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This page outlines the column headings of the Assessment Bulk Import template and the relevant rules and validations for each.

Assessment Bulk Create

Matching Criteria for Bulk Create Assessments

The following matching criteria were agreed with the data leads for the bulk create of assessment records.

Surname
GMC Number / Public Health Number / GDC Number

Following the latest review there, the number of fields confirmed to be included was 36

Column headers for Assessment Bulk Create template

No.	Intrepid Column heading (V10)	TIS Column heading (Proposed)	Mandatory	Add/Update/Matching Criteria	Rules/Validation	Include in TIS Bulk Assessment template? Y/N	AR Comments- AB/JH/CL comments reviewed	03/05 (Spike)	Create assessment	Match for create
		Person ID	Yes	Matching Criteria	Must match exactly the TIS ID of a current or Inactive person on TIS	Y	Suggested by James H and Alice B		Consideration here - speak to dev	Y
1	Surname *	Trainee Surname*	Yes	Matching Criteria	Must match exactly the Surname of a Current or Inactive person on TIS	Y			Y	Y
2	First Name *	Trainee First Name*	~~Yes~~	~~Matching Criteria~~	~~Must match exactly the Forename of a Current or Inactive person on TIS~~	N	Remove from template. This is the same on the Placement import template? Should we look at removing there too?
3	GMC Number	GMC Number	Either a GMC number, GDC number or Public Health number must be entered	Matching Criteria	Value must match exactly the GMC of a Current or Inactive existing Person record on TIS. The surname and GMC number for each row must match exactly a single TIS person record	Y	Value must (be 7 digits and) must match exactly the GMC of a Current or Inactive existing Person record on TIS. The surname and GMC number for each row must match exactly a single TIS person record.		Y	Y
4	GDC Number	GDC Number	Either a GMC number, GDC number or Public Health number must be entered	Matching Criteria	Must match exactly the GDC of a Current or Inactive existing Person record on TIS. The surname and GDC number for each row must match exactly a single TIS person record	Y			Y	Y
5	Public Health Number	Public Health Number	Either a GMC number, GDC number or Public Health number must be entered	Matching Criteria	Must match exactly the PH number of a Current or Inactive existing Person record on TIS. The surname and PH number for each row must match exactly a single TIS person record	Y		S	Y	Y
6	Type *	Type*	Yes	Add	Accepted values are those from the Assessment type reference table i.e. ACADEMIC ARCP FRCP FRCP (Stage 2) IRCP RITA	Y	~~Made an Add/Matching Criteria based on rules suggested by Claire for matching criteria.~~ ~~If Type and all the other matching criteria match exactly to the Person Assessment record on TIS, update the rest other fields.~~ ~~If Type does not match, then used for adding an assessment to the person record.~~		Y
7	Review date *	~~Portfolio~~ Review date*	Yes	Add	Accepted format is dd/mm/yyyy	Y	Make mandatory. Make Add/~~Matching Criteria as per rules suggested by Claire.~~ ~~If Review date along with the rest of the matching criteria match exactly to a Person Assessment record on TIS then update the rest of the fields.~~ ~~If review date differs, then act as a create.~~ Ashley Ransoo This field is the Review Date (not the Portfolio review date) from the TIS pages. But is indeed one of the matching criteria AR:Made it 'Review Date* and added a separate non-mandatory 'Portfolio review date'.		Y	Y
8		Status	No	Add	Must match to one of the Statuses from the Dropdown or left blank: SCHEDULED APPEALED COMPLETED OVERDUE	?	~~Data leads to confirm behaviour?~~ AB: This field should be a calculated field based on Portfolio Review Date. As such, this field should not be included on the assessment import template as it should automatically calculate once the record has been imported. ~~JH: How can this be calculated for the statuses of Appealed and Completed???~~ ~~CL: I don’t know how this field works. Do we actually need it?~~ Made an Add following last review.		Y	N
9	~~Review time~~					N	Remove from template.
10	Outcome *	Outcome	No	Add	Accepted values are those from the Outcome Reference table i.e.: Not Assessed 1 2 3 4 5 6 6R 7 8 9	Y	Made non-mandatory.		Y	N
11		Under appeal	No	Add	Accepted values are 'Yes' or 'No'.	Y	Add to template.		Y	N
