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Process Name

PP6 - Bulk Upload of People

Comments
DescriptionA user should be able to add a list of individuals to create multiple person records in one go

Intrepid Excel Template is Intrepid Recruitment Import Template v11.xls

For TIS, the only mandatory fields identified in the template are:

https://hee-tis.atlassian.net/wiki/download/attachments/60555422/Trainee%20import%20spreadsheet%2015.9.17.xls?version=2&modificationDate=1505489245345&cacheVersion=1&api=v2

  • Surname
  • Forename 
  • Role

The only roles would be 'Doctor in training' and 'Trainee'.

ActorsLocal office admin
Pre-conditionsLogged in
Authorised User

Post-conditionsSearched for person in entire database
Process steps
  1. Download the template from TIS
  2. Populate the spreadsheet with people records
  3. Upload spreadsheet
  4. System validates spreadsheet
  5. System creates new records based on spreadsheet values where they do not already exist on the system.
  6. System updates records where they already exist on the system.
  7. System presents a list of newly created records for review/update

From People - Field Validation  (when creating a person record only the fields in Personal and Contact and (for a trainee) Programme are required)

Fields

People - Field Validation has a spreadsheet (bottom of page) that shows the fields 

GMC/GDC/PH number is the Unique identifier for updating records exist on the system.

Foundation trainees - If they do not have a GMC, a second source identifying the person would be the email address. 


Alternative flowPP5 - Create person (single)
Rules

Error: this GMC/GDC/Public Health number is already held by a person on this database

Error: mandatory fields not completed

Error: Structure of the template expected by the import does not match, i.e. file format/column names/order expected do not match

Error: Duplicate rows identified  in the spreadsheet

Error: Duplicate record of a person that already exist on the system to be validated against

Error message appears to let the operator know what the reasons for non import are. The errors should be corrected on the import spreadsheet before the import function is tried again.  It is possible to select records to be imported if some of the records are correct but the best course of action is to correct all inaccuracies and import the entire spreadsheet in one go.

The error messages should list the the rows and columns for failures. 

The total number of records that have been imported is shown to the operator.

Mandatory fields should be defined on the import spreadsheet to avoid the non import of records.

JIRA Reference

TIS-642

Jira Legacy
serverSystem JIRA
serverId4c843cd5-e5a9-329d-ae88-66091fcfe3c7
keyTISDEV-2579


Audit Log

Who created the people record/s and when

Who updated the prople record/s and when

Log changes to any of the field values and when and who made
the changes.
Visually presented to all



Process Name

PP6A -

Bulk Upload of People

Bulk Update People using TIS_Person_ID

Comments
Description

A user should be able to:

  • Update People records on TIS,

  • Add trainers, amend their approval status, start and end dates for which they are approved

  • Update roles assigned to People (Leave.Approver.NonAdministrator, SelfService.LeaveApplicant) that feeds into Accent Leave Manager

  • Update visa details on TIS by the immigration team.


Actors (HEE Admin, HEE Admin Sensitive, HEE Admin Reval, HEE TIS Admin)
Pre-conditionsLogged in
Authorised User

Post-conditions
  • Updated People records on TIS,

  • Trainers added/amended their approval status, start and end dates for which they are approved

  • Roles assigned to People updated (Leave.Approver.NonAdministrator, SelfService.LeaveApplicant) that feeds into Accent Leave Manager

  • Visa details updated on TIS


Process steps
  1. Download the template from TIS
  2. Populate the spreadsheet with people records
  3. Upload spreadsheet
  4. System validates spreadsheet
  5. System updates records based on TIS_Person_ID as matching criteria, with the values from the template

People - Bulk Update (DRAFT)Uploads


Alternative flowPP4 - View/Edit person (single)
Rules

People - Bulk Update (DRAFT)Uploads

Error: TIS_Person_ID does not exist on TIS

Error: mandatory fields not completed

Error: Structure of the template expected by the import does not match, i.e. file format/column names/order expected do not match

Error: Duplicate rows identified  in the spreadsheet

Error message appears to let the user know what the reasons for non import are. The errors should be corrected on the import spreadsheet before the import function is tried again.  It is possible to select records to be imported if some of the records are correct but the best course of action is to correct all inaccuracies and import the entire spreadsheet in one go.

The error messages should list the the rows and columns for failures. 

The total number of records that have been imported is shown to the operator.

Mandatory fields should be defined on the import spreadsheet to avoid the non import of records.

JIRA Reference

Jira Legacy
serverSystem JIRA
serverId4c843cd5-e5a9-329d-ae88-66091fcfe3c7
keyTISNEW-3857


Audit Log

Who updated the people record/s, what was updated from what to what and when

Log changes to any of the field values and when and who made
the changes.
Visually presented to all

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