training supports module (tsm) guide for medical hr users · 2019. 11. 18. · training supports...

Prepared by: Stephen ODonnell HSE NDTP

Approved by: Orla Smith HSE NDTP

Eddie Staddon HSE NDTP

Version number: V2

Date: August 2019

Training Supports Module (TSM)

Guide for Medical HR Users

NDTP – DIME

HSE NDTP- Training Supports Module

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NDTP Support Contact Details

[email protected] 01 79959917

[email protected] 01 7959913

National Doctors Training & Planning Block 9E, Sancton Wood Building

Heuston South Quarter Saint John's Road West

Dublin 8

www.hse.ie/doctors

mailto:[email protected]

mailto:[email protected]

http://www.hse.ie/doctors


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Training Supports Module – NDTP-DIME Guide for Clinical Site Users

Contents

Introduction to NER Training Supports Scheme ............................................................ Page3

Introduction to DIME Training Supports Moduel .......................................................... Page10

Section 1 – Training Supports Applications .................................................................... Page 10

1.0 Searching for Applications ..................................................................................... Page 10

1.1 Manage Application Status .................................................................................... Page 12

1.2 View Application .................................................................................................... Page 13

1.3 View Attachments .................................................................................................. Page 14

1.4 Edit Application ...................................................................................................... Page 15

1.5 Approve Application ............................................................................................... Page 16

1.6 Reject Application .................................................................................................. Page 18

1.7 Further Infor Required ........................................................................................... Page 19

1.8 Currencey Converter ............................................................................................. Page 20

1.9 Guidance Document .............................................................................................. Page 20

1.10 Travel & Subsistence ........................................................................................... Page 21

1.11 Email Logs ........................................................................................................... Page 22

1.12 Downloading / Emailing Attachments................................................................... Page 23

1.13 Amend Approved Application ............................................................................... Page 25

1.14 Reject Approved Application ................................................................................ Page 27

Section 2 – Log of Claims .............................................................................................. Page 28

2.1 Overview of Log of Claims ..................................................................................... Page 28

Section 3 – Training Supports – Balance Setting ............................................................ Page 29

3.1 Setting Balance for NCHD ..................................................................................... Page 29

3.2 Bulk Upload for Balance Setting ........................................................................... 2

Section 4 – Training Supports – Reports ......................................................................... Page 36

PC Compatibility Settings ........................................................................................... Page 39


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List of Abbreviations:

Training Supports Scheme -TSS

Training Supports Module - TSM

Training Supports Application – TSA

National Employment Record - NER

Doctors Integrated Management E-System - DIME

Medical HR / Manpower - MMM

Non Consultant Hospital Doctor – NCHD

Introduction to NER Training Supports Scheme (TSS)

In order for the NCHD to make a TSA, they must submit an application via the Training Supports

Scheme Section on their NER Account.


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Once they have selected the TSS Icon on your NER dashboard you will be directed to the TSS home page. The home page has six sections within, as described below:

Section 1: Make New Application

Section 2: Edit Application

Section 3: Delete Application (only if the application has not been submitted to Medical HR / Manpower).

Section 4: Log of Claims

Section 5: Check Balance

Section 6: Guidance Document

To identify if the NCHD is eligible to apply for a grant they can go into Check Balance and see if any

money has been allotted for the current period. For any further information they can check the

guidance document.


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If they have no balance left, they will not be able to make an application. They will get a pop-up

message saying

Make New Application The TSA has Three Sections:

• Section 1: Claim Details • Section 2: Attach Documents • Section 3: Declaration


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Section 1: Claim Details

Please click on the Make New Application button. This will open up the TSA Form page below.

The TSA can only be submitted to MMM for verification after completion of All Mandatory requirements

of each Section *Mandatory fields will be denoted by a Red Asterisk *


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Section 2: Attach Documents

If they click on the “Choose File”, a pop-up window appears which allows the NCHD to browse for

documents and add it to the portal. The NCHD can upload multiple documents in this section. After all

the relevant documents have been uploaded by the NCHD, they can select the following.

Validation & Mandatory Requirements

Mandatory to upload at least one document.

The document should not exceed 5mb file size.

The NCHD will also have a link to an online resizing tool to assist in resizing documents.

The file compressed into a ZIP file can also be uploaded in the attach documents section as a

supporting document.


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Section 3: Declaration Form


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Edit Application

Log of Claims


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Introduction to Training Supports Module TSM

Accessing the Training Supports Module (TSM)

The DIME Portal can be accessed from any PC / Laptop only.

Please note that Internet Explorer 11 (IE11) is the recommended browser for accessing the portal.

Once you have logged onto NDTP-DIME the TSM on the left hand side of the screen will be visible.

There are four options within the TSM:

(i) Applications – this allows you to search for all Training Supports Applications

(ii) Log of Claims – MMM will be able to view all previously approved applications from the current

and previous training years. You will also be able to download all documents relating to a previous

approved claim.

