New Core FAQs

Your post go-live queries

I am not sure what information to include when logging a service desk call.

Please raise all queries with your local Super User first as they may be able to resolve if for you. If you do need to place a Service Desk call, the more detail that you can provide as to the nature of the query or issue, the easier it will be to investigate and resolve it. As a minimum we request that you include the following information when logging a Service Desk call:

  • Describe what you were trying to do and why it didn’t work.
  • If the call is in respect of an employee that you manage please state the FULL name of the individual concerned. If the employee has more than one assignment, please identify whether the issue applies to one or all of the assignments.
  • If requesting a change of data, this will probably need to be dealt with through Finance or HR but if you believe it should be a New Core action, please state what the data is currently and what you believe it should be.
  • If there are any performance issues, e.g. a page won’t load, state the time that it happened and the page affected.
  • Provide screenshots or descriptions of any error messages if appropriate, redacting any personal or sensitive information.
  • Check if you have the authority to make the request, or whether it should come from your manager.

I am getting an ‘authentication failed’ message when trying to log-in.      

This could be due to not selecting the correct login button. When logging in to the system, use the 'company single sign on' box and enter your adf log-in details when prompted. Further details are on the intranet at https://intranet.birmingham.ac.uk/staff/university/new-core/about/How-to-access-Core-Systems.aspx

I am getting an error message when trying to access the system off-campus via remote access service.

Please ensure that you have the “all internet activity” box ticked, and that you are accessing via use of google authenticator. Further details are on the intranet at https://intranet.birmingham.ac.uk/staff/university/new-core/about/How-to-access-Core-Systems.aspx

I get an error screen when logging out of Core Systems.

This has been rectified and replaced with a message advising you to close your browser window to complete the logout process. Please ensure that you follow this guidance when logging out.

How can a Line Manager add or amend their direct reports structure?    

If you see additional Direct Reports on your My Team page, or some that are missing, the assigned Line Manager has the ability to correct this and choose the right one. If your Direct Report(s) is missing you can see who the Line Manager is by searching for the Direct Report on the Core Systems Directory and contact the stated Line Manager to advise to correct. Change Line Manager: eLearning and Step-by-Step Guide

My ‘emergency contacts’ field is blank.

Employees are requested to add emergency contact information to their personal profile via the edit feature within the contacts area of their profile on the system.

Can I add lines with different tax codes to the same catalogue requisition?            

No. Multiple lines that have different tax codes will not be accepted within catalogue requisitions. If using multiple codes, each of these must be raised as a separate requisition. It is however accepted to add multiple lines to a catalogue requisition if they are against the same tax code.

Can I add multiple suppliers to the same non-catalogue requisition?

No. For non-catalogue requisitions please raise a separate requisition for each supplier.

I am filling in an expense claim and there is no option to apply a project code.

If an employee can see “Apply Account” and not “Apply Project” when raising an expense claim, they only have access to claim against non-research accounts. The employee will need to log a call with the IT Service Desk to arrange for the appropriate access to be applied so that they can complete their expense claim against the research account. To request this access, raise a Service Desk call https://universityofbirmingham.service-now.com/itgateway/  or call: +44 (0)121 414 7171.

I am receiving requisitions notifications from across my College/Professional Services area; is this correct?

In most instances this is expected behaviour as the approvals work very differently than in Proactis with pools covering larger areas and not individual account codes or ranges. 

I am having trouble accessing the Research Dashboard

In most cases this is a browser caching issue - unfortunately if your browser cached the New Core system page before the new role was given to you, this impedes your access to it on future uses of that browser.

The following article gives you instructions for clearing your cache - you will need to ensure you clear out passwords etc. as well as temporary files: https://universityofbirmingham.service-now.com/kb_view.do?sysparm_article=KB13347

Browser cache clearing should resolve the issue, but if required; a workaround is to use private browsing or incognito mode, or try using a different browser to access New Core, one that you haven't used before.

