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Professional User Manual V.19 (1st ed)

1. 3 Check that the details against the post template are still relevant If you need to amend any details e g Post Cost Allocation Post Pension Scheme Terms and Conditions Profile etc select the relevant option from the Select Detail dropdown list on the right hand side of the screen and edit the screen to reflect the new detail Please Note If you do make changes to the Post be aware that these changes will apply to every appointment made against it If there are multiple appointments to be made against a post making it a bucket post and each appointment is different you can create the different versions of each appointment at the planning stage instead Ensure that you have made any necessary changes to the post template prior to the planning stage as they cannot be changed once this has been completed e g Post Profile type or Hierarchy Page 56 of 132 4 Select Plan Appointments from the dropdown list on the right hand side of the screen O0 are Gera Mei mareme e sy 7 ae OP rv oe were es Stes oog owe OF Daxrete reem EA mant aaite Himsa OH tems t tauno fh reoi oe Arma fray ar Se et tet aue eet eee oe rere om ar Amt To Pard t i ee Hast H 5 Populate the fields listed below with information specific to the appointment J Q OOO WW BOs Pus fg palsteert bow hma eee r a mane hee he wer ne ad Dier Tessen Loew beard Tamh ter fore erg l c W
2. Co diffPeople T Core HR Professional Users Manual Contents OTN NS are sect cease OOIE AAEE EEE EE EEIN 2 General UIT ON LO ses stacey cect get ce eal eee gue EEE a waide wane csbue oats ddeceundsurceetihcudensevewberwiueus 5 Quick Guide to the Changes in the Core Professional User Manual c cccssccssseecssseesssseeessnees 7 Quick Guide to the Changes in the Core Professional User Manual ccccccssccsssseeesseessseeessnees 8 TRC GOS SUNG the SVSleN a rpeccta cece ce serge casi EE N E E 9 Core Personnel System Overview ccccsseccessesceneeeenseeceneeceneeseeneecenseeoaseeeensesonseseenseseneesonseesonees 10 NWGN WY CON oaaae A A E E EAE E E E E E 12 MVS mnOAe NOUS aene E E E E E 12 Uone KEY DO 6 e E er ea ne a E E E ee 14 Sanda TOOD espia TEE E re E EEE E E E eee ee eee 14 VWI ONDE SCIPIO eane ER E E E osm ie seco 14 Chapter 1 Post Management s asnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nennen mnnm 16 The Basic Principles of Post Management seesesseessssessssssesssssrssssresssrresssreesserressereessereessseessserressne 16 Post Management Process sssnssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn 20 Managing POSTS al CM UII ccs sees cess na ENA E E E EEN ENAN 21 ouc GECI een E E E E E E E 22 Opon T Gread ANEN DOSL eira E 23 Option 2 Planning and Authorising against an existing post sssssesssssesssesssesss
3. ay 209 Teor Foa leaeAvomd wna ors aaay ee an IMAVA Wens ine AM Bans Paar ea ote T Tr PPan Wans amam IMAM bea de deis zrne 5130 7 an sa 53 SH s F AE i ce ce ee itie ee a ey ae ee ee eee et 11 Scroll down to find the relevant dates you just amended to check your entry Page 76 of 132 Updating Semester Time Only Employees When employees work Semester Time Only it is important to reflect the weeks that they are not in work If these are not updated when an employee logs into Core Portal during the weeks that they are off it will appear as if they are in work In addition to this there is a risk that those employees who are hourly paid may receive overpayment if their payment schedules are set to automatically affect payroll There are two ways of managing these patterns 1 Contact the People Service Centre with the full year s shift type and they can define this in the system Pros You only need to enter the shift patterns once per annum amp there is no risk of overpayment Con If the employee reports sick during a rest period you will need to manually amend the shift type for the weeks that they are absent An example of this would be notify to the People Services Centre that you require an annual shift pattern as follows 1 October 2013 1 December 2013 35h 7h Mon Fri 2 December 2013 5 January 2014 Personal Override 6 January 2014 1 April 2014 35h
4. contract via Manager requests Manage sickness returns and update return to work information via Portal phase 2 Page 126 of 132 Absence Administrator completing timesheet returns on behalf of the Staff within the School Directorate Security can be extended or limited as appropriate There can be more than one timesheet approver if required and it is possible to accommodate areas where one person approves before being passed to another Timesheet Approver within the School Directorate Typically held by the person or people who currently enter absence data into Compel if this is a different person to the School Manager or HR Administrator The person will only have access to the specific screen in the Core back office that enables them to record the data for the area that they have authorisation to see See Back office access to the Record Absence Details screen in Core Time for employees within their School Directorate Do Administrators will be able to enter sickness absence details for employees record return to work interviews and approve or reject annual leave or other leave requests submitted through employee self service Page 127 of 132 Appendix 2 Absence Reason Codes within Core Time The following absence reasons and time codes are available within Core Time for recording absence REASON CODE REASON CODE DESCRIPTION REASON CODE REASON CODE DESCRIPTION 10000 Psychiatric Illnesses 21
5. record and click bd to save Page 65 of 132 Changing a Cost Allocation It is the responsibility of the Schools Professional Services to change the funding against a post when it does NOT impact an employee s relevant factor If there is a change to an employee s relevant factor please forward the request to People Services Centre N B There are two places where cost allocations can be changed and it is important to distinguish between them If you are changing the cost allocations relating to an existing appointment you will access this via the personal profile If you are changing the costs associated to a post s future appointments then you can do this via the post profile screen Please Note If you change the costs associated to a post this will not feed through to any existing appointments It will only apply the change to future posts that you plan and authorise To Change the Cost Allocation of an Existing Appointment 1 From the home screen go to Core Personnel Maintenance Personal Profile 2 Find the employee whose appointment needs changing using the search functionality and double click on their name 3 From the right hand side option box select Post Profile Appointment Details Cost allocations Please note If an employee has multiple appointments please ensure that the correct one is highlighted blue before clicking the appointment details button Page 66 of 132 ta Post Appointment Main
6. 7h Mon Fri 2 April 2014 30 April 2014 Personal Override 1 May 2014 30 June 2014 35h 7h Mon Fri 1 July 2014 30 Sept 2014 Personal Override 2 Manually input the Personal Override shift type for every period of non term time working Pros Easier to amend shift patterns if you need to report the employee sick Con Requires updating every time the employee goes between a rest and working period 1 Select Core Time Time Mgt Maintain Person Shift Type 2 Search for the employee either by entering their HR number or clicking on or Q Page 77 of 132 3 Select the appropriate appointment if applicable using the as below ce Maintain Person Shift Type EILE m f Appointment iD at 0276 2 qi AALIMIMISS Tak TOP l apR zo13 to Porson Parson fioiaousy eran Pit shiii Typos Shift Typa Marna ers EA fason STANDARD as HOURS m Shift Patterns Shift Typa Simri Gale Monday Tumse foam faaea fnn r BE 01292 o6 May 2013 7HR FHR IEE oaa fiaway 2013 PHR FHR atag 201204 z0Mava0a 7HR FR stas omza ar may 2013 7HR FHR 5735 Boi236 o3 uun 2013 rnn rmn Tas oaa fio uN 20a 7HR HR aris jamama firauama fyn FHR EEG 01209 auam 7HR R aTa omo otuuL 2o1a 7H iHn 5796 eman oeUL 2013 7HR FHR ETs 201242 figil 7HR FHR GEG homa azuukama PPR rer
7. Click 2 to save Once you have done this the relevant dates will be marked on the calendar e g Career Break Unpaid will be shown as LU as indicated below bW QO p 0 Selection Critetia tet W14 Stutt t y O ate Ensiyess Ali retyeos Work Oreu bA PEEULES ALONE ADUPISTRATOR Agee Itla Career Drast Ungpast oe 16 11 17 13 j i i usi rs i7 Bis y _ E s ee 4 ys n r AAI OOO 10 Aatun Ta Werk Interviaw l o Feernrsew free Ie piae Halances hate Fotai Taren Bocbed eee E a S Gr l E Page 103 of 132 Sickness Management User Defined Fields The sickness management user defined fields should be used to record details of the following e One User Defined Field for each fit note received e Details of any Occupational Health referrals select Core Personnel Maintenance Personal Profile Find the employee you are looking for by using the Q button and follow the steps below Select Post Profile and click on Appointment Details to view the relevant appointment eo Crefernmnei 19 0 1 Cra i t S Cer Die Pew Menor Fia feet Too frets OOl ted 0 O BD s 2 o Permes Peatite P serem Shy TES Comer lee Suner heO Spcees Poreenal Detali bett here i u Ibere Man p mon Rete Cecwaten Tes e Feet Gat pee Te fe i Srere Mo DIIS w500 l toe trey Ta BA nern owt yaad nouses Geeasr Sue Fek Usereraes Lre I jenat oe Date OF Deh Te T nm x lew Karst
8. EE Borza a020 PHR Hr SHIM Types A hoe leee OF Ao st AMDAND H HOURS T Perina Oventi in the Start Seq field the employee s return shift Shin Typus F Tape PU Dion Siefeed Bue n Paa EA to Sranan m nou twee In the white box below the existing shift type type PO Aye i Date Effective Seq Cyela m apr 2013 j fl 1 FA Parzonel Override Po Faraone Ovarriai m Paranal verre T Lurrent P riad Wacdnarcday Thursday Friday Salurday Sunday He THR rH m rl pE FHR FHR FHR Ri Ri FHR FHR FHR Ifi Ri FHR FHR FHR Fa Fi rR THR THR a1 fi fre ifm frr Ri rl HR PHR FHR Ri R FeR FH FH mi E FHR FHR FHR Fi Ri fhr mn Hn re r FHR FHR FHR Fa Ri FHR FHR FHR Fi ri FHR FHI FHI RI ir PH HR HR ka fa viaw ldar Detalls Personal Override will populate Persona Dx In the Date Effective field select the first date that the employee s rest period begins enter 1 Then in the white box below complete the Shift Type Date Effective and Start Seq boxes for iter hye er Ore ma ESETEI sorte Vetere e Cahara Potoni 7 Click Z to save the shift type will update 8 Repeat steps 1 7 for every time the employee is not scheduled to be in work Page 78 of 132 Recording Shift Patterns for Hourly Variable Staff In some instances an emplo
9. People Services Centre appoint to new post e Create a new College People Services Centre School Division Department People Services Centre e Process a restructure Changing Job Title e Admin Error School e Change to JD or evolution of job People Services Centre Page 62 of 132 Changing Shift Type Same Hours amp Non Flexible Working Request Managing STO shift patterns Managing Hourly variable staff Flexible working Request Increase Decrease Hours Changing Organisational Structures e Work Group e Line Manager Organisational Role Other People Service Centre Changes Changing fixed term end dates Converting to open ended Changing career pathway Changing salary Page 63 of 132 School School School People Services Centre People Services Centre People Services Centre School People Services Centre People Services Centre People Services Centre People Services Centre Changing Personal Details Now that Core Portal is live the vast majority of changes to personal details should be managed by the employee However there may be circumstances when it s appropriate to update contact details on their behalf Changing Title will always be managed by the People Services Centre This is because they need to obtain evidence for this change such as a Marriage Certificate or Qualification Similarly changing Visa or Disclosure and Barring Service information is managed by the People Services Cent
10. Time Codes within Core Time uuu ceccccsccsssecssseccsssecssseeesseesseecesseeseseessseeessseeseseeessaeess 130 Appendix 4 Where Do find Tips to help you navigate around the system 0 132 Page 4 of 132 General Information Core is an integrated HR amp Payroll system that enables both post and employee management employee payments and absence management Core was introduced as a brand new system in February 2013 and since March 2013 has been in use across the University The modules currently implemented include Core Personnel Core Pay Core Time Core Portal As of September 2013 ongoing work continues to implement manager requests in a new version of Core Portal Core HESA Core Training and Core Performance Management Development Further development work will see the implementation of the Core Budget and Core Health and Safety modules Core is supported by the MISSC Team within HR and by the Cardiff People project team Queries regarding day to day use of the system or how to undertake specific tasks should be directed to People cardiff ac uk Page 5 of 132 IMPORTANT INFORMATION RE UPGRADE Due to the upgrade of the system to Version 19 there will no longer be reference to Primary and Secondary appointments for individuals who have multiple appointments Instead the employees main appointment will hold a substantive date against it and this date will normally be the start date of their a
11. against it you do not need to assign Terms amp Conditions Pension Schemes or Cost Allocations If there are differences between the appointments you can make these changes when planning the appointment Page 30 of 132 Post cost allocations funding codes must be recorded against ALL posts The cost allocations screen is particularly important for fixed term posts because the end date of the cost allocation is used to drive the fixed term management process as well as the redeployment process For fixed term staff the end date of the cost allocation must be entered as the anticipated end of the fixed term contract If the cost allocations change between the start and end date of the contract then the end date should also be changed If a contract is extended it is critical that the cost allocation end date is also extended otherwise the fixed term review e mails and processes will be triggered on the wrong There are three parts to cost allocations which are Cost Centre Project Code amp Expense Code All are entered at the post level see screenshots below To enable you to enter the expense code the scroll bar at the bottom right of the screen must be used 1 From the post profile screen scroll down the Select detail menu on the right hand side and Adding the Post Cost Allocation dates select the Post Cost Allocation option in Gorehenonasi 19 04 CFO c E g M e yw Past Prule Hante Qo P
12. depending on arrangements within the School Directorate in which case the person might also hold the role See All School Directorate Do School Directorate HR Administrators will generally be individuals who are involved in any HR related process within their area They may or may not be involved in the internal approval process and or be the person who is tasked by the School Manager to maintain the organisational hierarchy for the area They may enter absence information request changes to contracts run reports to monitor fixed term contracts etc CASUAL STARTERS This is a role with similar access to that of the School Manager but might not be involved in the budgeting elements of the HR processes and might therefore have limited access to salary payroll information employees within their See All employees within the School Directorate This role type may allow individuals to have view only access to some of the back office screens Do Through Core Portal Finance Administrators may enter timesheet information for staff approve timesheets as part of a workflow process input casual starters review budget information review salary to grant proposals Page 125 of 132 Line Manager Timesheet Approver Timesheet Approver 2 of School Manager enabling them to have extended rights in the system This person might be the one to review all overtime or timesheet claims prior to submission to Payroll or pr
13. Cimara Creer a gt Abo bediistos Afurca insane mews H TTT We l 5 rent awo boot Oe ow j a Pont am H Cont te swe E Past Vere z a _ ry fia free eo a or 6 om Coes ree free a Te br 3 At the Post Profile Maintenance screen populate the fields listed below you can use the blue buttons to select from the available dropdown lists Teereeeet 10 7 1 iar Sutin Geto a feet Gao Ooy ten lcs Wow bPost rolit ie ilove Pos Pro e Puti 10 a ooj Of w Seeoct Deis CETE 02 b moria Cys pr CARE 03 Man Anpombrerts Post Prote Teos Hos EI On eee d View Aportar Manage i oe f 05 Coremterrzy Profite x a is Garcton seers Mentor Cone hl OF cancer neveresty Var oiia teen O82 Meee Damiani Ada mirom NE Uroeerc eroas r ivt tanr nr Fhe e timer archy Ueetinitien cates f EA Cancer enay Ab Deserigntion GchesOenctorae fs BP fice Chance Los Orcs Doiio ive A ice CANCEL LCOrs OE Leper lat EA fice chca lores OOE p Dept Aorerner faron Ea vce Conupris Coat Contre acon Pleo i lt i lt lt i i i i i i a SS poaa vex iana wom AA SS Lapas ha ea wenacettece 0 BP EENTRAL ADMIS TRATON SERVICES eitweyeaeir cie tet EA rors 5 PEOPRETDAS MOTHER SERVICES attain w te Justecate 3 o NE Neeg Cory emyr bea BA TION MAMADEMENT Renaten tert Crievaeest Arrue Cost P
14. Coory Tonina eporis Wimdow La OBH i no Terms and Conditions populate check that you have selected either Fixed Term or Open Ended profile type for example a post will never be Open Ended with Relevant Factor as only a person occupying that post can have that status in a fixed term post Page 35 of 132 3 On the Terms amp Conditions screen that appears if the Allow T s amp C s to be updated from Template Profile is not ticked then tick it This is important Assigning the relevant T amp C s to the post is important as it will ensure that the correct Probation Expiry date is applied to the individual s record within the system once appointed Ff Linea k tL eee WAI Aitton GS Glock fek Recon Query Help Tool Widow os Toms and Comeiiteors a goood 8 oo ay BB eo Torms and Conditions Pust Menier soser irate 6 Teacrang amp Meseercn matt ppan onor aftar fra newerce Teet i z i onmes Teaching amp Recearch Terns arte Comins for Gracte 6 eeptoyed of an Open ended Comtrect ad egmoeterd on jue ater Aut 2070 Priamon Pend Mi Probation Peroa Type Moths Empioyss Notice Perex 3 Empioyea ticu Period Typa Months Empayar Mo ee Period J Erakvyer Notio Porod Type mons increment Due konts 2 Foresee hn e 4 Ifthe post is open ended then the Increment Due Months box will be empty If the post being created is fixed term then
15. FTE Click Save Proso eet tie OAT Iai Miervimieee beliren Iripa Beceitte Wanhew P wiPwo tho A fett Mhervioneee Deliro Iripa Beceirte Witnibw Coopany ea s eee SEG arre owe eset ed BOMELACAL 4 UFE SCENES Maintain FTE Coe Corte 10000 van raw Denn atant Looanon DENTAL SOOO HOSTAL IETA Cont Corie a eee Actety atatt Ones ao te dutieater JO POODE COVER FOR ASSES O Amt Scanon d mi sa caig asmane Pren ORADE 277 6 10 rr hear Page 29 of 132 6 The increase in FTE will now be visible on the Post Profile Maintenance screen fetem toll Dock faekd Peeeetl Query tee like Wawbrw Post Prolite Letrherwerwe Post Prose Posi Tite Post Mamier Enoce Oute Post roiie Type Manapers Oru Teutu corte h EN kakerueesty aoe Ato mihini T Mio Commence a EA SEET ET Neer ttry Defiretion Coogan r onma O o Compe Pn ET aL S UFE SOEs Sores Fe tv CTNS saa fo ite aamama Com Cartre foe A howo m vart Grae wert Ebena ULULULUCUCUCOCOCOC t t COCONW locaton i EE Danai sowa hosmas amp ESA On Crie B o o Aevis Case i G iian PAO PREOEE COE FOR ABSENE w Astin j 2 rwergtary F Carry pa C Ea CeIn saron Rante bor Gea Cf Gali Category for Sman O O O OOOO a SER S wie fe E nepert Tozet O pe Eo e aeee I As the Post has already been created and you are simply increasing the number of appointments
