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Activity

E&W Midlands

Y&H

NW

NE

SW

London

Wessex

TV

EOE

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

  • The recruitment Team

  • The recruitment Team

Download Records with relevant documents;

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

  • 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

  • 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 the Data and Programme Team are both informed of new records after download

  • Download from Oriel and upload into TIS are not weekly. They constantly check Oriel for new starter and upload them into TIS until post is full. It depends on availability of new record(s).

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

  • The Download is automated in London

After the recruitment team saved the CSV file as XIsx file in SharePoint;

At 10pm, BI/Dev app;

  • Auto download the spreadsheet

  • Auto import the data into SQL server

At 8:30am

  • Auto check a Download is available

  • Auto Lookup data with TIS People Bulk Upload Template to align

  • Auto create and generate into individual specialty spreadsheet needed for each school/specialty

  • Auto upload template into relevant school/specialty SharePoint Folders.

  • Reports are ran based on National timeline

Reports are ran based on National timeline

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

Application Pack

No document

Run/Extract reports ;

Type of reports?

One full report generated. Oriel Custom Report which contains information around equality, diversity, ethnicity, gender, disability

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

Different reports; 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.

Different reports; Core, Higher and academic. No Foundation and GP in the report

One full report generated. Reports generated by the recruitment team includes Foundation Doctors Records which follows the same process.

GP: Extract Report without sensitive data and get sensitive data later

Foundation and other specialties: One full Report

One Full report is generated excluding the foundation doctor

Run/Extract reports ;

What format?

CSV

CSV

CSV

CSV

CSV

CSV files but save as XIsx file in SharePoint

CSV

CSV

Run/Extract reports ;

Where is the report saved?

SharePoint

SharePoint

SharePoint

SharePoint

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

HET Team.

Programme/Data Focus Admins for each School/Specialty

  • Education Programme Teams (GP, Foundation and other specialties

  • Education Programme Teams (Foundation and other specialties

Mapping of reports

Link to process

Mapping of reports

What template is use?

  • CSV>Oriel Custom Report >,Recruitment Import Template

  • CSV>Export Data file>Import Data file

  • CSV>Recruitment Spreadsheet

  • CSV> New Starter Template (Mirror of TIS people Bulk Template)

  • Other Programme: CSV Report

  • Foundation: Downloaded TIS People Bulk Template

  • CSV>XIsx>Specialty Spreadsheet template (Mirror of TIS people Bulk Template)

  • Foundation: CSV> Downloaded TIS People Bulk Template

  • GP: CSV> GP Template (Not TIS template

  • Other Programmes: CSV>Downloaded TIS People Bulk Template / Own Template: Manually create Record using CSV Report

  • CSV>Own Template: Manually create Record using CSV Report

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

This 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

No app/software

There is an Auto App

No app/software

Bulk Upload data Person Record to TIS

Who Upload to TIS

Admin

Data Analyst

Data Officer

Lead Employer Team/HR

Programme Team

Data Focus Admins for each School/Specialty in HET

Education Programme Teams (GP, Foundation and other specialties)

Bulk Upload data Person Record to TIS

What Template?

Use the People Bulk Upload Template/recruitment Import template

Export Sheet/Import Sheets

Recruitment Template/People Uploads Bulk Upload Template

People Uploads Bulk Upload Template

People Uploads Bulk Upload Template

People Uploads Bulk Upload Template

Foundation: TIS Bulk Upload

GP: GP Template (Not TIS template

Other Programmes: TIS Bulk Upload and LO spreadsheet

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

Education Programme Teams

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

Foundation: TIS Placement Template

Is it the same process for Foundation and other specialties?

Yes, 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 is mapped

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 Bulk 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.

Note: 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

No

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

Pain Points

  • Single point of failure to download reports

  • TIS template not user friendly

  • TIS and Oriel not speaking the same Language

Other Comments

See body of the process

See body of the process

See body of the process

See body of the process

See body of the process

See body of the process

See body of the process

See body of the process

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