Name
Address1
Address2
Address3
Address4
PostCode

GP Practice

A record for the practice should already exist on the “site” reference table.

Y

Y

Email

no email address against “site” on V10

N

N

Practice Manager

for v10, PM would be added as a contact and linked to the site.  Cannot be linked to site on TIS though – may not be much value in bringing across on that basis?

13/05 TIS: Workaround in Local Offices using Local table. Will be looked at in the future if there is a need.

N

N

GP Practice VTS

no VTS field against “site” – Trust field can be used

~5 VTS for NI

13/05: Sites are linked to Trusts in TIS.

Y

Y

GP Practice Area

no Practice Area field against “site” – Trust field can be used

13/05: Same as VTS usually with some exceptions with schemes. Sites mapped to Trusts.

Y

Y

Record Status

Trainees Allowed

There is a “post count” against the “site” record on V10

13/05: They are available in National Data Warehouse. (NDW)

N

N

GP Practice Type – Postgraduate

this may transfer to V10, but I do not believe it can go to TIS

N

N

GP Practice Type – Undergraduate

this may transfer to V10, but I do not believe it can go to TIS

N

N

GP Practice Type – Foundation

this may transfer to V10, but I do not believe it can go to TIS

N

N

GP Practice Type – Retainer

this may transfer to V10, but I do not believe it can go to TIS

13/05: Sites>Posts>Programmes on TIS

N

N

GP Practice Type – Returner

this may transfer to V10, but I do not believe it can go to TIS

N

N

GP Practice Type – Research

this may transfer to V10, but I do not believe it can go to TIS

N

N

Posts

GP Practice > Posts

based upon separate “GP Posts” table which is not used – not required

N

N

GPs

GP Practice > GPs

this may transfer to V10, but I do not believe linking the trainers, to practices / sites within TIS is possible.  Most that could be done may be recording Practice Name and Address details as the GP’s address against their new “Contact” record on V10.  

13/05: Post per site, placement, then CS/ES supervisors linked to placements on TIS.

Data can be made available in NDW if migrated to V10.

Y

N

Notes

GP Practice > Notes

13/05: Make available in NDW. In TIS Posts > Training description? Posts are linked to Sites. Depending on the types of notes available, decide where to put those.

Y

N

GPs

GPs

GP would be added as a new “contact” person record on V10, in the “Educational Supervisor – GP” role

Y

Y

Surname
Forename
Initials
Title
GMC Number
Record Status

GPs > GP Details

Y

Y

GP practice
Address1
Address2
Address3
Address4
Postcode
Email

GPs > GP Practice Details

Practice and address details may transfer to V10, but I do not believe linking the trainers, to practices / sites within TIS is possible.  Most that could be done may be recording Practice Name and Address details as the GP’s address against their new “Contact” record on V10.

Y

Y

Practice Manager

for v10, PM would be added as a contact and linked to the site.  Cannot be linked to site on TIS though – may not be much value in bringing across on that basis?

13/05: Make available in NDW

Y

N

Practice email

for v10, PM would be added as a contact and linked to the site.  Cannot be linked to site on TIS though – may not be much value in bringing across on that basis?

13/05: Make available in NDW

Y

N

Notes

GP > Notes

13/05: In TIS Person > Comments

Y

Y

Trainer

GP > Types

this may transfer to V10, but no corresponding role on TIS

13/05: Roles against Person. ES/CS/LeaveManager actively used with a number of others. Consider using existing ones on TIS.

Y

Y

Foundation Trainer

this may transfer to V10, but no corresponding role on TIS

13/05: Roles against Person. ES/CS/LeaveManager actively used with a number of others. Consider using existing ones on TIS.

Y

Y

Trainer Group Convener

this may transfer to V10, but no corresponding role on TIS

13/05: Roles against Person. ES/CS/LeaveManager actively used with a number of others. Consider using existing ones on TIS.

Y

Y

OOH Supervisor

this may transfer to V10, but no corresponding role on TIS

13/05: Roles against Person. ES/CS/LeaveManager actively used with a number of others. Consider using existing ones on TIS.

Y

Y

Educational Supervisor 

Will transfer to V10 and TIS

13/05: Roles against Person. ES/CS/LeaveManager actively used with a number of others. Consider using existing ones on TIS.

Y

Y

TPD

this may transfer to V10, but no corresponding role on TIS

13/05: We have Programme Observer role on TIS assigned to TPDs to have access to their programmes.

Y

Y

GP Appraiser

this may transfer to V10, but no corresponding role on TIS

Y

Email

GP > Contact Details

V10 has 2 fields for email addresses, but TIS has only one.  A decision will need to be made in relation to which address to store against the trainer record.

