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Background

There are currently discussions outstanding about the future of NTNs and how they are used and assigned to trainees.

Option 1 entails that NTNs will no longer be used across HEE - legacy NTNs can be ignored and they will no longer be created, or assigned (as a mandatory field) for trainees

Option 2 entails that the format and assignation is amended, which can be supported by auto-generation of NTNs against a trainee record.

Scope

This page describes the data and scenarios applicable to:

manually setting an NTN/DRN on an individual basis
manually setting multiple NTN/DRNs for a group of trainees
auto-generation of NTNs
auto-generation of DRNs
sharing of newly set NTN/DRNs for trainees

Scenarios

~~Process Name~~	~~NT-1 Manually create/edit NTN or DRN~~	~~Comment~~
~~Description~~	~~Users should be able to manually create and assign an NTN number to a Trainee's record~~
~~Actors~~	~~HEE Admin~~ ~~TIS Admin~~
~~Pre-Conditions~~	~~No current NTN or DRN assigned~~
~~Post Conditions~~	~~Assigned NTN or DRN~~
~~Process Steps~~	~~Navigate to trainee's record~~ ~~enter NTN or DRN number detail into relevant fields~~ ~~User saves record~~ ~~TIS System updates with new number~~	~~Fields~~ ~~Number (alphanumeric format)~~ ~~Start Date~~ ~~End Date~~ ~~Comment~~
~~Alternative Flow~~	~~NT-2 Bulk create NTN/DRN~~ ~~NT-3 autogenerate NTN~~ ~~NT-4 autogenerate DRN~~
~~Rules~~	~~Must have submitted Form R (A)~~ ~~Trainee must have current Programme Membership~~ ~~Only for Medical and Dental Trainees~~ ~~One per Programme Membership~~ ~~Must be unique~~ ~~Cannot be transferred~~ ~~Can be reinstated for same trainee~~	~~(IO) Dental trainees TBC Joanne Watson (Unlicensed)~~
~~JIRA Reference~~	~~TISDEV-2374 - Getting issue details... STATUS~~
~~Audit Log~~	~~Who created & when~~ ~~Who edited & when~~

~~Process Name~~	~~NT-2 Bulk Create/Update NTN or DRN~~	~~Comment~~
~~Description~~	~~Users should be able to manually create and assign multiple NTN/DRN numbers to multiple Trainee records~~
~~Actors~~	~~HEE Admin~~ ~~TIS Admin~~
~~Pre-Conditions~~
~~Post Conditions~~	~~Assigned NTN or DRN to trainees without one, or update existing values for trainees that already hold an NTN/DRN on TIS~~
~~Process Steps~~	~~Navigate to Person~~ ~~Select to Bulk upload NTN numbers~~ ~~Download the template from TIS~~ ~~Complete relevant spreadsheet and upload~~ ~~System validated new records based on spreadsheet values~~ ~~where system finds matching trainees records on TIS with NTN/DRNs, it will update/add the record with the value from the spreadsheet~~ ~~System will send/present confirmation when process completes along with errors for rows that did not with the reasons for failure.~~ ~~Validation TBC~~ ~~TIS System updates with new number~~
~~Alternative Flow~~	~~NT-1 Manually create NTN/DRN~~ ~~NT-3 autogenerate NTN~~ ~~NT-4 autogenerate DRN~~
~~Rules~~	~~Must have submitted Form R (A)~~ ~~Trainee must have current Programme Membership~~ ~~Only for Medical and Dental Trainees~~ ~~One per Programme Membership~~ ~~Must be unique~~ ~~Cannot be transferred~~ ~~Can be reinstated for same trainee~~ ~~Error: mandatory fields not completed~~ ~~Error: Structure of the template expected by the import does not match, i.e. file format/column names/order expected do not match~~ ~~Error: Duplicate rows identified in the spreadsheet~~	~~Error message appears to let the operator know what the reasons for non import are.~~
~~JIRA Reference~~	~~TISDEV-3350 - Getting issue details... STATUS~~ ~~Superseded by TISNEW-454 - Getting issue details... STATUS~~
~~Audit Log~~	~~Who created & when~~ ~~Who edited & when~~

Process Name	NT-3 Autogenerate NTN	Comment
Description	TIS should autogenerate NTN on confirmation of receipt of Form R (A) from Trainee by HEE Admin
Actors	HEE Admin TIS Admin
Pre-Conditions	No current NTN or DRN assigned
Post Conditions	Assigned NTN
Process Steps	HEE Admin confirms receipt of Form R (A) TIS system creates NTN number based on format & validation rules TIS system sets start date as programme start date TIS system sets end date as programme end date TIS system saves this number	Local office admin would usually check the form R and then send the trainee their NTN via email. In EOE this was done in bulk so when you had done a certain number you would setup a mass email with NTN. Within TIS could we display via trainee UI once generated? Format NTN e.g. NTH/018.880-001/7766554/A NTH = Local Office = yes for most but unsure about how military trainees will be dealt with 018 = Main curriculum being followed = yes from Oriel import info 880 = subspecialty (not applicable to all) = unsure how this is shown in Oriel import info 001 = dual curriculum being followed (not applicable to all) = unsure how/if this is recorded in Oriel and how shown on Oriel import info 7766554 = GMC number. Should be in Oriel import info as all trainees entitled to an NTN will have their registration A = suffix to denote training pathway. Not shown on Oriel and so far nowhere to record this in TIS
Alternative Flow	NT-1 Manually create NTN/DRN NT-2 Bulk create NTN/DRN NT-4 autogenerate DRN
Rules	Must have submitted Form R (A) Trainee must have current Programme Membership Only for Medical and Dental Trainees One per Programme Membership Must be unique Cannot be transferred Can be reinstated for same trainee Number is editable Expires in the following scenarios, however it can be reinstated completion of training trainee is assessed as unstable to continue trainee does not comply with requirements for maintaining their registration with Postgraduate Den trainee does not hold GMC number trainee resigns trainee is dismissed trainee is erased/suspended from medical register at Dean’s discretion NTN for trainees on CCT/CESR pathway Dual / Sub-specialties Where there is a "." after the main specialty, there will be sub-specialty following Where there is a "-" after the main spacialty, there will be a dual specialty following Nothing where there is neither Suffix Codes Suffix A is Academic Suffix C is the standard CCT route Suffix L is CESR/CEGPR (CP and E is old version) We no longer issue training numbers to new starters with a N suffix (but indicates old SpR type) Suffix F is Fixed-Term Training Appointment (FTTA) Been renamed to Post CCST for Dental (no longer used?) Suffix S is Trainees who switched to the new Speciality curriculum from ‘N’ suffix. Suffix I is Industrial Training Number For Occupational Medicine Suffix T is for non-medical Public Health trainees Flag where trainee is on CCT/CESR programme but no NTN
JIRA Reference	TISDEV-2372 - Getting issue details... STATUS
Audit Log	Who created & when Who edited & when