16. Ow Peete NAOT Wort Orca IBOSI Aan Support LH Aa 1 1080tte Lanson S MARTEN EVANS BULDNG HESA Coat Cortre Aciety Stet Cleese Om Alan Um Amin I 4 To see the appointment details related to that period select the line of interest and click on the Appointment ID field of the relevant row Click on the Drill down button which will now be available Employee PersaneetWo DPE simer moar Appointinest Summary Apporimert O Poa Tie Dart Dwe Ew Ode Poni Typa Page 92 of 132 Click on the relevant row and click Q the button ye vim Appontat Detam Aamey Fost Dutaite he aen Ps huis 1s PERLI 10 Page 93 of 132 maanani Tha krese sa ahi Pe aber ib vew paliet etwa Letese erms be ateteted dee ty oh Pew ieee How to see Changes in Salary There are many types of salary amendments that the People Services Centre process all of which can be found on the employee s Pay Profile If you have access to view pay profile you can see salary history salary detail allowance and any changes waiting for approval 1 Select Core Personnel Maintenance Personal Profile 2 Search for the employee and double click on their name 3 Click on Pay Profile 4 The default page will show details of the basic pay on any current appointments If there are any allowances against this post you will see them by click
17. Pere Treier nancial Syrien riegration and fra of Wow Adans Corelersocnel Corer scorw Etiectvety menege workforce paming Bl COGS YOU PaO gt MOST ADS Soott your enrg cyets Core Time oreRmoetec Etfective Yvert Foros parry and There Marnegernerd To your Organon P A B Exit This closes the CorePersonnel Main Menu screen and returns the user to the CoreHR Suite Menu screen Clicking Exit from this screen will close the application entirely Maintenance This menu allows the user to maintain data in Personnel It is from this menu that the Personal Details screen is accessed to view employees in the database and to update amend employee record details This menu also contains various other maintenance menu options Reference This contains all the relevant screens for setting up reference data for use throughout the Core Personnel system e g Organisation Roles etc Enquiry The enquiry option allows the user to view relevant information but does not provide the ability to amend any details through these screens Page 10 of 132 Window The selected criteria in this option Cascade Tile Horizontally and Tile Vertically determine how you view windows on your screen Other products which will soon be available include Training The training module consists of 3 sub menus These include 1 Training Enquiries 2 Training Maintenance 3 Training Reference The Training Enquiries Menu gives the user the
18. Tutor Post New Page 52 54 Probation and Appraisal Updated Screenshots 117 119 Phased Return Point 3 Information Updated 102 Sickness Management UDF New Screenshot 104 106 Where do I Find New Page 132 Page 7 of 132 Quick Guide to the Changes in the Core Professional User Manual CHANGES TO CORE FOLLOWING UPGRADE TO VERSION 19 TASK Adding Post Cost Allocation 31 33 New Screenshots and Additional Information Changing Post Cost Allocation New Screenshot and Information 66 68 Changing Cost Allocation for a posts future appointment New 69 71 Screenshots Information on Substantive Non Substantive Appointments New terminology for Primary and Secondary posts New Changing Personal Details 64 65 New Screenshots and Information How to See History of Changes 92 93 New Screenshots and Information Cc N Information Adding a Sickness Record for an Employee New Screenshots and 98 99 Additional Information Recording Fit Note Absences 100 101 Additional Information and New Screenshot Unpaid Leave 103 New information and Screenshot Changing Shift Types 74 76 No change to manual pages but able to record against multiple appointments Recording Shift Pattern for hourly variable staff 79 No change to manual pages but able to record against multiple appointments Updating Semester Time Only Employees 77 78 No change to manual pages but able to record against multiple a
19. Typan Start ERT Typa Marna Dota Effmctiva Same Cyela T35 FA 35 00 STANDARD 35 HOURS 01 APR 2015 Fal 1 wal i Personnel Syverride E i j p 7 ees o i ee i Farzana mrri l l P r opa ia Durrani Paria l Shift Paterne Shit Typa Start Ook Monday umrdin Vyana dmy Thursemy Friday Sml urdim Sundmy SED Emaa za apR 2013 FAm rH rH He Fre r ret ST36 laniaas foe6 way 2013 FHR 1 FHR 1 FHR FHR FHR Fa Fa GEL 20233 fia may 2013 FHA FAR FHR FHF FHR Ri Fa STIG lao12a4 30 May 2013 FHR UER UER UER UER m ica l Ta5 lSoizse 27 mav 2013 FHR FHF FHF FHP FH 1 1 AEG 2o235 fos uun zo13 FHR rr Fre FH Prr 1 fre re S736 oia fi0 Juh 2013 FHR FHR FHR 7HR 7HR a ia IST as laniaaa fi FeduNe2ota FPR Fre FPR rem DER a a STIG jaoiaae 34 JUK 04 5 FHR FHR FHR FHR FHR IRA ra Stas faoizao 0 o1 uuL 2013 PHa rnr rnr THR Hr Pea P S736 laciad1 O8 JUL 2074 FHR FHR FHR FHR FHR Ri Fi ETa5 a042 f6 JUL 2013 FHR FHR FHR FHR FHR Fi Fa STIS 201343 aaeJUL 204 3 Frm Frm Frm ti FAR re me Geo 201244 25 40 2013 FHA Hr Hr Hr FHA R1 he z five Oldar Dalal 4 In Core we cannot delete an existing shift pattern instead we have to enter the new shift type on the line below the existing one Click in the white box below the shift type to activate the line Page 74 of 132 5 Click on the B and the search box wil
20. additional checks this will need to be recorded in the Post Profile screen This will be explored further in Chapter 3 Page 42 of 132 Creating an unpaid post There are a number of post types that are unpaid but still need to be created within the system e g Honorary staff Tier 5 Soonsored Researchers and External Incoming Secondments They must be allocated to the pay group that has been set up for this category of staff Unpaid Title Holders code 54 Prior to creating a new unpaid post specific to your area search using the Job Title option to see whether a generic bucket post is available for use If one already exists you can use this template profile to plan an appointment making it specific to your own College School Directorate Select the bucket post relevant to your role select plan appointment do not amend the template before you click plan appointment as you will overwrite the bucket post You may now enter the hierarchy relevant to your School or Department Bucket posts have been created in the system for Honorary posts and the post numbers for these are as follows Post Title Honorary Clinical Teacher Honorary Distinguished Professor Honorary Lecturer Honorary Professor Honorary Research Associate Honorary Research Fellow Honorary Senior Lecturer Honorary Senior Research Fellow Honorary Senior Tutor Honorary Site Librarian Honorary Tutor Honorary University Associate Honorary Visiting Professo
21. allowance is the manually calculated then re calculated difference automatically from the effective date of the change in calculated salary What happens if you It will not show up as a separate record Core Changes make a change to a the latest record will overwrite the first Personnel record save it then but will retain the changes you made make another change originally so only one record with the same effective assimilating all changes will be visible date Who is responsible for Schools will now be responsible for Core Changes changing cost allocations managing cost allocation funding code Personnel once an employee has changes been appointed Will I be warned if miss Yes You will receive a prompt to tell General a mandatory field step you which mandatory field has been Navigation missed when you try and save the work you have entered Are mandatory fields No but you won t be able to proceed to General marked in a specific the next screen without completing Navigation colour mandatory fields the system will prompt you if there are any you have missed If casual staff are auto This will still be carried out by the Core General commenced by Schools School Although casual posts are auto Personnel Navigation at which point is the A amp l commenced they will still need to be check carried out authorised by the salaries section before payment is made Payment will not be made unless the
22. can have the default end date applied In the event their contract terminates on their fixed term end date they will be processed as a leaver and won t then carry assigned organisational role Under Org Group Item use the blue question mark to select the appropriate item Click 2 to save Page 86 of 132 Hierarchy Amendments Duplicating Copying Posts There may be a time when an individual or post moves Divisions or Departments resulting in the need to amend a hierarchy definition in Core However there is a restriction in Core that prevents its users from changing the hierarchy definition after the post has planned As such it is necessary to create a new post and appoint the person to it The easiest way to do this is to copy a post you want to make changes to and then make the amendments Making Amendments to the Hierarchy 1 From the Home Screen go to Core Personnel Maintenance Post Profile and search for the post you want to copy 2 Click the green cross icon at the top of the screen to insert a new record The screen will clear itself of all entries Fa orePerzonnel 16 2 1 UAT Asction Edit look Lleld Record Query Help tools Window eM Post Profile Maintenance a ejoo wD v Ej Poat Profila Post Titia fasia F j Test PRornssor ee ere Fost Humbisr 02889 Ba Post Status ACTIVE IEEE 7 O2 Job Prevfile na Dak Ea 03 Plan Appolntmants Post Protie Typs feu OPEN ENDED
23. cost allocation Remember to scroll across to the right at the bottom of the cost allocation screen to add the expense code 6 Core will populate the full 100 costs relating to that period To make an amendment to these you can either free text the cost codes ensuring to have caps lock on for the project codes or search for the codes using the 7 Click Save Page 69 of 132 8 Amend the end date of the allocation as appropriate Come eaz aa 11090102 G2 jaa 1090002 mabi dasha SER g You will be brought back to the full cost allocation screen click add allocation and input the full 100 cost for the remainder of the contract and click Save CC Wert bate ret Late asi ta e ee mat sa Lov Penge jacana em anoa aana o te ae tle i JT e Teme oont wT 4411008 1h 1a Page 70 of 132 ibeporie Wirvdere z Thee bereen wil aay Pe ujer TD iae put pata rroereato taya fret des bow Debato cannot be ceased Grecty on Sete pported Poesy Appointment Detalls CARDS UnevERSITY Post Tape ARTS PLATES amp SOCIAL GCEYAES Project AA ater et Tt PLAEO t GEOGRAP TY PLAN MESEN itr a gt PLEASANT LANO TEG aL SERVES m aa a O Tee een Core Drast Work Groce tc Al SRPS 2 yane x PIE tare ease y y i MVERSTY HALL TOMER BLOCH aai r Actrg Up ret aeterni N B The changes that you make in the Cost Allocation s
24. employee number of the individual you are looking for or alternatively use the Q function on the Person field to find the employee Ta Current Balance Enquiry aj JA a alias o E Selection Criteria Balance Code ALD 2 Annual Leave Days All Personnel Vork Group Department Person oranges GRAHAM NASH Current Balances 3 Double click against the highlighted blue line for the leave balance to drill down to more detail Where a sign appears next to a line on the drilled down details this suggests that further drill downs are possible sa Current Balance Enquiry 1 biel bH Bee fe Selection Criteria Balanoe Co Bat Persone wie J C S we 2 OS pereon a C ant Balanrac a Details for Graham Mash Pis02860 1 Managern 01 Oct 2012 to 30 Sep 2015 Description Reevd Float Accrued Taken Balance Opening values for period 2012 Time Codes hours Manual adjustments reent value for period 2012 fa Details for Graham Nash P 502860 1 Manager 01 Oct 2017 to 30 Sep 2013 Description Float Accrued CIF Taken Opening values tor period 2012 Time Codes hours Manual adjustments 01 OCT 12 to 31 DEC 12 100 92 565 days 4 days annual leave taken uo ia Rounding Current values for period 2012 a 00 EE Gea 5 33 a 25 00 a TU Helle WL iske This is an example where a manual adjustment has been made for annual le
25. oN Pou You can now proceed with planning and authorising the appointment please refer to 56 60 for instructions on how to do this Please note the following when planning the appointment example of screenshot is below e Planned Pay Scale should be CAIRD Pre Sess e Planned Point is 1 e The Job Text box should indicate the specific job title as CAIRD Pre Sessional Tutor Page 53 of 132 Actus Appownnent Coerrence Agportreert eer Date Corsrents Satua Osia View Empiopee Apoownrenn View Poster Mastery Pensa faaite ICARD Pre Sessianat Teter T lt E Aa UN a TE A as Dec2ora OF EN Fora TERM Page 54 of 132 Chapter 2 Planning amp Authorising an appointment After creating a new post or finding an existing post template the next steps are to plan and authorise an appointment Planning is defining specific details relating to a person s appointment and will contain information such as start end dates spine point and relevant factors Planning an appointment should be done in advance of the person being appointed using the earliest possible start date for anyone starting in the post Authorising the post is making it available to appoint an employee against so the recruitment process can begin When recruiting for a post that will have multiple appointments against it each appointment will have to be planned and authorised For example if you were recruiting 10 Cl
26. oe Seaee User Reference Dota Liver Defioed Denata Liver Loari Cree ierivets Ce ed Core TemerCoreRoeter Ettectwe wire Force perneg atd Tree Uesagerees fer Buk Update Processing Man Screen Four orgareseten Morton Letter Hetory terface Stress Momtonng Pending End Meragement a A Gl Page 13 of 132 ation Ed Bleek Fiili Raton Quer Help Toole Window Sooo ff Bo fs oO HI ij Talian Critnii Ha AT EE Esmh af Hva Apcintrnard Eisa Simiad Fo CS 3 FTFkt F Te 7 F SS SS From anthes O ormani M a o Gw Employee Detail Using the Keyboard When using the keyboard press the lt Alt gt key menu access key Use the up and down arrows on the keyboard to navigate to the required menu option Press lt ENTER gt to select a menu option Standard Toolbar Core uses a standard tooloar made up of 9 menus and 14 icons The menus and icons perform similar functions with the most frequently used commands appearing as icons These allow the user to insert update edit view and delete data within the Core application 1 Seago WwW aoa D View Icon Description Each Icon has a description explaining its function To access this description hold your mouse pointer over an icon on the toolbar e g over the lt Save gt button Each icon is listed below a enables a query to be run gt enables you to move between screens once in a record tel enable
27. option to view training details only i e no modifications can be made All new training details and modifications are created in the Training Maintenance menu Some of the training reference codes e g completion reasons are set up in Training Reference menu Page 11 of 132 Navigating in Core Core uses a combination of mouse and keyboard options to move around within the system Menus are used to direct functions within the system and standard toolbars are used across the application Using the Mouse When using the mouse click on the required menu to display the menu items and select the required menu item For example from the main Personnel menu select Maintenance Personal Profile You are now in the Employee Search screen as illustrated below L Corte bast orehih Windi Core Deskti p Core Cardiff UAT sialon neces My Shortcuts Available Products Vacege of eapects of emer Reacercea Tom nasi recratreert Trough ta vertaa reterrert wth the n h Matntake T Meg ted Corset cute of ae tware Appecatons 4 npt Marusi Tressheste for he Seneca CocePay Maree of Srectnere Nien Payers rouge u Payee Here trerater Prete Syah amp teg eter ard Ered ot Coe echer acer CorePerscrmeal Mectively manage workforce parnneg ond captans you O pet meters Coe wkace ansat Core Teme oreRoster E tiecies Werk Faroe pariar ord Te Merageret We Page 12 of 132 Con Pence tae Mulia Alena Enay Trewin Nodwn Megewt
28. record and go back in using the new post number before you can amend the hierarchy Once the hierarchy change has been applied save the record then plan and authorise an appointment to enable PSC to move the person people into the new post Page 87 of 132 4 Once the post has been created planned and authorised contact the People Services Centre and notify them of the need to move the employee s appointment 5 When you have confirmation that the employee has moved posis go to Core Personnel Maintenance Post Profile Post Profile Maintenance and search for the old post number 6 If the old post no longer has active appointments against it it is important to make the old post dormant This can be done by selecting Wake Dormant Activate from the right hand selection panel E wT ts 0AT Atim DE Geek Tete Ened Dery ete Treete Yiri Pust Prolite eewer Q oO Wd OOA O E Peat Profle Pese Tike OR ADEE TRATEN enon Pose rhantae ok ewe hacme Cirmi Late zi auaa H Prat Proste Type H mer Terry Maragers row Detar cme EN Tanner unnsa y adr afore j Auf Carmeercerwet Veer at Oty indian apa OP aris F eveT Carga z OP ants PLAANTES 4 SOCHE Sewers EI arcer Lawson OP ERFDE Lr ee WP caste LAN Sooo EN hoa OF jars awe bh lanmelen alo M_a t POETIN Ass POW 4 IAS OF LEO d PA AOWEETTRA TIVE SUPPORT torr 7 Input the date that the employee moved po
29. the 12 month option should be visible 5 Click bd The Details saved pop up screen will appear Page 36 of 132 1 6900 H OO44 O N o Tors and Conditions Peat taster azar Aliou TACs to be apsetnd from Tempime Protie 7 Tenge 10 Cease G Teaching PON BMT CE egparten on or ater Hefererae ype 1 a _ _ etorerce Type 2 Eataa Camry J PERCIO 6 PESEANCH Deserpron apres Awornnne Beam Bata Comments Seectey 4 Peteech Terte ret Coralina fur Ovente 4 eniro Oh a aoth erated oaot mvi egguetes an we eter Auguet S10 Saatan Perit Probie Ported Type wrens Seeeere Motes Parod Eepboyoe Notice Perec Tyee vertu Erretortr Motos Ponad 3 Erpa Notice Parna Type MWh Norten be entre 12 reei Hiti a caog TEMCIID S RESEARCH Sets Category i TEACHD B RESEARCH G oo Sate ee ORADE SFT 6 The next task is to click on the Balances tab to assign the leave balance If the Assigned box does not have a tick then tick and click The Details Saved message will appear Use the red door button to exit this screen BB CceePersomnel 162 1 LAA fete tet Dock kt Awani Query tet look Wewbrw wel Contin a 9990 0 oa Tomes and Conditions i Pust huner fazer Allow T amp C s 10 be apdeted from Tempie Posie Tenpine 110 fase 6 Tenino E Rosaa stat OE appar det on Or ater fetes Page 37 of 132 Assigning allowances against the post As an optional step and where t
30. 0 for each and you only need to amend one part of the funding for a specific period of time Core will populate 100 costs relating to that period and require you to complete 100 funding information for the specified period of time Page 68 of 132 To Change the Cost Allocation of a Post s Future Appointments There may be times when you want to change the cost allocation against a post which will affect all future appointments made against it If this is the case bear in mind that changing a cost allocation at post level won t have any effect on the cost allocations of all current occupants of the post Cost allocations can be different at post level to those at appointment level 1 Select Core Personnel Maintenance Post Management Post Profile Maintenance 2 Search for the post and pull up the information by double clicking on the post 3 From the drop down menu on the right hand side select Post Cost Allocation ya Pret Ovat e mastana p 9 Pew Prefily 4 Either edit the existing funding code see points 5 7 onwards or add a new cost allocation as appropriate N B In Core you have to edit 100 of the cost allocations and these have to be edited in time fragments that cannot overlap one another Example Scenario We need to change 50 of the funding on the below appointment from June 2014 until the end of the contract 5 After following the above instructions click edit on the highlighted
