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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.
The below has been categorised as (Historical) and (2020-2021) to clarify the work that was done previously and the current work respectively.
(Historical) 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 |
(Historical) 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.
(Historical) 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 | |
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 | |
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 | |
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 | ||
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 | |
6 | Reference data changes on Oriel will need to be coordinated with TIS going forward. | Data Leads | ||
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 | |
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 | |
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 | |
11 | Oriel XML file format |
2020 - 2021 - HEE Systems Data Flows - Current and Future states
2020 - 2021 - Changes required on Oriel (Submitted to Hicom)
James Harris, Alistair Pringle (Unlicensed), Ashley Ransoo, Alana Martinez (Unlicensed)
No. | Change | Comments |
|---|---|---|
1. | GMC approved Programme Name and Programme Number to be made mandatory for HEE and NIMDTA at the Post details level on Oriel when setting up vacancies. GMC approved Programme Names and Numbers will be a reference list supplied by HEE and NIMDTA. Programme names and number combinations are unique to each Local Office in HEE and NIMDTA, and would therefore need to be accommodated when setting up the preferences on Oriel vacancies. | Applicable to the following staff groups programmes within HEE and NIMDTA:
17/03: It was eventually agreed that the programme info could not be made mandatory on Oriel as it would affect other staff groups and nations. |
2. | ‘Dual Training Programme’ field to be made mandatory in the vacancy setup with the option of 'N/A' for HEE and NIMDTA Preferences (Programme and Post level) and supply this in the Offer details and reporting area of Oriel.  Note: For Foundation Programmes and Academic Foundation Programmes, the Programme name and Programme number to be made mandatory on the vacancy setup for HEE and NIMDTA Foundation schools programmes and posts and supply this in the Offer details of the applicant.  | Applicable to the following staff groups programmes within HEE and NIMDTA:
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3. | Programme name and Programme number to be supplied in the Offer details in addition to the below for HEE and NIMDTA posts and programmes in the Oriel reporting area and Oriel workforce extract.  | Applicable to the following staff groups programmes within HEE and NIMDTA:
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4. | Nationalities on Oriel to be aligned with TIS | |
2020 - 2021 - Assumptions & Discussions for Implementation
No. | Dicussions/Assumptions | Comments |
|---|---|---|
1 | Moving from current XML based files to the Leave Manager/Accent ETL extension of by Mid March 2021 | |
2 | Additional views will be provided by Hicom on the ETL, pulled in the NDW nightly. | |
3 | The assumption is the nightly refresh from Hicom will provide additional rows to the DR rather than only new Offer Accepted applicants on subsequent refresh. NDW will pull the full set of rows from Hicom DR into the NDW. | Discuss with JT. |
4 | The data will be kept beyond 13 months of trainees being appointed in their programmes in the NDW. | |
5 | These could be used as a basis to then convert into the TIS bulk upload format | |
6 | Upload and Maintain Oriel Applicant ID’s (Oriel PIN) on TIS https://hee-tis.atlassian.net/browse/TIS21-1179
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7 | There would be some level of comparison and tracking of what applicants have/have not been uploaded in the NDW | |
8 | Documents - the links/paths to the files will be provided in the views but not the actual files from Hicom - Further discussion on how to provide the files, might be an S3 bucket that TIS give access to Hicom. | |
9 | Following recent discussions with Hicom, Programme name and number are not going to be mandatory fields on Oriel, therefore leaving scope for potentially unfilled programme info. | |
10 | Current process of onboard Oriel Trainees to TIS is an industry – It needs to be changed but needs careful planning Phased approach (Time Frames dependent on Hicom development)
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2020 - 2021 - HEE National Website Platform - Oriel data set required
Working Group: Eleanor Bowen-Jones, Jon Bowlas, Alistair Pringle (Unlicensed), Ashley Ransoo, James Harris
List of vacancies by | Vacancy data | Data about each unit of application/individual training programme within each vacancy | Data about each post within each training programme |
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2020 - 2021 - HEE National Reporting - Oriel data set required
List of vacancies by | Vacancy data | Data about each unit of application/individual training programme within each vacancy | Data about each post within each training programme | Applicants information (Anonymised) |
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