14/12/2020
- Ashley Ransoo
Working Group
TIS: @Alistair Pringle (Unlicensed), @Ashley Ransoo , @Adewale Adekoya, @James Harris @Sebastian Kwok (Unlicensed)
North East, North West and YH: @David Short (Unlicensed), @Andrew.Crozier (Unlicensed), @Liam.Lofthouse (Unlicensed) , @Helan Raynor (Unlicensed), @Brandon Knott (Unlicensed)
South (WES/TV/SEV/PEN): @Sue Barrand (Unlicensed), @Mike.Richardson (Unlicensed)
London/KSS/SE: @Chris Norman (Unlicensed), @Maria Kist (Unlicensed) @Sarah Krause @Benazir.Khan (Unlicensed) , @Larissa Thomas (Unlicensed) , @Maxine Owen (Unlicensed)
East of England, Midlands: @Gwilym Williams (Unlicensed) @Caroline Grisdale
Discussion/Action
Link to Metabase dashboard for data quality issues to resolve - https://build.tis.nhs.uk/metabase/dashboard/18
# | Discussion/Action | Responsible | Outcome | Status |
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1 | Resolve Duplicates - TISDEV-4841: Resolve the duplicate invalid GMC numbers, such as 'Retired,' and make them 'UNKNOWN' | Data leads | First discussed on DQ on 04/06: 08/01: TISNEW-2364-Merging, then removal of Duplicate Person Records - Round 1DONE - Work completed for Round 1 on Stage and testing began. Since this was a flyway script, the importance was stressed on completion of the testing on stage as this would block anything else from being released to Production in out release pipeline DS: Has done some testing. SB: leave manager tests carried out. JH/DS/AH: re-use some of the scripts that were used during consolidation for testing on metabase for next week. DS: Prog membership, placements and assessments - Looks good so far. How long more this would need? - conclude by Wed 16/01.( and are going to test this on Wednesday afternoon) 21/09: The scripts have been run on Prod over the weekend. has taken extracts of the data on Friday afternoon ahead of the scripts being run. 4/02: Round two will be needed. LaSE still to advise DS on what to do with the records that weren't an easy match. Chris picking this up - London may be ok but KSS need more attention 4/02: Leave manager - need to do checks for the circa 500 records to make sure that the round 2 de-duping would not leave orphaned records (as per the procedure for Round 1 01/04: to provide the list of Id's/template for the second round of duplication (second strongest match rule). To send the list out to all regions be checked. Jen would have done for the South - to be checked? 15/04: Still awaiting for EMD, South and London. 24/06: Jen to speak to David tomorrow (25th) re queries she has found in the South. James to ask Gwil where has gotten to with this - returns from leave on the 1st July 08/07: David to resend file to Gwil and Jen is no longer confused as she now understands that this part of the exercise will not remove ALL erroneous records. Work is continuing........ 22/07: Ongoing, waiting for South and EMD data 02/09 EM have submitted, awaiting the South (ongoing) 14/10: Back with DS - to compare and rebuild the new list of what's been merged
11/11: Completed by South. With David at the moment. 09/12: There will be some duplicates because of Study Leave. The merging would have to be done at some point on TIS. Almost ready to go. 06/01: DS post on slack for additional feedback. 03/02: DS posted on slack for everyone else to confirm this is OK. (De-dupe Round 2 spreadsheet) 20/04: Recommendation: to be done ahead of Northern Ireland and HCS onboarding onto TIS.
04/05:
20/05: Round 2 de-duplication file -  We can go ahead and de-duplicate the records identified (~20) @David Short (Unlicensed) to share those records, @Ashley Ransoo @James Harris @Sebastian Kwok (Unlicensed) create ticket for Round 2. Some coordination with Hicom after the bulk has been done. 03/06: Dig out the template/ticket and the script for refinement. (@David Short (Unlicensed) @Ashley Ransoo) 15/06: Template in TIS format expected by end today. 29/06: Sue: Hicom sent over a national list (personTISIds) of ~18 approvers to exclude in the merge. (Based on anyone that has ever approved a study leave application). Some coordination with Hicom for these records. The list on Slack to go first iteration excluding these 18 records. Second iteration look at the Hicom coord. ones. Sue to check against the master file. 29/06: Received and ticket updated. 15/07: South - sent findings on merged records of duplicate Trainees where duplicate trainee record has leave application records  27/07: Iteration 1: Exclude Hicom Records https://hee-tis.atlassian.net/browse/TISNEW-4705 Iteration 2: Hicom records only https://hee-tis.atlassian.net/browse/TISNEW-4871 Include the 38 records to Round 2 - Iteration 2 (Hicom coordinated) 21/09: There are still some duplicates being encountered. Re-run DS script to identify? Ticket to retrospectively set the training status - ? 06/10: Deduplication Round 3 -  Rules for Round 3 (TBD): (Regional Leads to take it away and look at the above before coming up with a set of Rules as a group)
 Do the Round 3 split into 1000, followed by the hicom records. 14/12: Sue has reviewed this but will be picked up in the new year. | |