12	Reason(s) for unsatisfactory outcome	~~Reason~~ Unsatisfactory Outcome/Not Assessed Reason	Only Mandatory if Outcome is one of the following: Not Assessessed 2 3 4 5	Add	Accepted values should be one of those from the Outcome Reason reference table. e.g. 'N1 Trainee sick leave' etc.	Y	Rename column from 'Reason' to ""Unsatisfactory Outcome / Not Assessed Reason", ~~made mandatory for Outcome 5 as well.~~ Joanne Watson (Unlicensed) - Whilst reviewing the template, data leads recommended a change to this field label on TIS Front End and also suggested that Outcome of 5 should also trigger the reason to be entered. Should be ticket this up for FE change? Ashley Ransoo the Assessment SMLs said that a reason for Outcome 5 was not required and there are not any Specific reasons provided in the Gold Guide for this - will follow up with data leads. AR: Outcome 5 not required confirmed		Y	N
13	Reason for unsatisfactory outcome - other	Unsatisfactory Outcome/Not Assessed Reason (Other)	~~Should be mandatory if 'N13 Other reason (please specify)' is chosen as 'Not Assessed Reason' OR if 'U8 Other reason (please specify) is chosen as 'Unsatisfactory Outcome Reason'~~ Should be mandatory if 'Other reason (please specify)' is chosen as 'Not Assessed Reason' OR as 'Unsatisfactory Outcome Reason'	Add	If you enter Other reason (please specify) in the field Reason(s) for unsatisfactory outcome, enter the Other reason into this field. The reason must be less than 60 characters	Y	Make mandatory if 'N13 Other reason (please specify)' is chosen as 'Not Assessed Reason' OR if 'U8 Other reason (please specify) is chosen as 'Unsatisfactory Outcome Reason' Naming the column as 'Unsatisfactory Outcome/Not Assessed Reason (Other)'. TISDEV-4370 - Getting issue details... STATUS Ashley Ransoo we don't have a field on TIS called 'Reason for unsatisfactory outcome - other' AR: Field has been added, therefore confirmed to include for bullk		Y	N
14		Academic Outcome	Yes - if academic curriculum assessed is populated.	Add	Accepted values can be one of the following: - Continue on academic component - Do not continue on academic component - Successfully completed academic component	Y	AB: Should not be mandatory as only a small number of trainees are academic trainees so the vast majority of trainees will not receive academic outcomes. There also needs to be a field added for Academic Curriculum Name. Joanne Watson (Unlicensed) 'Academic curriculum name'? Does the field exist on TIS? If not should it and how is it going to be used on the template? E.g. as a Update/Add/Matching Criteria. AR 02/05: There is a 'Curriculum name' under Pre-assessment detail. Is this used for both Academic and non-academic curriculum? Ashley Ransoo the Curriculum Name is always the name of the clinical curriculum. If the trainee has been following an academic curriculum in the assessment period the name of the academic curriculum will appear in the 'Academic Curriculum assessed' field in Post-assessment.		Y - need to add academic curriculum name also	N
15	~~Reason(s) for no ARCP/RITA~~	~~Reason~~			~~V10: If you input 'Not Assessed' in the field Outcome enter on of the following values in <Reasons> reference table~~	N	Remove from template.
16	Next Review date	Next review date	No	Add	Accepted format is dd/mm/yyyy	Y	Make non-mandatory.		Y	N
17	Period from	Period covered from	No	Add	Accepted format is dd/mm/yyyy	Y	~~Make mandatory~~		Y	N
18	Period to	Period covered to	No	Add	Accepted format is dd/mm/yyyy	Y	~~Make mandatory~~		Y	N
19	~~Grade at time~~				~~V10: Must match exactly one of the grades associated with the placement being assessed~~	N	Remove from template. But populate in the same way as the Front End currently does. This is autopopulated from the trainee's placement grade on the Review Date
20	Programme Number	Programme number*	Yes	Add	Must match exactly to one of the Programme Numbers against the programme membership/s the trainee has.	Y	Making this Add~~/matching criteria. As agreed on #bulk_uploads channel, there won't be a TISAssessmentID yet but intended for the future.~~ ~~If value on template does not match to an existing value held on TIS against the Person Assessment record, then add. Ashley Ransoo what does this mean?~~ ~~If value on template matches to TIS Person Assessment record, then update the rest.i.e. used as a matching criteria.~~ Joanne Watson (Unlicensed) - What I meant was, the Programme number has to a) exist against the programme membership against the person and b) if there is a matching assessment record with the programme number and the rest of the matching criteria are met, then update the rest of the assessment details. ~~If Programme number exists against prog. membership against the person but there is no assessment record for that programme number, then the import would Add a new Assessment record.~~ ~~Matching criteria is composite set of fields to determine an update or an Add.~~	S	Y	Y
