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(Current Work) High Level Activity Flow

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Bulk Upload/Upload

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The Sponsorship team asked us to remove all Work Permit & Visa details because the information from Oriel is out of date by the time trainees are starting and the Sponsorship team have more up to date information.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.

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

Activity	E&W Midlands	Y&H	NW	NE	SW	London	Wessex	TV	EOE
Download Records with relevant documents; who 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	Education Programme Manager 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 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	See link to process	See link to process	See link to process	See link to process	See link to process	See link to process	See link to process	See link to process
Mapping of reports What template is use?	CSV>Oriel Custom Report >,Recruitment Import Template /TIS Bulk upload template	CSV>Export Data file>Import Data file	CSV>Recruitment Spreadsheet> TIS Bulk Upload Spreadsheet	CSV> New Starter Template (Mirror of TIS people Bulk Template) CSV> TIS Bulk Upload	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	No; the to confirm the process for Foundation. Contact for Foundation doctor: julian.shepherd3@nhs.net	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 Meeting CoP deadlines Manually adding Programme, rotation and curriculum 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	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.	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		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

(Current Work) Options

#	Option	Description	Impact	Possible Dependency	Comments
1	Do Nothing		All existing pain points remains Minimum resource required by TIS Admin
2	Filter and Enrich Oriel Data with Timestamps	The Data Service pulls the Oriel TIS Extract from Hicom’s Data Repository on a regular basis. This data includes all faculties and nations. Proposal would be for the Data Service Team to create a subset of that data for only that relevant to TIS and to enrich the data with a timestamp, for example, and other elements to track changes.	Currently Oriel data is highly restricted due to the amount of records not pertinent to TIS. Creating a subset would allow for giving greater access to the data in the NDW. Enriching the data would allow for the tracking and filtering of the data based on its creation, update, delete, etc.	NDW team availability	Development Done by NDW
3	Make Oriel Data Available in Tableau in Two Locations with Different User Group Permissions	Local Offices currently have one person who has access to the Oriel data with the EDI fields. This Oriel download is split and shared with different audiences. A folder in the Tableau TIS PID site would be created where only a certain list of users could access. A Tableau workbook would be created with all pertinent Oriel data including the restricted EDI fields. A second Tableau workbook would be created with a restricted list of fields in the main TIS PID site giving wider access.	This would remove the dependency on the one person in each LO running the data from Oriel but still meeting IG requirements. Having the two workbooks would automate the need for the data to be sliced for different audiences.	Fields Standardisation- restricted and Non-restricted fields Standardising the audiences e.g TPDs . Might depend on audiences these reports goes to	Reporting only development
4	Oriel-TIS Data Comparison Report	Given both Oriel data and TIS data are in the NDW, that data can be compared to show both which records have and have not been uploaded to TIS as well as any Data Quality issues in the uploads.	Currently Local Offices have to use various spreadsheets, look-ups, SSIS packages, etc, to keep track of which records have been uploaded and which have not, or local offices wait until all Oriel deadlines have passed before uploading them to TIS. This would automate this tracker. It would also improve data quality by flagging any anomalies.	Options 2, 3 and 7 possible when GMC/GDC/PH number is known Reference Data align with Oriel and TIS	Reporting only development
5	Create Tableau Report which Mirrors Person Bulk Upload and Maps Data accordingly.	Mapping data from Oriel to the TIS Bulk Upload is the most complicated process Local Offices do for on-boarding. The report would do this mapping in the correct format where possible. Where TIS fields cannot be automatically mapped from Oriel data this will be presented to the admin in a consumable way.	This would greatly reduce the time admins spend manually mapping data into the TIS Person Upload	Option 7? To decide when we define scope Option 3 - Need a space in Tableau, EDI fields etc Define scope of this piece of work- Define the minimum and Option 5 e.g exclude programme and placement details.	Reporting only development Given the current nature of Oriel data structure this would be very complicated to get right and will still require manual input in some/many instances.
6	Ensure TIS ProgrammeName and TIS ProgrammeNumber is added to Oriel VacancyOffers	TIS ProgrammeName and ProgrammeNumber fields were added to TIS in 2020 to allow Oriel data to be mapped automatically to TIS. Without access to Oriel data in the format required until 2023 that data has not been maintained. The proposal would be to ensure future vacancies have that information populated.	This would in theory allow for the majority if not all Oriel data to be mapped to the TIS Person Upload automatically. This would potentially allow for a fully automated process in future.	Make Mandatory in Oriel Oriel BAU agreement Time delay when data are added to Oriel- to start doing development like May for Aug. 2025	Given the timescales around Oriel vacancies, this would take over a year to implement. For August 2025 new starters this would need to be added on to Oriel by October 2024. If this is missed, it would not have an impact to August 2026.
7	Ensure LoV alignment between Oriel and TIS	This would be to ensure the TIS reference table lists of values match those used by applicants on Oriel while applying.	If these values do not align it adds a considerable amount of manual work for admins to do when uploading data from Oriel to TIS.	Meeting with Oriel Project Manager - Alice set	This process has already been discussed and partially actioned.
8	Create an interface within TIS for Oriel data to be mapped and uploaded	Rather than using Tableau and bulk upload spreadsheets an interface in TIS would be created where Oriel data was surfaced and Local Offices added any missing data required before the equivalent records being created on TIS.	This would make the whole this an in-app process without the need to use multiple systems. Having a TIS based interface could improve the UX and potential errors.	Large resource required	This would require considerable development resource. Oriel data is currently held in Hicom’s Data Repository rather than being accessible via an API.
9	Use Oriel Procurement to Develop an Integrated Process/System	A 3rd Party Discovery for the procurement of a Recruitment System is concluding (as of January 2024). It was flagged as a requirement in this discovery to smooth the flow of data between TIS and Oriel or its equivalent. A more integrated solution could be created as part of this process.	This could potentially allow for more, improved options around the transfer of data between these two systems.	Use Oriel procurement - TIS don’t have control over	Timescales are unknown.
10	Use Oriel Data to Automatically Insert or Update TIS Person Record Only	Accurate mapping of Oriel data to TIS ProgrammeMemberships, CurriculumMemberships and Placements can be quite complex and often involves experience of administrators to do. These areas could be ignored and instead a person record could be automatically created in TIS where there is not existing matched record transferring all available person fields from Oriel. Where a matched record does exist relevant fields could be updated.	This would save time creating or updating Person records where Oriel to TIS data can be mapped accurately. It then save administrators the time to focus on areas where their expertise is required, e.g. ProgrammeMemberships, CurriculumMemberships and Placements. These could then be added on the frontend as some administrators prefer or through bulk uploaded with far fewer fields required.	Option 7 Fields Alignment	Would require TIS development. Would still leave a lot of ‘manual’ work to the administrators.

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Version	Old Version 80	New Version 81
Changes made by	Kavitha.Shankar	Adewale Adekoya
Saved on	07 Feb 2024	07 Feb 2024

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