Overview

Background

This project PPP007 is for

• Oracle HR & Payroll Annual Maintenance 15/16 to cover

• • ensure Legislative compliance with application of any HMRC or other  legislative patches and that
  • available Oracle security patches are normally also implemented within this project providing the benefit of ensuring the security patching is up to date

In addition this year, 2 other proposals will be included within this project

1. re AP56-018 for Re-enrolment for Pensions by March 2016 (15/16).

   1. The University is required to continue the Government’s scheme to automatically enrol staff to pension schemes and must re-enrol staff before March 2016. This will require analysis of the impact and implementation of any required Oracle updates or changes to UoE bespoke elements needed to meet this statutory requirement.

      1. Analysis will be required to confirm to the business and system impact of this change. Oracle are expected to provide patches but this would not cover bespoke UoE functionality or reporting

2. Re AP56-019 for End of Contracting Out for Pensions Schemes by March 2016 (15/16)

   1. The Government’s Pension Reform requires the University to end contracting out for defined pensions schemes by March 2016. This will require analysis of the impact and implementation of any required Oracle updates or changes to UoE bespoke elements needed to meet this statutory requirement.

      1. Analysis will be required to confirm to the business and system impact of this change. Oracle are expected to provide patches but this would not cover bespoke UoE functionality or reporting.

Scope

This project will progress the work required to ensure the University meets its legislative obligations for applying any Tax or other annual compliance updates for Oracle HR & Payroll. This is a standard recurring event (although not multi-year) to meet HM Revenue & Customs requirements.  There is a significant IS and Business Partner input, to ensure the HMRC application has been updated to the appropriate legislative status, and to complete the actual Tax Year End and Tax Year Start for the required Tax year.

In addition, Oracle require that the appropriate patches (RUP 8) must be applied before Legislative Patches. The RUP 8 (plus any pre-requisite patches) and any legislative patches are progressed by September /October to allow time for PPP006 Changes to USS Pension Scheme and Retrospective Pay before Feb 2016. This is required in order to remain supported by Oracle.

The scope of the project will be to include;

• RUP 8
• Re-enrolment for Pensions
• Any HMRC tax patches issued by Oracle for tax year end and tax year start
• Up to date Oracle security patches
• End of Contracting Out for Pensions Schemes
• Updates to P60’s if required-as standard Oracle version of P60 will be used if prints are required (if required)
• Any Legislative updates required by the March 2016 Budget (if required)

Objectives

1. To ensure that the University remains compliant with UK legislation by March 2016
2. Ensure that all agreed security patches are applied to Oracle HR & Payroll DEV, TEST and LIVE by end May 2016.
3. To include the patches required for re-enrolment for pensions to be Live by Feb 2016
4. To include the patches required for 'end of contracting out' by April 2016
5. Enable the University to issue P60's to all staff and pensioners by end April 2016, before May 2016 (if required).
6. Comply with any Legislative change resulting from the budget announcements in March 2016 (if required)

Deliverables

This project will deliver;

1. Cloned development and test environments on the same database release as the live environment
2. Created and applied list of patches 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 15/16 changes (if required)
7. Applied Oracle patches arising from the UK Budget of March 2016 (if required).
8. Re clone environments at end of project.

Benefits

1. The University will remain compliant with any HMRC changes for 15/16 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.
4. Remain compliant for 2016/17 - start of year

Success Criteria

1. All UK legislative requirements are met and Oracle HMRC functionality is unaffected
2. All opted out members of staff have been successsfully re-enrolled.