21	Programme Name	Programme name*	Yes	Add	Must match exactly to one of the Programme Names against the programme membership/s the trainee has.	Y	Making this Add~~/matching criteria. As agreed on #bulk_uploads channel, there won't be a TISAssessmentID yet but intended for the future. This is therefore a Matching Criteria as per the Intrepid template.~~ ~~If value on template does not match to an existing value held on TIS against the Person Assessment record, then add -used to distinguish for add and create.~~ ~~If value on template matches to TIS Person Assessment record, then update the rest.i.e. used as a matching criteria.~~	S	Y	Y
22	Curriculum	Curriculum name*	Yes	Add	Muct match exactly to one of the curriculum of the Programme specified on Programme Name and Number combination columns.	Y	As discussed on #bulk_uploads, Claire pointed out that it was agreed with BMs and GMC that only one ARCP outcome can be given on a day. Reviewing how Assessments are created, suggest this should be an Add~~/Matching Criteria field.~~ ~~If value on template does not match to an existing value held on TIS against the Person Assessment record, then add.~~ ~~If value on template matches to TIS Person Assessment record, then update the rest.i.e. used as a matching criteria.~~	S	Y	Y
23		Portfolio review date	No	Add	Accepted format is dd/mm/yyyy	Y			Y	N
	~~Curriculum Specialty~~	~~Curriculum Specialty~~	~~Mandatory in an update scenario.~~	~~Matching Criteria~~	~~Pre-populate based on Curriculum name entered. Similar behaviour as the Front end is expected in an Add Scenario. It is expected this be left blank on the template in an Add scenario.~~ ~~In an update scenario, this should be used as a matching criteria.~~	Y	Keep on template but pre-populate based on Curriculum name entered. Similar behaviour as the Front end is expected in an Add Scenario. It is expected this be left blank on the template in an Add scenario. ~~In an update scenario, this should be used as a matching criteria.~~	?	N - pull from name of curriculum	N
24	~~Membership Type~~	Membership type*	~~Yes~~	~~Add/Matching Criteria~~	~~Must match exactly to one of the Programme Names against the programme membership/s the trainee has.~~	Y	~~Add to template as a mandatory field and make an Add/matching criteria as per the list sent by Claire on #bulk_uploads.~~ ~~If value on template does not match to an existing value held on TIS against the Person Assessment record, then add.~~ ~~If value on template matches to TIS Person Assessment record, then update the rest.i.e. used as a matching criteria.~~	?	N - pull from programme membership being assessed	N
25	Form R Part B					?	This is a potential requirement for Assessment considered post-mvp and would act as a Yes/No under 'Documents considered' of Pre-assessment details on TIS. AR 02/05: Assessment Field Validation: Exit report Form R Part B Exception report Supervisors report Other - then free text field for what this other document is In which case, should we consider adding the above to the template instead as non-mandatory 'Update' type? Back with Claire to confirm, the field if not currently on TIS. Joanne Watson (Unlicensed) - can we remove this form the template for now? Ashley Ransoo Documents considered updated above and on ticket number TISDEV-3859 Can remove from template for now but to be added in when TISDEV-3859 is done		N
26		Months OOPR/OOPT counted towards training	No	~~Update~~ Add	Should contain a valid integer value	Y	02/05: CL confirmed for this to be included as non-mandatory '~~Update' type.~~ Made an Add as template is for Create only.		Y	N
27		PYA	No	~~Update~~ Add	Accepted values are currently 'YES' and 'NO' from the front end.	Y	Keep on template as non-mandatory.		Y	N
28	Time Out Of Training(Days)	Days out of training	No	~~Update~~ Add	Should contain a valid integer value	Y	Keep on template as non-mandatory.		Y	N
29	Known Concerns	Known concerns	No	~~Update~~ Add	'YES' or 'NO' are the accepted values on TIS.	Y	Keep on template as non-mandatory.		Y	N
30	Concern Summary	Concern summary	No	~~Update~~ Add	Freetext	Y	Keep on template as non-mandatory.		Y	N
31	Responsible Officers Comments	Responsible Officers Comments	No	Add	Freetext	Y	Keep on template as non-mandatory.		Y	N
32	Employers Report					?	Data leads for other regions to confirm? AR 02/05: Assessment Field Validation: 1. LEP report 2. Form R Part B 3. Supervisors report 4. Other In which case, should we consider adding the above to the template instead as non-mandatory 'Update' type? Back with Claire to confirm, the field if not currently on TIS. Joanne Watson (Unlicensed) - can we remove this form the template for now? Ashley Ransoo see no. 25		N
