People - Field Validation | Oriel & ESR Interfaces

(IO) According to NE local office, the ESR record is created off the back of the Intrepid record. This can be done the other way around, but is not currently used; it would be worthwhile confirming whether this is the case in all local offices.

ESR Guide - Once a person is appointed to a post in the Deanery/HEE Local Offices system, the Deanery/HEE Local Offices system creates an applicant record with a status of ‘preferred applicant’ and an ESR Position Number populated with the relevant ESR position number as originally supplied on the Deanery Update Interface.

In practice, the details of the rotation are sent from the Deanery/HEE Local Offices Systems to the NHS INTERFACE HUB which will transform the data into an ESR notification format, targeted for the MSO Role. This notification provides MSO with details about where their current trainees are moving to (probably six weeks before the projected hire date) and details of new starters in table format.

AR: Deanery Update Interface sends Position details to TIS/Intrepid. Placements for matched posts retrieved with applicant details on TIS/Intrepid and sent to ESR in an APP file. VPD's  will either create new employee or update existing employee records with those details via the Deanery Inbound Recruitment Interface on ESR. Please see above workflow for more details.  

Yes, this is normal practice as a trainee's contact details (as an example) can change from the time they completed their application to when they started their new job. 

In the case of ESR-TIS flow of data we will need the local offices to agree which system is the master and for which fields

AR: Within intrepid, when changes are made to trainee records, the Notifications Export Interface will send those updates to ESR via a Generic Inbound Notification File. Master Rotation Noification Spreadsheet is created on ESR via the Generic Inboud Notification Inteface and Medical Staffing Officer notified. It is within the remot of the MSO to decide whether to accept those changes on ESR or ignore.  

Will vary.  If you have a lead employer that manages recruitment and employment the employer will have Oriel access.  

Perhaps one for the data leads in each local office to supply the info for?

At what point is the NTN shared with ESR?

Person Record: "Latest Start Date" in ESR << is this a placement start date or programme start date?

Distinguish country field from others

AR: ContactAddreddCountry is available from Oriel and makes sense to have on TIS and send to ESR. Town and county are not on Oriel and would therefore not be populated to be sent to ESR. 

Professional Bodies Record: Specialties << does this refer to curriculum specialities or something else?

What is the offer that’s received by a trainee via Oriel? is it a placement, or programme acceptance that’s asked of them?

How is trainee data supplemented beyond what's provided from Oriel?

• why are only a subset of data fields imported via oriel, can we look to getting more?

Which fields are mandatory v optional? Would it be worthwile expanding the data that's imported via Oriel?

AR: In Oriel, applicants are required to submit competences documents as part of their application submission process. The type of competences documents submitted depends on the grade and level of the Programme they are applying for. Some of the types of competences required to be submitted with their application are i) FPCC, (ii) ARCP/RITA ,(iii) Educational/Clinical supervisor report., (iv) Alternative Certificate of Core Competence, and (v) Supporting documents (e.g. Visa, passport etc.)

In addition, references requests PDFs that are completed by referees are also sent in the Oriel extract.

How are these documents used by Trusts and Employers and do they have any bearing with ESR?

Gwilym Williams - We make the changes in Intrepid but I'm not sure how ESR is updated based on those changes. I believe they only get the person data up until the start date of the placement in that Trust

AR: Former user (Deleted) There is mention in the spec that changes made will only be received where the placement start date is within 3 months.

Tom de Salis (WM): It varies from region to region. It's HEE admins in the West Mids, but I'm aware of other areas where it's Trusts. 

Like No. 4 perhaps we need to ask the data leads in each local office to advise (JW 30.10.17)

Tom de Salis (WM): 

We would not pull placement data from ESR, we would only send it the other way. SLA is to have the placements on Intrepid by 12 weeks before the start date, ESR's limit is 2 days prior to start date.

Dale Gilbert (NW):

In HENW we put the placements onto Intrepid and then run reports for our Lead Employer so they can then add them to ESR.  We used to use the ESR / Intrepid interface for one of our Lead Employers ( and were planning on setting up the other ) but it was switched off due to a request from the Lead Employer.  The Trusts have minimal access to Intrepid here - mostly for Foundation.

Mairi Hills (HETV)

In HEETV, HEE admin inputs placements into Intrepid and the trusts do use the ESR/Intrepid Interface.

Who will Oriel extract be produced for with the concept of one HEE?

• what is an RO?

It stands for Recruitment Office/Organisation in Oriel. 

For the purposes of postgraduate medical and dental training the UK NHS is divided into regions which have responsibility for recruiting for, managing, overseeing and commissioning postgraduate medical & dental training. In this role they are ‘Regional Lead’ but they also take the role of ‘National Lead’ for some specialities or specific vacancies.
In England these bodies are known as Local Education and Training Boards (LETBs). 

What should the failsafe be if the TIS import of Oriel data fails?

• what validation is completed on post data exports and how/where is it updated?

• what is a position (position reconciliation)? if a placement, are positions created based on extract from Intrepid placements, or something else? How does it differ from an Assigment?

• duplicate placements cannot be included in the export to ESR, how does it handle shared placements?

VH:

Multiple Post Holders and Duplicate ESR Posts:

• Ashley asked whether ESR can accommodate multiple post holders i.e. more than one person associated with the same post. Victoria confirmed that ESR is built to accommodate this scenario, as long as the post setup has been completed and a post is set to ‘shared’ or the field is left null. Victoria highlighted that the setting for single incumbents, (which would prevent the creation of multiple post holders in ESR) is rarely used.
• Ashley asked about duplicate post number in multiple VPDs. Victoria briefly explained that a single DPN could exist within two ESR VPDs at one time, but the DPNs should always have an ESR Position Number and Position ID on the outbound file, which would make each post record unique. This is particularly common where there is a lead and host employer situation. ACTION - Joanne agreed to put Ashley in touch with Wendy (who is the payroll manager in the North East Lead Employer), to brief him on this subject. Victoria offered to help wherever the ESR Team can to bring Ashley up to speed.

• where are ODS codes derived from? how do local offices use them if at all?

Data discrepancies between ESR and TCS:

ESR requires the following information:

Contact Last Name, Contact First Name, Contact Gender, Contact Title and Contact Home phone number

A contact will only be created when creating a new person record, not when updating an existing person record.

A contact will be set up for the person with a relationship type of ‘Emergency’ and with the primary flag set. From Date will be set to Effective Date (field 5 above).

Where do we get this information from?

Contact details i.e. next of kin information, 

Contact = next of kin

Not collected as part of Oriel data; will need to be collected outside TIS

AR: From previous discussion, this is deeemed sentitive data and does not serve any purpose on TIS and was therefore recommended to be collested on ESR directly from an IG perspective

Data missing in TCS:

Country of Birth
Country
County
Town - Could possible be Address4 in DR & TCS? ESR has address lines 1 to 3 only while we have up to 4 lines
Middle Names - Do we split Forenames into First name and middle names?
Mob Tel & Home Tel - On TCS we have Contact phone number 1 & 2, does it matter which is which here?
UK NIN (National insurance number)

- what's the impact of having multiple first names sent across?

- do trainees need to provide any supplementary information directly? ie for fields not captured in either TIS or Oriel

- which fields are mandatory v optional?

- what is Position ID v Position Number?

AR: Both are unique numbers to ESR. 

Position ID: The ESR unique system generated Position Identifier.

Position Number: Segment 1 from the Position Definition

Ethnic Orgin - ESR is asking for the following:
The ethnic code of the applicant. If supplied, must match valid ethnic code within ESR

What are the codes ESR use, do we need to map from our Ethnic code string to a code?