Activity

E&W Midlands

Y&H

NW

Download Records with relevant documents;

• who performs this role?

• How many people in the LO has got can download?

• How often is the download made

• Any Document downloaded with Report?

• The recruitment Team

• One person in the Team has got access

• The download is weekly to check any new record

• No document downloaded with report

• The recruitment Team

• One person in the Team has got access

• The download is weekly to check any new record

• No document downloaded with report but the TPD do download the following which differs from school to school and documents are saved to the trainee file

  • an application pack

  • references submittedevidence of qualifications overseas

  • ALS certificate (speaking English to a sufficient standard).

  • Any additional documentation that the national recruitment team add to a particular application

Run/Extract reports ;

• Type of reports?

• What format?

• Where is the report saved?

• One full report generated. Oriel Custom Report which contains information around equality, diversity, ethnicity, gender, disability etc ……….. Still to ask for more information

• CSV

• SharePoint

• 4 reports generated yearly:

  • Medical Report which contains most of the data

  • Public Health Report

  • Dental Foundation Report

  • Dental Core and specialty report

  • 3 Foundation Reports:

  • YHFS TIS Export – FPP 2023 V2 (Priority Programme)

  • YHFS TIS Export – SFP 2023 V2 (Specialised/Academic Programme)

  • YHFS 2023 TIS Report FP Programme V4 (standard YH Foundation Scheme trainees)

• CSV

• SharePoint- The Data Analyst save in SharePoint the extracts

Mapping of reports

• Who does the mapping

• What activities is done in the mapping?

• What template is use?

• What software is used?

• The LO Admin

• 1. Manually remove person’s record without GMC number, fills in the recruitment Import template with Oriel received trainee details including ApplicantIDs, Surname and GMC AND with fields that do not come from Oriel e.g Programme and curriculum details. 2. Using the People Bulk Upload
  Template in TIS to upload into TIS. 3. Split the full data into different programme appointment for the programme Team and hiding sensitive data - equality and diversity etc 3. saved into another folder in SharePoint for the different programme Teams to access and inform the each programme Teams of the Created record in TIS and the location of the folders.

• Template used; Oriel Custom Report - Sent by the recruitment Team to the Admin, Recruitment Import Template/TIS Bulk upload template - use by Admin to upload into TIS and which is also splitted into different programme team.

• No identified software

Note:

• LO split those without GMC/GDC number from Oriel and check on TIS to ensure any duplicate record is not created. Foundation and Dental, International Medical Graduates (IMGs) foundation are most likely not to have these numbers.
  TISid are added to keep track when manually adding.

• For the second round of upload, already upload/created records are removed before new upload is done

• Data Analyst - The recruitment Team notify the Data analyst moment the reports are downloaded from Oriel

• Check for necessary data in the report. If contain necessary data then run a VBA process to arrange Columns and merge files.This is a Mirror of the 4 report (If not, Create a separate file for person’s record without reference number (GMC/GDC) in Oriel and follow the process when GMC number is received) >Add record to the Export Data file which can be accessed by all the member of the Data Team who will follow the next part of the process>Add the Programme and curricula details. For more complicated area e.g ACCS or Academics who are already on TIS, the Specialist Data Analysts add the programme and curricula>Check out missing data e.g. address line 2, gender fields etc>Create a file to be uploaded to TIS from the Import sheet which is unto populated>Uploads the files with the required details to TIS using the People/People Updates bulk upload function in TIS> other specialised Data Analyst then go into TIS to add placement. If foundation records, TPM get updated emails of Foundation trainees in late August time from Trainee and then update TIS using People Bulk update template

• Software - VBA/sql script /snag to identify anomalies

Bulk Upload data Person Record to TIS

• Who Upload to TIS?

• What Template?

• Admin

• Use the People Bulk Upload Template/recruitment Import template

• Data Analyst

• Export Sheet/Import Sheets

Bulk Upload/Upload Placement/rotation and programme to TIS

• Who add placement/rotations/Programme?

• What Template?

• Programme Admin- Each Programme Admins are informed by the LO Admin when their records are created in TIS. Admin share individual folder with the programme Admin. The Programme Admin inform the TPDs of who is joining their programme, upload the placement/rotation into TIS

• Bulk Placement template

• Data Analyst

• Manually Add placement when trainee records are created

Is it the same process for Foundation and other specialties?

No not really any difference between foundation, GP, academic or the rest of rounds 1 and 2 in terms of process – just different timelines (as the recruitment rounds happen at different stages) and the local team that is directed to that information. UKFPO and GPNRO do provide some reports for foundation and GP recruitment directly to local teams, but it is often not enough for them to work off of, so they typically wait for our process even if the national recruitment offices sent in information earlier.

• No. Foundation Process mapped on the same diagram

Pains/Challenges

Lot of manual mapping of data to suit TIS Language

• In 2022 the Foundation team confirmed that the ‘Disability’ field in Oriel had been replaced by ‘Day to day activities limited?’ this should be uploaded to the Disability field on TIS as part of the import.

• TIS and Oriel not speaking the same Language

Other Comments