Working Group
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# | Discussion/Action | Responsible | Outcome | Status | ||||||||||||
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1 | Resolve Duplicates - TISDEV-4841: Resolve the duplicate invalid GMC numbers, such as 'Retired,' and make them 'UNKNOWN' | Data leads | First discussed on DQ on 04/06: 08/01: DS: Has done some testing. SB: leave manager tests carried out. JH/DS/AH: re-use some of the scripts that were used during consolidation for testing on metabase for next week. DS: Prog membership, placements and assessments - Looks good so far. How long more this would need? - conclude by Wed 16/01.( and are going to test this on Wednesday afternoon) 21/09: The scripts have been run on Prod over the weekend. has taken extracts of the data on Friday afternoon ahead of the scripts being run. 4/02: Round two will be needed. LaSE still to advise DS on what to do with the records that weren't an easy match. Chris picking this up - London may be ok but KSS need more attention 4/02: Leave manager - need to do checks for the circa 500 records to make sure that the round 2 de-duping would not leave orphaned records (as per the procedure for Round 1 01/04: to provide the list of Id's/template for the second round of duplication (second strongest match rule). To send the list out to all regions be checked. Jen would have done for the South - to be checked? 15/04: Still awaiting for EMD, South and London. 24/06: Jen to speak to David tomorrow (25th) re queries she has found in the South. James to ask Gwil where has gotten to with this - returns from leave on the 1st July 08/07: David to resend file to Gwil and Jen is no longer confused 22/07: Ongoing, waiting for South and EMD data 02/09 EM have submitted, awaiting the South (ongoing) 14/10: Back with DS - to compare and rebuild the new list of what's been merged
11/11: Completed by South. With David at the moment. 09/12: There will be some duplicates because of Study Leave. The merging would have to be done at some point on TIS. Almost ready to go. 06/01: DS post on slack for additional feedback. 03/02: DS posted on slack for everyone else to confirm this is OK. (De-dupe Round 2 spreadsheet) 20/04: Recommendation: to be done ahead of Northern Ireland and HCS onboarding onto TIS.
04/05:
20/05: Round 2 de-duplication file -
We can go ahead and de-duplicate the records identified (~20) David Short (Unlicensed) to share those records, Ashley Ransoo James Harris Sebastian Kwok (Unlicensed) create ticket for Round 2. Some coordination with Hicom after the bulk has been done. 03/06: Dig out the template/ticket and the script for refinement. (David Short (Unlicensed) Ashley Ransoo) 15/06: Template in TIS format expected by end today. 29/06: Sue: Hicom sent over a national list (personTISIds) of ~18 approvers to exclude in the merge. (Based on anyone that has ever approved a study leave application). Some coordination with Hicom for these records. The list on Slack to go first iteration excluding these 18 records. Second iteration look at the Hicom coord. ones. Sue to check against the master file. 29/06: Received and ticket updated. 15/07: South - sent findings on merged records of duplicate Trainees where duplicate trainee record has leave application records
27/07: Iteration 1: Exclude Hicom Records https://hee-tis.atlassian.net/browse/TISNEW-4705 Iteration 2: Hicom records only https://hee-tis.atlassian.net/browse/TISNEW-4871 Include the 38 records to Round 2 - Iteration 2 (Hicom coordinated) 21/09: There are still some duplicates being encountered. Re-run DS script to identify? Ticket to retrospectively set the training status - ? 06/10: Deduplication Round 3 -
Rules for Round 3 (TBD): (Regional Leads to take it away and look at the above before coming up with a set of Rules as a group)
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2 | Identification and removal of Consultant data on TIS | All | Removal of consultant data has a dependency on De-duplication work. 22/10: Dependency on the De-dupe work. Follow up with Chris after the de-dupe work has taken place. This is to identify which Consultant data belongs to which Trust so that they can have this if the trust wants. 29/10: Linked to the removal of the consultant information from TIS we also need to address the issue of the non-trainee posts. So a further piece of work needs to take place to identify and hard delete these posts. Will need to take a copy of this so that (like with the non-trainee records) we can pass this to the trusts if needed. JW to create ticket related to the deletion of posts. 19/11 - Once de-dupe is done, check the full list of People from Chris. Please review against the surviving records (IDs) onTISNEW-2057. 14/01: Wait until the testing of the de-dupe has been done on stage then carry on.- 04/02: Awaiting on DS on testing outcome for TISNEW-2057 to prioritise TISNEW-2083. Does the script attached to 2083 has everything? Check with Rob about urgency of this re IG - JW to do this 01/04: to check with Rob/Ben. 15/04: response from Rob 'From an IG perspective - of we don't need it then we should not keep it.' Supervisors and Leave approvers taken into account on Chris's script. 24/06: The South has undertaken a post audit and set to Inactive Consultant/non current posts which has resulted in a reduction of approx. 2000 posts Suggestion that this is something that the other three regions can do while the Person de-dup is in the process of being completed. Suspect most of the Consultant posts in the North and Mids and East are now inactive meaning that the majority of outstanding posts belong to KSS (possibly) Once this has been completed for Posts they can remain as Inactive rather than undertake another unnecessary step. 22/07: Still waiting on the de-duplication work. To discuss about Supervisors after this piece of work. 17/02: Intrepid/Leave Manager roles to be sorted out ahead of de-dupe of consultants on TIS 20/04:
04/05: Report has been amended - Query saved on Data warehouse. Exclude list of Approvers before removing. 21/05: Update from the south and EM. 03/06: Waiting on Hicom. 29/06: Sue: Hicom sent over a national list (personTISIds) of ~38 approvers to exclude in the merge. (Based on anyone that has ever approved a study leave application). Some coordination with Hicom for these records. The list on Slack to go first iteration excluding these 18 records. Second iteration look at the Hicom coord. ones. Sue to check against the master file. 19/10: Script for consultant data updated: 19/10: Spreadsheet of grades ← James | On hold until Point 1 has been completed to the group's satisfaction for People area | ||||||||||||
3 | Sites created with Trust code. Trust codes are not unique. | 01/03/2019: Tom De Salis: Cleansing the NTS data revealed the fact that 3 of our CCGs merged into a super-CCG last year, which means their sites have the wrong Trust/Trust code on TIS. This is an issue on both the Site reference table and on all the posts related to these sites. It affects around 100 sites.