31. 004 Hay fever seasonal rhinitis 10001 21005 10006 A 10010 aL 10017 LU 10099 23000 10100 24000 11000 11001 cases 11002 25000 11004 12000 a 12001 a 12002 25012 12008 en 12013 Eee 12020 Whole body vibration 25028 13001 panes 13002 13003 all 14000 26001 14002 Allergic extrinsic asthma 26998 Genitourinary problems including 15000 Chest amp Respiratory problems kidney EL 27016 umps 15010 16001 27017 16002 27020 17000 a 17009 28028 H E 20029 oe moorei 8998 15002 ae 27015 19000 Heart amp Circulatory problems a merous EN DEOR 19001 L 19002 Cardiovascular disease 29006 vee Soerosis i 19004 Cerebrovascular disease Shasa regnancy related conditions 19005 Deep vein thrombosis DVT Saad 19011 Hypertensive disease 19014 Myocardial infraction 31000 n disorders 19020 31005 Impetigo adele lee ae aaa 21000 Ear nose throat problems 32001 Alcoholism O o 10005 iS Page 128 of 132 Medical Appointment Rash Viral Infection 9 9 9 9 99990 Dizziness Page 129 of 132 Appendix 3 Time Codes within Core Time SHORT NAME name ay cone A ACCIDENT AT WORK ABSENT __ A A A A A A B ACCIDENT AT WORK ABSENT 5406 FLEXIBLE WORKING REQUEST 5015 A S A A S LU VOLUNTEER RESERVE FORCES PAID 5103 EXTREME CIRCUMSTANCES UNPAID 5409 Page 130 of 132 MATERNITY REL SICK NO CERT 9310 SICK NO CERT 5411 o Ey LEAVE UNPAID 5005 LU UNAUTHORI
32. 1 To assign the Terms and Conditions Profile to the Post select Terms and Conditions from the select detail menu on the right hand side of the Post Profile Maintenance screen 1 9 Ww ooa oO D o Post Proe Pon Tite tite EN LECTURER Setect Deel Pont Mater naa EN Pee Dates rr OS high Coreg Reade be m 1 artan fte Hotse Cute 10 2208 r E 1D View eatery Port Pratis Type DE EN eoD 11 Post Pansion Somenes Mayara Criit 12 Post Cori Albcatere mano f EA ascer oner B siaa F Aiouea T ho Coewercenert lt a aioe Hherarctry Donnin Cagara fi H CARDEF UNEVERGITY en omy rer ss esc cere Soroa fume E AAwa Donee TEEMA EN ans Eac evens ja Ph wens reece AD Coat Cartre fi ENEE 214 1 COST CENTRE Vert Cog kose sake raw Letin w o AMan HESA Gok cerbe EN Aeria F Ce atten sat Ob Amtiowen Ek Fury Erpa y p Cego irr PE Thane terreno h J y y awetes Anua Cog Sti Co egery hon E heonosrezarce pe i EX Pe Ecoe kone EN nane PT oe Hegre Le Prst z af 0 060UmCtCtC C re p E7 hosi So Stidi Post a Lf Page 34 of 132 2 The options of the terms and conditions available to you will depend on what category of staff grade you chose when creating the post Find the correct Terms and Conditions profile and click the Select button A message will pop up to confirm that the terms and conditions have been assigned to the post cir uemei INZI UA Eit Mantense Peteewnce
33. 2011 1 01 OCT 2011 30 SEP 2012 01 OCT 2012 01 OCT 2013 30 SEP 2011 4 01 OCT 2014 30 SEP 2015 5 Enter the Date Effective field for the current leave year select the Affecting Element option and enter the appropriate adjustment 6 Enter any relative information in the Narrative column then click 2 to save Page 113 of 132 a Balance Adjustments J SA9 9 WB AMR Calculate Ferson fh 1 40575 E HILDA FREDA OGDEN Balance ALD E annual Leave Days P 502573 1 4LUMNI RELATION Period 2012 o1 OC T 2012 30 5EP 201 a Calculate Adjustments Date Effective Adjustment Narrative sof Current Balances Mame Reserved Floating Accrued CF Taken Balance Booked Page 114 of 132 Leave Balance Recalculation If an employee s hours of work change for any reason the annual leave balance will need to be recalculated as this does not happen automatically and will need to be processed to correspond with the change to the employees personal record For full time staff that work 5 days per week and 7 hours per day leave balances will be displayed in days For all part time staff or for staff who work different hours per day the leave balances will be displayed in hours You will never need to do a leave balance recalculation as this will be done by the People Services Centre at the same time that another change is processed Page 115 of 132 Chapter 5 Probation Once a new employee or new pos
34. A amp I check has been carried out Who can allocate school manager role holders are able to Core Organisational Organisational roles allocate organisational roles to Personnel Roles employees in their School Page 121 of 132 Do some organisational Yes If someone has a School Manager Core Organisational role type s override role this would allow them access to the Personnel Roles others i e would a absence administration functionality so school Manager role you would not need to allocate this have the same and more separately access than an Absence Administrator role Who will decide what role Schools Directorates have already Core Organisational employees will hold returned a document specifying how Personnel Roles roles should be allocated These roles will be added to Core for existing staff before go live but the maintenance and addition of new records will be the responsibility of Schools Directorates Can you add to the Yes see instructions in chapter 4 Core Post number of FTE s ina Changes Personnel Management Post once created For jointly funded posts Each school will add their own portion of who will be responsible the funding to the cost allocation for entering the cost screen allocation Will employees still need Yes There is no facility for an employee Core Time Recording to fill in a SAN form for to submit their sickness absence Leave amp FINCE AUDIT purposes information via the Por
35. D4 View Appointment Managers Order j 06 Sompetenoy Proti SA ie aioe eer Of Sanctian Pistory Structure Goce fi EA CARDIFF UNIVERSITY OF Stetus Detail DA Make GormantReacthyate Auto Authorizmtion Auto Commencement 0A Maintain Fte Hierarchy Definition Carrer fi CARDIFF UMERSITY Collage rics MeMEOICAL amp LIFE SCIENCES 5i i E 1 lh n dob Geecription 3 Now press the stacked files icon at the top of the screen to duplicate the previous record It will repopulate the fields with the exact data of the post you just copied Click Save and remember to take a note of the new post number it generates Fa orePerzonnel 16 2 1 UAT Action Cait Dloack field Record Query hiela Took Window oa Post Profile Maintenance a s98 o 0 B amp F O89 Ry oO FF Post Profile Post Title J TEST PROFESSOR Select etal Post Miumber A Poxt Stetuxz acTIVE o2 Job Profile Erfective Date Cis ae F J OS Pian Appolntinenia Past Prania Typa Se Fij OPEN ENDED Che Yiew Appointinents Managers Order ti w 05 Competeney Profile a DA Sanction History Structure Code fi FA CARDIFF UMMYERSIT Y i i OF Stetuz Catal i 5 P i Ft 08 Make GormaniAiaacthata Auto Authorisation Auta Cammnencemernt a Mantan Fra Hicrarchy Definition cr 4 1 i dob Desoription Core Quirk You have to come out of the
36. Make a note of the Post Number 6 The previous step will have created the post as a generic bucket position but it will subsequently need to be planned in order to make it post specific The standard planning and authorising of the post procedure will apply Page 44 of 132 Creating a Post for an Internal Secondment An internal secondment is when a current member of staff moves to another post within the University for a limited period of time which is normally no longer than 12 months If you need to create a new post to appoint a member of staff to a secondment role the post profile type will always be fixed term 1 Select Core Personnel gt Maintenance Post Management Post Profile Maintenance 2 Onthe Post Profile Selection screen select New to create a new post 3 Complete the following fields Post Title These are pre set to be generic Any detail specific to the job title can be added in Job Text at the planning stage Post number will automatically populate when you complete and save this screen Effective date the date from which the post is created Post Profile Type Fixed term Manager s Order leave blank Structure Code Cardiff University There is no requirement to complete radio buttons Auto Authorisation and Auto Commencement Core Quirk When creating a post after you ve entered the Structure Code tab to the next field to make the hierarchy fields appear below 4 Pleas
37. Management Post Profile Maintenance 2 You are creating a new post so select New 3 Complete the following fields Post Title Post number will automatically populate when you complete and save this screen Effective date the date from which the post is created Post Profile Type Unpaid Manager s Order leave blank Structure Code Cardiff University Core Quirk When creating a post after you ve entered the Structure Code tab to the next field to make the hierarchy fields appear below Company College chool Directorate Division Department Cost Centre Workgroup Location HESA Cost Centre if known Activity Staff Class Objective Justifications if the post you created is fixed term Category Sub Category Payscale NON REMUNERATED FTE this is the number of vacancies against the same post that might be available Hours the number of contracted hours for the post There is no requirement to complete radio buttons Auto Authorisation and Auto Commencement Page 48 of 132 4 When all fields have been filled in click te to save and make a note of the post number Se Pout Profile Matonat 9 Ww ooa oO E Pori rotile 3 pont Vie heart P ram Teer a LE a brai taraa l BI Moi Dena wa ineca Late ETETE F Poar Prostia Typa T ss Dri Were ss Oe a rcs Loe H Tonrmrire Abo AA ater i AO Lee eta eet thew at stry Deneta
38. Oti haticsant Li Ce Awttcsen gt al Vianned Appainassent Prancend Bai Daie mss F Pianrad Ere Date o PervedPan Tye EAEN ec Pred Pay Dette Met erpai f Pisna Pero Rare Type Scmte Punt r Paree Par Scan fe ENI Piannad Port ry Er fee lant wrest Emm y g Pinnoite OOO Paned Reseces Erotas fi Reston fo ewregtit 3 Mites Apporteet s Bel Apponiveni s Liser Outs if comments T Status Deisi ie Cori Akcaios q 19 Teves awl Gorra ER ast rane x If you lose your place and can t work out what stage in the appointment process you are go back to the Core main menu select Core Personnel Maintenance Post Management Post Appointment Maintenance and enter the number of the post you need to review Click Search and this will display the status of the post and any occupants that may already be appointed against it Page 60 of 132 Making a Post Dormant Re activating a Post Making a Post Dormant There may be occasions when you will need to make a post dormant e g if an employee leaves the University and the post is no longer required 1 Select Core Personnel Maintenance Post Management Post Profile Maintenance Enter the Post Number for the original post and click Search 2 Double click against the relevant post and using the dropdown menu on the right hand side of the screen select Make Dormant Reactivate Enter the date on which the post will become dormant and click OK N B It wil
39. Perned Point Pe Er nex Arrt Paves Saw y te Preveteayew c00800 yep Faeton For 2 g Cmdm 001 0 M U Eni Mastiviiwinn ibofeoie tinjery Recruit Meeetets Pest Window A ee TITLE ee eee Page 105 of 132 4 Complete the relevant fields on the form to record the information For the Sickness Management UDF the fields are as follows oe ConePerscnmet 10 01 OG ar ee ee ee tet Modifies fetes Engqury feeutment Aoao feet Window For the Sickness Interview UDF complete the fields indicated below bi ConeFerconne 18 6 CPO se ss fee ee ewe ee tet Haia fetewwe Day Berets Beopurts lest Widow Note It is important to insert the date the sickness interview was held in the Date To field as this is where report information is run from Page 106 of 132 Viewing Bradford Factor Scores The system is set to calculate the Bradford Factor score for a twelve month period The score takes into consideration absences coded against Sick No Pay Sick Self Cert and Sick Fit Cert The system does not discount long term sick leave disability related sickness or maternity related sickness from the calculation however you can run a report from Business Objects which will itemise an employee s sickness absence record To run a Bradford Factor query in Core 1 Select Core Time Enquiries Bradford Factor Enquiries 2 In the Bradford Factor field use the 2 to selec
40. SED ABSENCE 5413 VOLUNTEER RESERVE FORCES UNPD 5104 Page 131 of 132 Appendix 4 Where Do I find Tips to help you navigate around the system End Dates Planned End Date The end date presumed at the point of appointment Found Core Personnel Maintenance Personal Profile Post Profile Appointment Details Note If renewed may not reflect planned end date Target End Date Drives the redundancy committee report Reflects the end of contract ONLY Found Core Personnel Maintenance Personal Profile Post Profile Appointment Details View Employee Appointments Actual End Date This appears only when someone is processed as a leaver Found Core Personnel Maintenance Personal Profile Post Profile Increment Dates Maintenance Personal Profile Person Profile Maintenance Pay Profile Salary Details Discretionary Payments Core Personnel Maintenance Personal Profile Pay Profile Allowances Visa information Maintenance Personal Profile Person Profile Maintenance User Data Visa Details Continuous Service Date Maintenance Personal Profile Person Profile Maintenance Continuous Service Employment History Start date Maintenance Personal Profile Person Profile Maintenance View Employee History Salary Details History Maintenance Personal Profile Person Profile Maintenance Pay Profile Salary Details Page 132 of 132
41. Swapo fey Liaw l Str ren d Cte EA tnat f Ce mhn SEPARATED Poet Cage Sow Ty tie H Mamaye Cotes i amman Pertas Boome Lev actsens eS TS tet freurseee Mo l F Corre a ooo Hi Boas oO D o Appointment Detaits Par garnet hey Stake t Matye Apeoetnerts Fue F Porere Boo ore biy Current Dyrt m reste Appointann nts Apprerernt Ge Appererert Qimi Dwe Ort Owe Depts om Greavpem Tatua Gunmartras mee Te aI ee iH f i Rapor To Heeger oor sss jipen Morgan Protation Opry Date anao OR tee Part A Nwar Date t H mataanan l Reaew Den J 5 Fa Lasvno Code i Protaten tenzon Dete i F gt Location ans pa Protain Comgsetor Cute Lo SGN Loerty Gey femme Page 104 of 132 3 From the Selection menu on the right hand side select User Data and then either Sickness Management or Sickness Interviews from the User Defined selection list then select New doseme 902 00 00 lll MR oy o chee 20Rern ree Aeverd Poy Mote tee 4 areri Gppee tres A View Etet yee Appr i P ven sto Heter j j erctascs e aariaa SM pAAtOOnNgs f i Fengvus mstrote _ APOORAA A in Tat mE ESA comGete pul aetan Cees a Ce etic ee Om aa Fr x Planned Agpointien Parea Dart Dete E gt Parras fra lee ames Pon Typa T3 Wosia Marmer Pey Orisi Mt Pepene Pareri Pere fate Type Scate Sari Pewee Pry 2x ete Miiawnters T
42. TO r CPLA AR i 3 a pas l MENTAL PORTORANM ATE PRA E nNOS Tupeteers OEY AND PLEASANT LAAD ry ain en sH Cost Centre X Piet ag r Lacson 2a HESA Cont Corte FA Acii Oaea H Od Atin HA Os tioin I Papo bipey Category AS EE Daes iain PPn Ampuan taata pamare Anuai at Sd egery TT FA lanse SLESorT Anaise 260 Poy Some a EI OAE 497 ua Ropori te Peat E tease Lanthan Pot 4 The new job title will populate at the top of this window Click ed to save Page 80 of 132 5 Making these changes will only partially feed through to the View Appointment screen and a change will still be required by the People Services Centre Please contact them to advise them of this change A onerum 16 2 1 UAI BER Mentawa Relerwwe Dioui Raportis Wily Updated Ettectwe Dato int FER 2004 OY Tarpeen Does H Oetnds puch 98 Gapertvert nh ta ard cont orbe may be momed rera Peace ttn Deport mirrata for he arois on tive screen Panne Eng Date 5 Statue komercas rwy C rece Ah leoonn Non updated Cuncaryy CARDO UMVERSTY Prot Type a ED jceemeraes Corage i n ovaa soes a laassoovcn EN aassomon Schaal sere wll freien Jot Tithe Chaon SLPPORT lf you have a generic bucket post and want to amend a specific part of the job title to one or more employees e g Lecturer to Lecturer in Applied Statistics contact People Services Centre The University is ta
43. a AT A LAR C geatoers bin The Pol ede dep Peo aoe Sttectve Date fret Poast Prefiles x Pay attention to the Post FTE and Active FTE columns on the far right If the previous employee has left the University you should see a difference in Post FTE and Active FTE see line 2 above Alternatively if the employee that you are replacing is still in post you may find the numbers match see line 1 above e lf you are employing the replacement employee whilst the previous employee remains in post to allow for a handover you will need to maintain the FTE of the post before planning and authorising another appointment please refer to pages 28 30 for instructions e f you are employing the replacement employee on a date after the employee has left you will not need to maintain the FTE as the active FTE will reduce the day that the employee leaves Page 26 of 132 wrt th ILAA I Fod Pett Rec Yu Pret Phoilis Miewvt Coal Cores PESA Cont Cortes Achy iw Oana ty ankein Caepp SH Oiigry Per Some o0 S E a ooa w FE Frasca PON 4 Years OF LETS nT GB POGRADE ERI EE Des ale oer PT OR ERADE IFI 11 15 rears 150 Double click on the appropriate post and the Post Profile Maintenance screen will populate Once in the screen you can amend any necessary details Please be aware that you will be unable to change the hierarchy fields e g College School Division etc at this po
44. a e a lpmor EE Caner rmecetrsoma Repent Ta Post ee ve l IOO tous l w00 Dastin Pore A Erto Structure Code fc eo ee Post Title These are pre set to be generic Any detail specific to the job title can be added in Job Text at the planning stage Post number will automatically populate when you complete and save this screen Effective date the date from which the post is created Post Profile Type Open ended or fixed term should be the ONLY profiles used Manager s Order leave blank Structure Code Cardiff University There is no requirement to complete radio buttons Auto Authorisation and Auto Commencement Page 24 of 132 Core Quirk When creating a post after you ve entered the Structure Code tab to the next field to make the hierarchy fields appear below 4 Please ensure that the hierarchy details are correct prior to planning your post as changes cannot be made following this stage and subsequently a new post would need to be created Company This will always be Cardiff University College School Directorate Division Department Cost Centre Workgroup Location HESA Cost Centre if known Activity Staff Class Objective Justifications if the post you created is fixed term It is essential that this is populated correctly as it will serve as the justification for a member of staff being entitled to redundancy e g If working on a project redu
45. accessed from the Person Profile or Post Appointment Maintenance screens When creating or updating a post the only UDF that should be populated is the Post Checks UDF On the Post Checks UDF you will define the additional checks that are a requirement of the post At the appointment stage you can then use different UDF s to record information that is specific to the employee occupying the appointment So in simple terms the Post Checks UDF is used to flag the type of checks needed This UDF will be visible at appointment stage to inform HR of the checks they need to carry out before commencing the employee Example If a post was created for a Nursery Nurse everyone appointed to that post would need a DBS check so you would populate the Post Checks UDF at the Post level to record this as a requirement of the post When the Nursery Nurse is appointed and the DBS check has been requested the HR team will populate the relevant UDF against the employee s record with the details specific to their DBS check type of check expiry date etc 1 Using the dropdown menu on the right hand side of the Post Profile screen select the Post Checks option Click New to add a record and input the checks that are relevant to the post When you have finished click OK and Close a Lasi ra Pee Page 41 of 132 There may also be additional checks required for an individual At appointment stage if the post requires that the post holder is subject to
