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
Offer Year like 2023-2024 or 2024-2025
Specialty like General Practice
Offer Round - '2023 Medical Round 3'
Offer Grade - like ‘Specialty Training Year1’
Preference Nation - Like England, Wales etc
Preference Region - Like North West
Staff Group - Like Medical Dental Pharmacy etc
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 etcFill 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?
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