2 | Identification and removal of Consultant data on TIS | All | Removal of consultant data has a dependency on De-duplication work. 22/10: Dependency on the De-dupe work. Follow up with Chris after the de-dupe work has taken place. This is to identify which Consultant data belongs to which Trust so that they can have this if the trust wants. 29/10: Linked to the removal of the consultant information from TIS we also need to address the issue of the non-trainee posts. So a further piece of work needs to take place to identify and hard delete these posts. Will need to take a copy of this so that (like with the non-trainee records) we can pass this to the trusts if needed. JW to create ticket related to the deletion of posts. 19/11 - Once de-dupe is done, check the full list of People from Chris. Please review against the surviving records (IDs) onTISNEW-2057. 14/01: Wait until the testing of the de-dupe has been done on stage then carry on.- 04/02: Awaiting on DS on testing outcome for TISNEW-2057 to prioritise TISNEW-2083. Does the script attached to 2083 has everything? Check with Rob about urgency of this re IG - JW to do this 01/04: to check with Rob/Ben. 15/04: response from Rob 'From an IG perspective - of we don't need it then we should not keep it.' Supervisors and Leave approvers taken into account on Chris's script. 24/06: The South has undertaken a post audit and set to Inactive Consultant/non current posts which has resulted in a reduction of approx. 2000 posts Suggestion that this is something that the other three regions can do while the Person de-dup is in the process of being completed. Suspect most of the Consultant posts in the North and Mids and East are now inactive meaning that the majority of outstanding posts belong to KSS (possibly) Once this has been completed for Posts they can remain as Inactive rather than undertake another unnecessary step. 22/07: Still waiting on the de-duplication work. To discuss about Supervisors after this piece of work. 17/02: Intrepid/Leave Manager roles to be sorted out ahead of de-dupe of consultants on TIS 20/04:
04/05: Report has been amended - Query saved on Data warehouse. Exclude list of Approvers before removing. 21/05: Update from the south and EM. 03/06: Waiting on Hicom. 29/06: Sue: Hicom sent over a national list (personTISIds) of ~38 approvers to exclude in the merge. (Based on anyone that has ever approved a study leave application). Some coordination with Hicom for these records. The list on Slack to go first iteration excluding these 18 records. Second iteration look at the Hicom coord. ones. Sue to check against the master file. 19/10: Script for consultant data updated: 19/10: Spreadsheet of grades ← James: 14/12: Sue has reviewed this but will be picked up in the new year. | On hold until Point 1 has been completed to the group's satisfaction for People area |
3 | Sites created with Trust code. Trust codes are not unique. | 01/03/2019: Tom De Salis: Cleansing the NTS data revealed the fact that 3 of our CCGs merged into a super-CCG last year, which means their sites have the wrong Trust/Trust code on TIS. This is an issue on both the Site reference table and on all the posts related to these sites. It affects around 100 sites.
AR: Site is linked to Trust via the TrustId. When creating a Site, a valid Trust Code is entered and the Trust ID is fetched from the Trust reference table to attach to the Site. However, since the Trust Code is not currently unique in the Trust reference table, the site might be linked to incorrect Trusts. E.g. Trust Code RQ3:   Trust Code VTS: Are these sites linked to the correct trusts? 01/04: Check if the FE is displaying INACTIVE values when creating site. Need to understand what the problem is. to speak to Tom de Salis/invite him to the next data leads call .
15/04:
24/06: Regions to act on report created by Chris. Not for immediate attention due to the current work ongoing in Local Offices. 19/08: Ongoing 07/11/2019 Similar issue raised Lynn Bradley team https://hee-tis.atlassian.net/browse/TISNEW-3571 another ticket raised for all duplicate trust code https://hee-tis.atlassian.net/browse/TISNEW-3577
11/11: Post the spreadsheet on DQ channel to sort out the duplicate Trusts codes and ensure 1 only is CURRENT for each code. Trusts do not have Local Office boundaries, owner field can be ignored. 03/02: Inactivate and ensure only unique trust codes are left
20/04: Check if there are still records on metabase.@Ashley Ransoo / @James Harris https://build.tis.nhs.uk/metabase/question/316 15/07: Sites and posts linked to the trusts that remain in the above query. 24/08/2020: Still same number of duplicate trust codes. Can someone take the lead to finalise the last few? 07/09/2020: DS: Having run some queries, quite a few don't seem to be associated with any current posts or, current/future post funding episodes. I'd recommend the ones highlighted in yellow be made inactive and this will eliminate the bulk of the duplicates. Happy to speak about it this afternoon on the call. Inactivate the highlighted ones.  21/09: Trust merger issue. @David Short (Unlicensed) - send some examples of updating Sites. select * from Site where trustId in (130,735,2003) Validation of Site table - ticket - https://hee-tis.atlassian.net/browse/TISNEW-3577 05/10: AR: Unable to replicate with Site ID = 76 with Trust Id 735
| Not for immediate attention as priority in LOs is August intake and ARCPS | |
4 | Programmes and rotations on TIS which are current but do not seem to being used and need to be inactivated. | All | https://build.tis.nhs.uk/metabase/question/320 20/05: GW suggestion to look at what GMC approved programmes are per site before inactivating 03/06: 15/07:
15/06: We will need to supply a list of Programmes to Hicom to add to Oriel as part of Oriel 2 development to facilitate the ingestion of trainees between the Oriel and TIS. 02/11 - Inactivate Rotations. @Ashley Ransoo @James Harris
16/11: Need to check dev time to inactivate those in bulk. 14/12:@Ashley Ransoo create a ticket and pick up in the new year to bulk inactivate the rotations. |
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5 | Issues around unique site codes | All | 09/12:
16/12: Further discussions on #dataleads
20/04: Will be discussed next at PAG. 04/05: Site code added to NDW.
