ANNUAL REVIEW RECORDING IN THE ORACLE HR SYSTEM
Support Groups
The Annual Review recording screens in Oracle are to be used for recording all Annual Reviews (ARs), which are sometimes also known as appraisals, performance/development reviews or P&DRs.
Annual Reviews should be recorded on the Oracle HR system as close to the review completion date as possible, and not left to the end of the review year (1 August – 31 July).
Reporting
All data recorded on these screens can be reported upon through Boxi, to help departments and HR keep track of completion of ARs in their areas and ensure that all staff are reviewed each year.
The data recorded on Oracle will be used to report to the University Court on the completion of ARs each year, as a Key Performance Indicator in the University’s Strategic Plan. Therefore all departments must record ARs on the Oracle HR database.
The data for the report to Court will be run in late August/early September for the previous year from 1 August to 31 July. It is anticipated that the report will cover all staff, other than ‘hours to be notified’ staff, who are in post on 31 July and have one year’s service or more. The report will indicate the proportion of staff who have been recorded as having had an AR in the year, for which the documentation has been completed. Figures will be reported for each College and Support Group, and for the University as a whole.
These screens make it possible to also record Probation and Interim Reviews. Some areas may find it useful to record and report on these reviews, however the data recorded in these fields will NOT show up on AR reports.
Oracle Annual Review Screens User Guide
Each department should have a designated person(s) to record annual reviews on this system. Please contact the HR Systems team if you have been instructed to record ARs but do not yet have access.
Logging in:
Open up Myed and under the Admin Tab Launch Self Service.
The login box will then appear with two fields requesting your username and password, complete these and click on Login.
1. Once logged into the system you should click on UOE Enter Review/Appraisal Details (See below)
2. The following screen appears
3. Double click on View/Enter Review/Appraisal Info (the screen below appears)
4. Enter the employee number in Number field (or surname in Full Name field) and (the screen below appears)
Staff with Multiple Posts
If you are entering Annual Review details for a staff member and their name appears in two separate lines in the search window called ‘Find people and Assignments’ this means that they have two posts at the University. An Annual Review should be conducted for each post and recorded in the correct record. If you scroll along you will find a column headed ‘Primary’ and there will be either a ‘Y’ or ‘N’ under that heading for each post.
Please ensure you are entering the correct AR details for the relevant post. If you are unsure which post is the individual’s ‘Primary’ post/ ‘non-primary’ post, please contact your HR Admin team to find out.
5. Click on the first white blank line available in the Details section. (A new blank line should be made for each Annual Review as overwriting existing entries will delete the record of previous annual reviews). The following screen will appear:
6. You should now complete the relevant fields:
Those fields highlighted in Yellow are Mandatory and must be completed. (see screens 7 and 8 below for examples)
Review Type: Choose Annual Review (includes P&DR) from the drop down list. The drop down list also includes Probation Review, Interim Review and Joint Consultant Appraisal (for clinical academics only). The recording of these reviews are not mandatory for support groups staff and will not show up on AR reports
Financial Year (1 August to 31 July): Enter the financial year in which the review/appraisal took place
Reviewer 1: Record the name of the person who has conducted the review.
Review date: The date of the annual review meeting should be recorded here. This date will be used for reporting on Annual Review completion to Court within the year from 1 August to 31 July.
Documentation complete: Record as ‘yes’ once the review documentation has been fully completed. Record as ‘No’ if the review has not taken place for a valid reason, such as maternity or long-term sick leave.
Comments: If the review has not taken place please record the reason why in this field (see screen 7. Below). Other useful comments may also be recorded here.
7.an example of a review that has not taken place for a valid reason.
8.an example of a review that has taken place and been recorded correctly.
9. After completing all the required details click on OK (the screen below appears)
You should now SAVE the record (by clicking on the yellow disc icon on the screen)
You can have more than one Review active at any one time. To record another Review, click on the next available white line in the Details section and complete the screens from 5 above.
For any questions about completing Annual Reviews please contact the HR for Support Groups Team.
For any systems problems please contact the UHRS HR Systems Team.
It may also be useful to look at the Annual Review Policy Statement on the HR Webpage and our Frequently Asked Questions document, available from the HR for Support Groups Team .