Overview

Background

This work is a legislative requirement for the University and is a standard recurring event (although not multi-year) to meet HM Revenue & Customs requirements.  There is a significant IS and user input, to ensure the HRMC application has been updated to the appropriate legislative status, and to complete the actual Tax Year End (TYE). 

In addition, Oracle usually stipulate that the appropriate Family Pack, as at end July, must be applied before legislative patches.  If the Family Pack has not been applied by the time of this project then this will required in order to remain supported by Oracle. 

In 2012/13 changes were made to the method and frequency that the University reports PAYE to HMRC and also to introduce the legislative change for Autoenrolment of certain staff to a pension scheme. As these changes are new there may be additional patches through 13/14 required out with the normal TYE, Family pack or security patches. 

Scope

The scope of the project will be to;

1. Clone Oracle R12 Live to Dev and Test
2. Create and apply list of Oracle security patches.
3. Apply any prerequisite TYE Oracle patches (e.g. Family Pack if not applied earlier in year via support).
4. Apply all Oracle ( usually Legislative and any P60 changes) patches required to support the 2013-14 annual Tax Year End submission to HMRC.
5. Review the standard Oracle P60 and confirm if this could be adopted rather than the UoE bespoke P60.
6. Modify the P60 form as required to allow these to be issued to staff by Mid April. 
7. Apply any Oracle patches arising from the UK Budget of March 2014.
8. Apply agreed supplementary RTI or Autoenrolment patches that are released prior to April 2014.

Out of Scope; 

1. This project will not progress any patches that are released by Oracle after April 2014.
2. Any in-house configuration out with the modifications of the P60 form will be considered out of scope of this project. 

Objectives

1. To ensure that the University remains compliant with all HMRC Tax Year End, PAYE and Autoenrolment changes by end April 2014. 
2. Ensure that all agreed security patches are applied to Oracle HR & Payroll DEV, TEST and LIVE by end May 2014. 
3. Enable the University to issue P60's to all staff and pensioners by end April 2014.

Deliverables

1. Cloned Dev and TEST environments
2. Create and apply list of patches required to be applied to DEV, TEST and LIVE
3. Fully patched DEV (as agreed under deliverable 2)
4. Fully patched TEST (as agreed under deliverable 2)
5. Fully patched LIVE (as agreed under deliverable 2)
6. Updated P60 form (either the Oracle or UoE bespoke form) for any 13/14 changes

Benefits

1. The University will remain compliant with any HMRC changes for 13/14 and will not face any penalties or bad press for non-compliance. 
2. Oracle HR & Payroll system will be patched to cover any security updates provided by Oracle reducing the chance of any breaches of security of sensitive data. 
3. University will be able to issue P60s to staff and pensioners as legally required by mid May. 

Success Criteria

 That the legislative requirements are met and that Payroll continues to produce Payroll, Reports and Payslips at the correct time.