Page Comparison

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

Mapping and Analysing LOs process

This ticket was raised by the TIS data team. Mapping sessions was carried out by the BA and the TIS data Team with each LO

Data Lead

1

In the workbook on sub heading 3, there are fields that are reference data from Oriel and require further data mapping to be done. 

Agreed that wherever possible we will adopt Oriel ref tables to avoid having differences and having to map the data. Ashley to check impact on ESR interface to determine which tables we can do this for.

Agreed that nationality will have to align with ESR as data passes through interface so this must be mapped.

Data Leads

2

In the workbook on sub heading 3, there are fields that are not necessarily mandatory on Oriel and would therefore only pull through if the applicant/trainee has provided the information on their application form, e.g. National Insurance number, Religious belief, Sexual Orientation etc.

Recommendation is that if completed in Oriel that it is pulled through into TIS.

Data Leads

3

In the workbook on sub heading 3, there are fields that are on the Recruitment Import template but not Oriel. Which of these fields are required in the template and where would these be sourced from?

Which of these should be mandatory?

Feedback received from Claire and Alice as to which one to keep on the template and which one to remove.

Draft version consolidated and added to dev story.

Concern over mandatory fields in the template. E.g. DOB may not be available for non-trainees. 

Data Leads

4

Workbook on sub heading 4 was put together with input provided by Claire Lehoux. Although separate from Reference data mapping, there still need to have legacy data tidied up in the DR. Not related to the Oriel integration but for data quality in general.

Data Leads

5

Workbook on sub heading 5 has a list of Immigration statuses discrepancies that requires mapping. Oriel reference data for 2017 and 2018 have different list of values that will be passed on to TIS.

Agreed not to map and just take Oriel values as Intrepid data is not accurate and up to date.

Regarding the 2 new questions added for immigration on 2018 application form in Oriel, the recommendation is to record these as 2 new fields on TIS.

• 1) Blue card registration question,

• 2) Is this your own visa or are you a dependent?

Oriel to fix their extract to send those values.

Data Leads

6

Reference data changes on Oriel will need to be coordinated with TIS going forward. 

Data Leads

7

Custom report can be built on Oriel to extract a list of trainees for specific programme/s where they have accepted an offer or withdrawn after accepting. This task is to:

• Define the fields for the Custom Report

• Create the report template with support from Ashley on Oriel to be run by LO

• Test the Report

Ashley and Claire met to discuss and Recruitment lead is currently working on this. 

Concern raised over Dental trainees. They are expected to use the agreed approach in order to import trainees from Oriel into TIS.

Ashley - To speak to Joanne Watson (Unlicensed) Alistair Pringle (Unlicensed), to add channel on Microsoft Teams to get feedback over: - Done

• Agreed process

• Recruitment Import Template fields

• Oriel Custom Report/extraction to support bulk upload

Data Leads

8

Documents will be be extracted from Oriel and stored on TIS in a data structure on Azure to be consumed by the Bulk Upload function during trainee records creation.

For info only.

Data Leads

9

The Recruitment Import template may need to be changed to have new columns or some columns removed if not needed. For e.g. ApplicantID may need to be added to accomodate for the above Process.

Some of the columns in the current Recruitment import  template in its current format, will overlap with the fields that are received from Oriel. Do we want to keep them in the template?

Which of the  overlapped fields would be best to be manually filled? 

ApplicantID will be added. - Done

Next steps are:
a) Map the reference values for ESR to Oriel/TIS
b) Confirm the mandatory fields in the ESR inbound file.

SImilar action to #3.

ApplicantID = ORIEL PIN

Data Leads

10

The Recruitment Import template will be used both for creating and updating records on TIS.

In a scenarion where records already eixist on TIS, what should be the best course of action by the Upload function? For e.g. should all or a selection of  fields on TIS be updated/overwritten?

The template will be used with the relevant fields populated so that existing person record on TIS can be matched with to update the record. The rules for finding a matching person record are
1. Applicant ID match if it exists
2. else If ApplicantID does not exist on the template, then use Surname AND GMC/GDC number match
3. else if 1 & 2 are false, then create new Person record

If an existing person exists on TIS, then update with populated values from the spreadsheet and pull Oriel stored data from Azure storage to update the person record with programme and curriculum details.

Data Leads

11

Oriel XML file format

HEEOE_20171116_010003_Application.xml.xml

1

Understanding process followed in local offices for onboarding new PGDiTs from Oriel to TIS