46. ad cue ou Hnn Rec te ntegraied CoretiA s Team Planes Group Batance Agdustment Hours Sunwrary CarePay Bradford Factor oy Potage watir mammeg mrs re anari psy Core lonerCoretceter EUN i L i Efectos Work furce pier std Tan Manegeren ter f pour orgaripaton i e 2 Find the employee you are looking for using the function on the Person field 3 Select the code associated with the Balance field ALD for Annual Leave Days or ALH for Annual Leave Hours details of any days allocated for bank holidays or reserved balances will appear in the Adjustments section of the screen and details of the individua s leave entitlements will appear in the Current Balances section of the screen Page 112 of 132 y Balance Adjustm 9 9 Wd 899 ui Selection Criteria Calculate Person 10140575 F HILDA FREDA OGDEN Balance Annual Leave Days PSS0257 3 1 4 UMN RELATION Calculate Period 2012 Di OCT 2012 30 SEP 20 3 Adjustments Feriod Date Effective Start Date End Date Affecting Element Adjustment Marrative Current Balances Mame Reserved Floating Accrued CF Taken Balance Booked Annual Leave Days P S02573 1 4LUMINI F 00 32 00 Oo OO Oo 32 00 D0 A OO I U S ES SS O EUU E g 4 Inthe Adjustments section of the screen click into the Period field on a blank line and select the relevant leave year from the options available Click OK ea Balance Periods Find 200 Start Date End Date 01 OCT 2010 30 SEP
47. age 100 of 132 This screen shot is for an individual who has multiple appointments therefore the days related to the appointment ID are highlighted Wi 89 o Selaciian Criteria ert i mon o r m daruary J914 Feteyery 3714 Active Prgarpess Ab fovgmiypews EA nument ertan GF LECTURER i Aa Al A j j j i BP 5t Fe tote Dr Cort ON O3 03 04 OF O ee lj f gt OP zian 2014 FNT Gee coterder te a deys 7 m t 7 15 3 21 33 Ji 28 m l a7 3 E J gt x BP Sipas Appts 00S Muro i EN lice OR jaariraores Avperst 2014 N p p b fwpoorteg Dooureriebar Reces ed rier were has laben piece Neeurn To Work lnturview Ft te E ret yaork Aleit t joe Balances Hwre Toy Tain Booerd Evens jimwe Loaro ten bomen gt wel of wf te Annual Leave Hours 504308 1LECTUI D mit oo mi Other forms of absence leave can be entered using the same steps as outlined above For absence other than sickness it may not be necessary to enter a reason a If you change the start month and year if applicable within the selection criteria part of the screen this will give you more of an overview of previous months absence records Page 101 of 132 Phased Return When an employee has been absent they may return to work on a phased return which will temporarily reduce the amount of time at work A phased return will enable the smooth transition back to work a
48. atege Pas GYRA Sm iie Eea fian ii Mater ii Cont Centre fi BR PENAT cont cenme pecan pan esoe O O OOO OO Gano EN panona Location s EA Mams maces 2 Enter the date in the Effective Date field and click OK Click C when you return to the Post Appointment screen Note that the status of the post will have changed to Authorised Eie erersonnei 102 5 UAT Tait Manihmers Suieremen Ceumery Trams Seporte Wiehe err SSeS Wd pot w Ion A S Pest Appoinimemi y U NELLES TOALN pamisesa coe O J n cne OOOO Viia 3 o mereme Mens banns 4 RT Oe ob Tet Page 59 of 132 The PSC Team will now be able to locate this post using the post number created and appoint to it The post number that has been created should be put on the appointment form that is sent to HR via the e recruitment system following the recruitment campaign for this vacancy P wrtPwsonei f het OMT eter tet Dock 8 Aa Ory tet look Wewkrw ws Post Apporniment Marten 3 sooo Ft oozy OQ E i Post Appointment Poat hkerberteq ICS fi EA fiios Eec s st nimate S penao Pee pe o EET aaay KAROEF UnevERSY nN Cuye Paca s 00 O O CNNO ON N Seod T wears rear n MANS TEACH ateen ban Hs TEROA Cunt Certe fi EA era Cost ONIRE raten hose EKE Temctew Pract aay 1000101 Locatzr 7 FI Mare manno r dob Text HeSeCoutCeme a7 Actr ty tert Chane F
49. ause the need for the role they occupy has ceased or diminished then it will generally be ok to use a bucket post If the answer is that some would be in the pool but others would be excluded because their roles are different then you might need to think about setting up two bucket posts to cover each post Page 21 of 132 Bucket posts should not be used on a wholly generic basis It s not advisable to create a bucket post on a category or grade basis For example try not to create a bucket post for all staff within the same career pathway who might be employed on different grades Remember that unless the job is the same or broadly similar it may be better to use a one to one relationship Adding the Post Cost Allocation Quick GL Checklist e When creating a post amending a cost allocation against an appointment which does not have an impact on a relevant factor ensure that you have entered a valid Cost Centre e Cost centre should not be 9999 or 1 Unless they are Student Demonstrators Honorary etc e Enter Project Code Ensure the project code matches the cost centre i e 11200 amp AA11201000 or RCUE058 amp DI e Enter the sub category and ensure it matches the employee status and sub status e g for a project funded Research Associate who is full time fixed term the sub category will be DI STF Researcher FF and for a School funded Administrator who is open ended and part time the sub category will just be Admin Support e Chec
50. ave as the individual started employment part way through the annual leave year Page 111 of 132 Amending Leave Entitlement in Core Time This is used to add or deduct leave balances available to a member of staff For example if an employee has not used all of their annual leave and are carrying over up to a maximum of 5 days annual leave from one leave year to the next You will be required to amend their annual leave entitlement in Core Time This will be an important annual task which will need to be carried out at the beginning of each leave year to ensure that employees annual leave entitlement is accurate This information will feed directly into Portal Employees will also be able to see their leave entitlement when logging into Portal individually lf however an employee s leave entitlement needs amending due to a contractual change for example an increase decrease in hours or a change in career pathway this will be the responsibility of the People Services Centre to amend 1 Select Core Time Time Management Balances Balance Adjustment fem lave Mot Cheques Heports Pere Dota System Params Took Window eae Meriter Hours Maritain Exceptears Approve Hours ppr L Wokome Rachel Jones Ser lt rT Hous Thura dey t th Siep 11 4 Record Absence Datz Record Future Absence Tine amp Inal a Mamka na Available Products Cori Maritan Paron Siig Ty Veraoe si as0ec s of a ecrytrect tircugt to uide Houts
51. ave overlapping absences in Core and the system will warn you if you are entering an absence that is the same as another already stored in the system If you need to add new absence codes you will have to amend or delete the previous record before you can enter the new record For example if you have an open absence against Sick Self Cert and after seven days you need to add Sick Fit Note in you will be forced to end the Sick Self Cert absence before you can enter the Sick Fit Note start date This ensures that there are no overlapping records and that an employee s absence is not double counted The system will not allow you to enter absence that goes beyond the anticipated end date of a contract So if you have somebody on a fixed term contract who is absent and their contract is renewed beyond the anticipated end date you will have to go back into the system and extend the absence period by removing the end date entered against the absence record Sickness absence will have to be recorded by an Absence Administrator using Core Time s back office functionality as it is not currently possible to record this leave type through Core Portal Page 96 of 132 Substantive Non Substantive Appointments If an individual has multiple appointments both the substantive appointment Manager and non substantive appointment Manager will be able to record sickness absence against the appointment applicable to their School Department When portal goes li
52. ble to certain individuals i e School Managers can see sickness absence management information but others have open access and are visible to those who have been assigned personnel access Access to UDFs is dependent upon the organisational role you have been designated within the system 1 Log into Core using your username and password 2 Select Core Personnel Maintenance Personal Profile 3 Enter the name of the person and click Search Find the relevant person and double click against their record 4 Using the drop down menu on the right hand side select User Data Using the drop down options at the top of the screen arrow next to All select the User Defined Field you want to add edit and click on the New or Edit button eo Leer Minitema e Select eer Defined Field Lisy he ri Fb rt e e a a a o a a ee Fha sr i Ey Foe pas 5 The Date From field may or may not be relevant and this depends on the type of User Defined Field you are creating If it is relevant please complete this field with the relevant date 6 Complete the User Defined Field and when all data has been entered click OK to save the record and OK again against the next prompt Page 72 of 132 Below is a list of all current UDFs and the level at which they should be stored USER DEFINED FIELD PERSON APPOINTMENT re A amp Checks Appraisal Data Disclosure and Barring Service DBS Know
53. ccesssecssssseessnsecssssecsssssecssasecscsueessasesscaseesessessssseessnesesssaneess 100 Pasca R etti sssaaa a austen aieatas to ecabinaaaenuaueuie adie 102 unpa Ra Eats paeeere arene errr terry ee ee sent nee eo eae TC E 103 Sickness Management User Defined Fields cccccescsssccsssscssssecesseecsssecssesessseeseseesesseessneeeesaeess 104 Viewing Braciord Factor SCOMCS aaeei na N new aee iii dene 107 Running a Bradford Factor Report via BUSINESS Objects ceeeecesscceesseeeesseeeessseeesseeeessseeessaeeess 108 Checking Annual Leave Entitlements in Core Time ccccccccccsccsseessecessseceseeeeseeseseeeesseeseseeessaeees 110 Amending Leave Entitlement in Core Time ccccccccssccsssecssseccsseecsssecesseecseecssssessseesesseessaeeseseeeesaeess 112 Page 3 of 132 Leave Balance AeCAICUI AON ccseosisicsesacactesocsbetecaatesdesecancccienssslowissadedacteadeuncsviedianssrlawmisniiecactiadexsierecceetee 115 Chapter 9 POD allo lt cecsetete pater cmeuatet coated a te ravat ex eeid ate seven tas wie a ee raten crews eens 116 Entenng Appraisal ata toa UDF oriin E E hss 119 Probation and Appraisal Report 2 css fe22ccdnecatseedat anche eeedte ie A EE A 120 FreGuently ASKEd QUESTIONS acisna a a 121 A PENdICES rioa a a a a a a a aaa 123 Appendix T Organisational Role Sismacninnn a e a E E E i 123 Appendix 2 Absence Reason Codes within Core TiMe seessesssesssesssesssesrsssrsssrsssrssrrssressrresreesres 128 Appendix 3
54. creen will not feed into the View Appointment screen and the highlighted fields will remain as the previous cost allocation If you require this to be amended please contact the People Services Centre Common Error Message Start date cannot be before or overlap with another allocation Double check the dates that you are entering the funding code for Cost allocations can only be entered in date order For example If you have a cost allocation that covers January December and you only want to change March you would need to edit the end date from the January December allocation to a date in February Then input the new changed cost allocation for March and then re add the original allocation to cover April December You cannot input dates in a non sequential order Core will not allow you too Page 71 of 132 Adding Data to a User Defined Field A User Defined Field UDF is used to hold additional data about an employee or the requirements of the post They are used for various purposes including fixed term management DBS details preferred language choice etc and can be accessed from the Person Profile or Post Management screens Please refer to the table on the next page on where to find the relevant UDFs At the appointment stage you can use different UDF s to record information that is specific to the employee occupying the appointment Some UDFs have specific security access assigned to them and are only visi
55. d final report are due Notifications will be sent through the system with the weblink to the relevant documentation for completion and return to the People Services Centre With both schemes once the relevant documents have been completed you are required to send these onto the People Services Centre who will input the relevant information under the Probation UDF You are able to access the Probation UDF for viewing only by following the steps below Page 116 of 132 1 Log into Core Personnel Maintenance Personal Profile 2 Find the person you want to view details for and on the Person Profile Maintenance screen select Post Profile Hran as T Setet Oscarin tha a her fel ot Tithe w o O sl Pree be O16 60n23 naire en ernat ee ne Lure ee Moses ence Suse roat nerona Lrs 3 Densa Lane Date OF t h STS ee ee Lira 3 Kuwat Parast Wo Low 4 ciana hiad p vaa A Date D Lees Ot mae srana E Pust Conte ae a D Date Cr Merreage corby VED KWODOU Sos Suman Imas pone OO Mm ap nusos e F s Conpiete 3 Ensure that the correct appointment is selected Select Appointment Details Ss o Apporetert Uae Appererent w Gtart Dwe Ow Ove Departs 0 Th Gareevpen Taua Goarartiee mee EX H H EN Lasvrg Cette l 1 P wenn Praon Eni Location ans Bh Probatiun Compseton Cuta La Lereng Geary Arane Page 117 of 132 4 Using the Selection menu on the right
56. e Services Centre and MIS will be able to provide you with this following receipt of an authorised Data Access Agreement Form Courses on how to use Business Objects are run by INSRV on a regular basis A brief reminder on how to gain access is provided below 1 Log into Business Objects using your network user name and password 2 Select the Documents Folder then the Public Folder 3 Core Schools and Professional Services Folder 4 Select the Appraisal Folder 5 The report will then be generated and along the bottom of the report you can choose from the tabs in the below list which will provide you with a list of employees who are relevant to each On probation or having completed Probation within the last 12 months Appraisal within 15 Months Appraisal within 15 24 Months No Appraisal Data Recorded Page 120 of 132 Frequently Asked Questions QUESTION ANSWER Module TOPIC How do we set up a Post Process as a standard new starter but Core Appointing a retirement rejoiner make sure the pensionable element is Personnel person to a not ticked for the person The post could post be pensionable but the person would no longer be eligible see scenario 15 for details of how to process If an employee receives No In Core responsibility allowances Core Changes an increment during the will be added to an employee s record Personnel course of a responsibility as a monthly amount that will have to be
57. e ensure that the hierarchy details are correct prior to planning your post as changes cannot be made following this stage and subsequently a new post will need to be created Company This will always be Cardiff University College School Directorate Division Department Cost Centre Workgroup Location HESA Cost Centre if known Activity Staff Class Objective Justifications It is essential that this is populated correctly as it will serve as the justification for a member of staff being entitled to redundancy e g If working on a project redundancy would be applicable if providing cover for a staff member no redundancy will be applicable Category Sub Category Payscale FTE this is the number of appointments against the same post that might be available Hours the number of contracted hours for the post Page 45 of 132 When all fields have been populated click be to save and make a note of the post number Continue with assigning the following a aR URAT RST Asfan mte att Mae ewer Sorin weve PMARTT PMANLT fale SO open he Se CDM BOUTE HOUT Us Cee Ome Aer Batt deer Act dir H MOE Cowth ce etree Ma bcttt eat J eee THAT BUONT alam SUPPORT mi er GiS ALTE Once the above has been completed the appointment can now be planned and authorised please refer to pages 56 60 for instructions If however an individual is covering for a member of s
58. e role or the University then you can enter an end date against the record e Org Group Item The Org Group Item list options will be determined by the Org Group item you select i e If you select School under the Org Group option the list available to you in Org Group Item will be Schools only To view the Org Group Item list press the blue button at the top of the screen If you click into the Org Group or Org Group Item field before assigning the role you will have to delete the entry and start again Core Quirk If the screen is fully populated click the icon at the top of the screen to adda new line of data i A oo OO id QOO d g O Usganmatinnal Roles By Permon Maininnasc Par w y Me 414 pI anm gt Pon Pervorred he nae aa ad o wtr From Dae oo Lt Marware ep vee De cea WT Ha i RT AM Trarang Aleate Aawit Wark Grmai pretvant pman be travese 3 Click ll to save Page 82 of 132 4 For employees with multiple roles add another record Click into the white Date From field and click the green icon at the top of the page Follow the same steps as outlined above N B To amend a role previously assigned this might also include adding an end date against an organisational role follow steps 1 2 and find the record you wish to change Make the relevant amendments then click td to save your changes The deletion of a role previously assigned is not recommended because it create
59. eeseeseseeeesseeeees 52 Chapter 2 Planning amp Authorising an appointment ccccceeeeeeeeeeeeeeneeeesesenseeeeeseneeseneeeeaes 55 PANIES ADDO MINIM sseucsiensciscaterscecautevssicaemdbeadslenscacaslera cosa sive aoedcitnd ieud sna usen denauosd avd doea vend boudvensdeeidexesenceenss 56 Page 2 of 132 PADI VOI SHC TPOS ex sd estes setae Mas Seetnastansctouailads ates a teuSednina ws doanaledseten a ara 59 Making a Post Dormant Re activating a POST cceccccssccessseeesseeesseeesssseeesseeesssseeessaeeeessaeesseaeeens 61 Chapter 3 Changes essione E ENE 62 Changing Personal Detalls seriar an a A E ei 64 onanging T 2911 72 le etch e ah ansasinen a a E A ome ee 66 To Change the Cost Allocation of an Existing Appointment cccccccssscesseecesseeeseessseeesseeeesseeeees 66 To Change the Cost Allocation of a Post s Future Appointments ccccescccccceeeesssssseeeeeeeeeessenaes 69 Aaging Data toa User DEINE Field sissctcirsteteteste aseletteceteectebietatetoabenid dhl E E 72 are Lael ae Weve aN ih n S teentemere tea eer ar dete en eens d mene rc nt ene Pe record eer se ae eee ee 74 Updating Semester Time Only EMployee ccccccsscsssccesseceseeceseeeesseccssseseseeessasesseeeesaeeseeeeesaeess 77 Recording Shift Patterns for Hourly Variable Staff ccc ccccsscccsssccssseecssseeessseeessseeeessneeessseeeessseeeneas 79 chanodng adob iat Wii gt saaana ery etter eit frie eat Gran