My job title is incorrect

If your job title needs to be amended please log this as a request with HR via the HR portal at: https://universityofbirmingham.service-now.com/hr/portal.do

I need to change a work schedule or position

Tailored forms for common queries and requests have been created on the Core Systems Service Desk area. Click on either 'New/Change Position' or 'Change Work Schedule'.

I have an account code query

The Finance Office have produced a helpful guide to new account codes on the intranet at: https://intranet.birmingham.ac.uk/finance/Account-Codes.aspx this contains useful information on general ledger and research project codes.

I've updated my bank account details within my expense claim - will this also update for Payroll?

No. If you also want to update your payroll payment details you must edit this directly within the payroll section of your personal profile.

When can I access my first payslip?

First and subsequent payslips will be available from 27th June 2019. You will not be able to see any historic payslips, only June 2019 onwards will be available.

How can I access my payslips?

You can access them by logging into Core Systems and clicking on Personal Information > Payroll. You can also view the Canvas simulation guiding you through the steps.

What about P60s?

You will be able to access them from the same screen as payslips, starting from next year.

I have reviewed my payslip and have a query, who do I contact?

If you have recently had any sort of contractual change then please direct your enquiry to HR via the HR Service Portal (https://universityofbirmingham.service-now.com/hr/ or +44 (0)121 415 8425). Further information can also be found at https://intranet.birmingham.ac.uk/hr/index.aspx

For enquiries related to student or casual work please contact Worklink:

*Student Work queries: worklink@contacts.bham.ac.uk or +44 (0)121 414 5000 

*Non-Student Casual Work queries: worklinkcasuals@contacts.bham.ac.uk +44 (0)121 414 922

For any other payroll enquiries please contact payroll on payrollqueries@contacts.bham.ac.uk or using one of the following numbers:

*Academic/Admin Staff  +44 (0)121 414 6090

*Support Staff +44 (0)121 414 6091

Further payroll information can be found at https://intranet.birmingham.ac.uk/finance/payroll/index.aspx

Why are the time cards different for casual students and non-students?

This is as expected: students have start and stop times and non-students have quantity of hours on their time cards.

Please review your relevant guide from Worklink for details on how to complete each one:

How do I find position numbers for recruitment for my existing roles?

You can search for position numbers by searching for the current role holder (or their manager) in the Directory and then clicking on the 'View in Organization Chart' icon next to their initials or photo. You will be able to see position titles, with position numbers underneath, for all direct reports.

Purchase Orders are not being sent to the right email address/the supplier has not received the Purchase Order

Purchase Orders are sent automatically to suppliers when being converted from requisitions, to email addresses held on the system for this purpose. If you believe that the email address is incorrect or that the supplier has not received the PO at all, please contact buyingteam@contacts.bham.ac.uk and let them know to update the email address for that particular supplier. You may have to share the PO with the supplier directly yourself but going forward this should resolve any issues.

Phone number is displaying to line managers in certain parts of the system

On certain screens in Core Systems it is possible for your line manager to see your Primary phone number. Only your line manager will be able to see it on those screens, however you may still wish to check and update this to ensure the correct Primary number is displaying e.g. your work phone. Please go to
your Personal Information >Edit to make the necessary changes.

I have received a 'Hold on Invoice' notification - what does this mean?

The system will attempt to match an invoice that has come through to an existing PO, which relies on the orders being receipted (anyone in a given area can search and receipt an order, it doesn't have to be the original requester). If orders are not receipted to the invoiced quantity/amount, the original requester will receive a system notification that will advise them of this. Orders must be receipted in a timely manner otherwise the suppliers cannot be paid within the agreed timescales. Guidance on how to receipt orders can be found on Canvas.

About New Core

What is the New Core programme?

It is an ambitious programme to transform the way in which HR, Payroll and Finance activities are carried out. Underpinning this, rather than driving it, will be the implementation of new software. This is being managed as a business change project rather than as an IT systems implementation project. We have taken experts from across the University to form the programme team and they have been seconded to work exclusively on this project. Activities of the programme are governed by the Programme Board which has representation from Academics and Professional Services. The Executive Sponsor of the project is the Director of Finance, Erica Conway.

