Bulk Upload Templates

Page Content

Background

This page outlines the current version of the template for each Bulk Upload type. These are also downloadable from TIS within Bulk Uploads section except for the Placement Bulk Delete.

Any change to the template during development and re-uploading to Azure should be flagged to the Data Leads going forward and this page updated to reflect the latest. This is so that they can update their Rotor tool or any other forms of templates extracted/generated by external systems to match the ones accepted by TIS. 

This page also outlines what each bulk import does and the definition of column headers marked as either Matching criteria/Add/Update.

Data Leads

Chris Norman (Unlicensed)

James Harris

Alice Thompson

David Short (Unlicensed)

Sue Barrand (Unlicensed)

Andrew.Crozier (Unlicensed)

Liam.Lofthouse (Unlicensed)

Mike.Richardson (Unlicensed)

TIS Product team

Alistair Pringle (Unlicensed)

James Harris

Ashley Ransoo

Adewale Adekoya

Sebastian Kwok (Unlicensed)

Templates versioning

1. TIS People Import Template

2. TIS Placement Import Template

3. TIS Placement Update using TIS_Placement_ID Template

4. TIS Assessment Import Template

5. TIS Posts Update Template using TIS_Post_ID

6. TIS Create Posts Fundings template using TIS_Post_ID 

7. TIS Posts Fundings Update template using TIS_PostFunding_ID 

8. TIS Placement Delete Template

9. TIS Study Leave Import Template (Draft)

10. Posts Create Template

11. People Update Template

12. Assessments Update Template

13. Bulk Add/Update Sites Approvals Template

14. Bulk Delete Assessments by Assessment TIS ID's Template

15. Bulk Update Programme Memberships by TIS UUID's Template

Explanation of the Add/Update/Matching criteria fields on the templates

Key

Column headers on the templates are either one of the following:

• Matching criteria
• Add
• Update
• Matching criteria/Add

Note: 

• Column headers marked with an asterisk ( * ), are mandatory. However, one of the registration numbers (GMC/GDC/PH) should also be provided and not marked as an asterisk on the People, Placements and Assessments template.
• The imports will never overwrite existing TIS data with blanks from the template.

1. Bulk People Upload

• Creates a new or Updates an existing person record where matching criteria are met
• Creates or updates 9 TISDEV-4462 - Getting issue details... STATUS ) their programme membership and add the curriculum (up to 3)
  • Where the Programme name, number, type, start and end dates matching exactly to an existing Programme membership on the Person, no duplicate Programme membership
  • Where at least 1 of the fields (Programme name, number, type, start and end dates) does not match, a new programme membership is created
• Creates their qualification record
• Updates existing address records - If provided on template, All 4 Lines of addresses on TIS are cleared and updated with the 3 lines of addresses on TIS. TISNEW-3017 - Getting issue details... STATUS
• Updates personal and sensitive details for the matching person or adds them for the new person record being created
• Updates Rotation for the matching person and matching programme membership, or add Rotation to the new programme membership being created
• Sets the Training Status to Current/Inactive based on Programme Membership dates
• Roles are added onto the existing roles, approval tab becomes available if one of the 3 categories of roles (Educational Supervisor/Clinical Supervisor/Line Manager) is added with
• If the person is existing, the people upload act as an update and add any new role from the spreadsheet; if one of the role is (ES/CS/LM), then trainer approval tab becomes available
• Note: You cannot add the trainer approval details from this template, e.g. start/end date, trainer status. You'll need to use the Person Update tempalte for this. 

List of fields – Add/Update/Matching criteria:

People - Bulk Uploads#Bulk-People-Upload-Column-Headers

 2. Bulk Placement Upload

• Does both a create or an update.
  • Where the National Post Number, Date from and Date To match exactly to an existing placement on TIS against the person, the ‘Update’ fields will be updated with the values from the template
  • Where at least 1 of the fields (National Post Number, Date from and Date To) does not match, a new placement is created against the Person
• However, the update is limited to certain fields only: Placement type, Site, WTE, Specialty & other specialties, Comments, Educational/Clinical supervisor.
• Limitation: The fields that are used as Matching Criteria cannot be updated using this import.

List of fields – Add/Update/Matching criteria:

https://hee-tis.atlassian.net/wiki/download/attachments/76775426/TIS%20Placement%20Import%20Template%20-%20Add-Update-Matching%20Criteria.xls?version=2&modificationDate=1541001912885&cacheVersion=1&api=v2

3. Bulk Placements Updates - using TIS_Placement_IDs

• Does an update only to existing placement on TIS
• The only matching criteria and mandatory field on the template is the ‘TIS_Placement_ID*’
• Can be used for updating any of the placement fields, including the dates from and to and the National Post number
• TIS placements are updated with the values specified on the template if populated, if left blank then no action by the import.
• If there is an ‘Intrepid_Placement_ID’ value already held on TIS, but a value has been specified on the template, then the import ignores and throw an error in the report. 

