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Background
The Oriel Workforce Extract is a file based (XML) export from Oriel of Trainee details, the programmes they've been accepted on along with documents submitted with their Oriel application. There is currently an ETL that receives those files and documents from Oriel and stores them on Azure. (check if this is still running). This extract includes Trainees that are new to TIS (e.g. Foundation trainees) and those applying for Higher Specialties. The former result in creation of new trainee records on TIS whilst the latter result in additional Programme memberships and curriculum memberships being added onto their existing TIS record.
Previously, the process on Intrepid has been been to input the curriculum and programme details via Intrepid at the point of importing them into Intrepid to create their records. The reason for this is because post and programme details are not captured on Oriel and therefore unable to do a direct mapping to the Intrepid system when transferring the Offer Accepted Oriel Applicants.
A piece of work started to look at how to automatically ingest trainees into TIS when Intrepid is retired as a system. For MVP, it was initially proposed to have a semi-automated ingestion of some of the Oriel trainee details whilst HEE Admins perform a bulk upload of trainees to TIS. We went live in April/May 2018 with a bulk upload solution as an MVP, but this did not include the semi-automated transfer of Oriel details from the Oriel Workforce Extract files. We are now reviving this piece of work in order to deliver a potential full automation of extracting and creating trainees records from Oriel to TIS. In order to achieve this there are potential changes to be done on both TIS and Oriel sides.
In December 2023, a piece of work was started by the Business Analyst and The data team to Understand the process followed in each local office for onboarding new PGDiTs from Oriel to TIS. This piece of work is to achieve an understanding of the processes followed by each local office so that all perspectives can be considered when deciding solution options for the semi-automated ingestion method for Oriel trainee details into TIS and bulk upload by HEE Admins, ensuring alignment with local office practices.
(Previous discovery) Oriel Workforce Extract on Azure
/wiki/spaces/TISDEV/pages/59051715
N3 Location
TIS uses the following share location for Oriel:
Service | Server | Share |
|---|---|---|
Oriel | 10.196.16.50 | C:\WorkforceExtract |
(Previous discovery) MVP - Proposed Business Process to Import Trainees from Oriel into TIS
26/08/2020: The below process was not fully achieved and excluded the semi-auto ingestion of Oriel trainee details from Azure extracted Oriel Files. A bulk upload tool was developed for MVP for uploading Oriel trainees which requires pre-population from Oriel Reporting tool or in some Local Office’s what is known as the Rotor tool to transform/map the Oriel data along with Reference data (e.g. Nationality, sexual Orientation etc.) to what TIS can successfully upload.
(Current Work) Analysis of the current Process
Activity | E&W Midlands | Y&H | NW | NE | SW | London | TV/Wessex | |
|---|---|---|---|---|---|---|---|---|
Download Records with relevant documents;
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Run/Extract reports ;
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Mapping of reports
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Bulk Upload data Person Record to TIS | ||||||||
Bulk Upload/Upload Placement/rotation and programme to TIS | ||||||||
Is it the same process for Foundation and other specialties? | ||||||||
Other Comments |
(Current Work) Discussion and Assumptions
# | Question | Comment | Owner | Jira Ticket |
|---|---|---|---|---|
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 | TIS21-5323 - Getting issue details... STATUS |
(Previous discovery) Discussion and Assumptions
# | Question | Comment | Owner | Jira Ticket |
|---|---|---|---|---|
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 | TISDEV-3356 - Getting issue details... STATUS |
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 | TISDEV-3357 - Getting issue details... STATUS |
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 | TISDEV-3358 - Getting issue details... STATUS |
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 | TISDEV-3359 - Getting issue details... STATUS | |
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.
Oriel to fix their extract to send those values. | Data Leads | TISDEV-3360 - Getting issue details... STATUS |
6 | Reference data changes on Oriel will need to be coordinated with TIS going forward. | Data Leads | TISDEV-3313 - Getting issue details... STATUS | |
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:
| 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
| Data Leads | TISDEV-3361 - Getting issue details... STATUS |
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: SImilar action to #3. ApplicantID = ORIEL PIN | Data Leads | TISDEV-3362 - Getting issue details... STATUS |
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 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 | TISDEV-3377 - Getting issue details... STATUS |
11 | Oriel XML file format |
(Current Work) Jira Tickets
Summary | Jira Ticket | |
|---|---|---|
1 | Understanding process followed in local offices for onboarding new PGDiTs from Oriel to TIS | TIS21-5323 - Getting issue details... STATUS |
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