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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 |
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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 Contacts
TIS Contacts
Kavitha Shankar- Data Analyst - kavitha.shankar1@nhs.net
Stan Ewenike - Data Analyst - stan.ewenike@nhs.net
James Harris - Data Lead - james.harris39@nhs.net
Adewale Adekoya - Business Analyst - adewale.adekoya@nhs.net
Ashley Ransoo - Business Analyst - ashley.ransoo@nhs.net
East and West Midlands
Lauren Squires - Regional Programme Information Coordinator - Lauren.squires1@nhs.net
Yorkshire and Humber
Kay Appleyard (Main contact) - Information Manager - kay.appleyard2@nhs.net
Philip Balcomb - Data Officer - philip.balcomb@nhs.net
Sarah Hill - sarah.hill131@nhs.net
North West
Liam Lofthouse (Main contact)- Information Manger - liam.lofthouse1@nhs.net
Jane Lovelady - jane.lovelady1@nhs.net
North East
Leane Lowe - Lead Employer Trust (Senior People Services)- leanne.lowe@nhs.net
South West
Louise Peckham - Education Programme Manager – Secondary Care Medicine, IMT, & Medical Ophthalmology- louise.peckham@nhs.net
London
Stuart Morris - Service Delivery Manager- stuart.morris@nhs.net
Sarah Krause - Senior BI Analyst - sarah.krause@nhs.net
Thames Valley
Maxine Grout - Education Programme Manager - Maxine.Grout@nhs.net
Holly Gannon - Education Programme Manager - holly.gannon@nhs.net
Wessex
Jemma Martell - Education Programme Manager - Jemma.martell@nhs.net
Anna Parsons - Education Programme Manager - anna.parsons9@nhs.net
Lucy Wyatt - Education Programme Manager - anna.parsons9@nhs.net
EOE
(Current Work) High Level as-is Activity Flow
(Current Work) Analysis of the current Process
Activity | E&W Midlands | Y&H | NW | NE | SW | London | Wessex | TV | EOE | |
Download Records with relevant documents: Who performs this role? |
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Download Records with relevant documents: How many people in the LO has got access to Oriel to the full report- Super User? |
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Download Records with relevant documents: How often is the download made? |
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After the recruitment team saved the CSV file as XIsx file in SharePoint; At 10pm, BI/Dev app;
At 8:30am
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| Reports are ran based on National timeline | ||
Download Records with relevant documents: Any Document downloaded with Report? |
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Reports Type: Type of reports? |
| 4 reports generated without Foundation:
3 Foundation Reports:
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Reports Type: What format? |
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Reports Type: Where is the report saved? |
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Mapping of reports: Who does the mapping? |
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Mapping of reports: Link to process |
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Mapping of reports What template is use? |
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| Other Programmes:
Foundation:
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GP:
Other Programme
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Mapping of reports: What software/app is used? |
Note:
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Note
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Bulk Upload data Person Record to TIS: Is TIS People Bulk Template used? |
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Bulk Upload data Person Record to TIS: Who Upload to TIS |
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Bulk Upload data Person Record to TIS: What Template? |
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| Foundation:
GP:
Other Programmes:
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Other specialties
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Bulk Upload/Upload Placement: Is TIS template in use to add Placement? |
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Bulk Upload/Upload Placement: Who add placement |
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Bulk Upload/Upload Placement: What Template? |
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| Bulk placement template |
| Foundation:
GP
Other Programme
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Is it the same process for Foundation and other specialties? |
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Pains/Challenges |
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| Pain Point form Other Specialties:
Pain Points from Foundation
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Other Comments | See body of the process | See body of the process | See body of the process | See body of the process | See body of the process | See body of the process | See body of the process | See body of the process |
(Current Work) Pain Point Summary
Theme | Pain Point | Note |
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Oriel - TIS fields Mapping |
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Visa and Qualification |
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Oriel Fields and data |
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Rotation; Programme and Curriculum |
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Post Number and Oriel Reference Number |
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Access to Oriel |
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Reports creation |
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TIS and LO Spreadsheet Templates |
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CoP Deadline |
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(Current Work) Options
# | Option | Description | Impact | Possible Dependency | Decision | Comments |
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1 | Do Nothing |
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2 | Filter and Enrich Oriel Data with Timestamps | The Data Service pulls the Oriel TIS Extract from Hicom’s Data Repository on a regular basis. This data includes all faculties and nations. Proposal would be for the Data Service Team to create a subset of that data for only that relevant to TIS and to enrich the data with a timestamp, for example, and other elements to track changes. | Currently Oriel data is highly restricted due to the amount of records not pertinent to TIS. Creating a subset would allow for giving greater access to the data in the NDW. Enriching the data would allow for the tracking and filtering of the data based on its creation, update, delete, etc. |
