GMC approved Programme Name and Programme Number to be made mandatory for HEE and NIMDTA at the Post details level on Oriel when setting up vacancies.

GMC approved Programme Names and Numbers will be a reference list supplied by HEE and NIMDTA. Programme names and number combinations are unique to each Local Office in HEE and NIMDTA, and would therefore need to be accommodated when setting up the preferences on Oriel vacancies.

Applicable to the following staff groups programmes within HEE and NIMDTA:

1. Medical & Dental

2. Public Health

3. Foundation

17/03: It was eventually agreed that the programme info could not be made mandatory on Oriel as it would affect other staff groups and nations.

‘Dual Training Programme’ field to be made mandatory in the vacancy setup with the option of 'N/A' for HEE and NIMDTA Preferences (Programme and Post level) and supply this in the Offer details and reporting area of Oriel. 

Open

Note: For Foundation Programmes and Academic Foundation Programmes, the Programme name and Programme number to be made mandatory on the vacancy setup for HEE and NIMDTA Foundation schools programmes and posts and supply this in the Offer details of the applicant.

Applicable to the following staff groups programmes within HEE and NIMDTA:

1. Medical & Dental

2. Public Health

3. Foundation

Programme name and Programme number to be supplied in the Offer details in addition to the below for HEE and NIMDTA posts and programmes in the Oriel reporting area and Oriel workforce extract.

Applicable to the following staff groups programmes within HEE and NIMDTA:

1. Medical & Dental

2. Public Health

3. Foundation

Nationalities on Oriel to be aligned with TIS

1

Moving from current XML based files to the Leave Manager/Accent ETL extension of by Mid March 2021

2

Additional views will be provided by Hicom on the ETL, pulled in the NDW nightly.

3

The assumption is the nightly refresh from Hicom will provide additional rows to the DR rather than only new Offer Accepted applicants on subsequent refresh.

NDW will pull the full set of rows from Hicom DR into the NDW.

Discuss with JT.

4

The data will be kept beyond 13 months of trainees being appointed in their programmes in the NDW.

5

These could be used as a basis to then convert into the TIS bulk upload format

6

Upload and Maintain Oriel Applicant ID’s (Oriel PIN) on TIS

https://hee-tis.atlassian.net/browse/TIS21-1179

• This will be needed for Foundation applicants without a registration number

• For potential future linking of Oriel Data in the NDW with TIS data.

• To link Oriel documents to be pulled across to TIS

7

There would be some level of comparison and tracking of what applicants have/have not been uploaded in the NDW

8

Documents - the links/paths to the files will be provided in the views but not the actual files from Hicom - Further discussion on how to provide the files, might be an S3 bucket that TIS give access to Hicom.

9

Following recent discussions with Hicom, Programme name and number are not going to be mandatory fields on Oriel, therefore leaving scope for potentially unfilled programme info.

10

Current process of onboarding Oriel Trainees to TIS is an industry – It needs to be changed but needs careful planning.

Phased approach (Time Frames dependent on Hicom development) 

• Phase 1: Work in parallel with current process to: (August intake) 
  - Construct data outputs to exactly match the input requirements of the TIS Person Bulk Upload including Programme Membership Data 
  - Compare outputs of the above to what local teams are adding on to TIS. What is the cause of any difference? Is there anyone ‘missing’ from TIS? 
  - What do we do when the Programme information wasn’t completed in Oriel? How do we decrease this? 

• Phase 2: Semi-automation (Round 2 Applicants) 
  - Use the lessons learnt above to: 
  - Produce an output that can be copied directly into the TIS bulk upload 
  - Produce reports to look at gaps, edge cases, data quality 

• Phase 3: To be determined by stakeholders 
  - Further integration? 
  - Oriel – TIS API? 