Given all of its other priorities, why has the University commissioned this project, at this time?

A key element of the 2020 Strategic Framework is the University's ambition to be "a well-resourced, well-managed and ambitious university with people at its heart". Our current HR & Payroll and Financial systems limit our ability to update and change our processes. These systems are old! For example we bought our e-recruitment system in 2007 before the advent of smart phones and tablets. It is virtually impossible for applicants to show interest in working for us using modern devices. Our HR & Payroll system has been in use since 1995 and our Financial system has been in place since 1983. The University needs efficient and effective processes and our current systems with their limited functionality are barriers to achieving this. This is an investment in the University's administrative infrastructure that will provide modern, effective systems appropriate for a leading global University for the next decade.

What are the timescales of the programme?

The proposed launch date for all core modules of HR, Finance, and Payroll elements of the new system is June 2019. The following modules will be available to all staff from launch:

•Payroll

•Time and Labour

•Recruitment

•Compensation and Benefits

•HR

•General Ledger

•Accounts Payable & Receivable

•Cash Management

•Purchase Ordering

•Research & Projects Accounting

•Research Grant Management

•Expenses

•Tax

In addition to these phases, Business Intelligence, Document Management, Integration and Data Migration will be implemented across the duration of the whole programme.

Who is on the Programme Board?

•Erica Conway – Director of Finance and Executive Sponsor

•Mark Gee – CIO

•Gillian McGrattan – Director of HR

•Stuart Richards – Director of HAS

•Charlotte Wellington – Programme Leader

•Kate Williams – Programme Manager

•James Arthur – Deputy Pro-Vice-Chancellor (Staffing)

•Phil Lumley – Deputy Head, MDS

•Jon Rowe – Director of Research and Knowledge Transfer, EPS

•Janice Thompson – Professor of Public Health Nutrition & Exercise

•Bronwen Lord – Director of Operations, LES

•Jon Darling – Head of Internal Audit

•Bryoney Johnson – Change and Communications Lead

•Geoff Carss (Peter Lambton as deputy) – Oracle

•Laura Forrest – Secretary

Who is on the New Core Leadership Team?

•Programme Leader: Charlotte Wellington

•Programme Manager: Kate Williams

•Finance Workstream Lead: Mike Dean

•HR Workstream Lead: Alison Jinks

•IT Workstream Lead: Adrian Hassell

•Change Workstream Lead:  Bryoney Johnson

Where is the New Core team based?

The New Core team are based on the first and second floor of Cedar House on the Edgbaston Campus (O6 Map Reference).

Change & Impact

What will the New Core project mean for me?

The project is looking to transform the way that Finance, HR and Payroll activities are carried out. The changes in process will require less manual intervention and will result in a dramatic reduction in the amount of paper that is pushed around the University. Some of the changes will affect large numbers of staff, including the way you:

•apply for jobs

•claim expenses

•purchase goods

•monitor budgets

•access the Research Grants and Contracts process

Employees will be able to view their personal data in real-time including address details, payslip information and P60s.

Employees will be able to initiate actions, request annual leave, record absence, submit expenses, apply for University vacancies, submit requests for additional payments. For the first time, employees will be able to track progress of these actions and will be able to see who the item is currently with for action.

All staff will ultimately be affected by this project.  How much will be determined by the level of involvement they currently have in HR, Payroll, Finance and Research activities.

What will this mean for managers of employees and/ or budgets?

Employees with responsibility and/or accountability for other employees will have additional functionality available to them.  All of their employee-related tasks will be available in one place and the system will issue alerts and reminders for action. These reminders will be escalated if tasks are overdue! The whole employee life-cycle, from recruitment to leaving, can be undertaken through one system, regardless of geographical location or the time of day. Relevant and timely management information will be available within the software, removing the need for BOXI reports.

