TSS: Customising notification content by LO / programme

https://hee-tis.atlassian.net/browse/TIS21-5331

New Starter Letter 1 - Welcome Comms

https://healtheducationengland.sharepoint.com/:w:/r/sites/TISys/Shared%20Documents/Trainee%20Product%20Team/standardisation%20of%20welcome%20comms/New%20Starter%20Letter%201%20-%20Welcome%20Comms.docx?d=wf95c61592d80428bbbfd1589fd3d4451&csf=1&web=1&e=ZXhHGk

Data template:

https://healtheducationengland.sharepoint.com/:x:/r/sites/TISys/Shared%20Documents/Trainee%20Product%20Team/standardisation%20of%20welcome%20comms/Standarise%20Template%20LO.xlsx?d=waad2707d4079456f8fc251d66bd5dcad&csf=1&web=1&e=xocTsE

Scope of investigation: Welcome Comms Letter only at this stage.

Identify data and how to get it:

Propose that no programme-level contact details are held in TIS, only Local-office (LO) level details. The following would be added to TIS:

New TCS table: LoSupport
id	Primary key
localOfficeId	Many-to-one with Reference.LocalOffice.id
loSupportTypeId	Many-to-one with LoSupportType.id
contactText (mostly email(s) or URL)	This is currently a bit messy: not sure if we can enforce any rules on the content text

New Reference table: LoSupportType
id	Primary key
supportType	Create four records: General / Deferral / LTFT / Sponsorship

TIS Add to Specialty table:
inBlockIndemnityScheme	True for specialties where `s.name IN ("General Practice", "Palliative Medicine", "Public Health Medicine", "Occupational Medicine", "Genito-urinary Medicine", "Community Sexual and Reproductive Health", "Aviation and Space Medicine", "Sport and Exercise Medicine")`

Simple mock-ups:

Local office contact details

Specialty block indemnity scheme

Assumptions: we do not need to track changes in any of these tables (e.g. to see whether a specialty used to belong to the block indemnity scheme).

TIS Self-Service:

Sync LoSupport

Sync LoSupportType

Data mapping:

Mapping:
Welcome Letter Field	TIS field	Joins from Person
`Trainee title`	`TCS.ContactDetails.title`	`Person.id -> ContactDetails.id`
`Trainee first name`	`TCS.ContactDetails.forenames`	`Person.id -> ContactDetails.id`
`Trainee surname`	`TCS.ContactDetails.surname`	`Person.id -> ContactDetails.id`
`Programme name`	`TCS.Programme.programmeName`	`Person.id -> ProgrammeMembership.personId, ProgrammeMembership.programmeId -> Programme.id`
`Programme curriculum name(s)`	`TCS.Curriculum.name`	`Person.id -> ProgrammeMembership.personId, ProgrammeMembership.uuid -> CurriculumMembership.programmeUuid, CurriculumMembership.curriculumId -> curriculum.id`
`LO name`	`Reference.LocalOffice.name`	`Person.id -> ProgrammeMembership.personId, ProgrammeMembership.owner -> Reference.LocalOffice.name`
`Programme start date`	`TCS.ProgrammeMembership.programmeStartDate`	`Person.id -> ProgrammeMembership.personId`
`Trainee email`	`TCS.ContactDetails.email`	`Person.id -> ContactDetails.id (or use Cognito email if registered on TSS)`
`LO URL/email`	`TCS.ProgrammeLoSupport.contactText`	`Person.id -> ProgrammeMembership.personId, ProgrammeMembership.programmeId -> Programme.id, Programme.owner -> Reference.LocalOffice.name, Reference.LocalOffice.id -> LoSupport.localOfficeId, LoSupport.loSupportTypeId -> Reference.LoSuppportType.id where supportType = 'General'`
`Deferral URL/email`	`TCS.ProgrammeLoSupport.contactText`	`Person.id -> ProgrammeMembership.personId, ProgrammeMembership.programmeId -> Programme.id, Programme.owner -> Reference.LocalOffice.name, Reference.LocalOffice.id -> LoSupport.localOfficeId, LoSupport.loSupportTypeId -> Reference.LoSuppportType.id where supportType = 'Deferral'`
`LTFT URL/email`	`TCS.ProgrammeLoSupport.contactText`	`Person.id -> ProgrammeMembership.personId, ProgrammeMembership.programmeId -> Programme.id, Programme.owner -> Reference.LocalOffice.name, Reference.LocalOffice.id -> LoSupport.localOfficeId, LoSupport.loSupportTypeId -> Reference.LoSuppportType.id where supportType = 'LTFT'`
`Sponsorship URL/email`	`TCS.ProgrammeLoSupport.contactText`	`Person.id -> ProgrammeMembership.personId, ProgrammeMembership.programmeId -> Programme.id, Programme.owner -> Reference.LocalOffice.name, Reference.LocalOffice.id -> LoSupport.localOfficeId, LoSupport.loSupportTypeId -> Reference.LoSuppportType.id where supportType = 'Sponsorship'`
`"various link"`	see LTFT URL/email
`e-Portfolio account URL`	Disambiguation webpage, though the College name(s) can be identified	`Person.id -> ProgrammeMembership.personId, ProgrammeMembership.uuid -> CurriculumMembership.programmeUuid, CurriculumMembership.curriculumId -> curriculum.id , Curriculum.specialtyId -> Specialty.id, Specialty.college -> Reference.College.name`
`Is programme linked to Block indemnity scheme`	`TCS.Specialty.inBlockIndemnityScheme`	`Person.id -> ProgrammeMembership.personId, ProgrammeMembership.uuid -> CurriculumMembership.programmeUuid, CurriculumMembership.curriculumId -> curriculum.id , Curriculum.specialtyId -> Specialty.id`
`LO office (assuming name)`	`Reference.LocalOffice.name`	`Person.id -> ProgrammeMembership.personId, ProgrammeMembership.owner -> Reference.LocalOffice.name`

This assumes the table structure from

Note that TSS would need to sync the following new tables to have access to this data:

LoSupport

LoSupportType

Specialty sync’d table DTO would need a new field added.

Maintaining mappings:

If the data is added as per then the obvious place to manage it would be within TIS. This would require editing infrastructure and permissions for

LoSupportType (new Reference table)
Specialty: inBlockIndemnityScheme field
Local Office: list of LoSupport entries

TSS would need to sync changes to these data and include them in the broadcast ProgrammeMembershipEventDto (details of that data design can be finalised later).

LO’s with programme-specific contact details:

For LO’s with programme-specific contact details (e.g. Thames Valley), the proposal is to include programme details in the email header / subject that is sent to the single main email address for that LO. This will allow the LO’s themselves to route the mails to programme-specific email addresses using mail filtering / forwarding rules.

This will also hopefully act to encourage LO’s to use generic email addresses for their main points of contact (e.g. ‘england.tis.eoe@nhs.net’) rather than staff-specific email addresses that might change over the course of time due to staff turnover.

By keeping the contact details at the level of the LO, rather than the programme, keeping the content up-to-date and consistent should be much easier. Otherwise, for a LO with 100+ programmes (as many of them have), the likelihood of keeping contact details up-to-date and consistent for each programme is less than certain. There is no programme-level bulk update facility in TIS Admin.

Example completed template:

Plan B:

The design sketched above would require some effort to implement:

development time for the TIS Admin and TSS teams,
training for LOs, and
time to populate and maintain the data.

If this cannot be justified at this stage, another option would be:

Manage an ad-hoc LO contact table in TSS directly. This would free-up the TIS Admin team, but require LOs to ask TSS to manually update their contact details when these change, which could become burdensome if there is data churn.