(iii) Balance Setting –MMM will be able to update the balances for the NCHD either individually or via

a Bulk Upload. They will also be able to view the balance set by the previous Clinical Site in this page.

(iv) Reports – There are a number of useful reports you can run and more detail of these is provided

in section 4.

Section 1: Training Supports Application (TSA)

1.0 Searching for Applications Applications – This tab allows you to search for all the TSA’s submitted by NCHDs matched to your clinical site. It also displays TSA’s submitted by NCHDs for an additional 4 weeks after they rotate from your clinical site to allow any pending applications to be processed. When MMM open the Applications Screen in the TSM, the Application Status will be defaulted to Submitted and Provisionally Approved.


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Application Statuses

The other application statuses that an application may appear in could be one of the following:

• Submitted - TSA has been submitted to MMM

• Provisionally Approved - TSA has been provisionally approved by MMM

• Approved - Training Supports application has been approved for payment by MMM.

• Further Info Required - MMM require additional information in order to process this claim.

• Rejected - TSA has been rejected by MMM. Please refer to email received.

• Unprocessed – Training Supports application has not been processed by Medical HR/Manpower

*Please note the above screen may appear differently due to local PC Setting! It is recommended that no higher than 100%

zoom setting for PC’s and 65% when using a laptop. Zoom setting can be adjusted in the Tools section highlighted in the very

top right corner of the above image.*


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1.1 Manage Application Status

As MMM, you will be able to manage the TSA by selecting the options displayed in the Manage Application Status window below. How to get here:

Navigate to the TSM

Choose the Applications icon

Perform a search for the TSA

Double click on the application highlighting it in orange

In the Manage Application Status section you will be able to do the following:


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1.2 View Application

As MMM you will be able to view the PDF version of the TSA by clicking on the View Application

button under the Manage Application Status window.

This will also give you the option to Print and Save the TSA highlighted above.


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1.3 View Attachments

MMM can view all supporting documentation submitted by the NCHD with their TSA by clicking on the

View Attachments button under the Manage Application Status window

As well as viewing the attachments in this pop-up box, MMM have the option to Upload / Download /

Remove and Rename supporting documents on to the TSA.


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1.4 Edit Application

MMM will have the ability to edit details that were submitted by the NCHD on their TSA by clicking on

the Edit Application button in the Manage Application Status window. Please note that the PPSN will

not be an editable option.


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1.5 Approve Application

MMM can approve applications by clicking on the Approve button under the Manage Application

Status window.

The Approve Application window will appear below containing the following information:

Name of NCHD, IMC NO: and Current Balance for this training year.


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MMM have the option to Save & Provisionally Approve or Save & Approve the application.

Save and Provisionally Approve This option may be used if Travel & Subsistence expenses need to be calculated outside the System.

MMM can Provisionally Approve an application and then grant Final Approval once all information is

available.

1. The TSA status changes to Provisionally Approved

2. Status will be updated in the NER Portal & DIME

3. No email will be sent to NCHD

4. MMM to search under Provisionally Approve status in Applications section in order to locate and input

additional info before final approval (Status: Approved)

Save and Approve

1. The TSA status changes to Approved.

2. The status of the application will be updated in the NER Portal & DIME

3. Approval email will be sent to NCHD

4. Balance remaining for NCHD will also be updated in NER Portal and DIME

5. All the fields in the approval window will appear as a small table at the bottom of the PDF (Include

screenshot of PDF with table at bottom) The name of the approver and the date when it was

approved will also appear at the bottom of the PDF


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1.6 Reject Application

When MMM reject an application

The status of the TSA will be updated to Rejected.

A rejection email will also be sent to the NCHD

The NER Portal will be updated.


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1.7 Further Info Required

When MMM seeks Further Info Required,

The status of the TSA will be updated to Further Info Required,

An email will be sent to the NCHD, informing them that further information is required,

They will be directed to make the necessary updates in their NER Portal (Edit App).

There will also be an Alert Symbol on the NER Portal, notifying the NCHD that action is

required.


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1.8 Currency Converter

1.9 Guidance Document


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1.10 Travel & Subsistence

MMM can access the Travel & Subsistence page of the HSE website by clicking on the Travel &

Subsistence option under Manage Application Status.


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1.11 Email Logs

A Log of Emails sent by MMM will be shown in the Email Logs table. This will be visible beside the

Manage Application Status section in the lower half of the screen in Applications.


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1.12 Downloading Attachments

There is an option for MMM to Download all the supporting documents by clicking the Download

button. This will download all the documents in a Zip Folder. The zip folder will have the name of the

NCHD and today’s date as the name (e.g. Jane Doe – 22022019). The download location shall vary

according to the default download folder location set for the browser by MMM in their PC.

How to get here: Navigate to the Training Supports Module


Perform a search for the application


Downloading the Application to a Zip Folder may be done by selecting Download in the below highlighted download option

During the download application process, the below message will appear at the bottom of the screen

(Please click the Save option)

When the download has been completed, the below message will appear at the bottom of the

screen and to view the application select Open to view


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Emailing the Zip Folder

To email the zip folder follow the above instructions and when the application download has

been completed, the below message will appear at the bottom of the screen

(Please click the Open Folder option) this will then direct you to the Zip Folder in your

download items.

