This page contains previous artefacts gathered from the initial discovery in order to link Oriel to TIS for the transfer of trainees information from Oriel following recruitment into TIS.
📜 Some history
Prior to TIS, the process on Intrepid has been been to input the curriculum and programme details via Intrepid (a Hicom legacy system for management of trainees prior to TIS) at the point of importing them from Oriel (another Hicom system used for National Recruitment of trainees) into Intrepid, to create their records.
Post and programme details were not captured on Oriel and therefore unable to do a direct mapping & transfer to the Intrepid system of the Offer Accepted Oriel Applicants.
ℹ️ Oriel workforce Extract
The Oriel Workforce Extract is a file based (XML) export from Oriel of Trainees' details, the programmes they've been accepted on along with documents submitted with their Oriel application during recruitment.
There was previously an ETL that received those files and documents from Oriel and stores them on Azure (decommissioned cloud HEE TIS platform). This extract includes Trainees that are new to TIS (e.g. Foundation trainees) and those applying for Higher Specialties.
N3 Location
TIS used the following share location for Oriel:
Service | Server | Share |
|---|---|---|
Oriel | 10.196.16.50 | C:\WorkforceExtract |
🏹 Objectives
The desired state is to at some point be able to automatically ingest trainees into TIS when Intrepid is retired as a system. For the 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.
TIS 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. In order to deliver a potential full automation of extracting and creating trainees records from Oriel to TIS there are potential changes to be done on both TIS and Oriel sides.
In December 2023, pre-discovery work was started by the TIS Business Analyst and The TIS data team to Understand the process followed in each local office for onboarding new postgraduate trainees from Oriel to TIS. The aim was to achieve an understanding of the processes followed by each local office so that all perspectives and pain points can be considered when deciding solution options, ensuring alignment with local office practices.
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 in TIS 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 on the designed rationalised template. https://hee-tis.atlassian.net/wiki/spaces/NTCS/pages/532709384/Bulk+Upload+Templates?search_id=0741c6f7-8530-4dcb-8e35-93bd049a0bcf&additional_analytics=queryHash---bf8348b4107daaacf154ae780e1d5a7ee7a98f912d22e70c1f808550aaf26ef9
👥 User personas
💪 Jobs we want to cover
When I
I want to
So I can
👀 Constraints
🗺 Explorations + Decisions
🗓 Releases
Release Name | Value it adds | Scope | Status | Completed date |
|---|---|---|---|---|
TO DO / IN PROGRESS / BLOCKED / WAITING FOR FEEDBACK / DONE |
👣 Next steps
- SET A STATUS
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