WTE Oriel Reports - Discussions, Questions & Feedback

Working Group

@James Harris @Kavitha.Shankar @alice.gagg2 @Clare Wright

Pre OCT Meeting - Common Filters for Reports & Fill Rates

Fill rates for a vacancy is viewed for a offer year & also per round. There are usually 3 recruitment rounds

Round 1 & 2 for Aug starters

Round 3 for Feb starters & re-advertised vacancies for unfilled ones from Round1&2

Fill rates is calculated for Vacancy and for specialty. The Specialty fill rates looks at the overall fill rate across multiple vacancies in each round / vacancy within a recruitment year.

Specialty+Offer round+Grade. This means that there could be more than one vacancy for the Specialty+offer round+Grade combination.

Are the re-advertised posts only those not filled in Round 1? - They should be, but some regions will remove posts from Oriel and fill them locally until the next recruitment round.  This makes it look like there are less posts than there are, but is a way of avoiding double filling them

 Can there be more than 100% fill rate? - There should not really be a higher than 100% fill rate, but it is seen due to (generally) errors in the vacancy e.g. re-advertised posts not labelled appropriately, additional trainee appointed due to LTFT appointment or deferment, but vacancy numbers not increased.  When this occurs, we will need to investigate with the recruitment team to understand if this is an error, and if so where it has occurred.

For Specialty Fil Rates for a recruitment year

Posts advertised in R1 & R2 if available + Posts advertised in R3 – Re-advertised posts in R3 = Total post number

Offer accepted in R1 + Offer accepted in R3 = Total number of filled posts

Total post number / Total number of filled posts = Fill rate

Filters required for the fill rates & other related reports

1. Offer Year like 2023-2024 or 2024-2025

2. Specialty like General Practice

3. Offer Round - '2023 Medical Round 3'

4. Offer Grade - like ‘Specialty Training Year1’

5. Preference Nation - Like England, Wales etc

6. Preference Region - Like North West

7. Staff Group - Like Medical Dental Pharmacy etc

8. Round Type - National or Local - (This field is yet to be added to NDW from HiCOM, has been requested by Alice Gagg)

22-10-2024 - Application Count & Competition Ratios

Demo - https://tabanalytics.data.england.nhs.uk/#/projects/1272

Previous Actions

• Start work on “Application Counts” report

• Ongoing fill rates report

Questions from Data Analytics Team

• When Applicant applies for a vacancy do they apply for a specific grade / specialty. So is every vacancy associated with a offer grade? And is every application associated with the same offer grade as in vacancy? - Number of Applications per vacancy ID. Take care while counting some applications could be for the same specialty but for different nations.

  • Look at recruitment office field to be added to NDW - Alice

• Are the Nation & Region filters required for Application counts reports?

• Number of applications - a) based on Vacancy ID/Round /offer year? OR b) Vacancy Preference - Nation/Region/Sub-region etc

• Fill Rates related Questions - >100% Specialty fill rates – how to deal on the report - Hi light on dashboard on the same table on dashboard

• Fill Rates related - Competition Rations - number of applications / number of posts for the Specialty+grade - competition rations are for the same year as the fill rates on the report. if fill rates are for 2023-2024 then competition rations too is the same rec year.

• Round Type & Recruitment process ( informs Staff Group) in the wish list of additions to NDW

Q&A / Feedback

progress of reports

New Meeting Date - WTE Reports Discussion

Demo - https://tabanalytics.data.england.nhs.uk/#/projects/1272

Previous Actions

Questions from Data Analytics Team

• Application Counts Questions:

  • As not all records have a status of ‘Applied’, for Application Counts an ApplicationID with any status except ‘In Progress’, 'Application withdrawn before submission' is considered to be an application. Are there any other statuses which should not be included?

  • Application Status of ‘Longlist Unsuccessful’ produces a record with a NULL Grade. Is this expected? Should those with this status be excluded from Application Counts completely or just those with NULL Grades?

  • Should all NULL Grades be excluded from Application Counts no matter the status?

  • For Offer Year 2025-2026, why for some specialties is there already a ‘Round 2’ present? Why do some specialties have a Round 2 but not a Round 1?

Q&A / Feedback