To email the Zip Folder (Please Right click on the folder and select Send To - Mail Recipient

as per below image)


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1.13 Amending Approved Application

MMM can amend a TSA that has already been approved, if an error has been made.

How to get here:

Navigate to the Training Supports Module


Perform a search for the application by filtering status to Approved



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Select Amend Application in the Manage Application Status Section and the below pop up will

appear

Once the TSA has been amended,

Training Supports Balance will be updated accordingly into the NCHDs current balance.

MMM to send an email outside the system to the NCHD advising of same, as no email will be

automatically generated for this action


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1.14 Reject Approved Application Similar to Amend Application, MMM can Reject an application that has already been approved, if

previously approved in error.

When MMM rejects an application,

Status of the TSA will be updated to Rejected,

A rejection email will also be sent to the NCHD

Training Supports Balance will be updated accordingly into the NCHDs current balance.


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Section 2: Log of Claims

2.1 Overview of Log of Claims

Log of Claims – This tab allows Medical HR/ Manpower to view and download all previously approved

applications for their clinical site.

How to get here:


Choose the Log of Claims icon

Perform a search for the application


Downloading the Application to a Zip Folder may be done by selecting Download in either of the below highlighted download options

During the download application process, the below message will appear at the bottom of the screen

(Please click the Save option)


screen and to view the application select Open Folder


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Section 3: Training Supports – Balance Setting

MMM can allocate balances to NCHDs in two ways:

1. Individual Balance Setting

2. Bulk Upload Balance Setting

3.1 Individual Balance Setting How to get here:


Choose the Balance Settings icon

Perform a search for the NCHD

Double click on the NCHD highlighting them in orange

Select the Edit option at the End of the row,


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Once you have imputed the required fields ( Funded Granted From / Funded Granted To / Amount

Granted) please select Update as shown below

Please ensure that you then select SAVE as this will action the Balance Setting

When the Balance has been allocated this will be updated and reflected on the NER Portal.

Please note the Maximum amount available under the TSS is €2000 for each Training Year when allocating

balances (Grade: Intern = €750, SHOs and Registrars = €1,250, and for SPRs/GP Registrars/Psychiatry

SRs on a training scheme = €2000)


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Previous Grant Allocated

If an NCHD rotates into the Clinical Site during the training year and there was a certain amount allocated

to this NCHD by the previous Clinical Site (the amount allocated by the previous clinical site will be visible in

the bottom half of the screen)

Amount granted by previous Clinical Site and amount granted by current Clinical Site will be added

together and will be populated in the Total amount granted column. (E.g. Michael Scott allocated

€750 by previous site, new site allocates him, €250. Total Amount granted will be displayed as

€1000.)


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3.2 BULK Upload Balance Setting Another option to allocate Balance to NCHDs is via the BULK Upload.

The MMM can download the entire table with all the values in the table as an Excel File and enter the

values in the Funding granted from/to and amount granted columns.

*Please note that when an NCHD has been the figure in the excel file will replace the figure in DIME when

uploaded*

How to get here:


Choose the Balance Settings icon

All MPs that are currently matched to your site will appear below

Click the Download button highlighted in the below screen

This will download the entire table as an excel file

(Please select the Save option)


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screen and to view the application select Open this will open the excel file

When you have updated your Excel Sheet accordingly please Save it

*Please note that the figure in the excel file will replace the figure in DIME when uploaded*


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To Upload your Excel File to DIME please select Upload button highlighted below

A pop up window should appear as per below example and you will be able to select your Excel File

to upload to DIME


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Once the Excel File has been opened the Data will update on the DIME Screen

MMM will have the option to edit the value before they save

Please ensure to click Save on DIME for the information to be updated

When the Balance has been allocated this will be updated and reflected on the NER Portal


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Section 4: Training Supports – Reports

To reports click the ‘Reports’ tab in the Training Supports Module

There are four reports available from the dropdown menu that is accessible to MMM.

Filtering functionality is available with all reports which is shown in the below examples for each report.

Clinical Site Balance Report – This report is to assist you when checking the status of the funding that

has been allocated to your site by NDTP.


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Current NCHD Balance Report – This report is to assist you when checking the status of the funding that

you have allocated to your NCHDs.

Funding Provided To Sites Report – This report is to assist you when checking the amount of the funding

that has been allocated to your site by NDTP.


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Payment Report – This report is to assist you when informing your appropriate department what is

required to be processed and implemented into the NCHDs Salary for the upcoming Pay Day.


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PC Compatibility Settings

Some browsers have settings automatically selected which will not allow you upload or rotate

documents. These settings can be changed within the COMPATIBILITY option of your browser.

If you have issues with documents for an NCHD account

Select the Settings Cog or ‘Tools’ options:

OR


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When the compatibility menu opens ensure that the tick boxes are unchecked are per the screenshot

below: