Working Group
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# | Discussion/Action | Responsible | Outcome | Status | ||||
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1 | Support for Pandemic/COVID April Rotations changes | All | April rotations to be cancelled and current placements extended in the light of Coronavirus. There is potentially going to be the need to delete some or all rotation starting in April and extend the ones ending in March/April. This can be done using the bulk delete and bulk amend imports.@AshleyR, @apringle and I have been discussing it. Pulling the necessary data placement data will be fairly easy to do and so will making the bulk amendments. However, I suggest we hold fire at this point until we have a coordinated national approach. Once that is confirmed I will write a report to pull the placements necessary, we can all vet the script and you can take that to your local offices. Also, @AshleyR and I need to check the impact this will have on ESR notifications and work with the ESR team to perhaps send a refreshed bulk notification through to trusts.On top of the ESR notification I would also suggest local offices have access to a report they can send to all their trusts. Again, once I have the specifics I can put this together. I do have a feeling though that trusts may have more information than we do at this stage. Proposed plan (TBD):
23/03:
06/04: April Rotations:
20/04: Ongoing. May, June and July Rotations would also need to be extended.
Timescale - as soon as we can, taking Easter holidays into account
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2. | Support for Pandemic/COVID | All | A Post for each Programme to be created called `...\PANDEMIC' as a bucket post for people returning from OOP. TIS Template for Posts/Post Fundings/Post Rotations: https://hee-tis.atlassian.net/secure/attachment/22034/IMT%20-%20Posts%20Upload%20Template.xlsx 23/03:
06/04:
Potentially more to come for new sites. (e.g. London Nightingale Hospital) Problem: Trusts would not be able to see the OOP posts on TIS and Reporting as the training/employing body is not one of the Trusts.
20/04: Closed. |
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Support for Pandemic/COVID | All |
Covid-19 → Tableau reports | ||||||
3 | Support for Pandemic/COVID Recording of ARCP Outcome of 10 | All | 06/04: Recording ACRP Outcome of 10 with a reason. - Not confirmed yet.
https://hee-tis.atlassian.net/browse/TISNEW-4161 20/04: Still awaiting for confirmation. | |||||
4 | Support for Pandemic/COVID Trainees not necessarily coming back from OOP but redeployed for COVID support | Gwil/All | 06/04:
20/04: Closed | CLOSED | ||||
4 | Resolve Duplicates - TISDEV-4841: Resolve the duplicate invalid GMC numbers, such as 'Retired,' and make them 'UNKNOWN' | Data leads | First discussed on DQ on 04/06: 08/01: DS: Has done some testing. SB: leave manager tests carried out. JH/DS/AH: re-use some of the scripts that were used during consolidation for testing on metabase for next week. DS: Prog membership, placements and assessments - Looks good so far. How long more this would need? - conclude by Wed 16/01.( and are going to test this on Wednesday afternoon) 21/09: The scripts have been run on Prod over the weekend. has taken extracts of the data on Friday afternoon ahead of the scripts being run. 4/02: Round two will be needed. LaSE still to advise DS on what to do with the records that weren't an easy match. Chris picking this up - London may be ok but KSS need more attention 4/02: Leave manager - need to do checks for the circa 500 records to make sure that the round 2 de-duping would not leave orphaned records (as per the procedure for Round 1 01/04: to provide the list of Id's/template for the second round of duplication (second strongest match rule). To send the list out to all regions be checked. Jen would have done for the South - to be checked? 15/04: Still awaiting for EMD, South and London. 24/06: Jen to speak to David tomorrow (25th) re queries she has found in the South. James to ask Gwil where has gotten to with this - returns from leave on the 1st July 08/07: David to resend file to Gwil and Jen is no longer confused 22/07: Ongoing, waiting for South and EMD data 02/09 EM have submitted, awaiting the South (ongoing) 14/10: Back with DS - to compare and rebuild the new list of what's been merged
11/11: Completed by South. With David at the moment. 09/12: There will be some duplicates because of Study Leave. The merging would have to be done at some point on TIS. Almost ready to go. 06/01: DS post on slack for additional feedback. 03/02: DS posted on slack for everyone else to confirm this is OK. (De-dupe Round 2 spreadsheet)dupe Round 2 spreadsheet) 20/04: Recommendation: to be done ahead of Northern Ireland and HCS onboarding onto TIS.
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5 | Identification and removal of Consultant data on TIS | All | Removal of consultant data has a dependency on De-duplication work. 22/10: Dependency on the De-dupe work. Follow up with Chris after the de-dupe work has taken place. This is to identify which Consultant data belongs to which Trust so that they can have this if the trust wants. 29/10: Linked to the removal of the consultant information from TIS we also need to address the issue of the non-trainee posts. So a further piece of work needs to take place to identify and hard delete these posts. Will need to take a copy of this so that (like with the non-trainee records) we can pass this to the trusts if needed. JW to create ticket related to the deletion of posts. 19/11 - Once de-dupe is done, check the full list of People from Chris. Please review against the surviving records (IDs) onTISNEW-2057. 14/01: Wait until the testing of the de-dupe has been done on stage then carry on.- 04/02: Awaiting on DS on testing outcome for TISNEW-2057 to prioritise TISNEW-2083. Does the script attached to 2083 has everything? Check with Rob about urgency of this re IG - JW to do this 01/04: to check with Rob/Ben. 15/04: response from Rob 'From an IG perspective - of we don't need it then we should not keep it.' Supervisors and Leave approvers taken into account on Chris's script. 24/06: The South has undertaken a post audit and set to Inactive Consultant/non current posts which has resulted in a reduction of approx. 2000 posts Suggestion that this is something that the other three regions can do while the Person de-dup is in the process of being completed. Suspect most of the Consultant posts in the North and Mids and East are now inactive meaning that the majority of outstanding posts belong to KSS (possibly) Once this has been completed for Posts they can remain as Inactive rather than undertake another unnecessary step. 22/07: Still waiting on the de-duplication work. To discuss about Supervisors after this piece of work. 17/02: Intrepid/Leave Manager roles to be sorted out ahead of de-dupe of consultants on TIS 20/04:
| On hold until Point 1 has been completed to the group's satisfaction for People area | ||||
6 | Sites created with Trust code. Trust codes are not unique. | 01/03/2019: Tom De Salis: Cleansing the NTS data revealed the fact that 3 of our CCGs merged into a super-CCG last year, which means their sites have the wrong Trust/Trust code on TIS. This is an issue on both the Site reference table and on all the posts related to these sites. It affects around 100 sites.
AR: Site is linked to Trust via the TrustId. When creating a Site, a valid Trust Code is entered and the Trust ID is fetched from the Trust reference table to attach to the Site. However, since the Trust Code is not currently unique in the Trust reference table, the site might be linked to incorrect Trusts. E.g. Trust Code RQ3:   Trust Code VTS:  Are these sites linked to the correct trusts?  01/04: Check if the FE is displaying INACTIVE values when creating site. Need to understand what the problem is. to speak to Tom de Salis/invite him to the next data leads call .
15/04:
24/06: Regions to act on report created by Chris. Not for immediate attention due to the current work ongoing in Local Offices. 19/08: Ongoing 07/11/2019 Similar issue raised Lynn Bradley team https://hee-tis.atlassian.net/browse/TISNEW-3571 another ticket raised for all duplicate trust code https://hee-tis.atlassian.net/browse/TISNEW-3577
11/11: Post the spreadsheet on DQ channel to sort out the duplicate Trusts codes and ensure 1 only is CURRENT for each code. Trusts do not have Local Office boundaries, owner field can be ignored. 03/02: Inactivate and ensure only unique trust codes are left
20/04: Check if there are still records on metabase.Ashley Ransoo / James Harris | Not for immediate attention as priority in LOs is August intake and ARCPS | |||||
7 | Posts with no Programmes attached. | All | There are currently a number of posts that do not have a programme attached to them. There's been some suggestions to make the Programme field mandatory on the Post (both via a new bulk post create tool and from the UI). However, in cases where there are currently no programmes attached, it would be problematic to edit the post from he UI if all Mandatory fields are not completed. What should happened with those Posts, are they still in use? Posted on #data_quality
Report split by Local Office - https://build.tis.nhs.uk/metabase/question/300 Mids and East - Done NW - NW done awaiting NE South - Almost there London - Get an update from Maria TIS ticket to make mandatory: https://hee-tis.atlassian.net/browse/TISNEW-3651 09/12: James Harris re-run the report and post on slack. 03/02: Look at how much is left without one. 17/02: Propose to inactivate the posts we spoke of last week as prior actions, those 8000 odd with no owner and a non-training grade https://build.tis.nhs.uk/metabase/question/302 02/03: This was done last week (KSS, YOR and NTH) with a few remaining where a suggested owner could not be worked out. (~120). This will be done by adding an 'Unknown Local Office' to them and then inactivating. | |||||
8 | Posts with no Employing bodies or Training bodies and are current | All | In relation to the above, we are also discussing in making the Employing and Training bodies mandatory on Posts. The following posts are CURRENT on TIS and have with either a missing Employing body or Training body, or both. Can you check and update those posts as required, please? The TIS bulk post update tool should support that. 09/12:
TIS ticket to make mandatoryhttps://hee-tis.atlassian.net/browse/TISNEW-365403/02: Look a the percentage left without one. James to pick up with Chris. 20/04: This will be prioritised above #7 due to issues caused to Finance.