Employees with financial responsibilities will be able to view, more quickly and easily, a range of appropriate financial management information. For example, from within a single system, it will be possible to view the balance on a specific account, drill-down to the transactional detail behind the balance, select an individual transaction and then access the invoice or other document at the bottom of the chain. This real-time financial information will enable quality decision-making.

How will New Core affect my day to day working?

New Core will impact all staff across the University. How New Core will impact your day to day working will depend on your role in the organisation and your daily involvement with HR, Payroll, Finance and Research and the associated administrative tasks. The New Core programme has put in place an extensive change programme to support staff through the transition to new ways of working. This includes wellbeing and support, training and preparing staff for change.

Will New Core lead to a reduction of staff numbers?

The purpose of the New Core programme is to improve our HR, Payroll and Finance systems, and to modernise business processes and ways of working for all University staff. This will mean new ways of working for some colleagues, and any changes to processes will be shared with staff well in advance of system launch via programme communications and training.

New Core is not being launched with the intention that there will be staff reductions; however, it will affect some roles more than others; for example for staff in the central HR and Finance departments. However, the University 2026 strategy is ambitious in terms of staff growth, and so whilst there may be some repurposing of roles we do not anticipate any significant staff reductions. The New Core programme will endeavour to keep you fully informed throughout the transition so that the University can support individual members of staff through any organisational change that may become necessary.

What are the benefits to the University?

There are many benefits of the New Core programme but the main ones are:

•Simplified and efficient business processes that use fewer steps with less manual intervention

•Reduced administration allowing Academic staff more time to focus on delivering excellence in research and teaching

•A ‘single version of the truth’ that provides the foundation for more focussed management information and allows better informed decisions and judgements

•The data will be available via mobile devices and will ensure that staff are always connected wherever they are in the world

•The University will be able to respond quickly to changes and opportunities and it will be easier to plan for the future

•The entire grant life-cycle from pre-award to publication will be supported

Is the aim to go paperless?

Yes, but there will still be the option to upload documents into the system and to download documents as needed.

Software, Security, Access & Roles

What software has the University chosen?

The University has chosen Oracle Fusion Applications for Finance, HR & Payroll, Taleo for Recruitment and Worktribe for Research.

The University undertook an extensive 13 month procurement process to select the chosen supplier, this ensured that the preferred supplier offered value for money, was capable of delivering the requirements and was subjected to necessary due diligence.

How secure is data stored in the cloud and can we guarantee the security of documents uploaded to the system?

Oracle Cloud is already used as standard practice across a wide range of sectors and extensive due diligence on the product has been carried out by the University’s Legal Services team. The University will retain ownership of data at all times, and New Core team members have visited the data centre in Slough where, along with Amsterdam, the new system data will be stored. They were very impressed with the high levels of physical and technical security at the site, which has hosted the University's implementation of Servicenow since 2010 (used for IT faults and requests, equipment booking, and the HR Portal).
The University’s Audit Committee have also been heavily involved in ensuring additional assurance on system security. On their recommendation, an external audit on data security of the new system was carried out by PwC, which approved the system for use.

Will there be IT logins for staff who don't currently have them?

All University employees will get access and will be expected to manage their own records. By exception where this is impossible, managers/HR can help, dependent on the type of input required. For example, a manager could book holiday on an employee's behalf, HR could change an address. However, these will be true exceptions. The intention is to empower employees through thorough training, including Basic IT Skills. There are differential solutions for staff who do not regularly use a computer in their everyday work; some will have access to iPads, some will use campus computer clusters and some will use mobiles.

What is the access request process?

Access for employees and line managers is auto-provisioned. Requesting additional roles will be handled via an IT Service Desk request, with data owners acting as approvers.

Can we access the system anywhere, even off-campus?

Yes, it is a web-based product so the system can be accessed from anywhere with internet access, via the remote access service.

What about staff with access needs?

Users with access needs have been involved in testing the system with accessibility software.

