What are the problems we are trying to address?

1. How to manage vacant posts most effectively on TIS 
2. How TIS can support local offices to meet the Code of Practice requirements (see Code of Practice document below)

•  Performance issue of recording huge amount of placecholders on TIS against a post and rendering this on the UI
•  Reports of Code of practice and defining what those should be nationally
•  What needs to be reported on?
  • HEE has committed to providing information to employers (and to doctors via the Oriel system) at least 12 weeks before a doctor is due to start in post.
    • This includes any changes to placements HEE has previously informed the trusts of - hence the need for an audit function to show the changes made. 
  • The employer can then ensure that relevant information is sent to the doctor eight weeks before starting in post. For doctors new to a trust, this information would usually be contained in the conditional offer of employment. 
•  What does BMA asks for?
•  What are the 'exceptions'?
•  How code of practice can or should look?
•  Definition of the level of detail of the reports
•  Audits: Making the placement last amended date available in NDW for reporting

AR: Create Spike ticket for sprint 67- recording vacancy

Next step - Code of Practice

Trainees and Employers via local offices

Trusts to have access to the Post Vacancy information

• More efficient way of managing vacant posts on TIS
• Better code of practice reporting

• Initially used to inform trusts of vacancies
• Allows London to generate a change report for Trusts - 12 weeks snapshot taken from the datawarehouse, runs a comparison on specific fields to see what changes have been made

e.g. Reports: All trainees in a programme, All posts in a programme etc.
Allows code of practice reporting, e.g. no of posts notified 12 weeks before placement start date, no of trainees moved from trusts, amount trainees moving NPN.

• If post is vacant for a year, am I going to get a returning trainee type of reporting.
• Which local offices missed the 12 weeks code of practice compliance and for how many trainees and by what %age?

• NW: DR Vacanct / Dr Hold
• NE: Dr Vacant
• London - Dr Hold / Dr Recruit - 20 different categories altogether

     10 reasons for 'Hold' - PMD...
     10 reasons for 'Recruit' placeholders - IDT, Statutory, Recruit on reserve, Exam PGD...

• South: None, done via programme teams rotations
• Other regions need to speak to their Programme teams to find out

• Time consuming
• Easy to not remove a Vacant Doctor from a post when a real doctor is added to that post
• Data quality issues

• Dr Vacant
• Dr Hold
• Dr Recruit etc.
• London - Dr Hold / Dr Recruit - 20 different categories altogether
• Any more 

Is there a national requirement to what London is currently required to report on given the high level of granularity? If not can an MVP fields set be agreed to be recorded on TIS?

e.g. - Vacancy type (Vacancy, on hold, recruitment etc. tbd), Vacancy reason, dates from and to, Exported to ESR, last modified placement date etc.

CoP requires local offices to inform trusts 12+ weeks prior to change of start of placement and does not specify the exceptions; it only provides examples:

1. Training Requirements
   a. Where educational reasons (for example: ARCP outcome which identifies
   educational requirements that can only be delivered in specific locations)
   b. Where posts have been removed/suspended from a training location due to quality
   concerns.
2. Individual Trainee circumstance
   a. Where personal/health reasons require additional time to agree a placement, or
   require a subsequent change to a planned placement.
   b. Maternity leave or sick leave cease with less than 12 weeks’ notice. Where the end
   of such leave is predicted, this will be catered for in planning so far as is reasonable.
3. Exam Results
   a. Foundation reserve list applicants
   b. Specialty trainees awaiting membership exam results, which may affect their
   eligibility to join a programme.

•  3 categories - Angela to provide a slimmed down version of their reports and propose to BMs

•  Angela took an action to categorise and review with the BMs a proposal -  18 Feb 2019 (To be agreed with the vacancy management group)

Is there a requirement to transfer placeholders to ESR?