Trainee Records

Programme

Curriculum

Placement

Rotation

Specialty

Core Specialty

Academic Specialty

Higher Specialty

Foundation

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

Oriel - TIS fields Mapping

• Lot of manual mapping of data to suit TIS Language; TIS and Oriel not speaking the same Language;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.

• Management of TIS People Bulk Upload and moving data from Oriel into TIS is exhausting.

• Some LOs split/separate Records without GMC/GDC from the report and some LO keep them in the same report and complete the Field as ‘UNKNOWN’ or ‘0’ before the template is uploaded to TIS. Foundation and Dental, International Medical Graduates (IMGs) foundation are most likely not to have these numbers.

Visa and Qualification

• For Foundation- The Sponsorship team do ask LOs to remove all Work Permit & Visa details because the information from Oriel is out of date by the time trainees are starting and the Sponsorship team have more up to date information. This is added later either by the team or LOs will add via an import sheet sent to them by the team.

• For Foundation- Qualification details are also added at a later date (using another import). Y&H do have an SQL script that takes Qualification from the GMC but only currently works for trainees with a TIS record. This is because qualifications on Oriel don’t match those held by the GMC and any subsequent reporting looks messy.

Oriel Fields and data

• Column structure do change all the time from Oriel e.g In 2022 the Foundation team confirmed that the ‘Disability’ field in Oriel had been replaced by ‘Day to day activities limited?’

• Not all of the data are pulled from Oriel because they are missing in Oriel.

• Oriel contains data that are irrelevant to TIS.

• No clear fields for programme details and curriculum in Oriel.

Rotation; Programme and Curriculum

• For Foundation specifically: Long time to align correctly programme details for each to on two-year programme. In adding of programme detail, each doctor is on the two-year programme rotates through six different posts. Each post/location has an assigned post number which links to the agreed contract with NHSE. When a doctor is matched to a programme on Oriel they are matched to a ‘track’ which is numbered and it dictates the specialty rotation order they will undertake, Due to the historic nature and randomised fashion of how post numbers have been utilised and linked to posts on TIS this means that we currently have to manually enter on the programme detail upload template which particular post number the doctor is going into

• Programme and Curriculum details depends on Team experience and TIS as it’s not clearly stated in Oriel.

• Manually adding Programme, rotation and curriculum

• Difficult to find programme and curriculum details in Oriel

Post Number and Oriel Reference Number

• Currently we are not able to add the track number from Oriel onto the contract, to enable us to simplify the linking of the specific post number on the contract (potentially allowing use of a vlook up) to an individual and a dated position within TIS.

Access to Oriel

• One person (Super user) per region has access to pull full data from Oriel (Full data includes sensitive data)

• Other users of Oriel have limited access to information.

• 90% of specialties work on the full report file but some specialties create their own files to work on separately and then get the sensitive data from the super user later to add to TIS

Reports creation

• In some LO two reports are created; one for the Admin/Data team and the other for the programme Team

• Some LOs generate one full report for upload and some generate more two or more reports; full report which include Foundation, Full report which exclude Foundation, Foundation report, Different reports; Core, Higher, academic, Foundation etc

TIS and LO Spreadsheet Templates

• TIS templates not user friendly, Spelling errors and other warnings makes them frustrating to use

• Each LO have it’s own template to manage work e.g to keep record of those already on TIS , other issues with the upload and trainees

CoP Deadline

• Because of the above pain points meeting CoP deadlines is very challenging.

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

20/05/2024: Closed

Data Lead

2

‘Offer Accepted’ in more than one region

Investigate why PersonApplicationIDs have multiple rows of OfferAccepted in different regions.

For PersonApplicationID 16167B26-EF31-44B8-AD64-6001EC9D0DCA there are two records with ApplicationStatus of OfferAccepted for the VacancyID GPNRO/24-25/3864/800/1-R1A, one is in the Northwest and the other in the West Midlands.

20/05/2024: Oriel Team raised with Hicom and no update from Hicom.

Action: To be part of discussion around minimum dataset

23/05/2024: Met with Oriel Team. They will get an update from Hicom on this issue.

Lauren Squires

3

Address lines 2 and 3 having validation in Bulk Upload template

This is not the case in the UI yet

20/05/2024:

Option1 - Oriel to make a change

Option 2 : James to write an sql change

Option 3: Do something on TIS bulk upload?