How can we ensure that staff have been allocated the correct access roles?

Access to functionality and information in new Core Systems will be role based, and the tasks, information, and reporting that staff can view and edit will vary depending on the roles that they have been allocated. 

The New Core team have been working with colleagues across the University to ensure that this role mapping is as robust as possible for all-staff in readiness for system go-live. More detailed information on each of the system roles is available here.

Can I delegate my role?

The only role that can be delegated in the system is ‘Line Manager’. This provides the option to “delegate” the Line Manager function to cover short term absence of the Line Manager. If done, this should be to someone of equivalent or higher responsibility to avoid inappropriate access to information. More information about what a Line Manager can see is available here. Please note that an employee's personal details can only be seen by the employee and HR.

For short periods of absence it is likely that any approvals required can await the Line Manager return, and the delegation function will not be utilised.

Please note that to delegate effectively, there are two elements to the process: delegating the role and delegating Line Manager approvals. The role of Line Manager can be delegated separately to the approvals functionality, however, if you delegate approvals without delegating the role, then the delegate will receive approvals but will have no information on which to base decisions. Please note it is not possible to delegate the approvals functionality to more than one person, or to delegate approval of expenses. Further information on the process for requesting short-term Line Manager delegation will be provided as part of New Core training.

Can job share partners both be designated as the line manager of employees?

There can only be one line manager assigned to an individual, and when line managers are assigned they are assigned by person (the line manager’s name) rather than the position they hold. As this is the case, in a job share scenario, the approval would go to the line manager listed on the record. The job share partners would need to decide a way of working this out between them, for example, if Manager A works on Monday and Tuesday and Manager B covers the rest of the week, Manager A (who holds the line manager role) could delegate the role to Manager B for the end of the week. Manager A would have to enter a different delegation period for each week (this can’t be done on a recurring basis like an Outlook appointment), but they can be created in advance. The structure is set up so that in an emergency the line manager’s manager can go into the system and transact on the manager’s behalf.

What level of access will the Associates have?

Just before go-live, all associates will be migrated into the ‘other’ category on the person type mapping as there is nothing on our existing systems telling us which person type our associates are. There will be communication sent out to associates advising them of this, and letting them know of a mechanism to be correctly categorised.

Will the Health and Safety role provide access to Occupational Health Reports?

No. This role will not provide individuals with access to Occupational Health reports or referrals. Further information on this role is available at https://intranet.birmingham.ac.uk/staff/university/new-core/for-me/New-Core-Roles.aspx

Existing Systems

Which systems will be decommissioned?

• Alta HR
• WCN
• SharePoint Immigration Application
• Coda
• Proactis
• Eploy
• Research Accounting System
• MyTeams
• Catfad
• Cardia
• BRAd
• CIRMS
• Pensions Payroll
• Research Data Mart
• TDMS

Will this new system link in with existing systems?

Yes. Integrated systems include Canvas, Servicenow, Gladstone, D1IM, PURE and Worktribe.

HR - Leave

What is the process for booking annual leave?

When you first open Core Systems you will have access to the system for booking annual leave, but we advise that this will not now be fully operational until the beginning of your next leave year (either October 2019 or January 2020). This means that colleagues will now not have to add leave retrospectively at go-live, and will instead all start using the annual leave module with a full balance at the start of their leave year. In the meantime, please complete the booking and recording of annual leave using your current processes and channels so that there is an accurate picture of any holiday carry-forward. 

Core Systems should be used immediately by Tier 2 and Tier 5 visa holders, for recording all absences, including annual leave, so that we can move immediately to the simpler method of recording absence.

For Line Managers; until the next holiday year commences; please notify Payroll, via the HR Portal, with the leave balance for all leavers from your team to ensure that accurate entitlement is reflected in any final pay.  A calculator will be available on the HR intranet, shortly after go-live, that can be used to assist all-staff in calculating annual leave entitlement.

How is sick leave recorded?