60. en creating a post after you ve entered the Structure Code tab to the next field to make the hierarchy fields appear below Company College S chool Directorate Division Department Cost Centre Workgroup Location HESA Cost Centre if known Activity Staff Class Objective Justifications if the post you created is fixed term Category Internal Outgoing Secondment Sub Category This will relate to the grade of the individuals substantive appointment Payscale This will be the grade of the individuals substantive appointment FTE this is the number of vacancies against the same post that might be available Hours the number of contracted hours for the post There is no requirement to complete radio buttons Auto Authorisation and Auto Commencement Page 50 of 132 4 When all fields have been filled in click 2 to save and make a note of the post number y Post Profile Mantenance Post Profite Post Tib Pun parme Eriectae Cute CA UMVIRSITY Meee mutters T ufo Coereeroeesy Fini ot thy Defiaiian cARDer UNNERETY POWEDCAL LFE SCENCES lencar ITHE STITUTE OF RFECTION AND MUNITY FLAMMATION SKIN amp JONT DEEASES Cont Cartre ROUST 14 Vert our A UEDC Seneeicnes Group Lor ation OFF STE HESA Cou Oribe Artaty sl Omm Ot Jucbfecatio t Cay Auttfiostion I Ecni Ava Con RESEARCHER RADE PT 38 4 Hous O
61. epee fo Te FI seoa wenecen _ tit Pat arde x T Sout States ect spamy Aui e E Ern i amien _ os i toes R crusts per Heras tainge S onan Settee fat san 2016 wer Teret one wert G aaith Page 32 of 132 4 Use the Scroll Bar to move the screen to the right and then the expense code may be entered Click save when finished Cavfencend 1966 0 Se a rs tet Maien felon ingay Rewuliment fegports Tet Window eo ny x Peat Profile Pati Tie SOOL MANAGER Sant Denes al iw Sc N B The cost allocation should always add up to 100 If a post is part time and split funded from 2 sources the allocation would be input as 50 from one code and 50 from a second code Remember that if the post is fixed term the end date should ALWAYS be entered as the end date drives the fixed term process notifications Page 33 of 132 Assigning the Terms amp Conditions profile to the post The majority of new posts will require a terms and conditions profile assigned against them The relevant profile must be selected at the post creation stage Selection of the profile will depend on the job s category and or grade and will determine criteria such as probation requirements and annual leave balances Careful selection is critical as an incorrect profile will assign the wrong information against the post and affect every employee who is appointed to that post
62. erical Assistants you would only need to create or use one post with 10 in the FTE field You would still need to complete the planning and authorising stage each time you appoint someone Planning Authorising an appointment will complete the initial post management steps required within Core and enable you to complete the recruitment process prior to appointing a successful candidate Recruitment will continue to be undertaken within the current eRecruitment system If you have not completed the post management steps outlined in Chapters 1 and 2 the People services Centre will not be able to appoint the person Page 55 of 132 Planning the appointment A post can be planned and authorised at the same time as the post is created but this is not always the case it can also be done at a later date To plan and authorise a post 1 Select Core Personnel Post Management Post Profile Maintenance 2 Enter the post number this was generated when the post was created into the relevant field then click Search and double click on highlighted post to open the record Note that the post is showing as being 1 FTE but is not yet active 4cten Edt Siece fisted Gems Gery tists Tris nar Setectinn Criteria ab aoe s i fann bape esr Aiweed WPP zi Tee 2 oat Type L Pivet Mtn Dom sree eee r LECILAER ahd cte mept r reen e pi a Freta Dar er r Te kI Poe Preties ou tes Pt Tie Kev t w Enmen Ove
63. ess to the Post Profile Maintenance Screen 3 The FTE will be showing as the current number of available appointments against the post Choose Maintain FTE from the drop down menu on the right hand side t WwW ooa y O 8 Pos Protite r eae bees veere Port ite b OP lacewarmatet yT AT Poat Sumter ites BO Ceectve Cute ta ee Hort Protas Tice g Pan row erect ar A PE pate urny o Meed Cte kh Mr han Anoortwerts Vive am a Geer e Dosare Prot DD Cee es Pies 07 Owe Dasi W Mare laren i Mae fate 00 arte Fie tt edterwere ga Corwen eert ee Mam ea ctey Datart rse Compan re a ae peorien Se peoeere a 6 UPE SEES ton Tr beme i Dee ator foarte tannete DENT ALOWES TRATION Guanes Cod Corte EFA OF firm l Wert oan wars 2 bern ace Lix asor a ERA Tera come A Oo VESA Cow Cartes LE Actrenite mes W kate en RG PRC OAR EOR AE Ereti oa Farg ty H Crinia y ao o E ATA Poel eee ete 30er Fomina Gowan Cnet ue Coeur 7 E kee apaan ae anaes 0886 E Poy Semte Zo Dimacecieres Hemet fonoa eA re w so assieme ya m Page 28 of 132 4 A new window will appear Choose Update FTE and under Effective Date enter the date that the new appointments are effective from Under FTE type the number of FTE that you are increasing the post by Enter your name in the approved by box and give a brief description in the Comments field to explain the reason for the increase in
64. essressressressrrsssresens 26 Option 3 Maintaining an FTE for an existing post eessseessesssesssesssssssssrssrrsssrssressressressressreesereseesens 28 Adding the Post Cost Allocation vrcccussscjvcccsesedcunensinnddasandeueasadwnentyeseisunanauveudenanssenasesvestenedsunes ronsMenatsoenveiueent 31 Assigning the Terms amp Conditions profile to the post 00 eccsscessseecessseessseeeessseeesseeesssseeessseeeseas 34 Assigning allowances against the poSt seseesseeeesseeessseseesssessssersssserssssrressnrresserenssereesserrsssseeessereessne 38 Assigning the Post Pension SCHEMGC cccccessccsssscsssscesssecesseecssecsssecssseeseseecesssesessesesaeeseseesesseessaeesegs 39 Post checks 7 User Defined Fields isesececcxsscesessededucdesvasdsescvcncnsidasnceedeceduedhsvant aeioceapuiscnasuedddadeesisznciiansoacayes 41 Creating an unpaid 90 SI sseeccarstecpstpcoxiesiosnsaccrinesx oa ce oe vee rtessexiccines macs tree danestaea staenac ae evaecniussenaes uae season eaeereees 43 Creating a Post for an Internal SECONAMENS ceecccesecesscesseeceseecesseeesseeseseeeesseesesseeesseesesaeessaeesegs 45 Creating a Post for an External Incoming SECONAMEN1 cecccessecessscesseecesseesssecsseeeesseesesseeesseeseas 48 Creating a Post for an Internal Outgoing SECONGMEM ccescsesteeesseeseseeceseeessneecsseeeesseeseseeeesaeeseas 50 Creating a Post for a CAIRD Pre Sessional Tutor ccccscecssccsssecssseccsssecesseeeseesesses
65. ew Profila Soa Tie ii ed hiewe Cttectre Dus a e S tW do r OONOOQL H Paur nea FT rye VAnNelen od Protee Tee Maeges Orde Suiss Code Mac Mfume o Hert a r fey Datt Doros meneer abOet uni ERRT E Auto Copwererrart CANOPY GWTAST Cepertecrd cet Corbe Wark Group Coe Looe 7 PESA Com Ootre Achar fier Cees Oti Auiteaent De Aan 2 Calegery pir Da Ctog y f Puy Seu re T A j 4 afi EB Perr SAL SORWCES at CHORES INO COMAITESR SCENCE COMPUTES SCENCE COMPUTES ENCE OP fitne OF OCUS Acer Tear EJ louer cuca BN hunaana mores ER hess 62 CRAE FT aa tors SONAL GOCMLGT TTAF Page 31 of 132 Fidio Eyay Rennir eden areyee l gt e Mapori To Poi Bectiison Pan gt 4 Coma Arras Coot Click on Add Allocation pp CavePersaene 10104 OO telt Padia Aeleerie fay Metrieirert Apat feet Whulow Pmt Peria PRnbebeeeeets sis MINOR idl fol ats jo i eG Pow Printio Oe Ae eT id SAAS Peat The E IFT Semone waai I eee fest ter fcr eee acre BF weary tte Ehete Owe munon ee Frat Prete Py i ea e as LINN E f 3 In the new screen start by populating the dates please note only enter an end date if the post is fixed term ty CorePersoene 16 04 C0 ai Muileetee Relbeernie tigetry hocadan Moparts lwt Window n PA Pia Peabeb aterpea gid ONOR Le OHL O i f A
66. f 132 7 Select the applicable shift type and click Ok If the shift type you re looking for does not appear contact people cardiff ac uk It will need to be created for you In your request make sure you list the days to be worked and the hours to be worked each day 8 Enter the date from which this shift type is applicable Shit Types eer Tete tw S135 ER 3500 STAD 35 HOARS OF 5 00 0 THR IHS cers FR ces 9 The Start Seq column determines how often the work pattern in that line is to rotate and usually this will be entered as 1 as it is a one week rotating shift pattern However if the employee worked one pattern in week one then a different pattern in weeks two three or four then we need to apply the correct start sequence This will be determined by the date of the change For example if on the date of change the pattern of work is that contained in week 3 then the start sequence should be 3 10 Click be to save and the employees shift pattern will update in the shift patterns screen see below ys heevteey Person thuit Type Parsan eis 101 40m VW benar a i ra 1 Vi nees maron Di APR ma E Shif Types mN Tye rare Ao TIADA J1 hom DI A i i Ira Overtem HOn k MA TH whey F aes Dida Jie j Per cored Owner b SE MOOS THI Pe MAY DOI l Persis Oven be Shit Pattons Ut Toa Wert Dea ef ae f ty 207 ie ve 122 APR ne Boia PS APR O9 ne SE IE IE N2 Hamd Mne hop area ne WON
67. fter absence and be appropriate for a relatively short period of time Select Core Time Time Management Record Absence Details Find the employee you need to record details against and close the current sickness record within Core Time Following the employees return to work record any details of the return to work interview within the free text box and indicate that the employee is on Phased Return Ensure the interview has taken place box has been ticked Complete the relevant Sickness Management User defined fields in Core Personnel Please contact Salaries if an individual has exhausted all of their sickness entitlement to establish if the phased return will have an impact on their pay Page 102 of 132 Unpaid Leave Unpaid leave for example Career Break requests will be processed in the current way and the People Services Centre will be responsible for updating the individual s record within Core Time If however you notice that this hasn t been reflected within Core Time you are able to amend this yourself 1 Select Core Time Time Management Record Absence Details 2 Inthe Person field use the Qe to find the employee record you need to change 3 Select the relevant appointment ID if applicable that the leave is being recorded against 4 Inthe Time code field select the relevant absence type you are recording e g Career Break Unpaid 5 In the Start and End date fields choose the relevant absence dates 6
68. gement and assigns individuals to posts established against a defined organisational hierarchy Organisational roles are used to describe duties or roles that the occupant of each role will be expected to undertake All employees will have the organisational role of Employee but some may also carry other organisational roles depending on the position they occupy For example somebody who manages a team will have the organisational role type of Employee and Line Manager allocated to them Conferring an organisational role type on an employee extends to them certain security and functional privileges within the system and will determine what they can see and do on each part of the system Why are organisational roles so important in Core Processes within Core have been configured to rely on the assignment of organisational roles Notifications and tasks assigned as part of each process will be sent to the person within each area who holds the organisational role specified For example in the Fixed Term Management procedure line managers will be sent a notification at an appropriate point in time reminding them that a fixed term review meeting is due for their member of staff The person holding the organisational role type of line manager will receive this notification which might also be copied to the person or people holding the role type of School Manager Getting this allocation of person to role type is critical and will ensure tha
69. hand side select User Data then choose Probation to view any data for the employee that has been entered by the People Services Centre ooo Ww Aas oO H Oo Ab aiai hnr pi sie fanussmaTon O oo Potfrodie Type for cPpn moro DUENE Eevan l FEfcanoer uwverstw O Comege ine pourra a ive scences r Sztoci zE Hice e w Wat s Icanorr smox OF MEDIC Cepertrert i 4xQ CXEyrsooxncn lt lt _ i Coat Centre a a were EE fact asnapa Cri teih T Sewn ma mo Ted Hesa conr deete T Fi Artet tat Cies 0 u Ot Anticon i Ot intiion TE ae Plane ed Appoiwtment Panna Stet hee ere Perret Dri bate ewer Pout Nee ie Rhax Pages Fay Dataa ot Resp ami N ares Pers Rale Tyme Scatefamt ml Vred hm Soe fas EN aAADe FT 3035 barra Pome E EN Sate anman Piras Saw y o co annei taya oeoo Parnes Repeces Endyen oR Resen For f Perg Poet CarePerscnnal 1901 0G a ki Career TO ag AS TT Eai POs ena Eingquey Aecriuitieeet aparts Ti AS n Polo eel topti ee tee 55 JANNO 319 a F L Post Appainteent PoutlemrSey E ee e368 Meena TRATOR Post Prois Tps Or OPEN ENDED Sius COMMENCED oete Select User Defined Held HESA Coat Centr i F Stats Detsi ib ves feptcyer 4ccertrerts TEOT Pastor tory i faaviong ve p as gt gt i enn _ i TE ji ta gt Planned Appe Pannes Stet Dat Tene fot Cate Aewed rot e Planned P
70. he conditions of the post determine it to be relevant you may wish or need to assign allowances against the post This can be done by amending the terms and conditions profile you just assigned 1 From the drop down menu on the right hand side select Terms and Conditions and click on the Allowance Details tab 2 Using the blue C2 select the relevant Allowance Code and then tick the Assigned checkbox You can add as many allowances as may be necessary op Teeter RET OW pise DH Meet bi jomi Goy tee beet Acie e 4 nate ee 1 0000 W BORyv B 0 lems ed ae tens tee Kpu ee ea A as omer ye J rn ee a epee yee kane fr ee betes Sre y oi ge bec ret we eee PO P See a io f peers O Er 3 Click a and after clicking Ok at the pop up message exit back to the Post Profile screen Important Note Adding allowances here will not automatically confer them on the employee so you should check each employee s pay profile after they have commenced employment to ensure the accuracy of their pay information Page 38 of 132 Assigning the Post Pension Scheme When creating a post it is critical to ensure that post pension schemes are populated with the scheme s relevant to the post The table below indicates which entries need to be made in respect of pensions to be applied against the post If the schemes are not applied prior to commencement of the employee by HR Salaries will not be able t
71. her you will need to first end the organisational role against the existing role holder and then add the organisational role to the new role holder Always end existing organisational roles do not delete them e g If Heston was no longer managing WG123 would need to end the Organisational Role against Heston as well as assign it to the new manager of WG123 tw Oryanisational Roles By Person Maite s o lololo Organisational Roles Hy Person Maintenance Personnel No 10140575 tA Personne No PO Ry DES ee Sh dructure af ka U R S T Y ENSE Fain Freda Ogin TG EASE USE Pio Cg oon Lave Mermcer Les VAF Orous Using the drop down options select the Role and Org Group that are applicable to this Organisational Role e g For Line Managers you will select Line Manager leave under Role and Work Group under Org Group The Date From will default to today s date but amend if applicable Date To A default end date of 31 Dec 2099 should be used When a role holder leaves any organisational roles assigned to them will be removed as part of the leaver process with any default end date entered being overwritten It should be part of your best practice to review organisational roles on a regular basis and if you are aware that an individual is leaving the role or the University then you can enter an end date against the record Fixed term staff don t have to have the end date of their contract entered here and
72. ing the Allowance Details tab Page 94 of 132 Incremental Date 1 Increment details can be found by selecting Salary Detail from the top right option box FF CorePersunned 16 2 1 UAT Actions t Glock Feld Record Query Help Toot Window E Mantan HR Salay Amerimerts d 900 fees flown oa ronsym nae treater paca P Daa taa oie hw ieee tye pa i tei heer wms hume W w 00UUU O O O C C C IN Page 95 of 132 Chapter 4 Recording Leave amp Absence Planned Leave When new Core Portal is live if an employee wishes to make a leave request or highlight planned absence other than sickness absence this will be done via Core Portal the employee self service module Staff with the relevant organisational roles in Core will be able to do this on an employee s behalf in Core Time This includes but is not limited to Maternity Leave Paternity Adoption Leave Sickness absence Special Leave Career breaks Study leave If any of the leave or absence types above have salary implications Central HR will process the changes and notify the Salaries section For any leave requests made through Core Portal a notification will be sent to the Line Manager to approve If approved the leave request will automatically update the back office view in Core Time Sickness Absence Overlapping Absence lt is not possible to h
73. int but other details such as Location Work Group may be edited When all required fields are populated click o nn i Saart eet 2 dub retis Dt View Apooraa l 08 Corpeeterscy Mate Sechan Hatay Double check that the post has all appropriate terms and conditions pension schemes and cost allocations assigned to it before you begin to plan and authorise your appointments These steps are described in more detail in Chapter 2 Page 27 of 132 Option 3 Maintaining an FTE for an existing post Maintenance e a Werioe Dor ar arney nA rA AnA A If you want to appoint an additional person to a post that already exists i e if you are replacing an appointment with a handover period if increased funding is available for more research staff or if business demand increases resulting in a need for additional administrative support this option should be used as an alternative to creating posts on a one to one basis 1 Select Core Personnel Maintenance Post Management Post Profile Available Products E s i e Su G Be amiy l M clipe fre bery fewest Op rere nO ot fro w Mebere ae serr ornate TRO 8 ew rt Wwe eee we tmr Ve 8 ow preter n ee ee cree r d A Ors se are eres ea i freta ert lo r spory ot m tee eres tw 2 Insert the post number you want to create the additional appointment against and double click on the record to gain acc
74. irectorate School Manager Typically held by the See Information specific to their School or person within a School Directorate Directorate who carries Do Super users within their own area who will the School Manager have back office and portal access This role is type role typically allocated to those who will be responsible for managing the establishment creating and varying posts appointing casual staff external examiners changing or varying funding codes etc Page 124 of 132 School Directorate HR School Directorate Finance Typically held by a person whose job it is to undertake or have a role in the approval of HR administration for a School or Directorate It enables the holder to have access to information about those in their School Directorate and may or may not enable them to see salary related information depending on the role that they undertake Access to the back office might be possible depending on arrangements within the School Directorate in which case the person might also hold the role of School Manager enabling them to have extended rights in the system Typically held by a person whose job it is to undertake or have a role in the management of salary or staff associated budget related information for a School or Directorate It enables the holder to have access to information about those in their School Directorate Access to the back office might be possible