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9 | List of curricula that we could bulk inactivate | All | James: I have started compiling a list of curricula that we could bulk inactivate when we are ready link is https://healtheducationengland.sharepoint.com/:x:/s/ProgrammesAnalysisTeam-MaE/EYOGs7vMqntKim8ycVrduwwBxVi8ktOmu8NhDyORj8VjQg?e=vKD255 09/12:
Ticket TISNEW-3386: - Only make Current curricula available for creating/updating programme memberships with. 03/12: POG to be made 0 on all curriculum. 17/02: Same validation to be applied via bulk - https://hee-tis.atlassian.net/browse/TISNEW-3888 | |||||
10 | Issues around unique site codes | All | 09/12:
16/12: Further discussions on #dataleads
20/04: Will be discussed next at PAG. | |||||
11 | Identification of IST trainees | All | 09/12:
Other regions to check and confirm:
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12 | Programme memberships with invalid or null dates | All | 31/12: We are working on a ticket in current sprint to set the Status field (Now Training Status) based on the programme membership. There are a number of programme memberships where we cannot set this at the moment as they have either missing start/end dates or the end date is greater than start date, and as such are invalid. Can the below be looked at by data leads for their respective regions: https://build.tis.nhs.uk/metabase/question/296 - add TIS Person ID 17/02: Some of those would not be corrected, old data.
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13 | Record Status > Training Status field | All | 03/01: It appears that some Local Offices have been using this field to record Trainers approval. It was agreed at PAG for this field to be auto-populated based on trainee being on a current/inactive programme membership. Any impact on Leave manager / Accent and NDW reporting? 06/01:
03/02: Trainers status have been migrated to the new Trainers Approval area on TIS within the Approval Status. All trainers have been given a status of CURRENT with empty start and end dates, the idea being to have a bulk tool to update those and make the status calculated in the future. 20/04: Bulk People Update based on TIS Person ID coming in the next sprint. | |||||
14 | Review possible reporting methods for the 3 processes | Data leads | These are the 3 PAG processes that have been reviewed and are ready to be implemented which are not dependent on TIS developments. I’ve copied in Kate as from the discussions at TOG and PAG it would seem sensible to follow a similar process to SOPs for implementation and review. I have spoken to the data leads so part of the PAG process will involve the data group suggesting how compliance can be checked and reported e.g if a processes requires a field to be completed, to report on whether the data has been entered. The PAG group initially suggested 1st Jan for implementation but as it has taken some time to review I have amended this to 3rd February. No particular issues have been identified with the implementation of these processes. 03/02: Will be linked to the Trainee UI development. | |||||
15 | Updating of Reference tables | Data leads | Who should be able to update what? E.g. Specialty list being updated without other Local Offices knowing, impacts on all records linked to that reference value. Should there be category/group of reference lists that can only be updated by specific people/roles/data leads on TIS or an outside business process to agree who does the update for such references. ticket to support updating the remaining post and stop the wiping out of the specialty on the associated fields. https://hee-tis.atlassian.net/browse/TISNEW-385403/02: Ticket to restrict all except Site, Trusts, Programmes. - Ashley Ransoo, James Harris https://hee-tis.atlassian.net/browse/TISNEW-3887There are a number of HEE TIS Admin that needs tidying up. This is the role that will have the permissions left on to manage all reference tables. https://build.tis.nhs.uk/metabase/question/294 20/04: The fix for the bug has been pushed to Prod. Gastro-enterology changed to Gastroenterology. | |||||
16 | Curriculum Sub type missing on Assessment records | All | There are a number of Assessment records on TIS that do not have their curriculum sub-types recorded consistently. We are unable to tell whether this is legacy data from Intrepid or an issue on TIS that has introduced this. The ticket below is to: | |||||
17 | GMC Programme Code | Data Leads | Gwil: Hi all, James and I have been discussing the GMC Programme Code and wanted to come up with a clear definition and purpose for the field (and how it relates to the Programme Number). Our initial thoughts were that the field is for identifying the GMC code for dual and sub specialties only. All other curricula attached to that programme should have the same GMC Programme Code as the Programme Number. 03/02: Dual - Sub-specialty - To take forward proposal to GMC and feedback on the next. 17/02: A clear definition required./Screenshots - James Harris | |||||
18 | Assessment Bulk Update tool on TIS | All | Review Columns, validations and rules for a proposed Bulk Assessments Update tool using TIS_Assessment_ID's: 17/02: Data leads to review and feed back. | |||||
19 | Site Approvals Bulk Upload on TIS | All | Fields to review and feedback Approvals - Field Validation#FieldValidation-BulkUploadSiteApprovalsColumnHeaders | |||||
20 | Post funding duplicates | All | #dataleads convo | |||||
Note: There is a national group looking after a list of doctors/trainees/consultants with experience in Respiratory Medicine. If you get any requests, please get in touch with James/John Stock & co.
as she now understands that this part of the exercise will not remove ALL erroneous records. Work is continuing...........