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Improvements to key People and OD systems

10 Mar 2023

Important changes coming over the next few months

People and OD system improvements

As part of the plans to enhance the support offered by People and OD, we're pleased to announce the next set of developments to our People and OD systems over the coming months.

These developments focus on processes that are currently difficult for colleagues and line managers to navigate and rely on manual interventions to move them forward. These new initiatives will deliver enhanced functionality.  As a result, these important processes will be easier and quicker to complete, improving the service and saving time for users and administrators alike.

We will be introducing:

  • Changes to the Jobtrain recruitment system, giving recruiting managers the ability to manage the entire end-to-end recruitment journey in one place.
  • A new intuitive portal improving how contract changes for existing colleagues are requested and approved.
  • Access to one consistent system for colleagues across the University to record sickness absence.


We have already introduced the ability for managers to request approvals for vacancies online via Jobtrain, therefore replacing paper ‘PCM’ approvals with an online process. Now we’re moving the remaining aspects of the recruitment process online to make it quicker and simpler for both candidates and hiring managers.

This includes managing candidate applications and sending automatic updates to candidates throughout the recruitment process, inviting and scheduling interviews online and centrally creating and issuing contracts. In addition, the paper New Appointment Form (NAF) will be replaced with an online New Starter Form with candidate details automatically feeding through from the application form.

Employee Change Requests

All stages of the process to request and approve a change to an existing employee contract will be moved online, replacing the existing paper PCM form. This includes changes such as making a fixed-term post permanent, changing hours, or changing the funding for a post. The new system will provide step by step status updates for requesters, approvers, and the operational teams that process these requests.

Recording sickness absence

The current SAMS sickness recording system will be replaced with an option in MyView, where colleagues will self-report when they are sick or absent. Line managers should still be contacted to report the absence and they will also receive an automatic notification when a form is submitted for authorisation.

This system will handle sensitive data more privately for colleagues, in line with GDPR regulations. You will also have greater control and access to your own sickness absence information. Find out more about the new system.

What happens next?

No one needs to change anything they are doing immediately. Pilot and early adopter groups for the systems will hear more in the near future. There are further all-colleague communications planned with full information and user guides as we approach new systems going live.