James Harris Rob Pink Alan Sayers (RCGP) Lee Male (14Fish) Brook Elgie (14Fish) Lauren Hucker (14Fish)
The original agreement with the Royal Colleges was for a monthly transfer of Continuing Trainee Data from the 4 Nation SEBs (TIS, Turas, Intrepid). This was done through the creation of monthly data which are then uploaded to a secure SharePoint site where Royal Colleges has access to their named folders. For NHSE and NIMDTA, this is a fully automated process from TIS via the NDW. For Scotland and Wales this is managed from relevant colleagues via Turas and Intrepid respectively.
From conversations with the RCGP and NHSE GP administrators the process above was not sufficient due to the following reasons:
RCGP e-Portfolio requires data to be maintained by NHSE GP administrators whereas other Royal College e-Portfolios the burden of data entry is on the Trainee. This means there is a far higher amount of double entry by admin staff.
The above as well as the frequency of change within individual trainee’s training programmes (Programme/Curriculum end dates, Placements, WTE, etc) meant that the monthly frequency of the Continuing Trainee Data was not sufficient enough.
In light of the above, work has begun to investigate an automated solution where data is mapped from TIS to the RCGP e-portfolio (14Fish) on a more frequent basis. The current proposal is to use the same method as data is transferred to Accent Leave Manager, TIS ETL --> NDW --> NDW Secure Server --> 14Fish. This transfer would take place on a daily basis.
Data Mapping: TIS - 14Fish RCGP e-Portfolio
In order to achieve the above, the depth and breadth of the data required from TIS must be determined. Of that data set, a mapping of TIS data fields to 14Fish is also required. The below mapping represents the RCGP e-Portfolio fields as demoed on the frontend. A full list of relevant fields in the backend of the system are unknown.
Please note that all ProgrammeMembership fields could also come from CurriculumMembership
Demographics
Consists of personal information which will largely come from Person in TIS. Some fields, e.g. Certificate Type, will come from ProgrammeMembership and NTN will need to be calculated.
14Fish Field Name | Direct Mapping Y/N | TIS Table/Field/Logic | Notes/Description |
|---|---|---|---|
ID | N | N/A | Assumption this is a unique system ID |
Title | Y | Person.Title | |
First Name | Y | Person.Forenames | |
Surname | Y | Person.Surname | |
Gender | Y | Person.Gender | |
Main Email | Y | Person.ContactEmail | |
Other Email | Y | Person.EmailAddress | This email address is what is held by the current employing trust and is populated by the TIS-ESR bidirectional interface if live |
GMC | Y | Person.GMCNumber | |
Nat. Training No. | Y | NTN | This field is not saved in TIS but is calculated based upon TIS data |
Start of Training | Y | ProgrammeMembership/CurriculumMembership.ProgrammeStartDate | |
End of Training | Y | ProgrammeMembership/CurriculumMembership.ProgrammeCurriculumCompletionDate or ProgrammeMembership/CurriculumMembership.ProgrammeEndDate | ProgrammeCurriculumCompletionDate is the last date of all curriculum components of a programme whereas ProgrammeEndDate will include Period of Grace. GP Trainees do not have access to POG and so the dates should be identical |
Enable Postfolio | N | Assume an action by a trainee, NHSE admin or other system admin will trigger this to be enabled | |
Phone | Y | Person.TelephoneNumber | |
Mobile | Y | Person.MobileNumber | |
Address | N | Person.AddressLine1 Person.AddressLine2 Person.AddressLine3 Person.AddressLine4 Person.AddressPostCode | Multiple fields in TIS which would need to be concatenated if one field in 14Fish |
Certificate Type | Y | ProgrammeMembership/CurriculumMembership.TrainingPathway | |
Certificate subtype | N | ||
Deanery | Y | ProgrammeMembership/CurriculumMembership.ProgrammeManagingDeanery | This is a reference table that exists in both systems which are not aligned. Either these reference tables need to be aligned or equivalents mapped |
Training prog | Y | ProgrammeMembership/CurriculumMembership.ProgrammeName | This is a reference table that exists in both systems which are not aligned. Either these reference tables need to be aligned or equivalents mapped |
Trainee Page
This page would appear to be a mixture of the Demographics page and details from Stage of Training and/or Posts.
