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Background

There are currently discussions outstanding about the future of NTNs and how they are used and assigned to trainees.

Option 1 entails that NTNs will no longer be used across HEE -  legacy NTNs can be ignored and they will no longer be created, or assigned (as a mandatory field) for trainees

Option 2 entails that the format and assignation is amended, which can be supported by auto-generation of NTNs against a trainee record.


Scope

This page describes the data and scenarios applicable to:

  • manually setting an NTN/DRN on an individual basis
  • manually setting multiple NTN/DRNs for a group of trainees
  • auto-generation of NTNs
  • auto-generation of DRNs
  • sharing of newly set NTN/DRNs for trainees


Scenarios

Process NameNT-1 Manually create/edit NTN or DRNComment
DescriptionUsers should be able to manually create and assign an NTN number to a Trainee's record
Actors

HEE Admin

TIS Admin


Pre-Conditions
  • No current NTN or DRN assigned

Post Conditions
  •  Assigned NTN or DRN

Process Steps
  1. Navigate to trainee's record
  2. enter NTN or DRN number detail into relevant fields
  3. User saves record
  4. TIS System updates with new number

Fields

  • Number (alphanumeric format)
  • Start Date
  • End Date
  • Comment
Alternative Flow

NT-2 Bulk create NTN/DRN

NT-3 autogenerate NTN

NT-4 autogenerate DRN


Rules
  • Must have submitted Form R (A)
  • Trainee must have current Programme Membership
  • Only for Medical and Dental Trainees 
  • One per Programme Membership
  • Must be unique
  • Cannot be transferred
  • Can be reinstated for same trainee
(IO) Dental trainees TBC Joanne Watson (Unlicensed)
JIRA Reference
TISDEV-2374 - Getting issue details... STATUS

Audit Log
  • Who created & when
  • Who edited & when




Process NameNT-2 Bulk Create/Update NTN or DRNComment
DescriptionUsers should be able to manually create and assign multiple NTN/DRN numbers to multiple  Trainee records
Actors

HEE Admin

TIS Admin


Pre-Conditions

Post Conditions
  •  Assigned NTN or DRN to trainees without one, or update existing values for trainees that already hold an NTN/DRN on TIS

Process Steps
  1. Navigate to Person
  2. Select to Bulk upload NTN numbers
  3. Download the template from TIS
  4. Complete relevant spreadsheet and upload
  5. System validated new records based on spreadsheet values
    1. where system finds matching trainees records on TIS with NTN/DRNs, it will update/add the record with the value from the spreadsheet
  6. System will send/present confirmation when process completes along with errors for rows that did not with the reasons for failure.
  7. Validation TBC
  8. TIS System updates with new number

Alternative Flow

NT-1 Manually create NTN/DRN

NT-3 autogenerate NTN

NT-4 autogenerate DRN


Rules
  • Must have submitted Form R (A)
  • Trainee must have current Programme Membership
  • Only for Medical and Dental Trainees 
  • One per Programme Membership
  • Must be unique
  • Cannot be transferred
  • Can be reinstated for same trainee
  • 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 operator know what the reasons for non import are. 
JIRA Reference
TISDEV-3350 - Getting issue details... STATUS
Superseded by  TISNEW-454 - Getting issue details... STATUS

Audit Log
  • Who created & when
  • Who edited & when



Process NameNT-3 Autogenerate NTN (not MVP)Comment
DescriptionTIS should autogenerate NTN on confirmation of receipt of Form R (A) from Trainee by HEE Admin(IO) This requires walk through with Devs / Data
Actors

HEE Admin

TIS Admin

TIS System


Pre-Conditions
  • No current NTN or DRN assigned

Post Conditions
  •  Assigned NTN

Process Steps
  1. HEE Admin confirms receipt of Form R (A)
  2. TIS system creates NTN number based on format & validation rules
  3. TIS system sets start date as programme start date
  4. TIS system sets end date as programme end date
  5. TIS system saves this number

Local office admin would usually check the form R and then send the trainee their NTN via email. In EOE this was done in bulk so when you had done a certain number you would setup a mass email with NTN. Within TIS could we display via trainee UI once generated?


Format

NTN

e.g. NTH/018.880-001/7766554/A

  • NTH = Local Office = yes for most but unsure about how military trainees will be dealt with
  • 018 = Main curriculum being followed = yes from Oriel import info
  • 880 = subspecialty (not applicable to all) = unsure how this is shown in Oriel import info
  • 001 = dual curriculum being followed (not applicable to all) = unsure how/if this is recorded in Oriel and how shown on Oriel import info
  • 7766554 = GMC number. Should be in Oriel import info as all trainees entitled to an NTN will have their registration
  • A = suffix to denote training pathway. Not shown on Oriel and so far nowhere to record this in TIS
Alternative Flow

