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Activity

E&W Midlands

Y&H

NW

NE

SW

London

TV/Wessex

Download Records with relevant documents;

who performs this role?

The recruitment Team

The recruitment Team

The recruitment Team

HR/Lead Employer Team runs/extract Oriel Custom Report of trainees after Offer deadline

The recruitment Team depending on specialty IDs supplied by the programme Teams

The recruitment Team

Download Records with relevant documents;

How many people in the LO has got access to Oriel to the full full report?

One person in the Team has got access

One person in the Team has got access

One person in the Team has got access

One person in the Team has got access

One person in the Team has got access

One person in the Team has got access

Download Records with relevant documents;

How often is the download made

The download is weekly to check any new record

The download is weekly to check any new record

The download is weekly to check any new record and inform the Data and Programme Team

Download from Oriel and upload into TIS are not weekly, it happens when it needs to happen. They constantly check Oriel for new starter and upload them into TIS until post is full.

There is no Weekly extract from Oriel to Upload into TIS in this region but a big upload. There might be situations where some programmes’ recruitment might still be on even after deadline, then a report is pulled after the deadline of such extra recruitment.

The Download is automated in London

Download Records with relevant documents;

Any Document downloaded with Report?

No document downloaded with report

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

No document downloaded with report

No document

No document downloaded with report

No document downloaded with report

Run/Extract reports ;

Type of reports?

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

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)

One Full report is generated excluding the foundation doctor

The downloads; Core, Higher, academic, Foundation, Dentist depending on the national timeline. Academic Round- Academics trainees are first pulled then Core trainees in round 1(Academic could be a bit of Round 1 because of clinical interviews), round 2 will be higher trainees and so on depending on the timeline.

Core, Higher and academic. No Foundation and GP

Reports generated by the recruitment team includes Foundation Doctors Records which follows the same process

Run/Extract reports ;

What format?

CSV

CSV

CSV

CSV

CSV

XIsx

Run/Extract reports ;

Where is the report saved?

SharePoint

SharePoint- The Data Analyst save in SharePoint the extracts

SharePoint

SharePoint

SharePoint

SharePoint

Mapping of reports

Who does the mapping?

The LO Admin

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

Data Officer

HR/Lead Employer Team

Programme Team

Data Focus Admins for each School/Specialty in HET.

Mapping of reports

What activities is done in the mapping?

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> Using the People Bulk Upload
Template in TIS to upload into TIS and at the same time split the full data into different programme appointment for the programme Team but hide sensitive data - equality and diversity etc > saved into another folder in SharePoint for the different programme Teams to access> inform each programme Teams of the created record in TIS and the location of the folders.

Check if necessary data are in the report> If contain necessary data then run a VBA process to arrange columns and merge files.which will be a Mirror of the 4 report> If there are missing GMC number, 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

The Recruitment Team notify the Data Officer and the Programme Team (but sensitive data are made hidden for the programme Team)> Data Officer set up the recruitment template> Align template with Oriel report by using series of formulae and look up tables> Data Officer import raw Oriel data into recruitment template which converts these raw into a TIS bulk upload template > If no missing data, import data to stage to test and fix errors> but if missing data, missing data is highlighted in the bulk template> Hide sensitive data and lock password to protect> save in SharePoint> Each school/programme review and confirm data > Data Officer upload to TIS> Notify Programme/School record is created > Programme/School bulk add placement (this could be manual).

  • This uses a series of formulas and look up tables, which should hopefully make things a little easier to understand

Manually Map/Match the custom Reports with the new starter template which is a mirror of the TIS People Bulk Upload Template; 1) Manually Add programme and curriculum details (which includes start and end dates) to the template 2) Carry out pre-employment Check on Trainees before uploaded on Trac (using a different template) which is the pre-employment system 3) Complete Occupational Health template and upload to Occupational Health system> After 1 - Manually Add programme and curriculum details (which includes start and end dates) to the template, Check for missing GMC/GDC> if missing GMC, Ask Trainee or go to GMC connect to get number and if not supplied, GMC/GDC number is not available, it goes into TIS as UNKNOWN. Most of the time to meet CoP deadline. Some international Trainees might not have GMC/GDC number> Split the Template into different specialties and upload each into TIS> after record is created in TIS, Lead Employer Team/HR get the Trainee Rotations from TPDs/specialties by send template without sensitive data to TPDs (Lead Employer Team/HR hide sensitivity data from TPDs. TPDs gets names, interview ranks and email)> Lead Employer Team/HR Update the placement template with the rotations received from TPDs> Lead Employer Team/HR Bulk upload Placement into TIS> Lead Employer Team/HR ask the Programme team to check and confirm the grades