75. is merce Das p 02 2011 CADET LAVET WRAS HMAMTITES 6 SOCAL SCENES FLAVORED A Ob Ap ty DALAN PEGE ARCH OMY AND PLEASANT LAND tee betel DEALT OOTT cpe ere Deina Part Doup ADO Planned Appointwent Prawn Gawi Date DLALG J Pead Eral Dote P re T e Pared Pay Deade tht Aona ni Pirai Pere Aate Tyo Marres Pay Sow p OF aaber 25 8 Pree Port bA Pe aren ae Pieri Meeces Enparpos bJ Swarm fpe eww hoy Page 91 of 132 How to see a History of Changes There is an option within Core to see a history of an individual s post This is useful to see whether or when a change such as job title fixed term renewals responsibility allowances and academic promotions have been processed To access this screen complete the following 1 Core Personnel Maintenance Personal Profile 2 Find the employee and double click on their name 3 Select Post Profile Appointment Details View Employee Appointments from the drop down menu te evttrtis VOTO Wt BOA Q Pret Appaimnenm Posl Mammen fag 0409 ee ADMIWETRATIVE ARSE TANT pomana Pom rote Tyco loe open CADE D we COMMENCED pe MAR2014 Acha Apparnverr amend Pap Hate OPPN CARDO UWVERSITY C cbege BOUEDCAL A LFE SCEMCES si inas Raid Boho MOICECEN Covenents Deegan 00S SPROUT f Siete Oetet Conger brew BOS ADMNETRA TION Be ent eave Toe oat Certre ioe iw i ATe sd Asmortrent uy
76. is has been obtained Please bear in mind that this may take some time to apply Page 90 of 132 Seeing Future Changes to be made by PSC Core works in real time so when an employee has any temporary amendments to their contract Core will not display the end of that amendment For example if an employee had a temporary increase in hours Core would not show a future record that decreased the hours back to their original Consequently any scheduled future changes to an employee s record have to be diarised This is managed in one of two ways If the Future Change was processed in Compel then the People Services Centre will know to make the change at the appropriate month There are scheduled reports run each month from Core to identify any future dated records in Compel that need to be mirrored in Core For all other Future Dated Changes he People Service Centre make notes of what they need to process via a User Defined Field called Change Needed You can access the information stored in this field as follows 1 Select Core Personnel Maintenance Personal Profile 2 Find the employee who you think a change might apply to and double click on their name 3 Select Post Profile Appointment Details User Data select Change Needed from the drop down menu 00o Wf Oooo oO E 0 Past Appointments l Iut Murta tery Aone ierra cei Orres Seietan Pani Miri Type e PEENED tob
77. k that the Expense Code has been entered e Check that the cost allocation screen has been completed as if this is left blank then GL will look for the funding codes from the appointment screen Page 22 of 132 Option 1 Creating a new post There will be occasions when you will need to amend your staffing profile by creating a completely new post This will require you to create a post template using the post profile maintenance menu option available in Core Make sure you ve ruled out the ability to use an existing template before you create a new post You can search for existing posts within your School by selecting Core Personnel Maintenance Post Management Post Profile Maintenance and searching via a key field such as Job Title If you find one that is broadly similar but needs some hierarchy or other post information changed remember you can use the duplicate function please refer to pages 87 89 on instructions on how to do this Select Core Personnel Maintenance Post Management Post Profile Maintenance Available Products Love levee Tis eferetot Otte a ag 0 8 4 LASS gi ii gt rowtxe Fm he 7 Hidre ws wel ee Vere ride amp ve 2 brut Maver y rgan f Bati i ai inhac inin Craii parma ot 0 O an see madona E eect eenseemed m wes Page 23 of 132 2 On the Post Profile Selection screen select New to create a new post BR over er sarni 12 EJES E E Seteoten
78. king the stance that generic job titles should be used wherever possible Specific job titles such as Lecturer in Applied Statistics can be added to the Job Text field by People Services Centre on request There is no need to create a new post If you have a bucket post and only one employee s job title is changing You will need to create a new post for the employee whose job title is changing Once created contact the People Services Centre with a request to move that employee into the appropriate appointment Full guidance on creating a post can be found in chapter 1 of the manual Page 81 of 132 Assigning Organisational Roles to an employee Detailed information about each organisational role type and the responsibilities of each role type is provided in Appendix 1 1 Select Core Personnel Reference Maintain Organisational Roles by Person and search by personnel number or use the Q to find the name of the employee you need to add the organisational role s too 2 The specific order that the fields must be populated is a Date From b Role c Org Group d Date To A default end date of 31 Dec 2099 should be used When a role holder leaves any organisational roles assigned to them will be removed as part of the leaver process with any default end date entered being overwritten It should be part of your best practice to review organisational roles on a regular basis and if you are aware that an individual is leaving th
79. l not be possible to make the post dormant if other people occupy it or if you have a vacancy planned and or authorised against it te Pust Profie Mante khi OOS PA YETEN TEST WSS POST EE Port eee CIV H eg he DEF REE N fede _oerecretrwrt MSE Lee aT ARTS MMAMIES amp SOCAL SOfNCES ARCET Tera ass GOs LAs RESOURCE MAWACEMENT HUMAN FESOURCE MAOEMERT BA coca BF bane ow F ARRO y Aled P p bA i BA CETL PROFESSIO SPECKLE TIAP Oy pecs EN brates Re activating a Post If you have a post which you have made dormant and you now need to re appoint you are able to re activate this post which you have made dormant by following the instructions above Page 61 of 132 Chapter 3 Changes There are a number of changes that you may wish to make in Core but many of them require input from either the employees via Core Portal or the People Services Centre The table below names the most common changes made and outlines whose responsibility it is to make such changes TASK RESPONSIBILITY OF Changing Personal Details e Changing Name People Services Centre e Contact Details Individual through Portal if PC user School if Non PC user e Visa DBS People Services Centre Changing Cost Allocations e Noimpact on relevant factor School e Impact on relevant factor People Services Centre Changing Hierarchy Against a Post Appointment e College School Division Department BOTH School create new post
80. l open Aciien a i yi Te Fidd Socos Guery Neegete feb Window 9000 4 89 Person Persar ipie Shift Pattons Sht Typa frz kna n nts Gis ists T25 TY srs w PAD OTT Dude Ortective nao EN CTET IP a Tete bp BIWI ek OTS Tat Dete f2s aPR 3M3 DE MAV 2013 AL HEHE 3 OTET ZJ At 203 DS AL 2013 alaleiajaiaia JE i vee 4 SS Pere 2 ow we ret mee HL best nrm 25 WW ua e JIU HE RS ENEs TEMS Dm vo Lr hres 1 Wes ee I ale ED 6S 3 MNN TRUSS wT Mich 2 Hi IIM TE pyres TUG Woh S PS Ile hes cee C i gi T View Ge Detate 6 To filter the shift types type the number of hours that the employee will work per week and apply a Boolean search surrounded by signs For example if Brad Pitt was compressing his hours we would search 35 into the field and the options will filter to display any result containing 35 as follows 35 00 MON VVED 7H TUE THUR SH 30M FR 30 00 MON THUR GHRS TUE WWED 7H SOM 3 00 MONGBHSO TUESH20 WYEDFHS THUR 3 00 MON THUR HRS 30MINS FRIES ARS 30 00 MON WVED F RI 7H30M TUE 9H THUR 3 00 MON THUR THAS 45MINS FRI 4HRS 3 00 MON TUE THUR FHS0M VED 4H40M 35 00 MONM TUE THUR SHRS WED 7HRS FF 3 00 MON VVED GHRS THUR FRI SHRS 30 3 00 MOM GHRS TUE THUR THAS FRI GHR 3 00 TUE FRI SHRS 45MIN 30 00 MON TUE F RI 8H15M WYER 3H1 SM Th 3 00 MON TUE SHRS 30MINS YWED FRI 6HI 3 00 MON THUR SHFS 45 MINS Page 75 o
81. ld be planned and authorised If this is not carried out the People Services Team will be unable to locate the post and appoint anyone to it The majority of post management is a College School Professional Service function Central HR may undertake some Post management on behalf of College School Professional Services but this is generally limited to Regrading and Academic Promotions only Should use a bucket post A bucket post will have multiple employees appointed against it Bucket posts are generic and should only be used where the job description is identical or similar Bucket posts can be created from an existing post template by maintaining the FTE against it Bucket posts will always have the same post hierarchy details such as College School Division Department category and grade However the occupants may have different appointment details For example the bucket post template might be open ended but the appointment details of the employees employed against each sequence of the post may be different i e Employee 1 is fixed term and part time and Employee 2 is open ended and full time If you are intending to use bucket posts and are unsure how to proceed please contact PSC at HR for advice It may help to think of the posts in terms of redundancy What would happen to the post occupants if a redundancy situation were to occur If the answer to this is that all of the occupants would be in a pool for redundancy bec
82. n Cooper yy I C aROFF ebay Coge O E Sacto oe CEET a leewtnes ye g Cost Ceba g Tig Chore ana AFI in gt eee eS OSA Cont Corte bF Actety att Oner vI Ce Gere A zt Ce Surtees I EI O Camgery tele BP DOWORARY WILE ec cer Dee Comper 5z Pay Scam bP bool Oteerenaie rte 779 Of AALE Cermat i Febers Arras Cost re one Peon lo tom arititer Port 2 5 The previous step will have created the post as a generic bucket position but it will subsequently need to be planned in order to make it post specific The standard planning and authorising of the post procedure will apply and instructions on how to do this can be found on pages 56 60 Page 49 of 132 Creating a Post for an Internal Outgoing Secondment This type of secondment is where a current member of University Staff is seconded out to an external organisation e g the Welsh Government The post should be created planned and authorised by employees substantive School Department Select Core Personnel Post Management Post Profile Maintenance You are creating a new post so select New Complete the following fields Post Title Post number will automatically populate when you complete and save this screen Effective date the date from which the post is created Post Profile Type Internal Outgoing Secondment Manager s Order leave blank Structure Code Cardiff University a a Core Quirk Wh
83. n as CRB on CORE mployee Language Preference ile out with ixed Term Management Grievance Details Hourly Paid Information _ ob Evaluation for Recruitment Page 73 of 132 Changing Shift Types There are several occasions when it is appropriate for Schools Professional Services to change an employee s shift type without needing to contact HR These are when the employee is working the same number of hours and has not made a Flexible Working Request when an employee is working Semester Time Only and when an employee is on an hourly variable employment contract In all other circumstances you must contact the People Services Centre to make the change Note t is not possible to change a shift type if the date on which you want to apply the new type is in the past For example if on 1 September you realise you need to change the shift type from 1 August the system wont allow you to do this because payroll absence information will already have been generated for this period Same Hours amp Non Flexible Working Request 1 Select Core Time Time Mgt Maintain Person Shift Type 2 Search for the employee either by entering their HR number or clicking on 3 Select the appropriate appointment if applicable using the as below TH Maintain Person Shift Type oloo Wl BO l oe Tj Paraon Person ji o1 40987 RA Bran PTT Appointment iD looo276 2 a ADMInISTRA TOR o1 4PR 2013 to Shift
84. na onl Che apta Dor Cees Ua dmc t O ae Plarnsd ppeimmnsi Mert Det ate Peers Bret Magee He cen e Tore Per wee hey Lotani tet Peg eee ee Eemere Pay Trae Frees ord mat iw eee Saey Peer ego oben ee menn Ferg Ant Planned Start Date CR F Tro bas harep Pres AE H H ka biran wc OF hace ert Ta Tal Planned End Date relevant only if the post is fixed term Planned Point Planned Replaces Employee if known or will be automatically populated if the post has been occupied previously Reason for Planning Post for fixed term staff or open ended staff with relevant factors this should include details of the relevant factor applicable to the post as well as any other details you may want to enter Note When entering a relevant factor please do not use any special characters as this may cause issues during mail merge from Core Please Note If you are planning a post with a fixed salary you will need to select the following options Planned Pers Rate Type field select Personal Page 57 of 132 Planned Pay Scale field select Cardiff Fixed Salary Enter the fixed salary amount in the Planned Salary field and click 2 A fixed salary should only be used for employees being employed as KTP Associates or Marie Curie funded posts 6 Remember to populate the FTE field for the post on this screen see below If the post is full time then the FTE will be 1 00 if the post is pa
85. nce the above has been completed the appointment can now be planned and authorised please refer to pages 56 60 for instructions Page 51 of 132 Creating a Post for a CAIRD Pre Sessional Tutor Please follow the instructions below on how to create a CAIRD Pre Sessional Tutor 1 Select Core Personnel gt Maintenance Post Management Post Profile Maintenance 2 Onthe Post Profile Selection screen select New to create a new post 3 Complete the following fields Post Title Teacher Post number will automatically populate when you complete and save this screen Effective date the date from which the post is created Post Profile Type Fixed term Manager s Order leave blank Structure Code Cardiff University There is no requirement to complete radio buttons Auto Authorisation and Auto Commencement Core Quirk When creating a post after you ve entered the Structure Code tab to the next field to make the hierarchy fields appear below Please ensure that the hierarchy details are correct prior to planning your post as changes cannot be made following this stage and subsequently a new post will need to be created Company This will always be Cardiff University College School Directorate Division Department Cost Centre Workgroup Location HESA Cost Centre if known Activity Staff Class Objective Justifications It is essential that this is populated correctl
86. ndancy would be applicable if providing cover for a staff member no redundancy will be applicable Category Sub Category Payscale FTE this is the number of appointments against the same post that might be available Hours the number of contracted hours for the post When all fields have been populated click ted to save and make a note of the post number Continue with assigning the following Pa Terms and Conditions 34 37 39 40 Cost Allocations 31 33 Page 25 of 132 Option 2 Planning and Authorising against an existing post Within Core data will exist for all posts occupied by an employee or the title holder that existed in Compel This means that if an employee leaves and you need to recruit to backfill that position you will not need to create a new post you will only have to plan and authorise a new appointment against the post atm a If the employee was open ended with a relevant factor and their previous post migrated with that post profile type you will need to duplicate the post and change this profile type Please refer to pages 87 89 for instructions on how to duplicate a post To appoint to an existing post 1 Select CorePersonnel Maintenance Post Management Post Profile Maintenance Double click on the post when it appears 2 Insert the post number or job title of the vacant post the post that the previous employee was appointed to and click Search Q9 Selection Caltari
87. o by typing in the post number or use the search functions to find the post 3 Once the details have loaded select the new job title by clicking the B and searching for the job title as appropriate Once found click OK Please Note The University has only loaded generic job titles into Core The reasons for this are manifold and will help us to produce informative reports from the system If the job title that you require is not there and none of the generic titles loaded are suitable please contact the People Services Centre and request that the title is loaded into the system Core ereaceed 14621 GAT Actos 08 tht felt Rwoli umy He fod Wie tant tulle Mean henanoe oo vi QO 2 Post rutile read Tes z P apewestnatoe Sest Let s ate E anaa Pn nmaa 00 am Peats Eriapa Date Kri Lait Oe p OO A Apparient aatan poe Pert one Type Bites ta we Apu awe ter r E a OS Canpatency Pectin il IEA ahat OF Soe Of Sartoni itor GALES T abe 07 karor uers h UA TS Verbs Var AH D Sete Oe DOE SUPT ASoS ar MAE SBE LTT CFP crt DO Mate Coreart eactnas r Ce s Ade Athais Aar Lorea eoan LTR Raat Pte Heer eccy Dertewter dove Deacrtpties CARDET UDAREN EHIAL ALTI AAAA E DENTAL POURD Oe VAN EN ARTS PLAATIET 6 LOCAL SORES i sews amp OOO CENAS TOREO Teen eee aa IHT RE
88. o add this on without intervention from HR staff 1 Using the select detail menu on the right hand side of the screen select Post Pension Schemes L 9o W 8OWy E 0 Fes Maii vrie ver P Sete er ene eilas wr wor of Se aen Gae a eee a am meedere i E gt aha e i TERA EE er arep ua e ot eee ry At Ae coer oe s me mayer m Sey oa a ee oqar WPu Di imen oe au et tk el peer tea ow woe Ww pf n pen Es OP omens be fee 4r r ws ome te 1 2 Click into the white area under Code and select all the required pension schemes as detailed in the chart below 1006 CUPF CARE POS PENS CUPF 2 ERS CUPF ER S SURCHARGE Page 39 of 132 3 Specify the start date of the pension scheme in the Start Date field but do NOT specify an end date eer ira iana ld Moe ee ee 4 Click Save then Cancel to return to the Post Details screen Continue with assigning Post checks if applicable The post has now been created you can proceed to plan and authorise the post at this stage see pages 56 60 If planning and authorising is not required at this time exit using the Red Door button Page 40 of 132 Post checks User Defined Fields A User Defined Field UDF is used to hold additional data about an employee or the requirements of the post They are used for various purposes including fixed term management DBS details preferred language choice etc and can be
89. of 1 day Check that the system s calculation of the number of days of absence matches your own by reviewing the numbers of days entry submitted by the system In the Reason field enter the reason for the absence The cost centre and project code will automatically populate once the record is saved this information will be the same as the cost centre and project code which is against the appointment In the Narrative box include any further details relating to the absence Record any details of the return to work interview within the free text box e g date return to work interview took place and tick the interview has taken place box Click 2 to save Once you have done this the relevant dates will be marked on the calendar as SK for Sick Self Cert or SC for sickness partial day Partial Sick days should be recorded separately but are not included in the Bradford Factor Score w oo aine Liutyots aj ten pena Seluctina Citterta Tast fetewery ita Vb Crag Cuprertrars iL GH ure stan by Lectu 62 Sat Ser Cen aoe 204 7 S OF iee OP jaar ie DE Retum Te Work interview var b and Pietvirw toes Mawermmer 2014 Helances hess Tii lavetasiireve Daye atah o l so l jArergel Lewys ttre 3840081 FCTU Ip et Page 99 of 132 Recording Fit Note Absences After seven days continuous absence recorded against a self certificate if the employee is still absent due to sickness then