List of fields – Add/Update/Matching criteria:

TIS Placement Update Template - Add-Update-Matching Criteria.xls

4. Bulk Assessment Upload

• Only creates assessment records with the specified values on the template. No updates.

List of fields – Add/Update/Matching criteria:

TIS Placement Update Template - Add-Update-Matching Criteria.xls

5. Bulk Posts Updates - using TIS_Post_IDs

• Does an update to existing Posts on TIS
• The only matching criteria and mandatory field on the template is the 'TIS_Post_ID*'

• Through the use of the bulk update function the NPN will not change therefore not a column on the template.

• The Update template will be used to update existing TIS Posts details with specified values from the template if populated, if left blank then no action by the import.

• And also used to add Rotations to Posts.

List of fields – Add/Update/Matching criteria:

Posts - Field Validation - NEW#FieldValidation-NEW-Posts-BulkUpdatecolumnheaders-validations

6. Bulk Create Posts Fundings template using TIS_Post_ID

• Does a create to Post fundings and attach those to the Post specified on the template by the TIS Post ID
• Can create multiple post funding episodes to a post bu having multiple rows with the same TIS Post ID on the template

List of fields – Add/Update/Matching criteria:

Posts - Field Validation - NEW#FieldValidation-NEW-Posts-BulkUpdatecolumnheaders-validations

7. Bulk Updating Post Fundings using TIS Post Funding IDs

• Does an update to existing Post Funding Episodes on TIS
• Only matching criteria and mandatory field on the template is the TIS_Post_Funding_ID

List of fields – Add/Update/Matching criteria:

Posts - Field Validation - NEW#FieldValidation-NEW-PostFundings-BulkUpdateColumnsHeaders-Validations

8. TIS Placement Delete Template

List of fields – Add/Update/Matching criteria:

• Placement ID* is the matching criteria and has to match to one of the existing placement ID's on TIS
• Placement Status* is also a mandatory field, and accepts a value of DELETE to hard delete the placement,
• NOTE: This template is hidden to the general users on TIS and not available for download on the UI. Use with extra care.

9. TIS Study Leave Import Template (Draft)

List of fields – Add/Update/Matching criteria:

xxxxxxxxxxxxxxxxxxxxxx - <<add template here>>

10. Posts Create Template

• Creates posts in bulk on TIS
• NPN's are entered on the template and should be unique 

List of fields – Add/Update/Matching criteria:

Posts - Field Validation - NEW#FieldValidation-NEW-Posts-Bulkcreatecolumnheaders-validations

11. People Bulk Update using TIS Person IDs

• Update People records on TIS using TIS Person ID's as the only matching criteria,
• Add trainers, amend their approval status, start and end dates for which they are approved 
• Update roles assigned to People (Leave.Approver.NonAdministrator, SelfService.LeaveApplicant) that feeds into Accent Leave Manager
• Update visa details on TIS by the immigration team
• All existing roles wiped off and replaced with the one/s from the template
• If person had an existing (Educational Supervisor /Clinical Supervisor/Leave Manager) role, and user has put in  a non-(ES/CS/LM) role on this template, it will wipe off the existing role, remove the trainer approval tab and data from that person
• If person had an existing (ES/CS/LM) role, and user has put in  a (ES/CS/LM) role on this template, it will wipe off the existing role, remove the trainer approval tab and data from that person, re-create the trainer approval tab with the data specified on the start/end/trainer status columns from this template; if no data specified in the start/end/trainer status columns trainer approval tab still created but will be empty

List of fields – Add/Update/Matching criteria:

People - Bulk Uploads

12. Bulk Update Assessments using TIS_Assessments_IDs Import Template

• Allow the update assessments in bulk using the TIS_Assessment_ID as the unique identifier

List of fields – Add/Update/Matching criteria:

Assessment - Bulk Uploads#BulkUploads-AssessmentsBulkUpdateusingTISAssessmentID's

13. Bulk Update Sites and their approvals

• Allows Sites on TIS to be updated or added with an approval date from, date to and setting the Status to CURRENT or INACTIVE in bulk

List of fields – Add/Update/Matching criteria:

Approvals - Field Validation#FieldValidation-BulkUploadSiteApprovalsColumnHeaders

14. Bulk Delete Assessments on TIS using TIS Assessment ID's

• Allows hard deletion of Assessments on TIS

List of fields – Add/Update/Matching criteria:

• TIS_Assessment_ID* is the matching criteria and has to match to one of the existing placement ID's on TIS
• Assessment Status* is also a mandatory field, and accepts a value of DELETE to hard delete the assessment,
• NOTE: This template is hidden to the general users on TIS and not available for download on the UI. Use with extra care.

15. Bulk Updating Programme Memberships

• Bulk Updating programme memberships on TIS

List of fields – Add/Update/Matching criteria:

Programmes - Programme Membership and Curriculum Membership Bulk Tools

16. Bulk Update Curriculum Memberships (Draft)

• Bulk Update existing curriculum memberships on TIS

List of fields – Add/Update/Matching criteria:

Programmes - Programme Membership and Curriculum Membership Bulk Tools