Posts - Vacancy management

Owned by Ashley Ransoo
Last updated: 24 Feb 2020

Background

This is a page to capture the on-going discussions with different regions stakeholders in the Vacancy working group regarding the management of vacant posts processes in various regions with the aim of coming up with a nationalised process for recording this information on TIS in a consistent manner so that Code of Practice information can be reported on.

Attendees

Angela Fletcher, Helan Raynor, Kay Appleyard, Fiona Ball, Jenny Albon, Helan Friedrichsen, Joanne Watson (Unlicensed), Nazia Akhthar,  Chris Norman, Maria Kist, Lynn Bradley, Dale, Gwylim, James Harris, Alistair Pringle (Unlicensed). 

Questions and Discussions with stakeholders 23/01/2019 

Row no.Questions/DiscussionsComments and points for further discussion
1

What are the problems we are trying to address?

  1. How to manage vacant posts most effectively on TIS 
  2. How TIS can support local offices to meet the Code of Practice requirements (see Code of Practice document below)
  •  Performance issue of recording huge amount of placecholders on TIS against a post and rendering this on the UI
  •  Reports of Code of practice and defining what those should be nationally
  •  What needs to be reported on?
    • HEE has committed to providing information to employers (and to doctors via the Oriel system) at least 12 weeks before a doctor is due to start in post.
      • This includes any changes to placements HEE has previously informed the trusts of - hence the need for an audit function to show the changes made. 
    • The employer can then ensure that relevant information is sent to the doctor eight weeks before starting in post. For doctors new to a trust, this information would usually be contained in the conditional offer of employment. 
  •  What does BMA asks for?
  •  What are the 'exceptions'?
  •  How code of practice can or should look?
  •  Definition of the level of detail of the reports
  •  Audits: Making the placement last amended date available in NDW for reporting

AR: Create Spike ticket for sprint 67- recording vacancy

TISNEW-1648 - Getting issue details... STATUS

Next step - Code of Practice

2Who are we trying to address those problems for?

Trainees and Employers via local offices

Trusts to have access to the Post Vacancy information

3What are the expected benefits if those are addressed?
  • More efficient way of managing vacant posts on TIS
  • Better code of practice reporting
4What is/are the purpose/s for Local Offices to record placeholders?
  • Initially used to inform trusts of vacancies
  • Allows London to generate a change report for Trusts - 12 weeks snapshot taken from the datawarehouse, runs a comparison on specific fields to see what changes have been made

e.g. Reports: All trainees in a programme, All posts in a programme etc.
Allows code of practice reporting, e.g. no of posts notified 12 weeks before placement start date, no of trainees moved from trusts, amount trainees moving NPN.

  • If post is vacant for a year, am I going to get a returning trainee type of reporting.
  • Which local offices missed the 12 weeks code of practice compliance and for how many trainees and by what %age?
5What are the Local Offices that use placeholders on TIS and and who use an offline process?
  • NW: DR Vacanct / Dr Hold
  • NE: Dr Vacant
  • London - Dr Hold / Dr Recruit - 20 different categories altogether

     10 reasons for 'Hold' - PMD...
     10 reasons for 'Recruit' placeholders - IDT, Statutory, Recruit on reserve, Exam PGD...

  • South: None, done via programme teams rotations
  • Other regions need to speak to their Programme teams to find out
6Which Local Offices do not use placeholders at all and why?Yorks and Humber - track locally on spreadsheets/offline
7For those who are using a process of some sort, what are the problems you are currently facing with your current way of recording placeholders?
  • Time consuming
  • Easy to not remove a Vacant Doctor from a post when a real doctor is added to that post
  • Data quality issues
8What are the various types of placeholders you record and for what reasons each of them is recorded?
  • Dr Vacant
  • Dr Hold
  • Dr Recruit etc.
  • London - Dr Hold / Dr Recruit - 20 different categories altogether
  • Any more 
9Which regions record which one/s of the above types and are they for the same reason?
10

Is there a national requirement to what London is currently required to report on given the high level of granularity? If not can an MVP fields set be agreed to be recorded on TIS?

e.g. - Vacancy type (Vacancy, on hold, recruitment etc. tbd), Vacancy reason, dates from and to, Exported to ESR, last modified placement date etc.

CoP requires local offices to inform trusts 12+ weeks prior to change of start of placement and does not specify the exceptions; it only provides examples:

  1. Training Requirements
    a. Where educational reasons (for example: ARCP outcome which identifies
    educational requirements that can only be delivered in specific locations)
    b. Where posts have been removed/suspended from a training location due to quality
    concerns.
  2. Individual Trainee circumstance
    a. Where personal/health reasons require additional time to agree a placement, or
    require a subsequent change to a planned placement.
    b. Maternity leave or sick leave cease with less than 12 weeks’ notice. Where the end
    of such leave is predicted, this will be catered for in planning so far as is reasonable.
  3. Exam Results
    a. Foundation reserve list applicants
    b. Specialty trainees awaiting membership exam results, which may affect their
    eligibility to join a programme.
11Keeping the current placeholders updated - How does London do that? Do they use the bulk placement update function on TIS to do that?
12Can these be categorised/grouped?
  •  3 categories - Angela to provide a slimmed down version of their reports and propose to BMs
  •  Angela took an action to categorise and review with the BMs a proposal -   (To be agreed with the vacancy management group)
13Can this be looked at properly of how this can be nationalised rather than rushing something for a deadline?Yes
14Are placeholders transferred to ESR?London: They are excluded in the ESR interface for London. Trusts can access them on Sharepoint portal.
For those that use the TIS-ESR interface, yes. (ESR Streamlining group - consideration for these placeholders)
15

Is there a requirement to transfer placeholders to ESR?


AR: At the moment, they are errored in the interface and not exported as Dr Vacant has missing mandatory details. 
16What is a 'bucket post'? e.g. GP post, it it related to Vacancy management process?No - these are GP placements where the Main site on the placements is different to the Post Main site. These placements are unusually created using one of the other sites field of the post. 





Discussion to have with the Devs and UX/UI:

As a Local Office Admin
I want to record posts placeholders in a consistent way on TIS following an agreed national process
So that I can produce Codes of Practice reports on vacancy posts and reasons for vacancy.

TISNEW-2562 - Getting issue details... STATUS

#Question for discussionComments
1How do we record this on TIS to support better code of practice reporting?
- Current performance issue of recording huge amount of placeholders on TIS against a post and rendering this on the UI
- Data model impacts?
- UX/UI: Tick boxes and reasons to record and to report on....suggestion from Lynn?
- Impact on Placement Planning Tool development
- TIS-ESR Interface impacts if recorded on TIS or change is made to the current way of recording
2Posts level information on TIS that relates to Code of Practice (tbd):
- Historical Placements
- Recording the vacancy information on the Posts
- What vacancy information to record?
- Automatic flagging of posts that are vacant/are due to be vacant?
- Based on the categories yet to be proposed
- Vacancy type: Vacant/On hold/Recruit
- Vacancy reason
- Date from and to etc.
- Export to ESR (Yes/No)? or make available via Trust access?
- Last modified placement date
- Those information to be available to NDW for reporting		Reduce the human input on TIS. 
3If the Post vacancy information are new fields other than what we already have on TIS currently, should these be available as a bulk upload facility and made separate?








Slack: https://hee-nhs-tis.slack.com/
Jira issues: https://hee-tis.atlassian.net/issues/?filter=14213