14Fish Field Name | Direct Mapping Y/N | TIS Table/Field/Logic | Notes/Description |
|---|---|---|---|
Trainee | N | Concatenation of Person.Title Person.Forenames Person.Surname | |
Phonetic name | N | This field is not on Oriel and therefore TIS | |
GMC | Y | Person.GMCNumber | |
Training number | Y | NTN | This field is not saved in TIS but is calculated based upon TIS data |
Certificate type | Y | ProgrammeMembership/CurriculumMembership.TrainingPathway | |
Certificate subtype | N | ||
Current stage of training | N | Placement.ApprovedGradeAbbreviation or Placement.PlacementType | Assumption that this field is displaying data populated in the Stage of Training page. Please see below |
Educational Supervisor | N | Concatenation of PlacementSupervisor.SupervisorForenames PlacementSupervisor.Surname where the Placement is CURRENT, Placement.PlacementTisID = PlacementSupervisor.PlacementTisID and PlacementSupervisor.SupervisorType = ‘EducationalSupervisor’ | Unsure of whether this field is populated by Post or by ESR |
Deanery | Y | ProgrammeMembership/CurriculumMembership.ProgrammeManagingDeanery | This is a reference table that exists in both systems which are not aligned. Either these reference tables need to be aligned or equivalents mapped |
Training Programme | Y | ProgrammeMembership/CurriculumMembership.ProgrammeName | This is a reference table that exists in both systems which are not aligned. Either these reference tables need to be aligned or equivalents mapped |
Dean/RO | Y/N | This field exists in the TIS backend and in Revalidation but is not exposed currently for export. There is a mapping of ProgrammeManagingDeanery/Local Office from TIS or the GMC which could be used. | |
CCT date | Y | ProgrammeMembership/CurriculumMembership.ProgrammeCurriculumCompletionDate | |
Scheme Days - Primary Care | N | Total of data differentials of Placement.StartDate and Placement.EndDate where Placement.SpecialtyName = ‘General Practice’ | Assumption that this is derived from Posts or Stage of Training. On TIS this would most likely be all the placements where the specialty = ‘General Practice’ |
Scheme Days - Non-primary care | N | Total of data differentials of Placement.StartDate and Placement.EndDate where Placement.SpecialtyName <> ‘General Practice’ | Assumption that this is derived from Posts or Stage of Training. On TIS this would most likely be all the placements where the specialty <> ‘General Practice’ |
Scheme Days - Total | N | Total of data differentials of Placement.StartDate and Placement.EndDate | Assumption that this is derived from Posts or Stage of Training. |
GP - Organisation | Y | Placement.SiteName where Placement is CURRENT | There is a Site reference table on 14Fish and TIS. These are not aligned and would need to be as mapping would be extremely labour intensive and quickly become deprecated. |
GP - Dates | N | Concatenation of Placement.StartDate - Placement.EndDate where Placement is CURRENT | Assumption that this is derived from current Post |
GP - Days | N | Date differential of the above | |
GP - Time Out of training | N | TIS does not currently record short periods of time out of training | |
GP - WTE | Y | Placement.WholeTimeEquivalent | In TIS this is a decimal, 1 being Full Time |
Posts
Closely equivalent to what on TIS are placements, these are chunks of training where specific competencies are met.
14Fish Field Name | Direct Mapping Y/N | TIS Table/Field/Logic | Notes/Description |
|---|---|---|---|
Is this an ITP Post | N | If PlacementOtherSite.PlacementTisID is not null and/or??? PlacementOtherSpecialty.PlacementTisID is not null for a Placement then Is this an ITP Post = Y | If a placement has an OtherSite and/or an OtherSpecialty than there is a record in the PlacementOtherSite or PlacementOtherSpecialty table respectively for that parent Placement |
Scheme Days - Primary Care | N | DateDiff Placement.StartDate and Placement.EndDate where Placement.SpecialtyName = ‘General Practice’ | If this is an ITP post, on TIS the PlacementOtherSpecialty/Site will have the same dates as the parent placement and therefore any count of days will be the same. Should these be split even across this range, i.e. Datediff(day,Placement.StartDate,Placement.EndDate)/2??? |
Scheme Days - Non-Primary Care | N | DateDiff Placement.StartDate and Placement.EndDate where Placement.SpecialtyName <> ‘General Practice’ | If this is an ITP post, on TIS the PlacementOtherSpecialty/Site will have the same dates as the parent placement and therefore any count of days will be the same. Should these be split even across this range, i.e. Datediff(day,Placement.StartDate,Placement.EndDate)/2??? |
Scheme Days - Total | N | What is this a total of??? | |
Organisation | Y | Placement.SiteName | There is a Site reference table on 14Fish and TIS. These are not aligned and would need to be as mapping would be extremely labour intensive and quickly become deprecated. |
Dates | N | Concatenation of Placement.StartDate - Placement.EndDate | |
Days | N | Datediff(day,Placement.StartDate,Placement.EndDate) | |
WTE | Y | Placement.WholeTimeEquivalent | In TIS this is a decimal, 1 being Full Time |
Stage of Training
Consists of blocks of posts divided by things such as grade level, WTE, time in or out of training.