Sick leave is recorded in the system as a sickness absence (the reason for which can be selected from a dropdown list). It can be entered by the employee and approved by the line manager, or entered by the line manager on the employee's behalf. If a fit note is required, this can be uploaded to the system - only you, your manager and their manager will be able to see this.

HR - Payroll

Will New Core replace current paper payslips?

Yes. The new system will provide staff with access to their payslips via their personal dashboard.

When can I access my first payslip?

First and subsequent payslips will be available from 27th June and not before. You will not be able to see any historic payslips, only June 2019 onwards will be available.

How can I access my payslips?

You can access them by logging into Core Systems and clicking on Personal Information > Payroll. You can also view the Canvas simulation guiding you through the steps.

What about P60s?

You will be able to access them from the same screen as payslips, starting from next year.

Would a financial house, such as a bank, accept payslips that have been printed from a computer as approved documents for mortgage applications etc?

It will be possible to download and print payslips as PDFs which will be fully University of Birmingham branded as they are now, and contain all relevant fields that are on current printed payslips. Printed versions of these payslips will be accepted by banks or other areas requiring them for proof of ID.

What happens after you leave - how do you obtain payslips for previous months?

It is recommended that you save copies of payslips you think you will require. It's straightforward to do and means you have them whenever you need them.

How would an employee access their last payslip if they leave mid-month or take annual leave prior to leaving?

An employee who leaves before the end of the month will have their last payslip printed by the Payroll team and sent to their home address.

HR - Recruitment incl. casual

Will the system show where any 'bottlenecks' are in the recruitment process?

Taleo (the recruitment module of the new system) will show the full history of what transactions have been carried out in respect of a vacancy. It will also show the current status of the vacancy.

What are the key changes in the recruitment process?

Overall, a much greater ability for Hiring Managers to drive the recruitment process forward.

1. You need your financial approval before you raise the reqruitment requisition (AV1 currently). HR will not be chasing this going forward!
2. You need to have your position number: make a request on the IT Service Desk with Core Systems Optimisation Team (CSOT) to ask for one if you don't know it or need one created.
3. You and your collaborators can update statuses of candidates and leave comments on their records, facilitating the shortlising process (collaborators cannot amend the requisition, though). You can also send correspondence to candidates from within the system.
4. You will be scheduling your own interviews and sending the calendar to candidates (Employee appointments, for Casuals Worklink will do this).
5. Candidates can see their own status on the system; they only see three statuses 'New', 'Interview' and 'Unsuccessful' statuses depending on the updates you've made (Longlisting and Shortlisting steps will be seen by them as 'New' until Rejected or invited to Interview).
6. Worklink will now support all casual recruitment, not just students. You will own the relationship with non-student casuals, though. Worklink will issue specific guidance to casual hiring managers in due course.

Is the idea that everyone on the shortlisting panel will go in and look at applications in the system? Can they leave notes on the system?

Yes - individuals on the shortlisting panel can be added as 'collaborators'. Each collaborator can review the applications and leave notes on the candidate records by selecting to update their Step/Status and leaving notes in the Comments box at the bottom of the prompt.
Please ensure steps/statuses are only updated after job advert is closed, being careful particularly with the Rejected status (it is ok to update candidates to 'Under Consideration' or 'Progress to Longlisting' as this will not change the status the candidates can see on the portal).

Is there going to be a need to re-recruit casuals recruited previously? What about their Right To Work documents?

Casuals since August 2017 will be migrated over to the new system. Their Right To Work will also not have to be collected again.

What to do when recruiting casuals who charge a flat fee e.g. to deliver a lecture?

Rates for all types of casual work have been agreed and set up on the system. Please discuss any concerns you have about this with your local HR Business Partner as soon as possible.

Will hiring managers be sending interview invitations out via the system themselves now instead of HR? And will this apply to all roles?

Yes, the aim of the system is to make the same process applicable to all roles and to give hiring managers more ownership over recruitment in their own areas. In practice this shouldn't create much more work, as hiring managers are already involved in scheduling interviews by filling out a spreadsheet. The new system should save time in other ways.

