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

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.