People - Bulk import scenarios

Page content

Scope
As-Is User Interface for Oriel import
To-Be Bulk import scenarios
Discussion and assumptions

Scope

Ability to bulk import people via spreadsheet
Ability to manage oriel import of trainees before bulk creating/committing them into TIS

As-Is User Interface for Oriel Import

To- Be Bulk import scenarios

Process Name	PP6 - Bulk Upload of People	Comments
Description	A user should be able to add a list of individuals to create multiple person records in one go
Actors	Local office admin
Pre-conditions	Logged in Authorised User
Post-conditions	Searched for person in entire database
Process steps	Upload spreadsheet System validates spreadsheet System creates new records based on spreadsheet values 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
Alternative flow	PP5 - 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 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 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
Audit Log	Who created the people record and when	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP7 - Manage Oriel Import of Trainees	Comments
Description	Users should be able to view a summary of recently imported trainee person records and edit the contents of each one	Note of caution - the reference data in Oriel does not always match the values in Intrepid. i.e. For the specialty if the Oriel value is "General Medicine" and the Intrepid value is "General (internal) Medicine", this data will not be updated automatically. This is the same for all reference data such as Title, Country, Grade, NTN, Nationality, etc. Trainees may already exist on the Intrepid and therefore the existing record will be update
Actors	Local office admin
Pre-conditions	Logged in Authorised User
Post-conditions
Process steps	Validate that the trainees on the list are new starters in the local office Add mandatory fields Add additional required data (if available) e.g. NTN Authorise import of trainee details from Oriel into TIS Confirmation received of successful import	How do you currently view/edit import errors? Joanne Watson (Unlicensed) Need to check this with colleagues who use the Oriel import
Alternative flow	PP6-Bulk upload of People
Rules	Update (do not create) when a person's record already exists in the database	Where mandatory fields are not completed at time of import suggest a quality dashboard/data extract be produced to indicate the missing values in each person record
JIRA Reference	TIS-715
Audit Log	Who created the people record and when	Log changes to any of the field values and when and who made the changes. Visually presented to all

Discussion and assumptions

#	Question	Comments	Owner
1	Where do you envisage the Oriel bulk import navigation to be?	A link under People meganav?	Joanne Watson (Unlicensed)
2	How do you envisage the page of the oriel import to be like before creating them on TIS and what fields Should be made available on that page for editing?	Fields currently populated from oriel: Applicant name GMC/GDC Grade Documents Fields that can be manually populated: Programme details: Programme Curriculum Membership type Start date End date Placement details: National post no./NTN Placement type Start date End date	Joanne Watson (Unlicensed)
3	What are the required validation rules for bulk upload of people?	All mandatory fields under <<People>> to be completed (TBD)	Joanne Watson (Unlicensed)
4	What are the required validation rules for creating trainees using the Oriel import?	All mandatory fields on the Oriel import user interface to be completed (TBD)	Joanne Watson (Unlicensed)
5	Should TIS allow more than one trainees with the same GMC/GDC/PH number to be created within TIS? If not, then editing of 2 records on TIS to have the same GMC number should also not be allowed.		Joanne Watson (Unlicensed)
6	Should the Oriel import user interface where you do the editing allow records/rows that pass validation to be created even though the lot may have rows that fail validation? I.e. either the whole import fails beacuse of 1 bad row Or allow good rows to be imported regardless and flag bad rows that needs to be corrected/re-imported.
7	What are the filters that should be available on the import interface to facilitate the import? E.g. import by Local Office, or Programme.		Joanne Watson (Unlicensed)
8	Are the programmes and placements created on Intrepid ahead of the trainees being imported from Oriel?	So that the admin can then choose a Programme to import trainees against.	Alistair Pringle (Unlicensed) Joanne Watson (Unlicensed)
9	Reference data from Oriel may not match reference data on Intrepid or TIS. Since going forward, reference data will have to map to ESR, we should therefore get Oriel reference data to be mapped to TIS reference data (which is aligned to ESR) when parsing the xml files. Is this a correct assumption to make?		Graham O'Regan (Unlicensed)
10	How will the Oriel import uniquely match trainees that are already on TIS to receive updates via Oriel import? Is there some sort of table that reference unique records on intrepid to unique records on Oriel? E.g <ApplicantID> from Oriel to <PersonID> from Intrepid?	Quoted from Intrepid "Trainee matches are established using their Surname and GMC Number values." This is true for one programme, but if an applicant has applied to a different programme in a subsequent year with a different Surname for e.g. what currently happens? Does a duplicate record gets created in Intrepid?	Graham O'Regan (Unlicensed) Joanne Watson (Unlicensed)