Background
The Oriel Workforce Extract is a file based (XML) export from Oriel of Trainee details, the programmes they've been accepted on along with documents submitted with their Oriel application. There is historical ETL that receives those files and documents from Oriel and stores them on Azure. (John Simmons (Deactivated) / Liban Hirey (Unlicensed) ) check if this is still running since our move to AWS). This extract includes Trainees that are new to TIS (e.g. Foundation trainees) and those applying for Core and Higher Specialties. The former result in creation of new trainee records on TIS whilst the latter result in additional Programme memberships and curriculum memberships being added onto their existing TIS record is they already exist on TIS.
Previously, the process on Intrepid has been been to input the curriculum and programme details via Intrepid at the point of importing them into Intrepid to create their records. The reason for this is because post and programme details are not captured on Oriel and therefore unable to do a direct mapping to the Intrepid system when transferring the Offer Accepted Oriel Applicants. However, it was found to be a cumbersome process leading to lots of innacuracies. Admins resorted to using the Intrepid bulk imports.
In TIS, a piece of work started to look at how to automatically ingest trainees into TIS when Intrepid was retired as a system. For MVP, it was initially proposed to have a semi-automated ingestion of some of the Oriel trainee details whilst HEE Admins perform a bulk upload of trainees to TIS. We went live in April/May 2018 with TIS availing a bulk upload solution as an MVP, but this did not include the semi-automated transfer of Oriel details from the Oriel Workforce Extract files as it was an industry and an established process that needed wider change planning and control at local and national levels. We are now reviving this piece of work in order to deliver a potential full automation of extracting and creating trainees records from Oriel to TIS. In order to achieve this there are potential changes to be done on both TIS and Oriel sides. Therefore approaching this work in a phased manner and iterating through feedback.
HEE Systems Data Flows - Current and Future states
Changes required on Oriel (Submitted to Hicom)
James Harris, Alistair Pringle (Unlicensed), Ashley Ransoo, Alana Martinez (Unlicensed)
No. | Change | Comments |
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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:
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.  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:
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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:
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Nationalities on Oriel to be aligned with TIS | ||
Assumptions & Discussions
No. | Dicussions/Assumptions | Comments |
|---|---|---|
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
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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 onboard Oriel Trainees to TIS is an industry – It needs to be changed but needs careful planning Phased approach (Time Frames dependent on Hicom development)
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HEE National Website Platform - Oriel data set required
Working Group: Eleanor Bowen-Jones, Jon Bowlas, Alistair Pringle (Unlicensed), Ashley Ransoo, James Harris
List of vacancies by | Vacancy data | Data about each unit of application/individual training programme within each vacancy | Data about each post within each training programme |
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HEE National Reporting - Oriel data set required
List of vacancies by | Vacancy data | Data about each unit of application/individual training programme within each vacancy | Data about each post within each training programme | Applicants information (Anonymised) |
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