Managing leave, absence, timesheets and rostering in HR Self-Service

Find out more about University's plans to expand HR Self-Service functionality

Overview

We've started a phased rollout of new functionality in HR Self-Service (hosted on PeopleXD), allowing you to manage your leave, sickness and other absences, timesheets (where applicable), and, in some areas, rostering. The rollout began in October 2024 and is expected to complete by the end of 2025. This page provides useful information you’ll need as these new features become available.

What’s changing?
Once your department/faculty has joined, you’ll be able to:

  • Submit and track your leave requests and manage sickness and other absence
  • Enter timesheets if you’re paid hourly or work variable hours
  • View and manage rostering (limited rollout)

This new functionality will replace any existing systems or manual processes in your department or faculty, bringing everything together in one place for easy access and visibility.

Historically, departments have used a mix of independent systems or manual processes to manage leave and absences. While such systems may offer useful features, they aren’t connected to the central HR database, incur extra costs for departments, and may not fully align with University policies and practices. Without consolidated data, it’s also challenging for the University to understand absence trends or proactively address staff needs.

The new features will provide a single, integrated platform for managing leave, absences, and timesheets. You’ll be able to:

  • Access all leave, absence, and timesheet features in one central location
  • View your data in real-time, so you’ll know exactly what’s recorded
  • Ensure that all processes are up-to-date with University policies and regulations

This rollout supports a more integrated, cost-effective, and consistent approach to workforce management across the University. HR Self-Service offers:

  • Streamlined access: Staff can manage leave, absence, payslips, P60s, and other employment data in a single, accessible location.
  • Enhanced reporting: Centralised data helps the University identify workforce trends, which can lead to proactive initiatives for staff well-being and support.
  • Policy alignment and compliance: Using one system across the University reduces risks associated with non-compliance and strengthens our adherence to employment law.
  • Cost efficiency: Transitioning away from independent systems is projected to save the University over £100,000 annually.

The new features will be introduced in phases, with the first set of departments starting in October 2024. Each department will get advance notice before their launch date, so you’ll have time to get ready.

As the new features become available, our dedicated project team will support your department with step-by-step instructions. Your department’s HR team will be in touch to share specific dates and details for your area, including information on training resources and where to find further help.

We’re committed to making this an easy transition. As part of the rollout, we’re offering:

  • Training and guidance: Quick video guides, step-by-step instructions, covering how to request and manage leave, complete timesheets, and more
  • Help resources: Find clear, accessible guides on the HR Self-Service website to answer any questions - these are already published as part of the Employee Self-Service how-to guide
  • Ongoing updates: Email updates will be shared as your department prepares to adopt the new features, and these HR Self-Service pages will be updated as needed to keep you informed

  1. How do I know when my department will go live?

    Your department’s rollout schedule will be shared by your HR team in advance.

  2. Will we get support in moving from TeamSeer to PeopleXD?

    Yes, for those currently using TeamSeer, we’ll provide guidance to departmental HR teams to make the switch smooth, including data transfer and a comparison of features.

General FAQs on this functionality are available at: https://staff.web.ox.ac.uk/hr-self-service-faqs-0 

Visit also the 'Guide to your HR data' webpage.

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Having issues?

  1. Check the relevant user guide
  2. Visit the FAQs and Troubleshooting pages
  3. Still having problems? Contact your local HR administrator for help.

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