| Development Done by NDW | |
3 | Make Oriel Data Available in Tableau in Two Locations with Different User Group Permissions | Local Offices currently have one person who has access to the Oriel data with the EDI fields. This Oriel download is split and shared with different audiences. A folder in the Tableau TIS PID site would be created where only a certain list of users could access. A Tableau workbook would be created with all pertinent Oriel data including the restricted EDI fields. A second Tableau workbook would be created with a restricted list of fields in the main TIS PID site giving wider access. | This would remove the dependency on the one person in each LO running the data from Oriel but still meeting IG requirements. Having the two workbooks would automate the need for the data to be sliced for different audiences. |
| Reporting only development | |
4 | Oriel-TIS Data Comparison Report | Given both Oriel data and TIS data are in the NDW, that data can be compared to show both which records have and have not been uploaded to TIS as well as any Data Quality issues in the uploads. | Currently Local Offices have to use various spreadsheets, look-ups, SSIS packages, etc, to keep track of which records have been uploaded and which have not, or local offices wait until all Oriel deadlines have passed before uploading them to TIS. This would automate this tracker. It would also improve data quality by flagging any anomalies. |
| Reporting only development | |
5 | Create Tableau Report which Mirrors Person Bulk Upload and Maps Data accordingly. | Mapping data from Oriel to the TIS Bulk Upload is the most complicated process Local Offices do for on-boarding. The report would do this mapping in the correct format where possible. Where TIS fields cannot be automatically mapped from Oriel data this will be presented to the admin in a consumable way. | This would greatly reduce the time admins spend manually mapping data into the TIS Person Upload |
| Reporting only development Given the current nature of Oriel data structure this would be very complicated to get right and will still require manual input in some/many instances. | |
6 | Ensure TIS ProgrammeName and TIS ProgrammeNumber is added to Oriel VacancyOffers | TIS ProgrammeName and ProgrammeNumber fields were added to TIS in 2020 to allow Oriel data to be mapped automatically to TIS. Without access to Oriel data in the format required until 2023 that data has not been maintained. The proposal would be to ensure future vacancies have that information populated. | This would in theory allow for the majority if not all Oriel data to be mapped to the TIS Person Upload automatically. This would potentially allow for a fully automated process in future. |
| Given the timescales around Oriel vacancies, this would take over a year to implement. For August 2025 new starters this would need to be added on to Oriel by October 2024. If this is missed, it would not have an impact to August 2026. | |
7 | Ensure LoV alignment between Oriel and TIS | This would be to ensure the TIS reference table lists of values match those used by applicants on Oriel while applying. | If these values do not align it adds a considerable amount of manual work for admins to do when uploading data from Oriel to TIS. | Meeting with Oriel Project Manager - Alice set | This process has already been discussed and partially actioned. | |
8 | Create an interface within TIS for Oriel data to be mapped and uploaded | Rather than using Tableau and bulk upload spreadsheets an interface in TIS would be created where Oriel data was surfaced and Local Offices added any missing data required before the equivalent records being created on TIS. | This would make the whole this an in-app process without the need to use multiple systems. Having a TIS based interface could improve the UX and potential errors. |
| This would require considerable development resource. Oriel data is currently held in Hicom’s Data Repository rather than being accessible via an API. | |
9 | Use Oriel Procurement to Develop an Integrated Process/System | A 3rd Party Discovery for the procurement of a Recruitment System is concluding (as of January 2024). It was flagged as a requirement in this discovery to smooth the flow of data between TIS and Oriel or its equivalent. A more integrated solution could be created as part of this process. | This could potentially allow for more, improved options around the transfer of data between these two systems. |
| Timescales are unknown. | |
10 | Use Oriel Data to Automatically Insert or Update TIS Person Record Only | Accurate mapping of Oriel data to TIS ProgrammeMemberships, CurriculumMemberships and Placements can be quite complex and often involves experience of administrators to do. These areas could be ignored and instead a person record could be automatically created in TIS where there is not existing matched record transferring all available person fields from Oriel. Where a matched record does exist relevant fields could be updated. | This would save time creating or updating Person records where Oriel to TIS data can be mapped accurately. It then save administrators the time to focus on areas where their expertise is required, e.g. ProgrammeMemberships, CurriculumMemberships and Placements. These could then be added on the frontend as some administrators prefer or through bulk uploaded with far fewer fields required. |
| Would require TIS development. Would still leave a lot of ‘manual’ work to the administrators. | |
(Current Work) Discussion and Assumptions
# | Question | Comment | Owner | Jira Ticket |
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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 |
(Previous discovery) Discussion and Assumptions
# | Question | Comment | Owner | Jira Ticket |
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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 |
(Current Work) Jira Tickets
Summary | Jira Ticket | |
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1 | Understanding process followed in local offices for onboarding new PGDiTs from Oriel to TIS |
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