33	Exception Report					?	Data leads for other regions to confirm? AR 02/05: Assessment Field Validation: 1. LEP report 2. Form R Part B 3. Supervisors report 4. Other In which case, should we consider adding the above to the template instead as non-mandatory 'Update' type? Back with Claire to confirm, the field if not currently on TIS. Joanne Watson (Unlicensed) - can we remove this form the template for now? Ashley Ransoo see no. 25		N
34	Supervisors Report					?	Data leads for other regions to confirm? AR 02/05: Assessment Field Validation: 1. LEP report 2. Form R Part B 3. Supervisors report 4. Other In which case, should we consider adding the above to the template instead as non-mandatory 'Update' type? Back with Claire to confirm, the field if not currently on TIS. Joanne Watson (Unlicensed) - can we remove this form the template for now? Ashley Ransoo see no. 25		N
35	Other					?	Data leads for other regions to confirm? AR 02/05: Assessment Field Validation: 1. LEP report 2. Form R Part B 3. Supervisors report 4. Other In which case, should we consider adding the above to the template instead as non-mandatory 'Update' type? Back with Claire to confirm, the field if not currently on TIS. Joanne Watson (Unlicensed) - can we remove this form the template for now? Ashley Ransoo see no. 25		N
36	Grade at next rotation	Grade at next rotation	No	~~Update~~ Add	Must match exactly one of the grades associated with the placement being assessed	Y	Corrected. Ashley Ransoo also need to include in this dropdown the fields from the GMC ARCP list of allowed values. Will find this and go through it with you.		Y	N
37	Comments	Comments	No	Add		Y			Y	N
38	~~New curriculum end date~~	~~New Curriculum end date~~	~~Mandatory on an Update scenario~~	~~Update~~	~~Assuming this only needs to be populated on the template when updating curriculumn end dates, what should be the rules to be able to update this field, apart from the 'Curriculum name*' should match?~~	?	AR 02/05: 'Curriculum end date' is a readonly field in TIS Assessment record on the Front end however is editable within the Programme Membership record. 'Curriculum start date' can be added via the people bulk uload currently but there is no bulk facility for updating this, is there a requirement to be able to bulk update curriculum end dates? ~~Assuming this only needs to be populated on the template when updating curriculumn end dates, what should be the rules to be able to update this field, apart from the 'Curriculum name*' should match?~~ ~~The is also the complexity of automatically updating the Programme end date based on the last curriculumn end date + grace period. Do we need to factor this in?~~		N
39	~~New programme end date~~	~~New Programme end date~~	~~Mandatory on an Update scenario~~	~~Update~~	~~Assuming this only needs to be populated on the template when updating Programme end dates, what should be the rules to be able to update this field, apart from Programme name and number to match?~~	?	AR 02/05: 'Programme end date' is not against TIS Assessment record but Programme Membership. 'Programme end date' can be added via the people bulk uload currently but there is no bulk facility for updating this, is there a requirement to be able to bulk update Programme end dates?		N
40	Detailed reasons for recommended outcome	Detailed reason	No	~~Update~~ Add		Y	Keep on template as non-mandatory.		Y	N
41	Mitigating circumstances	Mitigating circumstances	No	~~Update~~ Add		Y	Keep on template as non-mandatory.		Y	N
42	Competences which need to be developed	Competences which need to be developed by next ARCP	No	~~Update~~ Add		Y	Keep on template as non-mandatory.		Y	N
43	Recommended actions	Other recommended actions	No	~~Update~~ Add		Y	Keep on template as non-mandatory.		Y	N
44	Recommended additional training time (if required)	Recommended additional training time (if required)	No	~~Update~~ Add		Y	Keep on template as non-mandatory.		Y	N
45	Additional comments from the panel	Additional comments from the panel	No	~~Update~~ Add		Y	Keep on template as non-mandatory. Ashley Ransoo added this - on TIS now AR: Have now included on the template.		Y	N
46		External trainer	No	~~Update~~ Add	Accepted values are currently 'YES' and 'NO' from the front end.	Y	Keep on template as non-mandatory.		Y	N
47		10% audit - lay member	No	~~Update~~ Add	Accepted values are currently 'YES' and 'NO' from the front end.	Y	Keep on template as non-mandatory.		Y	N
48		Trainee notified of outcome	No	~~Update~~ Add	Accepted values are currently 'YES' and 'NO' from the front end.	Y	Keep on template as non-mandatory.		Y	N