27/07: Parked for now. Datawarehouse/NDW going through major re-design. Find out ETA. | |
8 | Email address not being unique | Gwil/All |
15/07: DQ dashboard report - to look at and resolve duplicates. Metabase query to be added. @James Harris 24/08:  06/10: May tie with some of the De Dup Round 3 work. Look at adding validations to avoid duplication of email addresses. - Ticket. @Adewale Adekoya / @Sebastian Kwok (Unlicensed) / @Alistair Pringle (Unlicensed) / @Ashley Ransoo ContactDetails > Email (Add validation) Which email address will be used for TISSS following pilot? 14/12: Can be closed. Will be discussed at TISSS call. | CLOSED |
9 | Adding/Amending Trusts - Mergers in the South | Sue/All | https://hee-tis.atlassian.net/browse/TISNEW-4721
Programme in UM - Refreshed as and when a change is made. 27/07: Not merged yet. @Caroline Grisdale / @Sue Barrand (Unlicensed) to give us the heads up. 21/09: Waiting on the new ESR code to be rolled out before doing the Trust mergers. 02/11: Post ARCP return 14/12: Will be picked up in the new year. @Mike.Richardson (Unlicensed) / @James Harris / @Gwilym Williams (Unlicensed) - Make this available in the NDW. |
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10 | Right To Work - immigration statuses | All |
https://build.tis.nhs.uk/metabase/question/346 21/09: Check with an immigration person (Gemma Walker). ← Gwil 19/10: Gemma has been in touch and we’ve requested for the list with the 2 new additional new ones for 2021. 16/11: We’ve reviewed the recommendations from Gemma and have some further questions which we are going to discuss with her on Wednesday 18/10.  14/12: Reviewed and list finalised for TIS. Reference Data - Permit to Work | CLOSED |
11 | Current Trainees presently on an Inactive Curriculum | All | There are 1198 current trainees presently on an inactive curriculum. 02/11: In Progress. |
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12 | Placement.SubSpecialty | James/All |
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13 | Post Funding with no end dates but are INACTIVE | James/All |
Use the Bulk Post Funding Update tool to update them. (Note: by TIS_PostFunding_ID* not PostID) Impact on leave manager? - @Mike.Richardson (Unlicensed) to check. Check impact with ESR on Inactive Posts - @Ashley Ransoo / @James Harris |
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14 | Trust coding in TIS | James/All | from Kate Parkyn (NHS Digital): We’ve had something TIS-related flagged up us by our sister team who work on the hospital/trust side of workforce data. It’s not explicitly related to your side of the TIS data, more the inputting I think. But hopefully you can help with untangling it for the future, or at least might know the specifics on who might need informing about it. It seems the ODS code = RYK has been reused for a new organisation, a circumstance which is living up to its potential for causing some issues. The original use of the code ended when Dudley and Walsall Mental Health Partnership NHS Trust (RYK) and Black Country Partnership NHS Foundation Trust (TAJ) merged as at 1 April 2020 to become Black Country Healthcare NHS Foundation Trust (TAJ): https://www.bcpft.nhs.uk/ But a new organisation has also come into being: Dudley Integrated Health and Care NHS Trust is re-using the ODS code = RYK. In terms of coding, this has been worked through on the Secondary Care side and the latest situation appears to be that: Staff at Dudley and Walsall Mental Health Partnership NHS Trust (RYK) should now be coded at TAJ Staff at Dudley Integrated Health and Care NHS Trust (RYK) should be coded at RYK However it’s been flagged up (by St Helens and Knowsley Teaching Hospitals NHS Trust I believe) that reference is still being made to the old Dudley and Walsall Mental Health Partnership NHS Trust (RYK) in the TIS data. It sounds like St Helens and Knowsley will be raising this through their usual channels where they catch up with HEE, but it seemed worth coming at it from our side too in case the information correction can be expediated that way. 14/12: Caroline/Gwil: There’s been a trust merge in EOE, will check. |
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| LAT Programme Membership Type | All | LAT Programme Membership Type has been made CURRENT on TIS as this is still in use in Northern Ireland. |
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| GMC ARCP returns | Mike | Academic trainees flagged as non-academic although an academic NTN. |
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Jira Tickets (Reference Tables)
Slack: https://hee-nhs-tis.slack.com/
Jira issues: https://hee-tis.atlassian.net/issues/?filter=14213