Action: James Harris James to raise with Oriel Team for option 1 and if no appetite, then options 2 or 3

23/05/2024: Met with Oriel Team. Option 1 is not currently possible but may be in the future. Will action Option 2 and investigate Option 3 in the medium term.

Request for the following fields to be added

• DayToDayActivitiesAffected (yes/no) (requested)

• MaritalStatus (requested)

• OfferRoundName (requested)

• OfferPreference (not yet requested)

• Application - Allocation Preference - AllocationCode (not yet requested)

  • Ideally we would want more than just this field which needs discussion

• Public Health Application Type (not yet requested)

Should Public health applicant type be added to the list?

OfferPreference is different to OfferDescription. This field allows for users to know the difference between rotation zones, e.g. GP Programmes in the Midlands if they are North/South/etc.

Lauren: Only relevant for PH, but it determines whether they've been appointed to the Medical or Non-Medical route. James Response: We can but I'll wait to here an update on the above first as I am concerned giving a series of new requests before the others are completed will slow the above down. Lauren: That's fine, I'm not sure if other regions split these out by programme so it might just be the Midlands that cares about that information, I already have the information for this first intake and there's not likely to be much change in applicants so not urgent for being able to use the data for Round 2 like some of the other requested fields

20/05/2024: Oriel Team raised with Hicom and no update from Hicom.

Action: To be part of discussion around minimum dataset

23/05/2024: Met with Oriel Team. They will get an update on those already requested and submit those not as an additional request.

James Harris

Lauren Squires

Oriel-TIS Data Mapping to person upload template: Some records having Visitor, visa / PLAB visa / Business Visitor visa' in the permit to work column. Does anyone know what the suitable TIS value is?

Mike Richardson Response: None of the values on the dropdown seem appropriate for that.

James Response: I think Skilled worker is probably correct but I can check with Gemma Walker who is the lead for OST. Is that the only value in question? Andrew’s Response: That's the only one on my particular download that didn't upload and on checking have an obvious other value. Having a google over lunch it appears most people can visit the UK for 6 months without requiring a VISA, and that includes allowing them to do to things like the PLAB exam. So they probably don't actually have or have a need for a VISA, at the point of application anyway. They will likely need one now I imagine as they've been appointed, but that will be different to that value on their application form. James Response: That doesn't really seem like a 'Permit to work' as it's a visitor visa

Gemma has confirmed that leaving it blank would be the best option as they will not be on a visitor visa when they actually start.

James: Made PersonalImmigrationStatus out as blank for 'Visitor visa / PLAB visa / Business Visitor visa' in the SQL

20/05/2024: Closed

Andrew Horton

Are the values on TIS going to be updated, to be in line with Oriel (assuming they are using the up to date list)?

James Harris Response : Oriel is not actually the best list. I went through this with the lead for the Overseas Sponsorship Team and the TIS list is accurate. The misalignment on this specific table/value keeps happening and is quite frustrating

20/05/2024: Already written in the script. To also be part of the minimum data set discussion.

Jenny Albon

Nationality issue

James Harris Response :That is definitely in the works.I have raised the question with Gemma.

20/05/2024: A bug ticket is raised.

Action: Admin team to prioritise ticket

Lauren Squires

Person Upload Template: add a column for programme membership between programme number and programme end date. Even if it's just a placeholder column, it aligns everything up better then to allow a copy and paste across all the columns

James: Yes will do! Missed that column as the intention was to have at least a placeholder for all columns. For adding the Programme Membership Type field, is there any harm in putting that in as Substantive as doesn't Military come through a different recruitment route?

James Added 'Programme Membership Type' placeholder column to match the Person Upload Template in the SQL

20/05/2024: Closed

Andrew Horton

Offers made offline which do not end up showing as 'offer accepted' on Oriel. Not sure how that's going to work when it comes to being able to rely on this data, but hopefully is only small numbers? 

20/05/2024: Is it not mandatory to use Oriel?

Action: To be discussed with Claire Wright

23/05/2024: Met with Oriel Team. There is no functionality in Oriel to handle individual appointments outside the main recruitment process due to errors and specific circumstance. This means there will always be a few in the current Oriel system. This has been noted as a requirement for future Oriel systems.

Lauren Squires

1

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