New Core pre-go live messages

Quick guide to codes - note there are different instructions for Research and Non-Research

FOR RESEARCH PROJECTS

For research projects which existed before new core go live, you will just need to take the last 5 digits of the old research account code e.g. RRAH12345 would be 12345.  New grants will be 7 digits and allocated by research finance. 

Expenditure type will depend on what you are buying a list is attached.  Expenditure organisation is where you are ordering from.  School/Hub - see list

Task number denotes the funder and school you are ordering from.  If it is a single funder and single school project then the task number will always be 1.1.   I have attached a list of all the task numbers linked to each project number and which funder and school it relates to.

They are called POET codes for research funding.
Project - your grant number, Organisation Expenditure, Expenditure Type, Task Number

 NON-RESEARCH CODES

Your Operations Manager can help with these.  There is a code converter you can use to map your old code to the new.  NOTE:  it might be a little bit out of date.

Code converter
List of Analysis codes - Segment 2 (the old element 1)
Simple Guide to new codes for ordering and expenses

For a full list of category codes please see canvas.  https://canvas.bham.ac.uk/courses/30112/pages/requisitioning

 Accessing New Core off campus 

 If you want to access New Core off campus you need to be set up on the Remote Access Service.  See the link below for how to do this.  Get set up now so you are ready when New Core goes live.

https://intranet.birmingham.ac.uk/it/services/Remote-Access-Service.aspx

 PI session:

 For those of you who haven’t been able to attend a PI session there is one now available on the New Core intranet.  Further communications will be going out soon to explain project codes and how to use them for expenses and requisitioning but this guide does give you a quick explanation of these.

 https://www.youtube.com/watch?v=n6pAmsK4u1A&feature=youtu.be

 HR information around contracts and recruitment activity

Changes to contracts (flexible working, extensions to contracts, change of hours)
Recruitment activity that has been happening during the cutover period

 Changes to contracts

HR will have access to Core systems on 3rd June but the deadline to put any changes through to HR is 4th June as the payroll deadline is shortly after this.  Therefore if you have any changes to contracts please can you initiate the request now via the HR portal so HR know exactly what they need to do for go live.

 Recruitment activity that has been running in the old system

Current adverts that will or have closed you will receive a spreadsheet as normal and you send your shortlist back via the HR portal.
Interviews the same as above.  If you have interviewed can you pass through decisions to HR via the portal, don’t wait for New Core to go live.
Post interview outcomes – upload the offer spreadsheet and any right to work checks through the portal.

 If you have any queries contact me, your Operations Managers or Jessica Griffiths in the recruitment team.

Support post go live 

On 3rd June when New Core goes live you will get access to it sometime during the 3rd by:
-        A round blue icon will appear on your desktop if you are on a University managed PC
-        For other machines e.g. Macs a URL will be distributed on a New Core all staff email. 

If you need help there are a number of ways you can access support:

  • Courses are set up on Canvas for all functionality with step by step guides - https://canvas.bham.ac.uk/courses/30112
  • New Core are continuing to run drop in sessions and will also add surgeries post go live for queries - https://intranet.birmingham.ac.uk/staff/university/new-core/involve/New-Core-Training.aspx
  • The IT Helpdesk online will have a separate section for logging New Core requests/faults, the telephone line will have a separate menu item for logging New Core faults.
  • The Super Users will be running drop in sessions for the first few weeks – dates for the first week below, the others will be posted onto the College intranet at:

https://intranet.birmingham.ac.uk/les/handbook/New-Core.aspx - the Super Users cannot give individual training particularly on an ad hoc basis if you need help you must try the self-help courses first or go to the drop ins. 

List of drop in sessions run by Super Users

For Worktribe queries – the super users are below, please contact them directly:

Victoria Cabrera-Sharp (RDM)
Helen Lambert (RF PSY)
Sally Brajkovich (RF GEES)
Jasmine Penny (RF BIO)
Danielle Cardon (RF SERS) – not in post until 24th June
Christine Deacon (RFA)
Ella Tebay (RSA)