Intrepid V10 bulk assessment upload template

Reviewed column headers with detailed comments (AB/CL/JH) for TIS

TIS Bulk Assessment Upload Template (For Create only)

This is the proposed template based on the feedback received and reviewed from data leads. This template also has a proposed order of the column headers for TIS and includes Rules and Validations on Sheet 2. The template will only be used for Creating assessments and not for update.

This is a blank template is to be made available for download within TIS.

Assessment Bulk Update using TIS ID's - (Draft)

This requirement came about as a result of the feedback we've received from admins and data leads whereby during ARCP season, there are lots of amendments to be made to Assessment records that they would have uploaded in preparation. There are also a number of assessments that needs to be deleted as a result of incorrectly creating them or they are no longer valid. This bulk update facility using the TIS Assessment ID's as the only matching criteria is the proposed solution which is envisaged to solve this problem and not requiring a BE developer to update data manually via scripts.

Column headers for Assessment Bulk Update template (Draft - to be reviewed with data leads)

No.	TIS Column heading (Proposed)	Mandatory	Add/Update/Matching Criteria	Rules/Validation
1	TIS_Assessment_ID*	Yes	Matching Criteria	Must match exactly the TIS Assessment ID of a current or soft deleted Assessment record on TIS
2	Type	No	Update	Accepted values are those from the Assessment type reference table i.e. ACADEMIC ARCP FRCP FRCP (Stage 2) IRCP RITA
3	Review date	No	Update	Accepted format is dd/mm/yyyy
4	Status	No	Update	Must match to one of the Statuses from the Dropdown or left blank: SCHEDULED APPEALED COMPLETED OVERDUE
5	Outcome	No	Update	Accepted values are those from the Outcome Reference table i.e.: Not Assessed 1 2 3 4 5 6 6R 7 8 9
6	Under appeal	No	Update	Accepted values are 'Yes' or 'No'.
7	Unsatisfactory Outcome/Not Assessed Reason	Only Mandatory if Outcome is one of the following in column #5: Not Assessessed 2 3 4	Update	Accepted values should be one of those from the Outcome Reason reference table. e.g. 'N1 Trainee sick leave' etc.
8	Unsatisfactory Outcome/Not Assessed Reason (Other)	Should be mandatory if 'Other reason (please specify)' is chosen as 'Not Assessed Reason' OR as 'Unsatisfactory Outcome Reason'	Update	If you enter Other reason (please specify) in the field Reason(s) for unsatisfactory outcome, enter the Other reason into this field. The reason must be less than 60 characters
9	Academic Outcome	mandatory if academic curriculum assessed is populated.	Update	Accepted values can be one of the following: - Continue on academic component - Do not continue on academic component - Successfully completed academic component
10	Next review date	No	Update	Accepted format is dd/mm/yyyy
11	Period covered from	No	Update	Accepted format is dd/mm/yyyy
12	Period covered to	No	Update	Accepted format is dd/mm/yyyy
13	Programme name	No	Update	Must match exactly to one of the Programme Names against the programme membership/s the trainee has.
14	Programme number	Mandatory if the programme is being updated. If column #13 populated then mandatory.	Update	Must match exactly to the Programme Number against the programme membership the trainee has and is entered on column #13.
15	Curriculum name	Mandatory if the programme is being updated. If column #13 and #14 populated then mandatory.	Update	Must match exactly to one of the curriculum of the Programme specified on Programme Name and Number combination column #13 and #14
16	Portfolio review date	No	Update
17	Months OOPR/OOPT counted towards training	No	Update	Should contain a valid integer value
18	PYA	No	Update	Accepted values are currently 'YES' and 'NO' from the front end.
19	Days out of training	No	Update	Should contain a valid integer value
20	Known concerns	No	Update	'YES' or 'NO' are the accepted values on TIS.
21	Concern summary	No	Update and replace	Freetext
22	Responsible Officers Comments	No	Update and replace	Freetext
23	Grade at next rotation	No	Update	Must match exactly one of the grades associated with the placement being assessed
24	Comments	No	Update and replace	Overwrite existing comments with the comments from the template
25	Detailed reason	No	Update and replace	Overwrite existing Detailed reason with the value from the template
26	Mitigating circumstances	No	Update and replace	Overwrite existing value with the one from the template
27	Competences which need to be developed by next ARCP	No	Update and replace	Overwrite existing competences with those from the template
28	Other recommended actions	No	Update and replace	Overwrite existing value with the one from the template
29	Recommended additional training time (if required)	No	Update and replace	Overwrite existing value with the one from the template
30	Additional comments from the panel	No	Update and replace	Overwrite existing value with the one from the template
31	External trainer	No	Update	Accepted values are currently 'YES' and 'NO' from the front end.
32	10% audit - lay member	No	Update	Accepted values are currently 'YES' and 'NO' from the front end.
33	Trainee notified of outcome	No	Update	Accepted values are currently 'YES' and 'NO' from the front end.

TIS Bulk Assessment Update Template (Draft)

This template is to be made downloadable from the bulk uploads are in TIS.

Assessment - Bulk Uploads