At what stage in the recruitment process will unsuccessful candidates be notified?

Hiring managers will be able to select to notify unsuccessful candidates at any stage of the process, once a candidate has been assessed and once appropriate evaluations have been done on any candidate applying via redeployment.
It is recommended to change the status of the candidates to Rejected at the Longlisting and/or Shortlisting steps and not send correspondence to them unless desired. Candidates will immediately see their status changed as 'Unsuccessful' when they log into their candidate portal. Additionally, each posting will have a disclaimer advising that if candidates haven't heard from the Hiring Manager in 6 weeks time to assume that they have been unsuccessful.
However, it is advised to send correspondence to candidates when they are rejected after the Interview using template: Rejection Letter After Interview.

Will offer letters sit on the system if we need to refer to them once an employee has been hired?

Offer letters will sit in an employee's personnel file and can be requested through HR.

What about offer process for international recruitment where scans of Right To Work documents cannot be collected before they start?

Individuals need to present their Right To Work documents in person the day before they start. They can be sent to HR to do this or, if collected locally, the scans need to be uploaded onto the candidate's file on the system as per the normal process.

Does the salary need to be negotiated before expectations are captured? Who is doing the negotiating?

Most salary negotiations are done by the Hiring Manager and the offer grid would need to reflect that and be the final version. In fact, all offer details should be established at the offer capture point.

What about using one recruitment process to recruit multiple candidates to different positions?

Before raising the recruitment requisition, which can only be created for one position, please ensure you have the right number of positions created for each job you wish to recruit for. Use one of those for your requisition but list every other in the Key Role Context box to be used later by HR to update the positions of the successful candidates. Make sure (request) that this one position has the right number of openings on it to be able to accept the correct number of successful candidates, and update that number of openings on the requisition form (default is 1).

Are honorary appointments going to be managed in this recruitment system?

No - the system can handle honorary appointments but would require some manual intervention. Also, honorary appointments are processed in different ways across the University, so the decision has been taken not to use New Core for the appointment of honorary staff. HR can provide further guidance, but the process remains the same as at present.

HR - Time & Labour

Who will record time in New Core?

Casual staff (hourly paid), casual students (hourly paid students), support staff claiming overtime (excluding HAS who will continue to use VisionTime), Estates support staff, BMSU staff and project employees.

Are flexible working hours/TOIL managed in the system?

No, flexitime and TOIL will continue to be managed off-system, at least at go-live, although this may change at a future stage.

Finance - Expenses

Who will approve expenses?

Expenses will be approved by an employee's line manager, who in most cases is the appropriate person to approve whether the expense claim is valid. Budget holders will be able to monitor what is coming out of their budget via reporting. Expenses will also be audited.

What if an employee submits their expenses under the wrong code?

The approver will need to return the claim back to the employee with a message to let them know that the wrong code has been used, for them to resubmit the claim.

Does the receipt that accompanies a claim still need to be itemised?

Yes, the policy is still the same. The receipt will need to be attached to the claim in the system and it will need to be an itemised receipt (rather than just a credit card receipt). Scans or photographs of receipts will be accepted.

How will students enter expenses?

All students, including postgraduate students, will continue to claim expenses via the manual non-staff expenses process.

How do visiting speakers/external examiners enter expenses?

In future they will be paid as one-off suppliers or through the non-staff expenses process, similar to now.

The old FIN7N forms have been replaced with two new non-staff expense forms, one for a person being paid into a UK bank account and one for a person being paid into a foreign bank account. The forms are available on the Finance Office intranet page: https://intranet.birmingham.ac.uk/finance/A-Z-Forms.aspx and there are also examples of how to complete the forms correctly.

Finance - Procurement

Do the element 2 and 3 codes still need to be used?

No, these are changing. The main change is that the element 3 code is being split into two parts 1) Activity and 2) Source of Funds. This will enhance our reporting capability. An exercise has been done to map existing codes to their equivalents and further information about the new Chart of Accounts and the correct codes to use can be found here. If you have any queries about the new Chart of Accounts or require further information, please contact your Finance Business Partner.

