Data in Horus

Horus contains a number of different data sets. These can be split into the following categories:

• Reference data (drop-down / pick lists such as location, specialty and permission type)
• User data (for example names, reference numbers, email addresses)
• Portfolio data (for example completed forms (the number completed and the contents of each form), uploaded external documents, curriculum mapping)

Learn more about reference data in Horus.

Horus contains the following reference data tables:

• HEE location tree
  • HEE local offices
  • HEE foundation schools
  • HEE trusts
  • HEE hospitals / training sites
• Medical schools
• Specialties
• User permission types
• Supervisor types
• Training grades
• WTE percentages

Learn more about how the data these tables contain is decided.

Reference data in Horus is based on a variety of national reference tables and requirements.

• HEE location tree
  • This list represents main/lead employers of foundation doctors
  • Learn more about how location names are decided
• Medical schools
  • This list comes from the UK foundation programme application system "Oriel"
  • Learn more about foundation recruitment on the HEE medical recruitment web page
• Specialties
  • This list comes from the GMC's list of approved specialties 
  • It is also aligned with the list of specialties available in Oriel
• User permission types
  • This list was developed by the HEE Horus team based on the requirements for foundation e-portfolios laid out in the FP Curriculum and Reference Guide
  • See "Useful links" for further information
• Supervisor types
  • See description for "User permission types" above
• Training grades
  • See description for "User permission types" above
• WTE percentages
  • There is agreement between the GMC, HEE and NHS Employers as to the minimum percentage of training that can be undertaken when working less than full time. 

All trust and site locations on Horus must appear on the NHS Digital Organisation Data Service (ODS) list. Anyone can download the full list of NHS trusts and sites in England.

All HEE local office and foundation school locations are agreed between Horus and local HEE foundation teams.

Any changes to location information must be requested by the relevant local HEE foundation team by contacting the Horus helpdesk. Trust and site administrators should therefore contact their relevant foundation team to request changes.

Remember that all sites in Horus must appear on the ODS list and the ODS code must be supplied when the change request is made.

Viewing permissions have been set up in Horus as per the requirements laid out in the Reference Guide - Section "9.e Security standards for foundation programme e-portfolios".

Data entered into Horus will be available to the relevant user(s) in read-only mode after the end of the relevant foundation doctor's foundation training programme for at least 6 years.

We (Health Education England) are currently reviewing our policy beyond this time frame and will advise once an updated agreement has been published.

Data will not be deleted from Horus before the 6 year time frame unless it is proven to be incorrect (in which case it is likely to be amended, rather than deleted).

Note the UKFPO's policy on how long before/after a placement/rotation you can create a form for that placement/rotation.

Please refer to "Appendix 9e - Table 1 - Recommended levels of access [to e-portfolios]" - p102 in the FP Reference Guide (2017), most notably:

Short term absence from work (for example due to short term sick leave, compassionate leave or study leave) cannot be recorded as a running log in Horus.

A summary / declaration of short term absence can be recorded in the following ways:

1. The CS end of placement report ("Foundation doctor absence" section)

2. The Form R ("TIME OUT OF TRAINING ('TOOT')" section) --> The total from these fields is 

3. The Summary of Evidence 'sign off' form ("Completion of 12 months F1 training (taking account of allowable absence)" section)

4. The ARCP outcome form ("No. of days of Time out of Training since last ARCP/Appraisal (from Form R):" section)

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Note that facilitating the recording of absences outside of the official “Out of programme” (OOP) process is not a requirement within the foundation e-portfolio (as laid out in the Foundation Guide (2019)). The recording of short term absences is of course a requirement of the foundation programme as a whole and LEPs should have local processes for keeping track of foundation doctor absence.

Horus does have a dedicated place to record official OOP (parental leave, long term sick leave, OOPE/OOPC/OOPR). This can only be recorded by administrators, due to the official process that the approved leave goes through. This section should not be used to record short term absence.

Learn more about OOP.

No, e-portfolio records will not be transferred from the NES ePortfolio to Horus.

You can see your historic NES ePortfolio records within a new, separate archive data system called the HEE Foundation Programme E-portfolio Archive. 

Learn more about the HEE Foundation Programme E-portfolio Archive. 

No, since August 2017 your foundation records are no longer available on the NES ePortfolio.

You can see your historic NES ePortfolio records within a new, separate archive data system called the HEE Foundation Programme E-portfolio Archive.

Learn more about the HEE Foundation Programme E-portfolio Archive. 

No, your e-portfolio records will not be available in the national version of Horus. You will maintain access to your records in the 2016-17 North West of England Foundation School version of Horus. You don't need to do anything to save or transfer your information but you may want to download key documents for your own records.

No, since 5 August 2017 your foundation records are not available on the NES ePortfolio.

You can see your historic NES ePortfolio records within a new, separate archive data system called the HEE Foundation Programme E-portfolio Archive.