90. oposed changes to salary Will be held by a person who has line management responsibilities for staff It enables the role holder to see limited information about the staff that they manage and to review leave requests submitted to them by their staff This type of role holder will receive prompts from the system to undertake specific tasks also common to other roles and be required to use the Core Portal environment to approve requests and mark tasks as complete or pending When phase 3 is complete this role holder will also be able to request changes to an employee s contract via Manager Requests Typically held by a person who has responsibility for the approval of hourly paid timesheets or overtime claims submitted by members of staff in their area This may also be held by a member of staff in a School Directorate who is responsible for See Limited information on all employees within the workgroup s they line manage Team calendars will be visible and_ staff absence no sickness information Leave balances for staff will be available as will leave request history training history and staff qualifications and skills Future development will allow sight and completion of appraisal probation documentation Do Approve reject leave or training requests made via portal for staff they line manage and possibly enter absence or timesheets via portal when the upgrade is implemented Request changes to an employees
91. ppointment If this post was to end then their other non substantive appointment becomes their main substantive appointment The date for this will show as being the day after the previous appointment ended PLEASE NOTE Version 19 shows an end appointment button as shown on the bottom right hand side of the screen below You are NOT to use this under any circumstances this is for the People Services Centre use only Page 6 of 132 Quick Guide to the Changes in the Core Professional User Manual CHANGES TO THE CORE PROFESSIONAL USER MANUAL TASK Important Information New Page Navigating Core New Screenshots 42 13 Post Management New Information ey Creating a Post Updated and Additional Information Maintain FTE Updated Information 28 29 Quick GL Checklist New Information NO NO Terms and Conditions Additional Information 89 O1 Planning and Authorising against existing post Updated and Additional Information and New Screenshots 26 27 Pensions Table updated removal of 5005 and new information 39 40 Creating an Unpaid Post Updated and Additional Information Making a Post dormant Re activating a Post New Page 43 44 User Defined Field UDF list New Page N Ce Amend Organisational Role New Page 84 85 Creating a Post for an Internal Secondment New Page 45 47 Creating a Post for an Internal Outgoing Secondment New Page 50 51 Creating a CAIRD Pre sessional
92. ppointments Page 8 of 132 Accessing the System To gain access to Core you must have completed an access request form which is available on the HR website at http www cardiff ac uk humrs staffinfo informationnanagement accessbo index html On receipt of an approved access form MISSC will create a user account and notify each new user of the system URL their username and password and the database information required to log in Users will be assigned an account based on the type of duties they undertake Core is controlled by menu options which are presented to the user on accessing the system Access to Core Personnel is restricted to authorised users only who have been approved access Each authorised user is assigned a username and password Passwords are the responsibility of users and should be changed regularly Page 9 of 132 Core Personnel System Overview CorePersonnel is sub divided into separate sections for ease of navigation These menu options within these products are outlined below pP weber saonnel Exit Maervienawy Refera Enay Window w Core Desk t p Core Cardiff Live Petey Be Sateen tere My Shortcuts Available Products Coxe ion Corsrsonnet p e Manage si sepects of hinan Narmacae fron rasi teou Trough lo Svern rarata wah re rg aed Corer cute of cottvwerrs anptcations sA Martan Tinsshneta rent Marun Tmnesheets tor the Pend CorePay Matter G8 ubra Hih Paare te Gg to Poy sies
93. quence number An appointment can be tracked from the planning stage through to the leaving stage Each stage is indicated by a change in appointment status and a corresponding change in effective dates Page 16 of 132 Post and appointment relationships can be configured as One to one relationship between people and posts Each post is unique and will only ever have one individual employed in them at any time i e University Vice Chancellor Appointment of many employees to the same posts known as a bucket post Some posts are more generic and will have multiple employees who carry out the same work This is known as a bucket post examples of which are Library Assistants Campus Patrol Officers or Domestic Assistants A combination of the two outlined above Employees Employees are appointed to appointments not posts the appointment acts as a connector between person and post in Core Post and appointment relationships can be configured as One to one relationship between people and posts Diagram 1 1 one to one relationships This situation applies when the post is unique and will only ever have one individual employed in them at any time i e University Vice Chancellor Page 17 of 132 Appointment of many employees to the same posts a bucket post Diagram 1 2 linking posts and people in a bucket post Some posts are more generic and will have multiple employees who carry o
94. r Honorary Associate Clinical Teacher Sponsored Researcher Please Note If you are required to create a post for an external incoming secondment please refer to pages 48 49 of this manual for guidance There is no requirement to complete radio buttons Auto Authorisation and Auto Commencement 1 Log into Core using your username and password Select Core Personnel Post Management Post Profile Maintenance 2 You are creating a new post so select New 3 Complete the following fields Page 43 of 132 Post Number 000021 000022 000023 000024 000025 000026 000027 000028 000029 000030 000031 000032 000033 000036 904029 Post Title Effective date the date from which the post is created Post Profile Type Unpaid Structure Code 1 Core Quirk When creating a post after you ve entered the Structure Code tab to the next field to make the hierarchy fields appear Company Cardiff University Category Sub Category Payscale Not remunerated FTE use 999 this is the number of the same post that might be available Hours the number hours for this post is zero Se Pout Prolite Manvionane bhen at eley Uetredtoee Congar EA EIF rateany p penn a al acao r Urtsa J H _ Os oi Cepa bJ york oa I POWAY TITLE OLIER Pay Scat Me bY bool Oovererale Senest To Poet rte 770 D tarz uenti ter Port 5 Press bd
95. re as evidence of these changes must be documented Changing Contact Details for an employee without computer access 1 From the Home Screen go to Core Personnel Maintenance Personal Profile Penaceetie ate EEEE EE EEE eee eee eee UTTE avane GETT 182 Gegrocs Speet Frispne Longer F gt ED TERR t23e86 T32E1 22 pta UNRERSTY L oF l f i 2 Search for the employee using the various search options and double click on their name to pull up their details 3 To change the address click Edit Address the address maintenance box will appear enter the date you are making the change in the date effective field 4 Enter the Country applicable to the address you will receive the following pop up message CorePersonnel 19 0 4 CFG You are aboutto change the address layout Do you wish to continue Warming Some existing address fields may not be applicable to the new layout and will be lost 5 Click yes this will change the format of the address layout relevant to the Country chosen Page 64 of 132 6 Change the address and click OK the amended details have now been saved L ConePersannet gt fa Menteene afenn Eoauwy benno Mecretoent Reports Test Window T fuss PM stais IEF AL ASS w erway 34 Victerm Crescent lLecaee lf you are changing a contact telephone number overwrite the current number saved against the
96. role s for their old School until these are actively ended How do I know whether I need to change a work group or change an organisational role D J S rE k 2 Consider the example 4 i Work Group WG123 Line Manager Professor Brian Cox Sir Stephen Fry Heston Blumenthal Sir Michael Parkinson In this structure Heston would have the Organisational Role of Line Manager leave for the Workgroup WG123 lf Heston is leaving or the responsibilities of that work group were being passed to another individual then the organisational role needs changing namely someone else will need to be assigned to Organisational Role of Line Manager leave for WG123 Page 84 of 132 If only Stephen was to be line managed by a different individual but Brian and Michael will continue to be line managed by Heston then Stephen s work group needs changing In this instance please contact the People Service Centre with details of the workgroup that Stephen is to be moved into Page 85 of 132 4 T 8 To End Amend an Organisational Role Ensure that you have made a note of the workgroup that you need to amend From the Homescreen select Core Personnel Reference Maintain Organisational Roles by Person Use B to find the name or personnel number of the first employee whose organisational role s you need to amend N B lf an organisational role needs to move from one person to anot
97. rt time for 17 5 hours per week the FTE should be 0 50 and a post of 21 hours per week would be 0 60 Click the yellow save button when you are happy that you have input all the information needed The status of the post will now show as Planned and not Active P wifo fh UAT Artim tet Dock 88 Ani Query tet look Wewkrw te Post Acmocevireesnt ersten a 900 Ww 990z OQ SB o Post Appointment Pont hkerbertieq 8 IG fh hoa bere o o ooo Zaan E A EEE me a Owe onary CAROFF VERSN cme Pri e Seto fuar Samenes meme r PATHS TACHNO Depetnert pas TH TEACHPAY x Cant Certe fi EA ef auc Cost care ee ert Orem hwo E MATIC Teacher 1 Ta S laaan Locator a Fibuncesacs e ib Text HESA Gyt Cerme Er Actrty ier Chane nf Oti katica ny Cy Amtictmn gt al Planned Appatnrmeent Planned Erdi Dote COo gt PerredPom Type EAOn eos Preda Dates Mt erpai Bianna Pero Rate Type Scmte Purt marred Pay Scum ee BP Race PT ese Panna bret cy E nea mz Seren cay k 9 Pinned ieee 0000 Resnn fo Parto Met Page 58 of 132 Authorising a Post Using the drop down menu on the right hand side select Authorise Appointment Ao ewn TETEE i UAI Artin Da hock fie Record ery li ip Tooti Windus u Fast Appornimernt Mantener a 9099 4 oas M o Post Appointment foinecnen Mf io fee SSS 5 Paete fe pnn ee fae Cargar fi IEARDFF VERST Y reg ties C
98. s Save Changes 9 enables you to delete the current record enables a new record to be inserted Page 14 of 132 E E enables you to duplicate the previous record gt Bj enables you to clear the values on screen It does not delete the record enables you to choose from a valid list of values enables you to exit a screen Status Bar The Status Bar is positioned at the bottom of each screen and displays error messages valid values and the mode in which the screen is currently occupying Page 15 of 132 Chapter 1 Post Management The Basic Principles of Post Management Core is an integrated HR amp Payroll system that works on the basis of position management and uses posts as the foundation for this Posts Posts can be defined as the roles vacancies within an organisation These posts must fit within the organisational structure and will be validated against this structure The Post can be referred to as a template for the job Remember posts are NOT the people these are dealt with separately Posts have a number of attributes including number title hierarchy attributes pay scale FTE etc A post can exist without an employee attached to it but an employee cannot exist if he she is not attached to a post via an appointment Appointments Each Post has a planned appointment s against it Every new appointment is linked to a post The appointment is uniquely identified by a combination of post number and se
99. s a gap in the organisational role history REMEMBER Every organisational role assigned must have an end date Unless the role is being occupied on a short term basis then the end date should be the default of 31 December 2099 If there is no end date entered there is a risk that some of the automated workflow won t be triggered and important updates actions missed as a result Fixed term staff don t have to have the end date of their contract entered here and can have the default end date applied In the event their contract terminates on their fixed term end date they will be processed as a leaver and won t then carry assigned organisational role Page 83 of 132 Amend an Organisational Role Change Line Managers Organisational roles determine who holds certain responsibilities within Core and Core Portal The most frequently used organisational role will be Line Manager leave which gives the responsibility of line management to a particular work group and dictates who is responsible for approving leave requests or in future manager requests sent through Core Portal lf you need to change the work group that an employee is in you will need to raise the request with the People Services Centre N B Organisational Roles will remain with individuals for as long as they are in the system and the role has not ended So if an employee moves School Professional Service prior to their scheduled end they will hold the organisational
100. sh feel Winds ki Core Cardiff UAT eS My Shortcuts Available Products Coren Varage of eapects of Numer Aaacercea Tam nasi recratreect Trough is svertes retrerrert wth tre Meg ated Core cute of ao tware acpecatons CorePay Manege af Gerctnere Nien Poyeere rou wy Payee Here trarater fren Srah amp tegeten acd Ered of vost Vetoes on Core Pergcenet z CorePersonnat EHectvety marage wariforce panneag a ond captes you Of pet aters COS 4k ace seat youl ermemyeee Core T mmetoreRoster Etlective Work Faroe piana ord Tene Managernert he root ergarnseton Al Gl i u Referee teneuiry Tremere ociitient Rapoarte fest Window a Sent Melo Get Start Date Wetcoms Rach Jones Post Maneperent Tuwectsy 75t february 44 00 O Salary Adwa bun ol Mi Acoraaal Detats Available Products Baneft Detak Compent Deti Coren Dependent Detais Marsga si sapecta of murman Resources fron siwi wes ai fecrutreect trpugi h svetisal retremest wet fie Dacpiie Detee steg sted Coren aste ct estuare aisecatens Quattratber Qati Enginyer Matory Meath And Safety Job Cvekutien Occupataanal Hury Robcadon artati Ratencer Detads CorePay Matage OF furtiterre Moa Mayoral Perce gt te Piyes Bare Traeater fee cial Syelere riegrater end Erd of Voor Meters Coretersonnel CaraPerasmei E lecthey meteg wortterce pneng and capteles you ofgwieatue y recat stuabie sensi paul enceyers
101. sition and click Ok followed by val If there are members of staff still in the old post then we must reduce the FTE against that post In such circumstance select Maintain FTE Page 88 of 132 8 9 Ensure that update FTE is selected and input the FTE of the people who have moved post preceded by a minus sign For example if you have moved 1 full time and 1 half time employee from the old post would type 1 5 in the FTE box eet OC yeatibe teat Oe Alema Mial a Meret ar hil Wp a LAJ hot leona Piia ta ute feet teeta lune Purl the n AANE telos p CAREY ARNr CE DEO ESET TOI A swe owe Hee ephe het hed eee Lor perry a a jow aria L perry anny a AL ee ee te aria fey amp re ee 1 tree AMOY Ae be we EER At Ae ee Ma fomt eee LA anw ae una LT FE Oa IERA i tto he Body hat hoaa eer 1 ae Pee 8 VR OHS Oe ee st aw w tee ee ees or abeteetihatict Gamo Senartes Looe site re ow rrelear imal teas Click Save Page 89 of 132 To create a new Division Department within your School Professional Service hierarchy 1 Raise the request with the People Service Centre detailing the preceding levels of hierarchy relevant 2 A change to a hierarchy will require formal approval and will not be actioned until th
102. t record has been entered in Core by the People Services Centre the probation expiry date will automatically be generated by the system using the start date and terms and conditions to determine the relevant date 1 Year Probation An automated notification will be sent to the line manager from the system advising them when the initial probation meeting is due and this will be sent within 7 days of the start date The email will include a weblink to the relevant documentation which needs to be completed and returned to the People Services Centre The People Services Centre will then process the paperwork and update the User Defined Fields accordingly Notifications will be sent to the line manager when the 5 and 9 month probation review meetings are due Both notifications will be sent through the system with the weblink to the relevant documentation for completion and return to the People Services Centre 3 Year Probation An automated notification will be sent to the line manager from the system advising them when the initial probation meeting is due and this will be sent within 7 days of the start date The email will include a weblink to the relevant documentation which needs to be completed and returned to the People Services Centre The People Services Centre will then process the paperwork and update the User Defined Fields accordingly Notifications will be sent to the line manager when the 12 24 and 30 month probation review meetings an
103. t ren aera Wer rg tentie oeee eater ante Pe ee eee ee ee 80 Assigning Organisational Roles to an employee cccsccsessecesssecessseeeessseecssseeessnseecssseeessneeesssaeeeseas 82 Amend an Organisational Role Change Line Managers ccsscccssssecseseccssseeeessseeessseeessnseeessnseeeeas 84 To End Amend an Organisational Role cccsscccssssccessssecssssecsssseecsssseceseeecssssecessueesssesesssusesssaseseegs 86 Hierarchy Amendments Duplicating COpying Posts cescccsssecessssecessseeessseeeessseeesssseessneeeessaeeens 87 Making Amendments to the Hierarchy cccceccssscccsssseecessseecesssseecesssseeecssseeecessuseessensseessesseeessenateeens 87 To create a new Division Department within your School Professional Service hierarchy 90 Seeing Future Changes to be Made DY PSC uu eecccsssccsssceeseessssecesseesseecesseesseesssseessseesssaeeesseesens 91 How 10 SCG a History of GANGES sac beesesictccsnct cule poet a E E E EEE AEROS 92 HOWTO Soe GANGES IM SAAN aenea a E E E TTE E E 94 MUCHOS Pa Dale cse a 95 Chapter 4 Recording Leave amp Absence sasssnnsnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 96 FANNIN CAV Casi douse e E N E asides 96 SICKNESS ADS CNG 6 urrien a S a le ccnusiaiedatenspuntatehidancasis 96 Adding Sickness Absence to an Employee Record in Core Time ccccecessccessseeesssseesesseeessseeesns 98 Recording Fit Note Absences cccsccssss
104. t the correct notification task etc is sent to the right person at the right time Can a person hold more than one organisational role There is no limit on the number of organisational roles that any one person can hold and these have been conferred upon the individual as approved by the Head of School Directorate The role allocated will normally be a direct requirement of the individual s job description and the position they occupy Can two people be given the same organisational role It is possible for more than one person to hold the same role and for individuals to be able to delegate an organisational role to an alternate For example in a School where the Head has determined that their School Manager will be responsible for approving all HR related requests the Head of School will be allocated the organisational role of Head of School Directorate with the same role then conferred to the School Manager What organisational roles will we use within Core Organisational roles have been developed to be as generic as possible with some notable exceptions meaning that the same role can be held by people across each part of the University This ensures consistency in approach and means that occupants of exactly the same post can be allocated the same organisational role type en masse rather than this being allocated on an individual basis Within Core the following organisational role types are available for use for School and Directora