14Fish Field Name | Direct Mapping Y/N | TIS Table/Field/Logic | Notes/Description |
|---|---|---|---|
GMC | Y | Person.GMCNumber | |
Training Number | Y | NTN | This field is not saved in TIS but is calculated based upon TIS data |
Certificate Type | Y | ProgrammeMembership/CurriculumMembership.TrainingPathway | |
Certificate subtype | N | ||
Current stage of training | N | For the current placement: If Placement.PlacementType in ('In Post','In Post - Acting Up','In Post - Extension') then Placement.ApprovedGradeAbbreviation If Placement.PlacementType not in ('In Post','In Post - Acting Up','In Post - Extension') then Placement.PlacementType | Not sure if all placement types should be displayed in the second logic. Attached is a list of current placement types on TIS. Unsure if ‘In Post’, ‘In Post - Acting Up’ and 'In Post - Extension should be different stages of training??? |
Educational Supervisor | N | Concatenation of PlacementSupervisor.SupervisorForenames PlacementSupervisor.Surname where the Placement is CURRENT, Placement.PlacementTisID = PlacementSupervisor.PlacementTisID and PlacementSupervisor.SupervisorType = ‘EducationalSupervisor’ | Unsure of whether this field is populated by Post or by ESR |
Deanery | Y | ProgrammeMembership/CurriculumMembership.ProgrammeManagingDeanery | This is a reference table that exists in both systems which are not aligned. Either these reference tables need to be aligned or equivalents mapped |
Training Programme | Y | ProgrammeMembership/CurriculumMembership.ProgrammeName | This is a reference table that exists in both systems which are not aligned. Either these reference tables need to be aligned or equivalents mapped |
Dean/RO | Y/N | This field exists in the TIS backend and in Revalidation but is not exposed currently for export. There is a mapping of ProgrammeManagingDeanery/Local Office from TIS or the GMC which could be used. | |
CCT Date | Y | ProgrammeMembership/CurriculumMembership.ProgrammeCurriculumCompletionDate | |
Stage of Training | N | A combination of sequential placements should be considered to make up on stage of training if the following are the equal Placement.GradeAbbreviation, Placement.PlacementType in ('In Post','In Post - Acting Up','In Post - Extension'), Placement.WholeTimeEquivalent. If any of the above of sequential placement is not equal to the previous placement, a new Stage of Training should be created. If Placement.PlacementType in ('In Post','In Post - Acting Up','In Post - Extension') then Placement.ApprovedGradeAbbreviation If Placement.PlacementType not in ('In Post','In Post - Acting Up','In Post - Extension') then Placement.PlacementType | Unsure if ‘In Post’, ‘In Post - Acting Up’ and 'In Post - Extension should be different stages of training??? |
Dates | N | A combination of sequential placements should be considered to make up on stage of training if the following are the equal Placement.GradeAbbreviation, Placement.PlacementType in ('In Post','In Post - Acting Up','In Post - Extension'), Placement.WholeTimeEquivalent. Dates would then be Min(Placement.StartDate) - Max(Placement.EndDate) | |
Full-Time | N | If Placement.WholeTimeEquivalent = 1 then Yes, else No | |
Is an extension | N | If Placement.PlacementType = ‘In Post - Extension’ then Yes, else No | |
Do NOT count towards training | N | If Placement.PlacementType not in ('In Post','In Post - Acting Up','In Post - Extension') then Yes, else No | |
Notes | Y/N | There is a Placement.Comments field but unsure if the notes in these fields are equivalent |
Educational Supervisor Review
Related to Posts and Stages of Training, these are periods where a trainees met competencies are assessed, potentially triggering an ARCP.
14Fish Field Name | Direct Mapping Y/N | TIS Table/Field/Logic | Notes/Description |
|---|---|---|---|
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