Oriel-TIS Solution Options - Phased Approach

1. Filter and Enrich Oriel Data with Timestamps

The Data Service pulls the Oriel TIS Extract from Hicom’s Data Repository on a regular basis. This data includes all faculties and nations. Proposal would be for the Data Service Team to create a subset of that data for only that relevant to TIS and to enrich the data with a timestamp, for example, and other elements to track changes.

Currently Oriel data is highly restricted due to the amount of records not pertinent to TIS. Creating a subset would allow for giving greater access to the data in the NDW. Enriching the data would allow for the tracking and filtering of the data based on its creation, update, delete, etc.

• NDW team availability

Priority 1 - Done

Development Done by NDW

2. Make Oriel Data Available in Tableau in Two Locations with Different User Group Permissions

Local Offices currently have one person who has access to the Oriel data with the EDI fields. This Oriel download is split and shared with different audiences. A folder in the Tableau TIS PID site would be created where only a certain list of users could access. A Tableau workbook would be created with all pertinent Oriel data including the restricted EDI fields. A second Tableau workbook would be created with a restricted list of fields in the main TIS PID site giving wider access.

This would remove the dependency on the one person in each LO running the data from Oriel but still meeting IG requirements. Having the two workbooks would automate the need for the data to be sliced for different audiences.

• Fields Standardisation- restricted and Non-restricted fields

• Standardising the audiences e.g TPDs . Might depend on audiences these reports goes to

Priority 2 - In Progress

Reporting only development

NOTE:

It was done but not in Tableau as per user feedback through a survey on options: https://hee-tis.atlassian.net/browse/TIS21-5021

Carry on using the NDW  as the priority to allow for local process of mapping oriel data with programme membership. There are still outstanding actions for Hicom to add new fields- (add list here) James need to check with Hicom.3.

3. Oriel-TIS Data Comparison Report

Given both Oriel data and TIS data are in the NDW, that data can be compared to show both which records have and have not been uploaded to TIS as well as any Data Quality issues in the uploads.

Currently Local Offices have to use various spreadsheets, look-ups, SSIS packages, etc, to keep track of which records have been uploaded and which have not, or local offices wait until all Oriel deadlines have passed before uploading them to TIS. This would automate this tracker. It would also improve data quality by flagging any anomalies.

• Option 1 (Filter and Enrich Oriel Data with Timestamps)

• Option 2 (Make Oriel Data Available in Tableau in Two Locations with Different User Group Permissions)

• Option 6 (Ensure LoV alignment between Oriel and TIS)

• possible when GMC/GDC/PH number is known

• Reference Data align with Oriel and TIS

Priority 4 - Not started

Reporting only development

4. Create Tableau Report which Mirrors Person Bulk Upload and Maps Data accordingly.

Mapping data from Oriel to the TIS Bulk Upload is the most complicated process Local Offices do for on-boarding. The report would do this mapping in the correct format where possible. Where TIS fields cannot be automatically mapped from Oriel data this will be presented to the admin in a consumable way.

This would greatly reduce the time admins spend manually mapping data into the TIS Person Upload

• Option 6 (Ensure LoV alignment between Oriel and TIS)? To decide when we define scope

• Option 2 (Make Oriel Data Available in Tableau in Two Locations with Different User Group Permissions) - Need a space in Tableau, EDI fields etc

• Define scope of this piece of work - Define the minimum and Option 5 e.g. exclude programme and placement details.

Priority 3

Reporting only development

Given the current nature of Oriel data structure this would be very complicated to get right and will still require manual input in some/many instances.

5. Ensure TIS ProgrammeName and TIS ProgrammeNumber is added to Oriel VacancyOffers

TIS ProgrammeName and ProgrammeNumber fields were added to TIS in 2020 to allow Oriel data to be mapped automatically to TIS. Without access to Oriel data in the format required until 2023 that data has not been maintained. The proposal would be to ensure future vacancies have that information populated.

This would in theory allow for the majority if not all Oriel data to be mapped to the TIS Person Upload automatically. This would potentially allow for a fully automated process in future.

• Make Mandatory in Oriel

• Oriel BAU agreement

• Time delay when data are added to Oriel- to start doing development like May for Aug. 2025

Priority 6

Given the timescales around Oriel vacancies, this would take over a year to implement. For August 2025 new starters this would need to be added on to Oriel by October 2024. If this is missed, it would not have an impact to August 2026.6.

6. Ensure LoV alignment between Oriel and TIS

This would be to ensure the TIS reference table lists of values match those used by applicants on Oriel while applying.

If these values do not align it adds a considerable amount of manual work for admins to do when uploading data from Oriel to TIS.

Meeting with Oriel Project Manager - Alice set

Priority 5

This process has already been discussed and partially actioned.

7. Create an interface within TIS for Oriel data to be mapped and uploaded

Rather than using Tableau and bulk upload spreadsheets an interface in TIS would be created where Oriel data was surfaced and Local Offices added any missing data required before the equivalent records being created on TIS.

This would make the whole this an in-app process without the need to use multiple systems. Having a TIS based interface could improve the UX and potential errors.

• Large resource required

This would require considerable development resource. Oriel data is currently held in Hicom’s Data Repository rather than being accessible via an API.8.

8. Use Oriel Data to Automatically Insert or Update TIS Person Record Only

Accurate mapping of Oriel data to TIS ProgrammeMemberships, CurriculumMemberships and Placements can be quite complex and often involves experience of administrators to do. These areas could be ignored and instead a person record could be automatically created in TIS where there is not existing matched record transferring all available person fields from Oriel. Where a matched record does exist relevant fields could be updated.

This would save time creating or updating Person records where Oriel to TIS data can be mapped accurately. It then save administrators the time to focus on areas where their expertise is required, e.g. ProgrammeMemberships, CurriculumMemberships and Placements. These could then be added on the frontend as some administrators prefer or through bulk uploaded with far fewer fields required.

• Option 6 (Ensure LoV alignment between Oriel and TIS) and Fields Alignment

Would require TIS development. Would still leave a lot of ‘manual’ work to the administrators.

9. Use Oriel Procurement to Develop an Integrated Process/ System

A 3rd Party Discovery for the procurement of a Recruitment System is concluding (as of January 2024). It was flagged as a requirement in this discovery to smooth the flow of data between TIS and Oriel or its equivalent. A more integrated solution could be created as part of this process.

This could potentially allow for more, improved options around the transfer of data between these two systems.

• Use Oriel procurement - TIS don’t have control over

Timescales are unknown.