AR: Site is linked to Trust via the TrustId. When creating a Site, a valid Trust Code is entered and the Trust ID is fetched from the Trust reference table to attach to the Site. However, since the Trust Code is not currently unique in the Trust reference table, the site might be linked to incorrect Trusts. E.g. Trust Code RQ3:   Trust Code VTS:  Are these sites linked to the correct trusts?  01/04: Check if the FE is displaying INACTIVE values when creating site. Need to understand what the problem is. to speak to Tom de Salis/invite him to the next data leads call .
15/04:
24/06: Regions to act on report created by Chris. Not for immediate attention due to the current work ongoing in Local Offices. 19/08: Ongoing 07/11/2019 Similar issue raised Lynn Bradley team https://hee-tis.atlassian.net/browse/TISNEW-3571 another ticket raised for all duplicate trust code https://hee-tis.atlassian.net/browse/TISNEW-3577
11/11: Post the spreadsheet on DQ channel to sort out the duplicate Trusts codes and ensure 1 only is CURRENT for each code. Trusts do not have Local Office boundaries, owner field can be ignored. 03/02: Inactivate and ensure only unique trust codes are left
20/04: Check if there are still records on metabase.Ashley Ransoo / James Harris https://build.tis.nhs.uk/metabase/question/316 15/07: Sites and posts linked to the trusts that remain in the above query. 24/08/2020: Still same number of duplicate trust codes. Can someone take the lead to finalise the last few? 07/09/2020: DS: Having run some queries, quite a few don't seem to be associated with any current posts or, current/future post funding episodes. I'd recommend the ones highlighted in yellow be made inactive and this will eliminate the bulk of the duplicates. Happy to speak about it this afternoon on the call. Inactivate the highlighted ones.
21/09: Trust merger issue. David Short (Unlicensed) - send some examples of updating Sites. select * from Site where trustId in (130,735,2003) Validation of Site table - ticket - https://hee-tis.atlassian.net/browse/TISNEW-3577 05/10: AR: Unable to replicate with Site ID = 76 with Trust Id 735
| Not for immediate attention as priority in LOs is August intake and ARCPS | |||||||||||||
4 | Programmes and rotations on TIS which are current but do not seem to being used and need to be inactivated. | All | https://build.tis.nhs.uk/metabase/question/320 20/05: GW suggestion to look at what GMC approved programmes are per site before inactivating 03/06: 15/07:
15/06: We will need to supply a list of Programmes to Hicom to add to Oriel as part of Oriel 2 development to facilitate the ingestion of trainees between the Oriel and TIS. | |||||||||||||
5 | Issues around unique site codes | All | 09/12:
16/12: Further discussions on #dataleads
20/04: Will be discussed next at PAG. 04/05: Site code added to NDW.
27/07: Parked for now. Datawarehouse/NDW going through major re-design. Find out ETA. | |||||||||||||
6 | Programme memberships with invalid or null dates | All | 31/12: We are working on a ticket in current sprint to set the Status field (Now Training Status) based on the programme membership. There are a number of programme memberships where we cannot set this at the moment as they have either missing start/end dates or the end date is greater than start date, and as such are invalid. Can the below be looked at by data leads for their respective regions: https://build.tis.nhs.uk/metabase/question/296 - add TIS Person ID 17/02: Some of those would not be corrected, old data.