13/05: Make all email addresses available in NDW. Ideally, all persons to have a ‘hscni’ email address to be used on TIS. TIS normally takes the ones from Oriel.

Y

Y

Prev. no. trainees appointed

GP > Trainees

do not believe there is a corresponding field in V10

13/05: Make available in NDW reports.

Y

N

Current no. trainees appoint’d

do not believe there is a corresponding field in V10

13/05: Make available in NDW reports.

Y

N

Total no. trainees appointed

do not believe there is a corresponding field in V10

13/05: Make available in NDW reports.

Y

N

Record Added By

GP > History

an audit trail exists but may not be exactly the same

Y

N

Record Added Location

an audit trail exists but may not be exactly the same

Y

N

Record Added Date Added

an audit trail exists but may not be exactly the same

13/05: On TIS we have Placements audits (Added/Amended).

Y

N

Last Amended By

an audit trail exists but may not be exactly the same

Y

N

Last Amended Location

an audit trail exists but may not be exactly the same

Y

N

Last Amended Date changed

an audit trail exists but may not be exactly the same

Y

N

Staff Post Records

Staff / Staff Post Records

13/05: On TIS can be recorded against deferral posts

Reports can be generated in NDW for deferred start dates.

Y

N

GP Trainee

Staff > GP Post

used to identify trainees who are out of sync

27/05:

Identification of Out of Sync trainees - Currently achieved via a "GP Trainee" drop-down field on Intrepid V9. Out of sync is a particular area for concern as this is an important field in relation to reporting requirements.

We can Create reports in NDW to pick that up.

Programme membership dates is used to identify out-of-sync trainees on TIS. Combination of Reporting and Deferral posts could be used.

Deferral posts created on TIS to record those trainees.

Out-of-sync classification (anything that affects the Programme dates):

• February recruitment/starters

• IDT (Inter Deanery Transfer)

• ACCS

• Research trainees

• etc.

An additional column to the report to flag as ‘out-of-sync' based on a number of reasons to identify the ‘out-of-sync category/reason’ in relevant columns.

Look at the V10 field we receive from Hicom for this. Might need to map to VTS on TIS and add comments as a short term workaround when we migrate.

@Mark.Oliver (Unlicensed) - circulate report.

Y

N

VTS code

identifies the VTS Area / scheme that the trainee is in.  Separate instances of the GP Programme are set up on V10 and the trainees V10 programme memberships may need to be adjusted so that they are in the correct instance of the programme based on this value.

27/05:

Look at the V10 field we receive from Hicom for this. Might need to map to VTS on TIS and add comments as a short term workaround when we migrate.

Y

N

Programme Director

Staff > Training Specialty

identifies the trainees Programme Director – should move to V10, not to TIS

13/05: Can be brought as a Programme Observer on TIS so they can access their programmes.

27/05: Linking of Training Programme Directors to individual trainees

On TIS ES and CS can be linked to trainees via placements.

TPD’s aren’t linked to Programmes on TIS at the moment but on our roadmap for future development.

When closer to development to look at what would work for all. More investigation required before moving to possible solutions.

Y

N

GP Trainee

used to identify trainees who are out of sync

Y

N

GP Trainer

Staff Post > Trainer

Identifies the trainee’s supervisor during their placement - should map to the Educational Supervisor fields against placement record on V10

13/05: Should map across to corresponding V10 field.

Y

Y

College number

Posts

27/05:

Both these fields should contain the same information?

Can the ‘Post family’ field be used on TIS to record this?

@Mark.Oliver (Unlicensed) to investigate if exists on V10 and what is actually recorded/whether different from Local Post No.

Y

N

Local post no

27/05:

Both these fields should contain the same information

‘Local Post no’ exists on TIS

‘Training description’ is another field on TIS used and not standardised.

Y

Y

05/12/2019 - Kick off meeting

1

vwAccredetationEvidence, vwAccreditationPathway

Not in use

• Ignore, not to bring to TIS

2

vwAssessment

Follow the same rules which were used for consolidation

• Full copy of all Assessments

  • If same person exists on both systems, all assessments will be copied over to TIS

  • No de-duplication on the assessment records

3

vwCourseAttendance

V9 but unsure if in use. Most recent data is from 2014
- V10 of course manager in use, the 2019 data might have there
- Not a functionality on TIS for this
- Hicom Accent course management in use for TIS at the moment until - we build on TIS
- NI to be able to continue using Accent Course manager
- There is no course information as such being recorded on V10

• Ignore

4

VwCurriculum

The year to be removed from the curriculum names
- Align with GMC
- Keep as Active on TIS where they are currently in use
- Curriculum table will always have specifics that do not align with GMC like Academics