NT-1 Manually create NTN/DRN

NT-2 Bulk create NTN/DRN

NT-4 autogenerate DRN


Rules
  • Must have submitted Form R (A)
  • Trainee must have current Programme Membership
  • Only for Medical and Dental Trainees 
  • One per Programme Membership
  • Must be unique
  • Cannot be transferred
  • Can be reinstated for same trainee
  • Number is editable
  • Expires in the following scenarios, however it can be reinstated
    • completion of training
    • trainee is assessed as unstable to continue
    • trainee does not comply with requirements for maintaining their registration with Postgraduate Den
    • trainee does not hold GMC number
    • trainee resigns
    • trainee is dismissed
    • trainee is erased/suspended from medical register
    • at Dean’s discretion
  • NTN for trainees on CCT/CESR pathway
  • Dual / Sub-specialties
    • Where there is a "." after the main specialty, there will be sub-specialty following
    • Where there is a "-" after the main spacialty, there will be a dual specialty following
    • Nothing where there is neither
  • Suffix Codes
    • Suffix A is Academic
    • Suffix C is the standard CCT route
    • Suffix L is CESR/CEGPR (CP and E is old version)
    • We no longer issue training numbers to new starters with a N suffix (but indicates old SpR type)
    • Suffix F is Fixed-Term Training Appointment (FTTA) Been renamed to Post CCST for Dental (no longer used?)
    • Suffix S is Trainees who switched to the new Speciality curriculum from ‘N’ suffix.
    • Suffix I is Industrial Training Number For Occupational Medicine
    • Suffix T is for non-medical Public Health trainees
  • Flag where trainee is on CCT/CESR  programme but no NTN

JIRA Reference
TISDEV-2372 - Getting issue details... STATUS

Audit Log
  • Who created & when
  • Who edited & when



Process NameNT-4 Autogenerate DRN (not MVP)Comment
DescriptionTIS should autogenerate NTN on confirmation of receipt of Form R (A) from Trainee by HEE Admin
Actors

HEE Admin

TIS Admin

TIS System


Pre-Conditions
  • No current NTN or DRN assigned

Post Conditions
  •  Assigned NTN

Process Steps
  1. HEE Admin confirms receipt of Form R (A)
  2. TIS system creates DRN number based on format & validation rules
  3. TIS system sets start date as programme start date
  4. TIS system sets end date as programme end date
  5. TIS system saves this number

Format

e.g. 15/CMT/9012345/NE

  • 15 = year trainee will start in e.g. 2015.  
  • CMT = programme trainee appointed into - will be available in Oriel data
  • 9012345 = trainees GMC number - will be available in Oriel data
  • NE = local office = yes for most but unsure about how military trainees will be dealt with
Alternative Flow

NT-1 Manually create NTN/DRN

NT-2 Bulk create NTN/DRN

NT-3 autogenerate NTN


Rules
  • Must have submitted Form R (A)
  • Trainee must have current Programme Membership
  • Only for Medical and Dental Trainees 
  • One per Programme Membership
  • Must be unique
  • Cannot be transferred
  • Can be reinstated for same trainee
  • Number is editable
  • DRN for core trainee pathways and FTTA’s < - - what is this?
  • Only one per programme membership i.e. one per trainee
  • DRN prefix year is the year they actually started in, i.e. 19. This is agreed to be the one to be used for training number generation
  • Flag where trainee is on Core Programme but no DRN

JIRA Reference
TISDEV-3188 - Getting issue details... STATUS

Audit Log
  • Who created & when
  • Who edited & when



Process NameNT-5 Communicate newly set NTN/DRN to Trainees (not MVP)Comment
DescriptionTrainees should be told when their new NTN or DRN is set and what it is

(IO) Alistair Pringle (Unlicensed) please review this scenario

Yes this is good. I suppose where there are trainees not setup admins could request a report and send out via email as described above.

(IO) Ok, that's a manual process we don't need to define here, thanks Alistair Pringle (Unlicensed)

Actors

TIS System

HEE Admin

Trainee


Pre-Conditions
  • NTN or DRN has been set manually
  • NTN or DRN has been set automatically

Post Conditions
  • NTN / DRN communicated to Trainee

Process Steps
  1. System confirms new NTN / DRN has been set for a trainee
  2. System updates Trainee UI with information
Should be part of Personal Details in Trainee UI
Alternative FlowN/A
Rules
  • display current NTN only in Trainee UI

JIRA Reference TISDEV-3242 - Getting issue details... STATUS
Audit Log
  •  date/time of sending NTN



Process NameNT-6 View Historical NTN / DRNs against a trainee recordComment
DescriptionAdmin Users should be able to view all NTN's that have been assigned to the Trainee

(IO) Alistair Pringle (Unlicensed) / Joanne Watson (Unlicensed) - is this from TIS launch onwards? Or do we need to ask for "current" historical records to be displayed?

I would suppose that admins will want the full history brought over but we could challenge the merit of this if it's likely to be difficult.


(IO) let's discuss with Devs

ActorsHEE Admin
Pre-Conditions
  • At least 1 NTN/DRN must have expired against a trainee record

Post Conditions
  • Viewable historical NTN/DRN against a Trainee Record

Process Steps
  1. navigate to trainee record
  2. view NTN history
  3. close record

History should display:

  • NTN/DRN number,
  • start and end date,
  • when it was changed,
  • comments/reason for change recorded as freetext
Alternative FlowN/A
Rules
  • number is non-editable once expired
  • can be reinstated by changing the end date to a future date

JIRA Reference TISDEV-3351 - Getting issue details... STATUS
Audit Log

N/A



Field Validation


Field SequenceField NameDR FieldRef TableExample ValueType (free text, drop down, check box) & InteractionMandatory (Y/N)Validation / Error MessagingFilter (Y/N)Search (Y/N)Sort (Y/N)Summary (S) / Detail (D)NotesDelete (Y/N)
1NTN / DRN


Manual

  • free text


Autogenerate

  • read only
N
  • only 1 at a time
  • unique
  • see scenarios for more
Y - in People listYYSD

2Start Date


  • Calendar picker
Y - if NTN/DRN entered
  • must be equal to, or less than "today"
NNND

3End Date


  • Calendar picker
Y - if NTN/DRN entered
  • must be greater than start date
NNND

4Comments


100 characters onlyNSee scenariosNNND















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