Process Name	NT-4 Autogenerate DRN	Comment
Description	TIS should autogenerate NTN on confirmation of receipt of Form R (A) from Trainee by HEE Admin
Actors	HEE Admin TIS Admin TIS System
Pre-Conditions	No current NTN or DRN assigned
Post Conditions	Assigned NTN
Process Steps	HEE Admin confirms receipt of Form R (A) TIS system creates DRN number based on format & validation rules TIS system sets start date as programme start date TIS system sets end date as programme end date TIS system saves this number	Format e.g. 15/CMT/9012345/NE 15 = year trainee will start in e.g. 2015. CMT = programme trainee appointed into - will be available in Oriel data 9012345 = trainees GMC number - will be available in Oriel data NE = local office = yes for most but unsure about how military trainees will be dealt with
Alternative Flow	NT-1 Manually create NTN/DRN NT-2 Bulk create NTN/DRN NT-3 autogenerate NTN
Rules	Must have submitted Form R (A) Trainee must have current Programme Membership Only for Medical and Dental Trainees One per Programme Membership Must be unique Cannot be transferred Can be reinstated for same trainee Number is editable DRN for core trainee pathways and FTTA’s < - - what is this? Only one per programme membership i.e. one per trainee DRN prefix year is the year they actually started in, i.e. 19. This is agreed to be the one to be used for training number generation Flag where trainee is on Core Programme but no DRN
JIRA Reference	TISDEV-3188 - Getting issue details... STATUS
Audit Log	Who created & when Who edited & when

Process Name	NT-5 Communicate newly set NTN/DRN to Trainees (not MVP)	Comment
Description	Trainees should be told when their new NTN or DRN is set and what it is	(IO) Alistair Pringle (Unlicensed) please review this scenario Yes this is good. I suppose where there are trainees not setup admins could request a report and send out via email as described above. (IO) Ok, that's a manual process we don't need to define here, thanks Alistair Pringle (Unlicensed)
Actors	TIS System HEE Admin Trainee
Pre-Conditions	NTN or DRN has been set manually NTN or DRN has been set automatically
Post Conditions	NTN / DRN communicated to Trainee
Process Steps	System confirms new NTN / DRN has been set for a trainee System updates Trainee UI with information	Should be part of Personal Details in Trainee UI
Alternative Flow	N/A
Rules	display current NTN only in Trainee UI
JIRA Reference	TISDEV-3242 - Getting issue details... STATUS
Audit Log	date/time of sending NTN

~~Process Name~~	~~NT-6 View Historical NTN / DRNs against a trainee record~~	~~Comment~~
~~Description~~	~~Admin Users should be able to view all NTN's that have been assigned to the Trainee~~	(IO) Alistair Pringle (Unlicensed) / Joanne Watson (Unlicensed) - is this from TIS launch onwards? Or do we need to ask for "current" historical records to be displayed? I would suppose that admins will want the full history brought over but we could challenge the merit of this if it's likely to be difficult. ~~(IO) let's discuss with Devs~~
~~Actors~~	~~HEE Admin~~
~~Pre-Conditions~~	~~At least 1 NTN/DRN must have expired against a trainee record~~
~~Post Conditions~~	~~Viewable historical NTN/DRN against a Trainee Record~~
~~Process Steps~~	~~navigate to trainee record~~ ~~view NTN history~~ ~~close record~~	~~History should display:~~ ~~NTN/DRN number,~~ ~~start and end date,~~ ~~when it was changed,~~ ~~comments/reason for change recorded as freetext~~
~~Alternative Flow~~	~~N/A~~
~~Rules~~	~~number is non-editable once expired~~ ~~can be reinstated by changing the end date to a future date~~
~~JIRA Reference~~	~~TISDEV-3351 - Getting issue details... STATUS~~
~~Audit Log~~	~~N/A~~

Field Validation

Field Sequence	Field Name	Type (free text, drop down, check box) & Interaction	Mandatory (Y/N)	Validation / Error Messaging	Filter (Y/N)	Search (Y/N)	Sort (Y/N)	Summary (S) / Detail (D)
1	NTN / DRN	Manual free text Autogenerate read only	N	only 1 at a time unique see scenarios for more	Y - in People list	Y	Y	SD
2	Start Date	Calendar picker	Y - if NTN/DRN entered	must be equal to, or less than "today"	N	N	N	D
3	End Date	Calendar picker	Y - if NTN/DRN entered	must be greater than start date	N	N	N	D
4	Comments	100 characters only	N	See scenarios	N	N	N	D

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