After the recruitment Admin saved the report in the common SharePoint, the programme Teamm filter on GMC number to check missing GMC number> if missing, email trainee to send number within a deadline> if not submitted withing deadline, programme check GMC connect> Update Oriel report with number> Programme Team amend on the Oriel report the field’s language that are not matching the TIS fields language e.g. Ethnic origin, Gender, Sexuality, Religion, Nationality etc ANDadd Programme and curriculum details for each trainee on the Oriel report>Programme team transfer the Oriel report into the TIS People bulk upload template> upload to TIS> After record is created, Programme Admin/ Specialties Bulk upload Placement into TIS after the people bulk upload is done

After report is saved is auto saved into specialty SharePoint> Preprogramme and Team Data Focus Admin in HET Check data correctness. If second run duplicates is removed> Update with programme and curriculum and other missing data like GMC/GDC Number> Request Missing GMC/GDC number from Trainees> if not received, Update Spreadsheet with ‘UNKNOWN’ or ‘0’> Data Focus Admins for each School/Specialty uploads the spreadsheet to TIS using the People/People Updates bulk upload function into TIS>Programme Admin Bulk upload Placement into TIS

Mapping of reports

What template is use?

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.

This uses a series of formulas and look up tables, which should hopefully make things a little easier to understand

Mapping of reports

What software/app is used?

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

Software - VBA/sql script /snag to identify anomalies

his uses a series of formulas and look up tables, which should hopefully make things a little easier to understand

Note

  • Please note that some schools in the region do the people bulk upload into TIS themselves but the Data/Information Team will be informed.The Data/Information Team will still have to upload the sensitive data using the People Bulk Update Template in TIS

No app/software

Bulk Upload data Person Record to TIS

Who Upload to TIS

Admin

Data Analyst

Data Officer

Lead Employer Team/HR

Data Focus Admins for each School/Specialty in HET

Bulk Upload data Person Record to TIS

What Template?

Use the People Bulk Upload Template/recruitment Import template

Export Sheet/Import Sheets

Recruitment Template/TIS Bulk Template

TIS Bulk Template

People Uploads Bulk Upload Template

Bulk Upload/Upload Placement

Who add placement

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

Data Analyst

Programme teams/Schools

Lead Employer Team/HR

Programme Admin/ Specialties manager

  • Programme Admin

Bulk Upload/Upload Placement

What Template?

Bulk Placement template

Manually Add placement when trainee records are created

Manual/ Bulk placement template

TIS bulk placement template

Bulk placement template

TIS bulk placement template

Note: GP manually upload placement

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

  • Foundation Process: Information Analyst contact the Foundation Team to set up Oriel Reports. This are requested around February>Foundation Team generate reports and confirm release data to the analyst> Information Manager runs the Foundation Recruitment Report from Oriel. This reports are available around March/April> Information Manager/Team review data set to check missing Programme Description in SFP and FPP reports> If missing data, Make a request to Foundation Team>Send Missing Programme Description> Information Manager/Team
    Manually add to the data set> Data Analyst re-order columns to be in TIS People Bult upload format>Data/Information Team remove all work Permit & Visa details (As requested by the Sponsorship team) and qualification details because all information are out of date/incorrect from Oriel> Get more up to date Visa/Work permit details from Sponsors. Note: This is added later either by them or we will add via an import sheet sent to us.

    Data/Information Team runs SQL to take Qualification from GMC and update the data set (This only work currently for trainees with a TIS record)>Remove Trainee without GMC number and exported to a different spreadsheet. Then ask trainee to supply information and when received upload to TIS>Data Analyst Upload Trainees with GMC using People Bulk Upload into TS

Yes, follow the same process

No

Contacts:

Foundation; MADDOCK, Suzanne (NHS ENGLAND - T1510) suzanne.maddock2@nhs.net

GP; SLOMAN, Richard (NHS ENGLAND - T1510) richard.sloman@nhs.net

Yes

Reports generated by the recruitment team includes Foundation Doctors Records which follows the same process

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

Pain Point

  • Data Fields alignment between Oriel and TIS

  • Column structure do change all the time from Oriel

Pain Point

  • Not all of the data are pulled from Oriel because they are missing in Oriel

  • Fields not matching with TIS fields

  • Programme and Curriculum details depends on Team experience and TIS as it’s not clearly stated in Oriel.

