HR Systems Newsletter

Transcription

1 Newsletter Welcome to the June 2015 edition of the Newsletter Table of Contents 1. Staff Changes C) People data Wiki 2. erecruitment 4. Oracle A) Unsubmitting or Deleting Applications A) Unable to update sickness absence B) Statuses 5. Drop in Clinics 3. BI Suite A) New Folder Layout in PPIPMI Universe B) Standard Reports Katrina Rutherford returned to work from maternity leave after the Christmas break. We also welcomed Gillian Gordon to the team in January. Below are the updated contact details for each team member: Name Role Phone Susan McLaren & Business Manager Justin Evans Katrina Rutherford Debbie Kilgallon Dan Rich Gillian Gordon Recruitment Helpline Senior The phone numbers listed are six-figure extension numbers for internal dialing. Dialing from outside the University, prefix with Dialing from outside the UK, prefix with

2 PAGE 2 erecruitment A) Unsubmitting or Deleting Applications A) Recruiters may receive queries from candidates who wish to make changes to their application after they have submitted. This is possible provided the closing date has not passed. There are two ways to do this, depending on the status of the application. First check to see whether the application has been accepted, via the submit web applicants screen. If the application is present in this screen, there is an option to unsubmit shown in the image below. In the box that appears, type a reason for unsubmitting (for example, candidate has forgotten to upload CV) and click on Save. This action will return the candidate s application back into their Application History within the Jobs website and they can then edit/make changes, before submitting again. This must be done prior to the vacancy closing time. If the application has already been accepted, it will not appear in the submit web applicants screen. At this point an application can be deleted, to allow the candidate to start again. NB: the candidate must be made aware that all of their application content will be deleted, meaning they will need to do the whole application again in its entirety. Provided the candidate is happy to proceed with this, navigate to the Maintenance Screen, and click on Vacancy Detail in the top right (see image below)

3 PAGE 3 You will see a list of vacancies that the applicant has applied for. Scroll to the right and click on Delete. can now submit another application. This must be done prior to the vacancy closing time. B) Statuses Please remember that the reasons for not short-listing candidates, or for rejecting candidates after interview, must be recorded in the erecruitment system for statutory monitoring and legal purposes. This must be done for all unsuccessful candidates, before the contract can be produced for the successful candidate. Guidance on how to do this is provided on the HR Business Systems website (click to open) This goes hand in hand with keeping applicants informed of the progress of their applications. It is helpful for all concerned if applicants receive confirmation by whether or not they have been successful in reaching the next stage of the recruitment process. New Status A new applicant status has been added in to erecruitment called Appointed to Linked Vacancy. This should be used as the final status for an applicant who has applied to one vacancy but who has then been manually linked B) to another vacancy to be appointed (e.g. Chancellor s Fellows Vacancies). Boring but Necessa ry A nother

4 PAGE 4 BI Suite A) New Folder Layout in PPIPMI Universe number out Check number out Check number out Check The folder layout in the report builder Query Panel for the PPIPMI universe has recently been changed to make it more user friendly. The Daily Extract folder now appears as a separate folder rather than a sub folder of the monthly extract folder (please see screen shot below). The folder called Monthly Assignment Funding contains all the Monthly extract details and the Daily Assignment Funding folder will contain all the Daily extract details. This will hopefully reduce the risk of mixing data objects from the 2 extracts and therefore make reports easier to build. B) Standard Reports Did you know there are many standard reports available to users in the PPIPMI universe and the erecruitment Universe? If there are any reports that are not currently available that you would like to see in the Public reports folder for either the PPIPMI Universe or the erecruitment universe please contact the Team and we will try to set them up for you. If staff require any assistance or information about additional training available for BI Suite please contact the team. number

5 PAGE 5 C) People data Wiki A People data Wiki was established through the University BI/MI projection Information on the PPIPMI and erecruitment universes including a list of fields and data definitions can be found at: Oracle A) Unable to update Sickness Absence entry that is pending approval In Manager Self Service, if you are unable to update an absence entry which does not have an end date, please contact the team and request a Remove Stuck Absence job to be run for the affected staff record. As per screenshot, you can see the entry does not have an end date and the Approval Status is Pending Approval. However, the pencil icon in the Update column is greyed out which is not allowing you to end off the absence. Drop In Clinics We are planning Drop in Clinics where the Team will be available to answer any questions you might have relating to any of our systems (i.e. erecruitment System, Oracle or BI Suite PPIPMI Universe or erecruitment Universe). These will be posted on the MyEd events channel for users to book onto, so watch this space. Team hr.systems@ed.ac.uk