Ashley Ransoo Ticket to turn Training Status to INACTIVE on retrospective trainee records with no prog. mem. - 15/07: EMD - EOE - NTH/NW/YH - LDN - Sarah/ Chris Norman (Unlicensed)/Maxine to check. South - 24/08/2020: 165 records remaining. | |||||||||||||
7 | Updating of Reference tables | Data leads | Who should be able to update what? E.g. Specialty list being updated without other Local Offices knowing, impacts on all records linked to that reference value. Should there be category/group of reference lists that can only be updated by specific people/roles/data leads on TIS or an outside business process to agree who does the update for such references. ticket to support updating the remaining post and stop the wiping out of the specialty on the associated fields. https://hee-tis.atlassian.net/browse/TISNEW-385403/02: Ticket to restrict all except Site, Trusts, Programmes. - Ashley Ransoo, James Harris https://hee-tis.atlassian.net/browse/TISNEW-3887There are a number of HEE TIS Admin that needs tidying up. This is the role that will have the permissions left on to manage all reference tables. https://build.tis.nhs.uk/metabase/question/294 20/04: The fix for the bug has been pushed to Prod. Gastro-enterology changed to Gastroenterology. Look at defining Reference tables for TIS: | |||||||||||||
8 | Email address not being unique | Gwil/All |
15/07: DQ dashboard report - to look at and resolve duplicates. Metabase query to be added. James Harris 24/08:
06/10: May tie with some of the De Dup Round 3 work. Look at adding validations to avoid duplication of email addresses. - Ticket. Adewale Adekoya / Sebastian Kwok (Unlicensed) / Alistair Pringle (Unlicensed) / Ashley Ransoo | |||||||||||||
9 | Adding/Amending Trusts - Mergers in the South | Sue/All | https://hee-tis.atlassian.net/browse/TISNEW-4721
Programme in UM - Refreshed as and when a change is made. 27/07: Not merged yet. Caroline Grisdale / Sue Barrand (Unlicensed) to give us the heads up. 21/09: Waiting on the new ESR code to be rolled out before doing the Trust mergers. | |||||||||||||
10 | SuporTT Requirements for TIS | All | Background The Dept of Health provided HEE with a rung fenced fund of £10mil for the SuppoRTT programme back in 2016. As such we are required to report on funding use year on year. The majority of this funding is provided to local offices via several budgets (Returner SuppoRTT, Educational Supervisor support, KIT days and local office support). The key funding stream to report on is the returner support fund which is used to fund the trainees undertaking SuppoRTT, this fund at this time equates to £6mil (and may well increase). As SuppoRTT is a new programme, we are currently undertaking a longitudinal evaluation (we are in year 2 of 3 years). In order to effectively evaluate, we collect data from local offices on a quarterly basis (highlight report attached). The majority of this data sits on the TIS trainee record, however once the evaluation is completed, the highlight reports will be no longer required but it will still be imperative to report on uptake and budget utilisation and as you are aware currently there is no mechanism to record a trainee has accessed SuppoRTT on TIS at this time. Currently I am working with the portfolio team to look at adding uptake and funding usage to the RD Dashboard (where COP sits etc) as from March 2022, MERP will formally withdraw from national oversight of the programme as it fully transitions to business as usual so hopefully this mechanism will take over as the formal reporting tool. TIS Reporting Requirements
For example a trainees journey could look like this: Trainee on mat leave for 12 months Trainee undertakes 2 weeks on SuppoRTT programme – this could be supernumery, accessing courses etc Trainee formally returns to training placement Would it be possible to meet early September to discuss further please? Preferably before 9th if at all possible? Please do let me know if you have any queries in the meantime. 21/09: | |||||||||||||
11 | Right To Work - immigration statuses | All |
https://build.tis.nhs.uk/metabase/question/346 21/09: Check with an immigration person (Gemma Walker). ← Gwil 19/10: Gemma has been in touch and we’ve requested for the list with the 2 new additional new ones for 2021. | |||||||||||||
12 | Placements with no start and/or end date | All | 14 |
21/09: Check before deleting. | 13 | Recruitment Documents from Oriel - Governance/DP | Gwil/All | Should we be keeping docs from Recruitment?
| 19/10: Bulk Placement delete - template: https://hee-tis.atlassian.net/wiki/download/attachments/532709384/TIS Placement Delete Template.xls?version=1&modificationDate=1566312667296&cacheVersion=1&api=v2 | CLOSED | ||||||
13 | Recruitment Documents from Oriel - Governance/DP | Gwil/All | Should we be keeping docs from Recruitment?
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14 | Current Trainees presently on an Inactive Curriculum | All | There are 1198 current trainees presently on an inactive curriculum. | |||||||||||||
15 | NTN generation - Trainees with a curriculum membership but no programme membership | Mike/All | Investigate into why some NTNs are not generated?
| 16 | 19/10: Mike: Work it out based on the curriculum end date. CLOSED | CLOSED | ||||||||||
16 | International trainees started a programme but can’t attend to their placements (Covid) | David |
19/10: Angela suggested this should not be recorded as it may not be GDPR compliant. Redeployment tool? CLOSED | CLOSED | ||||||||||||
17 | Post.SubSpecialty | James | SubSpecialty field on post populated with non-subspecialties. Appears duplicated from OtherSpecialty
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as she now understands that this part of the exercise will not remove ALL erroneous records. Work is continuing........
Jira Tickets (Reference Tables)
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