• Additions only

  • Only bring across unique values from NI

  • Matching Criteria is Curriculum Name

  • Where one of these doesn’t match, pre-dev quality check:

    Open

    

     

5

VwCurriculumGrade

• Not on TIS, but we have a refined grade table on TIS

  • Not a concern for NIMDTA

• Ignore

6

VwcurriculumMembership

Follow the same rules which were used for consolidation

• Full copy, same rules as Assessments

7

EmployerReports

Pre-employment checks done on behalf of trusts in NI
- NIMDTA will be employing trainees
- Not on TIS and not a HEE process
- Might need to look at how to record on TIS
- Looks more like Revalidation
- TIS has revalidation but there are some issues which need sorting out/resource constraint
- Reval data does not flow to NDW
- Not a requirement for NI to routinely run reports on Revalidation

• TBC, if this is going to be on TIS.

• TIS: Contact Hicom to see this data. @Alistair Pringle (Unlicensed)

8

StudyLeave

Not in use

• Ignore

9

Ext prefixed Tables (External)

Open

• Data from different local offices

• Hicom used that to surface visiting trainees information

• TIS is a national database, therefore not needed

• Ignore

10

FormR

Not required

• Ignore

11

vwGPVisit

Not required

• Ignore

12

vwGrade

• Most recent placements shows that they are the same as those used on TIS

• Only old placements seem

• Make sure the GradeName has the full name and grade abbreviation has just the abbreviation

• what we would need the grade name to look like - equivalent from TIS.

• e.g. GP instead of GPST for General Practice

• To send a list to NIMDTA

• To be aware of downstream reporting impacts, e.g. where reference is being made to a different value

• To send a list to NIMDTA

• Additional Only, similar rules to Curricula

• Matching Criteria:

  • Grade Name

  • Pre-dev checks on

     

13

vwNTN

• GMC uses this to cross check programme curriculum membership

• Used to identify If a trainee has had an ARCP against each curriculum specialty

• TIS will be autogenerating this based on Programme membership data

• Any organisations you would need to let know that the NTN is changed, due to dependencies they may have

• Share the work we have done around the rules to autogenerate NTN

• Share the work we have done around the rules to autogenerate NTN

• Ignore

14

vwPerson

• Trainees that would need to be merged

• Rules for merging

• Need to document what those rules are for that merge

• https://hee-tis.atlassian.net/browse/TISNEW-2364

Total Person records = 6644

UNKNOWN GMC = 439

NULL GMC = 591

WITH GMC = 5614

• TIS to propose some rules and previous approaches, for NI to decide which ones to go with

• Re-iterate the need for NI to check their data quality. (Top priority before we can do Full Copy)

• People > Reference Data > Curricula and Full Copy of related records (e.g. assessments etc.)

15

VwPlacement and also applied to Post, Programme

• Ensure that there are no NPNs, Programme Codes/Numbers that overlaps with TIS but and no duplicates

• Copy over

• Full copy, similar to Assessments

12/12/2019 - Session 2

16

vwPersonExam

Related to GP Exams etc. not used in NI

• Ignore

17

vwPersonQualification

Data pulled from Oriel, which is already on TIS

• If the Person already exist on TIS, then additions only

• If new Person records, then Full copy

18

vwPlacementSupervisor

• blank from Hicom, GP data not moved to V10,

• ensure this gets transferred when moving placements onto TIS

• Ensure this is provided by Hicom and gets transferred when movign placements onto TIS

• Full copy along with Placements

19

vwPost

Ensure there are no duplicates and overlap with TIS posts

• Full copy after de-duplication

• TIS Post validations to be met (e.g. Sites, Programme Post etc. Share with NI @Ashley Ransoo )

• @Mark.Oliver (Unlicensed) :

20

vwPostFunding

Not recorded for NI

• Ignore

21

vwPostFundingComponent

Not recorded for NI

• Ignore

22

vwPostOtherGrade

• Linked to post and to ensure hicom provides this when bringing over the posts

• Ensure comes with the Full copy of Post

23

vwProgramme

Programme Code: ensure no duplicates and overlap with TIS before copying over

• Additions only, similar to Curricula

• Pre-dev check, they should be unique

24

vwProgrammeCurriculum

• Need to check CurriculumGMCReference number which is GMC programme

• Need to check CurriculumGMCReference number which is GMC programme

• Ensure for the programmes we are bringing across, bring their programme curriculum