• Staff Group

• Preferencing regions and sub-regions

• Training Programme

• Grade (eg Foundation, core, higher specialty)

• Type (eg standard / academic / priority)

  • The above is not explicitly on Oriel but will be derived from combinations of fields including Staff Group, Training Programme and Grade

• Vacancy title

• Unique link to vacancy on Oriel 

• Post type (eg core training; foundation training)

• Staff Group (eg medical, dental)

• Training Programme

• Grade (eg ST3, CT2)

• Vacancy Advert Description

• Vacancy RO

• Main contact for person/office for queries

  • In most cases this will be a generic email address

• Application opening/closing date/time

• Recruiting for (multi select)

  • This may be a country or a region/sub-region

• Preferencing regions and sub-regions (all potential offer regions) 

• Post commencing from

• Salary

  • This is not stored on Oriel and will instead be determined by grade

• Programme Number

  • This field will not be populated in all vacancies but provide wherever possible

• Programme Name

  • This field will not be populated in all vacancies but provide wherever possible

• Programme Sites - locations and trusts/providers

  • This field will not be available in all vacancies but provide wherever possible

• Number of places

• Lead Employer Trust

  • This field will not be available in all vacancies but provide wherever possible

• Competition Ratio, (i.e. the number of posts compared to the number of applicants in the previous year

  • This data is not available on Oriel and will need to be sourced from historical Oriel data held by the Recruitment Team or Local Offices

• Offer code of preferences/sub-preference/programme preference

• post site - trust/provider and location

  • This field will not be available in all vacancies but provide wherever possible

• Number of places

• Preference/sub-preference/programme preference duration

What is the frequency of requests to the API? On demand, hourly, daily etc?

Hourly

Not all of the data fields above will refresh so regularly. Many will refresh daily, yearly or not for the foreseeable future.

Are you expecting the full dataset to be returned in the API to only be the changes or the full data set each time?

Full data set

As per above, is the full data set in fact required hourly or can this be refined to a subset based on key points in the recruitment cycle when these fields can actually change in Oriel?

How would you like us to handle records that are removed or archived? For example, if a vacancy is archived would you prefer we keep this in the extract but identify it in a certain way?

Still return but flag as archived

The API we would look to create would be RESTful passing JSON data structures as needed, would this pose any issues?

RESTful JSON is fine

The API itself would be secure via a client certificate we would provide to you and only accessible from designated IP addressed. Again, do you foresee any issues with this?

Authenticate via an auth token instead

Some vacancies have multiple layers of preferencing. For example an applicant may first rank regions and then rank individual posts within that region as a separate activity. How do you see this working? Would we always extract the lowest level of preferences to you?

All levels of preferencing needed. Lowest level information would need its own ID and higher level IDs. In the example instance we would be likely to make two calls - one for the region and one for the individual posts. We can send an example of how we think the JSON could be structured.

• profession

• medical region (deanery)/ dental region/ pharmacy region

• specialty

• stage (eg Foundation, core, higher specialty)

• type (eg standard / academic / priority)

• Rounds

• Vacancy title

• Deep link to vacancy on Oriel 

• Vacancy type (eg core training; foundation training)

• Staff Group (eg medical, dental)

• Specialty/sub-specialty

• Grade (eg ST3, CT2)

• person specification

• Lead Recruiter

• Lead Recruiter contact details

• Applications opening and closing dates (including future recruitment round dates if applications are currently closed)

• Country recruiting for - eg England/Wales/Scotland/N Ireland/UK-wide

• Regions/deaneries/units of application recruiting for 

• Training programme commencement date

• Salary

• Post information including number of posts at vacancy level

• programme reference

• programme name

• programme sites - locations and trusts/providers

• Number of places

• lead employer trust

• competition ratio

• post reference

• post name

• post site - trust/provider and location

• post department

• Number of places

• post duration.

• Applicants non-identifiable Personal Information

• Applicants Equality & Diversity information

• Applicants statuses following recruitment hierarchy deadline. ( Longlisted, shortlisted, interviewed, offer accepted etc.)

• Nations/Regions/Sub-regions/ Sectors etc.

• Vacancy details

• Preference details

• Offer Details