Who will approve requisitions?

Items purchased from the catalogue (Science Warehouse or other approved suppliers) will be auto-approved up to £500. Off-catalogue items and items over £500 would need approval from the budget holder. There will be budget approval pools set up for this to avoid any delays if one person is away.

How is the purchase of technical equipment or potentially hazardous items managed?

Purchase of technical equipment or hazardous items will be subject to additional approval driven directly from the nature of the item being procured. Where appropriate this will be additional to budgetary approval and these requisitions would be subject to a two-pronged approval process (Budgetary and Technical/Hazardous).

Please raise and submit requisitions for IT equipment or hazardous goods separately from non-IT and non-hazardous goods, otherwise the whole requisition will go for technical/hazardous approval, which will delay your goods/services being approved and delivered.

Who will receipt goods and services?

It is for individual Schools/Colleges to decide who will receipt invoices, but the recommendation is that the requisitioner would receipt the goods or services and Accounts Payable will then process the payment.
Goods and Services should be receipted at the point that the goods or services are received and not done retrospectively when the invoice comes in. At the point of Goods Receipting you are able to split the costs of goods or services against different charge accounts.

The exception is INTERNAL TRADE orders - please do not receipt these. They need to be receipted by the supplier areas themselves and not the person placing the order. This is to ensure that the internal recharges are credited to the correct accounts.

How will suppliers know where to send their invoice to?

New POs will provide this information. For any existing POs where invoices are still expected after go-live, the requisitioner will need to communicate separately to the supplier to send future invoices to Accounts Payable. Any that come through as per the current process will need to be forwarded onto Accounts Payable.

Will POs that are still open at the time of go-live be migrated across to the new system?

Yes, any open POs will be migrated across. Ideally any that can be paid early will be paid to minimise the amount of data that needs to be migrated.

Worktribe

When will Worktribe be implemented?

It will be implemented in June 2019 but the costing and pricing tool is available now.

What will happen to the Pink Form?

Worktribe will replace the Pink Form completely. There will be a cutover period for projects started on the Pink Form in January. Every new submission from February will be done in Worktribe.

Will JES be updated to link in with Worktribe?

There are no current plans but it is something that UoB and other universities who use Worktribe are lobbying for. Using Worktribe ensures that there is a complete record of the project in one place, including full budget details. This makes it easier to transfer the information into JES once the project has been awarded.

Is the facility to look up salary information (in order to calculate costings) available to everyone?

No, it will be available to researchers and Research Support Services. The system generates a notification to the person whose salary has been looked at and this activity can be monitored carefully. Salary information can be requested currently via Research Finance, so this function is not new.

Is the Contracts tab in Worktribe going to replace the current contract request form (Word document)?

Yes, from June 2019, all contracts will be requested through Worktribe. The contract requested doesn't have to relate to a specific project, although it can be tied to a project retrospectively.

Training, Support, Get Involved

How can I get involved in New Core?

Academic and Professional Services staff can get involved in New Core in a number of ways:

  • Change Champions
  • Super Users
  • Town Hall Meetings
  • Training.

For more information please visit the Training support section of the New Core website or contact newcore@contacts.bham.ac.uk.

What support will be available for staff who don't regularly use a computer?

There is a dedicated New Core training team who will provide a comprehensive package of training opportunities for colleagues across the University. The team are working closely with POD and Library Services to ensure that Change Impact and Basic IT Skills training will also be available to colleagues on request.

Further information on this and further training opportunities will be available shortly via the intranet and departmental communications.

How many Super Users are there and what is the time commitment expected of a Super User?

There are around 500 Super Users across the University. It is anticipated that 5% of a Super User's time will be allocated to assisting colleagues. Lists of Super Users are available via the New Core Canvas Page and the UoB Service Desk, so staff can identify their nearest resource.