105. t the rule it will always be BF Bradford Factor all 3 Inthe Person field use the to select the employee you wish to enquire on Alternatively this can be done on a whole Workgroup or Department basis and you can use the on the Workgroup or Department fields to select against these ea Selection Cri Bradford Rule Ce e E O OE E E T T r T T E E E E O E a a a E E a a E E r r r r a r a N r E a a a E a a A a a E a a a a E E a a a E O E a a a E a a a a E E E E a a E r r r Bradford ae EF Y Bradtord Factor Rule Rolling Weeks Rule Rollin PE 52 Period Start 201152 kE 07 17 2011 30 SEP 2012 Rolling Enauiry Calendar Rule Period Start kH Calendar Enauiry Selection Criteria Affecting Codes 1 Time Code Work Group Xf v 5410 E Sick FIT NOTE DR CERT Department 5411 F SICK NO CERT Ferson Wia Yr MITCHELL JONI 541 2 F SICK SELF CERT View All Personnel status All Levels bd N Report Break _ See poe Person within work Group Ordering Cancel 4 Click back to the Rolling Weeks section if you need to change the calculation period for the Bradford Factor Use the Q to select the relevant period you wish to review What you choose will depend on the date of the absence you wish to review It may not be possible to get the exact dates you wish to review as the system is set to calculate on working weeks Choose the week in which the absence occurred and the system
106. taff under the circumstances below e Maternity leave e Long term sick e Backfilling for another member of staff on secondment You will not need to create plan and authorise a new post You are able to maintain the FTE against the post which the secondee is covering please refer to pages 28 30 for instructions on how to do this PSC will then appoint the individual against that post and relevant sequence number as indicated on the appointment form If the substantive post holder is open ended then the profile type on this post will be open ended and not fixed term however against the individuals appointment it will state secondment as indicated in the screen shot below Page 46 of 132 This is what you will see once PSC have appointed the individual to the seconded post Page 47 of 132 The Qo SEY ed otia De ae amp oe pE one parem Torem E te Sore eTA he crem Creating a Post for an External Incoming Secondment External Incoming Secondments are not funded by the University however there will need to be a post for this person to then be appointed to We will therefore need to set up an unpaid post Prior to creating a new unpaid post specific to your area search using the Job Title option to see whether a generic post is available for use If one already exists you can use this template profile to plan an appointment making it specific to your own College School Directorate 1 Select Core Personnel Post
107. tail tab to obtain specific sickness absence details Prompts Reply to prompts before running the query Enter Schoo Panel Adhi The below is information which the report provides when you run a report on an individual the same information is provided if you run the report at a School Professional Service level the only difference is that you will receive a long list of this information If you click on the Sickness Summary tab this is the information you will receive Absence Sart AbsenceEnd Absmelas LongTem Retumto Work Retum to Work Date Date htenew Taken interview Date Place Sickness Summary If you click on the Absence detail tab this is the information you will see below CARDIFF Bradford Factor UNIVERSITY PRIF YSGOL CRDP This report will list staff who have a Bradford Factor score greater than 0 Bradford Factor Proce Person Reference Name School Division score Managment Standards dure CARDIFF Bradford Factor UNIVERSITY PRIFYSGOL CARDYP This report will list staff who have a Bradford Factor score greater than 0 Page 109 of 132 Checking Annual Leave Entitlements in Core Time Within Core Time it is possible to view an employee s leave balance including any days taken and any outstanding balances 1 Select Core Time Enquiries Current Balance Enquiry 2 Enter the Balance Code this will either be ALD for Annual Leave Days or ALH for Annual Leave Hours Enter the
108. tal The current Absence Sickness absence procedure must be followed so employees must still complete and submit a SAN form The information will be recorded by an Post Management Core Personnel Absence Administrator in Core Does the annual leave Yes A breakdown of the complete Core Time Recording entitlement that is visible leave entitlement is visible in the Leave amp in the Core Portal employee portal along with details of Absence automatically deduct deductions for closure days booked Christmas Closure days leave and remaining leave When entering leave onto No if for example an employee has the system can the date range cross between two appointments Core Time Recording Leave amp Absence had their hours reduced with an effective date of 5th November the previous appointment will have ended on the 4th November A date range entered cannot cross over these two dates because the system will not know what appointment you want to apply the leave against You will need to create two separate entries one to cover the period up to and including 4th November and another with effect from 5th November Can we record open Yes Core Time Sickness ended absences Absence Will the system prompt No Core Time Sickness on open absences Absence Page 122 of 132 Appendices Appendix 1 Organisational Roles What is an organisational role Core works on the basis of position mana
109. te employees Employee automatically allocated Recruiter managed within 2xB and allocated based on information already supplied Recruiter Approver managed within 2xB and allocated based on information already supplied Page 123 of 132 Head of School Directorate School Manager chool Directorate HR S chool Directorate Finance Line Manager identified as part of the work group collection exercise Timesheet Approver 1 and 2 identified as part of the work group collection exercise A number of other roles have also been configured and are allocated to individuals within the Human Resources and Payroll divisions Organisational Role Descriptions Rode Typical Holder What will they see What can they do Employee Every employee See Their own data Amend their own data within the Employee Self Service section of Core Portal Head of Held by a Head of See Information specific to their School or School Directorate School Directorate Directorate Do Will have portal access to be able to review any manager requests routed to them for approval May have back office access though this is likely to be restricted to specific screens and not widely available across all modules This role can be held by nominated delegates if required Tasks or notifications will appear to all people who hold the role and can be updated or actioned by either person This role will hold final approval rights within a School D
110. te is found they can be appointed to that version of the post When bucket posts exist the School Professional Service will need to plan and authorise multiple appointments against that post to facilitate recruitment of individuals against each vacancy Each planned and authorised appointment will hold details specific to the individual e g spine point relevant factor start and end dates More than one employee may occupy the same post simultaneously but they will never occupy the same appointment see diagram 1 3 above Page 19 of 132 Post Management Process The general Post Management process consists of 6 steps Undertaken by Schools Departments Undertaken by Central HR Page 20 of 132 Managing Posts at Cardiff When a post becomes available there are 3 methods of appointing to that position These are Option 1 Creating a new post This option should only be used if a brand new post is required additional and unique to any existing posts within the current structure Option 2 Appointing to an existing post This option should be used if you are replacing an employee that is leaving Option 3 Maintaining an FTE This option should be used if a similar post exists within a School Professional Service and the number of the appointments within that post are changing With all 3 options a terms and conditions profile pension scheme amp cost allocation will need to be assigned and then the post shou
111. tenance 9999 ww BOD Post Appointment Pori Saget Tere Post Prot Trpe OE OFINTMAL i COMMENCED OL MAR2Et4s Toy AR wey ast FUTSAL MEVES CAMPUS SERVICES teron _AMPLIS SERVICES Lepetrert CATERING AND BARS SERVES oat Contre area Ward Otc CSG Aberttere Omeng Oar ARECA Mtl WESA Com Cartre Acti Aat O bets m Amaci W Julimoatinon 7 4 Click edit next to the funding code that needs amending Important Note If the cost code that you are entering interrupts an existing cost allocation date period you will need to amend the end date of the current allocation before entering the new one There are three parts that make up the cost allocations Cost Centre Project Code amp Expense Code To edit the expense code use the scroll bar at the bottom right of the screen Page 67 of 132 5 Amend the codes and click save Th Add Edit Cost Allocation Start Date 03 MAR 2014 2 End Date E Cost centre Description Froject Code Description Ss O e COO DO ete l COCO rete COO I TE MII Scroll the bar to the right of the screen you will then be able to edit the expense code lta Add Edit Cost Allocation 2 Jo Cost Centre Description Expense ipti p 67502 67502 10117 Delete Delete WOOO Delete a _ Delete dT O MO Delete C E Delete Delete SSEESE8 Core Quirk If a post is funded by two codes 5
112. the absence code will need to change to Sickness by Fit Note 1 Select Core Time Time Management Record Absence Details 2a 10 11 In the Person field use the to find the employee record you need to change Select the relevant appointment ID if applicable using the Q for the appointment the sickness is to be recorded against Close the self certificate sickness record enter the date of the last day of self cert Insert a new record by clicking In the Time Code field select the Sick fit note Dr Cert pay code as the absence type In the Start date field enter the date the fit note starts leave the end date blank until the employee returns to work Please don t record the receipt of multiple sick notes here this information should be recorded in the Sickness Management User Defined Field UDF In the Narrative and Reason boxes include any further details relating to the absence The cost centre and project code will automatically populate once the record is saved this information will be the same as the cost centre and project code which is against the appointment Record any details of the return to work interview within the free text box e g date return to work interview took place and tick the interview has taken place box Click ted to save Once you have done this the relevant dates will be marked on the calendar To enter historical absence you can repeat exactly the same steps as outlined above P
113. ut the same work This is known as a bucket post examples of which are Library Assistants Campus Patrol Officers or Domestic Assistants A combination of the two outlined above Employees Appointment number Employee number Post number Diagram 1 3 Numerical identifiers of posts appointments and persons Page 18 of 132 Each employee has their own unique appointment and their own unique employee number This appointment coupled with an employee s personal details creates a Personal Profile i e a HR record The status of a post appointment can be POST STATUS DETAILS Planned Every new appointment has this status The appointment has no one in post and is pending authorisation Authorised Every appointment must be authorised before a person can be connected to it Once authorised the appointment is ready to connect to a person Appointed An appointment linked to a current employee or applicant who is not yet active in post Commenced An appointment that is commenced has an active employee in post Confirmed Future An appointment with an employee connected to it with a confirmed date in the future Ended An ended appointment e g when an employee leaves the organisation For each employee to be appointed the School Professional Service must plan and authorise a new post Post Appointment against the relevant post template This facilitates the recruitment process and when the successful candida
114. ve both Managers will be able to record the absence which relates to their school or Department only Sickness Management Recording Phased Returns should be recorded in Core time and also within Core Personnel under the Sickness Management User Defined Field UDF details of which appear later in this manual lf an individual reaches a Bradford Factor trigger point where an informal or formal sickness interview is required these details should be recorded in Core Personnel within the Sickness Interview User Defined Field UDF Page 97 of 132 Adding Sickness Absence to an Employee Record in Core Time Recording a Self Certificate Absence Record and Partial Sickness Absence 1 Select Core Time Time Management Record Absence Details Weteatee bectet joes Steet aday 1h May Gee Available Products 2 Inthe Person field use the Q to find the employee record you need to change 3 Select the relevant appointment ID if applicable using the 24 for the appointment the sickness is to be recorded against Em Selection Citterts we 1e attve vyeo er Ort wap Page 98 of 132 10 In the Time Code field select the sick self certificate or sickness partial day pay code as the absence type you are recording In the Start End Date field enter the relevant date s Please note The user calendar to select day s box should only be used if you are recording sickness absence for a period
115. will calculate back 12 months from the week that you select For example if somebody was sick on 12 October 2012 and you wanted to find their Bradford Factor score for the previous 12 month period you would need to select the calendar period that started on 8 October 2012 to 14 October 2012 The system would then calculate the Bradford Factor score for the period 15 October 2011 to 14 October 2012 Page 107 of 132 5 Press Rolling Enquiry 6 The screen output can be produced as a Report or the information can be Exported to Excel by pressing either of the two button options This function is particularly useful if you are calculating scores for a team or department Ye fe octiowed tecto brepery Rradtord acted Per one DEE ert eres Running a Bradford Factor Report via Business Objects Bradford Factor reports can be run via Business Objects Log into Business Objects using your network user name and password select the Documents Folder then the Public Folder Core Schools and Professional Services Folder Select Bradford Factor Search by Criteria To run a report for an employee enter their employee number click on Enter staff employee number Enter the employees HR number in the 2 box and click on the gt button Click on the Run Query button at the bottom of the screen Once the report has finished the Sickness Absence Summary record appears which provides an overview of the Bradford Factor Score Click on the Absence De
116. wy Cate Poss Pas Rab Mamed Pay Scsi Purra Pora Reel Samy Pny Reperat Resen for evra Post Page 118 of 132 Entering Appraisal Data to a UDF On an annual basis there will be a need to enter appraisal data to the Appraisal UDF This follows the same principle as all other UDF s 1 2 Select Core Personnel Maintenance Person Profile Find the person you want to view details for and on the Person Profile Maintenance screen select Post Profile and ensure that the correct appointment is selected Select Appointment Details Using the Selection menu on the right hand side select User Data then choose Appraisal Data to enter data for the employee Complete the relevant fields Click OK 4 User Maintenance User Data Pereonnel MHo 0140988 Graham Hash Appraisal Data Date Fram E Date To E Date of review Appraised by Cancel Letters It is important to enter the date that the interview took place in the Date To field as this information may be used to drive notifications in the future Page 119 of 132 Probation and Appraisal Report Core can give you individual information about probation and appraisal but there may be times when you need information about the whole School Professional Service You can run a probation and appraisal report via Business Objects If you do not have access to Business Objects or have access but not to the relevant folders please contact the Peopl
117. y therefore please choose the relevant option for your post as it will serve as the justification for a member of Staff being entitled to redundancy e g If working on a project redundancy would be applicable if providing cover for a staff member no redundancy will be applicable Category Teaching and Scholarship Sub Category Teaching and Scholarship Payscale Cardiff CAIRD Pre Sess FTE this is the number of appointments against the same post that might be available Hours Zero Page 52 of 132 When all fields have been populated click ted to save and make a note of the post number Continue with assigning the following Page Cost Allocations 31 33 Please note You are not required to allocate Terms and Conditions or Pensions when creating the post p Post Profde Maintenance 1 Pom Profite bog te Poet Sorte EN carr uR Wto dt 18D rea h a cty Denni Cepa OP canner OAAR Cainqa 5 EN PROre Scan SERVICES Sitas Ta 6 wanerress 4 CUGAGEMEANT Dbwrnes 4 J COMUUMECATIONS amp ETTTHMATIONAL HELATIOAG Depart mone i EN 255 08 LANGUASE PROGRAMINES Cot entie St H8 t300 ron omea Pir OP STRAT Vertsteg Teer 2 oa a HI cri ww IELA ov Oats Er Artety let Qarz r TETT ITE BP PROUECTITASA FOR 4 YEARS OR LESS Ots vitosen J Funan bpr H TEACHMNO 6 SENOLARG HF PORTON huvit Esteeted re Coat PI TEACHING amp SEHOLARS HP dianala adi EN CLLROFF CARD PRE SESS export lu Pout Hiep a SOTLA
118. yee may work varying hours or we may not know the exact hours that the employee works In these circumstances we need to set the employee to the Personal Override shift type N B The Personal Override shift type records the employee as having every day as a rest day As a result Core will not let you record an absence against these employees without first amending their shift type 1 Select Core Time Time Mgt Maintain Person Shift Type 2 Search for the employee either by entering their HR number or clicking on Xf or 3 Select the appropriate appointment if applicable using the W as below 4 Under Shift Type type PO 1 Press the tab key to move to the Date Effective and Start Seq fields as appropriate 2 Click Mell to save Page 79 of 132 Changing a Job Title There are many circumstances where you may need to change an employee s job title In the majority of circumstances including but not exclusive to re grading job evolution evaluation amp academic promotion you will need to submit the request to change a job title to the People Services Centre If you need to change the job title of ALL staff within a post and for the full history of that post it can be done as follows 1 Select Core Personnel Maintenance Post Management Post Profile Maintenance Search for the post 2 Bring up the details regarding the post that you need to make amendments t

Professional User Manual V.19 (1st ed)

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