Activity

E&W Midlands

Y&H

NW

NE

SW

London

Wessex

TV

EOE

• 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

• 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

1. an application pack

2. references submittedevidence of qualifications overseas

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

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

• No document downloaded with report

• Data Officer import template to TIS Stage environment to test

• No document downloaded with report

• No document downloaded with report

• No document downloaded with report

• Application Pack

• No document

• 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 a Report without sensitive data and get sensitive data later

• Foundation and other specialties: One full Report

Reports Type:

What format?

• CSV

• CSV

• CSV

• CSV

• CSV

• CSV files but save as XIsx file in SharePoint

• CSV

• CSV

Reports Type:

Where is the report saved?

• SharePoint

• SharePoint

• SharePoint

• SharePoint

• SharePoint

• SharePoint

• SharePoint

• SharePoint

• 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?

• Oriel Custom Report/ Recruitment Import Template

• Export Data file>Import Data file

• Recruitment Spreadsheet

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

Other Programmes:

• CSV Report template

Foundation:

• Downloaded TIS People Bulk Template

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

Foundation

• Downloaded TIS People Bulk Template

GP:

• GP Template (Not TIS template

Other Programme

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

• 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

• Uses a series of formulas and look up tables, which should hopefully make things a little easier to understand for them

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

• No app/software

Bulk Upload data Person Record to TIS:

Is TIS People Bulk Template used?

• Yes

• Yes

• Yes

• Yes

• Yes

• Yes

• Yes and No

• Most Programme manually create record on TIS

• No

• Manually create Record in TIS

• Lead Employer Team/HR

• Programme Team

• Data Focus Admins for each School/Specialty in HET

• Education Programme Teams (GP, Foundation and other specialties)

• Education Programme Teams (Foundation and other specialties)

Bulk Upload data Person Record to TIS:

What Template?

• Use the People Bulk Upload Template/recruitment Import template

• Use the People Bulk Upload Template/Export Sheet/Import Sheets

• Use the People Bulk Upload Template/Recruitment Template

• Use the People Bulk Upload Template

• Use the People Bulk Upload Template

• Use the People Bulk Upload Template

Foundation:

• TIS Bulk Upload

GP:

• Own Template

Other Programmes:

• TIS Bulk Upload and Own spreadsheet (Most use)

Foundation

• Own Template

Other specialties

• Own Template

Bulk Upload/Upload Placement:

Is TIS template in use to add Placement?

• Yes

• Yes and No

• Some manually add to TIS

• Yes

• Yes

• Yes

• Yes and No

• No for GP

• Yes and No

• Most Programme manually create record on TIS

• No

• Manually create Record in TIS

• Lead Employer Team/HR

• Programme Admin/ Specialties manager

• Programme Admin

• Education Programme Teams

• Education Programme Teams

Bulk Upload/Upload Placement:

What Template?

• TIS Bulk placement template

• TIS Bulk placement template

• Manually Add placement when trainee records are created

• TIS Bulk placement template

• TIS Bulk placement template

Bulk placement template

• TIS Bulk placement template

• GP manually upload placement

Foundation:

• TIS Placement Template

GP

• Own Template

Other Programme

• Most uses own template

• Own Template

• Yes, follow the same process

• No

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

• See Foundation Process

• To speak to GP; SLOMAN, Richard (NHS ENGLAND - T1510) richard.sloman@nhs.net, Helena Horton helena.horton1@nhs.net and Elizabeth Alden elizabeth.alden2@nhs.net

• Yes

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

• No

• See Foundation swimlane in the Process

• No?

• To contact George Fahey

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

• Single point of failure to download reports

• TIS template not user friendly

• TIS and Oriel not speaking the same Language

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