25

vwProgrammeNTN

• Don't have this on TIS

• Linked to Person on TIS rather than Programme

• NTN is unique and not recycled

• NI - They have to provide NTN for LAT's which is not possible at the moment

• Ignore

26

VwProgrammePost

Rotations on TIS the moment and only used by London

• Full copy based on the Posts that are going to be brought across

27

ProgrammeRotationMembership

ProgrammeRotationPost

• Ignore

28

vwProgrammeSchool

• Not on TIS

• Looked up offline in NDW

• Ignore

29

vwProgrammeSupervisor

• Supervisors are not linked to Programmes

• Ignore

30

VwQuestionnaire

Not in use

• Ignore

31

vwRevalidationEpisode

Not in use

• Ignore

32

vwSecurityDataProfileMembership

• All roles brought into TIS for the purpose of identification of supervisors not for security/permissions as in Intrepid

• List of users for NI that needs to Login to TIS

• Send the list of Roles to NI

• Ignore

33

vwSite

• Align with ODS list

• NI align with GMC connect

• Addition only, similar to Curriculum

34

Vwsitetype

Is it used to indicate Practices?

Based on placement specialty

• Addition only, similar to Curriculum

35

Specialty

• National table on TIS

• Although not fully aligned (e.g. cardio-thoracic surgery)

• Need an joint exercise to align NI and TIS to a National table

• Addition only, similar to Curriculum

36

vwTrust

• Trust codes have to be unique on TIS

• Sites cannot be created with trust codes that are duplicates or non-existent.

• Addition only, similar to Curriculum

1.

Permissions to update Reference tables for NI

• Had to rely on support to update them on Intrepid

• Supply the list of TIS HEE roles to Mark - done

NI 12/02:

• Grades updated and in progress

• Curriculum: Done

• Programmes: In progress

• Sites - to align with ODS list

• Trusts - codes to be made unique

TIS

2.

Pre-employment checks - No table available?

• Hicom has sent in DR1

• We probably need to get DR2 from Hicom - Mark/TIS to contact Hicom

12/02:

• Hicom (Scott) has suggested a joint call to discuss.

• Consider other data we might need access to from Hicom beside pre-employment checks.

• Making this accessible in some form, e.g. NDW/Tableau report

Mark (NI)/TIS

3.

GP data from V9

• reporting function was available in V9 with an Access Database

• See if Hicom has a way of providing this - Mark

• GP recording of supervisors/trainers

• There is not a concept of Programme Membership in V9

• GP data is already on V10 but only from a reporting perspective V9 is there

• Request Access to Hicom DR2, establish reporting needs and whether these can be done on TIS?

  • Mark to upload the reports to Sharepoint area.

12/02:

In progress/review with NI.

Mark (NI)

4.

No use of ESR in NI

5.

NI Sites are not on TIS except for 2 of them which we could find.

NI should align their Sites to ODS, i.e. the Site codes should be aligned, Inactivate unused values etc.

Mark (NI)

6.

Does NI have CCG’s?

12/02:

• Inactive the GP ones.

• Remaining Trust Numbers to be made unique - NI

Mark (NI)

7.

Are the Intrepid IDs unique across various implementations of Intrepid in Hicom? I.e. no overlap with the Intrepid ID’s used against HEE TIS data?

• They are not unique and there are overlaps.

• Impact to Leave manager via a downward stream from TIS to Hicom?

  • Ashley and James to review options

    • Safest alternative is not to bring over the Intrepid Id’s

    • Do the links offline and bring over later

Mark/Hicom

8.

Where the trainees already exist on TIS and is also a trainee within the NI dataset, should NI be able to see their HEE programme memberships, placements, rotations, assessments, documents etc. and vice-versa?

12/02: Yes.

Given I am a NI TIS Admin
When I access TIS
Then I should be able to see trainees that have trained in NI before, or is currently training in NI or is going to train with NI in the future

Given I have a relevant HEE Admin role
When I access TIS
Then I should be able to see trainees that have trained in HEE before, or is currently training in HEE or is going to train with HEE in the future

IG/Data Protection/TIS/NI

Data Sharing Agreement and TIS DPIA

9.

Observation: There are no trainees valid PH numbers in NI dataset.

• On TIS at least one of the Registration numbers (GMC/GDC/PH) is required

10.

Ownership of data - where the ownership cannot be determined, then both HEE and NI would be able to see the record.

11.

‘Leaving Reasons’ consolidated list from TIS - send to @Mark.Oliver (Unlicensed)

12.

TIS is currently looking at building/Fixing Reval - Engage NI

13.

Pre-registration Pharmacy programmes and Healthcare Scientists programmes are managed under separate schemes in Northern Ireland and not under NIMDTA.

14.

There will be about 40-50 Admin users for NIMDTA.