included.
• The ‘Applicant Statuses’ section of Manage recruitment statuses and events illustrates the mandatory applicant statuses in a table by recruitment stage.

For help with any data errors or queries, please email hris.dataquality@admin.ox.ac.uk.

Please continue to record Reward and Recognition Scheme nomination details, (for all awards), following the Reward and Recognition Scheme guide. Please refer to May 2024 bulletin for guidance.