Pain Point

  • Oriel- TIS does not talk the same language around some data fields e.g Ethnic origin, Gender, Sexuality, Religion, Nationality etc. Louise to send list. Programme team have to amend these fields before uploading to TIS . This impact the deadline dates in the code of practice

  • One person per region has access to pull data from Oriel

  • 90% work on the full report file but some specialties create their own files to work on separately

Pain Points

  1. Meeting CoP deadlines

  2. Manually adding Programme, rotation and curriculum

  3. Changing Oriel language to suit TIS languages

Other Comments

  • Each LO has got someone/one person per region that pull full information around equality and diversity records, ethnicity, gender, disability details from Oriel. This is a CSV file. There is a national project to know if documents should be pulled but at the moment, Midland to pull the documents. Trust can download docs.

  • 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.

  • The Recruitment team download a new starter spreadsheet using the reporting tool so that they can inform the TPM teams which trainees they are getting.

  • Recruitment would inform our team of the Oriel report names as soon as they are created usually early in the new year and would notify us of the upgrade deadline (ie when we can run the reports) 2 or 3 months before the date.In YH the protected characteristics are included in the 4 Oriel reports created by our Recruitment team, they are not extracted separately.

  • For Foundation process:

    The Sponsorship team asked us to remove all Work Permit & Visa details because the information from Oriel is out of date by the time trainees are starting and the Sponsorship team have more up to date information. This is added later either by them or we will add via an import sheet sent to us.

    Qualification details are also added at a later date (using another import). We have an SQL script that takes. Qualification from the GMC but only currently works for trainees with a TIS record. This is because qualifications on Oriel don’t match those held by the GMC and any subsequent reporting looks messy. This only applies to F1s as all other grades will already be on TIS with qualifications.

  • Data always go into TIS regardless of complete information or not because of CoP and Rotation

  • The recruitment team extract the data and store in common SharePoint for extraction by the Data/Information Team and the Programme Team

  • Recruitment Team do a weekly refresh and inform the Data/Information team and the Programme Team of new additions and withdrawals. And the data team then use their template to flag already recreated records before uploading new trainees. This is done weekly.

  • This data contains no Foundation Doctors

  • This Information comes from the team experience and looking into TIS for the information. What comes from Oriel is the Offer/specialty which sometimes don’t match the programme

  • Report pulling depend on national timelines. Report generations depends on offers made at different time- The reason for rounds of report generation

  • Download from Oriel and upload into TIS are not weekly, it happens when it needs to happen. They constantly check Oriel for new starter and upload them into TIS until post is full.

  • It is the same timeframe for CoP for Lead Employer as it is for other Local Offices. The CoP for Lead Employer is to tell the Trust and Trainees where trainees are going which is the same timeframe of 12 weeks

  • Incomplete data e.g (GMC/GDC); Email doctors to request for the number before uploading spreadsheet to TIS

  • There is no Weekly extract from Oriel and Upload into TIS in this region but a big upload. There might be situations where some programmes’ recruitment might still be on even after deadline, then a report is pulled after the deadline of such extra recruitment.

  • There are different reports that can be generated from Oriel. National Recruitment webpage has got deadlines/timeline for different specialties. Reports are generated in rounds based on the timeline in the national recruitment timeline. Each of these specialties have got a vacancy ID number that will be used by the recruitment team to download reports from Oriel.The key specialties are:

    • Core specialties

    • Higher Specialties

    • Foundation

  • Programme give vacancy ID number to Recruitment Admin of what specialty data report to pull from Oriel

  • Please note that about 90% of Specialties work on the same full report but few do create their reports from the full report to work on.

  • Programme and placement details comes from Oriel also. Curriculum don’t come from Oriel but from TIS

  • Each specialty manager upload the placements for their respective trainees. The placement comes from Oriel most of the time
    There is a recruitment planner in the region that is used in placement and ranking. The TPD get involve in this decision of placement sometimes. There also what is called Long Term Planning and Distribution Posts

  • Reports generated by the recruitment team includes Foundation Doctors Records which follows the same process

  • For Missing (GMC/GDC), Request is made to Doctors to supply. If GMC/GDC number is not available, it goes into TIS as UNKNOWN or 0. Some foundation/ international Trainees might not have GMC/GDC number.

  • For Programme, Rotations, and curriculum details, the Information comes from the team experience and looking into TIS for the information. What comes from Oriel is the Offer/specialty which sometimes don’t match the programme. This is a manual process of updating these details on the spreadsheets before upload to TIS. This is a challenge for the programme.

  • After Trainee record is created in TIS, the programme team then add the placements/Rotations to the records using the Placement Bulk Upload template

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