The table below is a collection of requirements, considerations, must have's and must not's, process, features and functionality gathered from workshops with Senior/Regional Business Managers and Local Administrators for the 'Trainee Application'.
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| Feature | Element | Interaction | Comments | Actions |
|---|---|---|---|---|
| All features | Syncing all data | No duplications | If the application does not sync with other systems I will not use it | We need to make sure that any features in the application do not require duplication of effort to update other systems with the same data. The application should automatically update any other systems with the same data tables. |
| Personal details | Contact details | Sync all systems with this data | The ability to sync all my contact details. My multiple emails for work into one central place for contacting me | Investigate how this might work. Who owns these different contact emails. We may need the user to submit all and we update in TIS? |
| Personal details and training grade | Incorrect information | The ability to review and then update this to be correct | If we do not allow the users the ability to edit this area due to ESR we may need to find a way to log a 'notification' that is sent to the Admin to let them know this is incorrect | |
| Programme membership | CCT Date calculator | Interactive | We need to look at exactly what they need this to do. Does this have more opportunity to calculate other things for the user? Is this off the shelf plug-in, or is this tied into other features and has other dependencies? | We would need to look at the tech for this. Is this something we build or is this off the shelf? |
| High-level details | Read-only/links? | Who's who. Organizational structure. Who is the 'Dean' for the Trust I am working with? Who are the senior people or people who I may need to know and how do I contact them? | A way of showing the hierarchy of an establishment so that the Trainee feels they know the right people before they begin. Helps with support | |
| Training | Contracts | No contracts for training | Think this is frustration and causes lots of issues with benefits | |
| Placements | Rotations | Read-only | Rotation dates and trusts (These must be correct) | We would need to check how this would pull into the application? |
| Rotations | Interaction/notification | Leave request for future placements | How would this feedback to the Administrator? Is this a form or a request for a form? | |
| Rotations | Read-only/links | A frustration is that they have no way of knowing about job opportunities (eg. Fellowships) | We should investigate this further if they want to see the opportunities. Maybe a lost with links? | |
| Placements | Read-only | A list of future placements and rotations | The ability to view upcoming rotations and placements scheduled for the trainee. This gives them the ability to flag up anything that is wrong or they need to change | |
| Placements | Read-only/links | Contact details for placements | A list of details for each placement that is scheduled for trainee | |
| Placements | Read-only | Payroll contact details for each placement | This falls into HR/SBS finance. Need to look at the legality of doing something like this | |
| Assessments | ARCP | Read-only/links? | ARCP Checklist (Tickbox culture) | We should check exactly what data needs to be on this list? Does anything cause issues with data protection? |
| ARCP | Read-only/Interaction | These may tie into the 'Calendar' so that the Trainee is able to plan and schedule around these dates: RCOA e-portfolio style checklist was mentioned, think of a traffic light style checklist of essential documents for ARCP | Think around how this may work in a Checklist that they follow and ticks off as they complete different actions around ARCP. Think about how this may also tie in with a calendar and how the Admins feed these dates into this feature through TIS? | |
| Forms | Leave | Input/review/sign-off | Eligibility for financial compensation. eg Annual leave allowance | Check the current form and digitalise. Check on any dependencies/sign off process |
| All | Read-only | Information about what each form is for | This will help the new Trainees understand what they need and how to use it | |
| Form R | Input/review/sign-off | Simplify the current Form-R | Work already done on this by Steve. Check on any dependencies/sign off process | |
| Resignation | Read-only Input/review/sign-off | Information on the process and the form itself | Check the current form and digitalise. Check on any dependencies/sign off process | |
| LTFT | Input/review/sign-off | LTFT Application
| Check the current form and digitalise. Check on any dependencies/sign off process | |
| Travel allowance | Read-only Input/review/sign-off |
| Check the current form and digitalise. Check on any dependencies/sign off process | |
| Base hospital? | Read-only | Can't find the base hospital? Check if this is in fact in forms? | Check this | |
| Inter deanery | Read-only input | Interdeanery transfer process and application | Check the current form and digitalise. Check on any dependencies/sign off process | |
| OOP | Read-only input |
| Check the current form and digitalise. Check on any dependencies/sign off process | |
| All | Signature | All forms need to be electronic signature so no download needed | Check on digital signatures and any legality/constraints | |
| Occupational health | Read-only |
| Check this as may require a form too | |
| Notifications | Interim review Form R |
| Interim review date and link to
| Check how this may work and prototype the flow/user journey |
| ARCP |
| ARCP date and link to
| Check how this may work and prototype the flow/user journey | |
| Summary |
| Summary emails | Investigate further | |
| Taxonomy |
| Sign up for alerts about certain types of events | Check how this may work, where . do we get the events information from, who adds this? Prototype the flow/user journey | |
| Data protection |
| For interests and preferences, to make sure that nobody (deans etc) can view your preferences, searches etc | Check how this may work, where . do we get the events information from, who adds this? Prototype the flow/user journey | |
| Calendar | ||||
| On/Off-boarding | Revalidation |
| Summary of revalidation till the first consultant appraisal | We need to check what this currently looks like and also see about how this might be automatically generated every time they need it |
| Summary |
| Summary of everything completed with a link to download all the Trainee needs | We can check what they usually request annually and when they finish. We can work out how to package this up and give them a download | |
| Support | Contacts | Read-only/links | Who do I contact for help with central I.T issues, like NHS emails etc | We can look at adding a directory for important contacts at a high-level |
| Sign-posting | Read-only/links | This is helpful for non-UK trained doctors | We need to look into this. How do they currently provide this support | |
| Tech | Contact point | 24-hour tech support | Obviously, we can't give 24-hour support for tech, but we can find a way for them to submit issues easily | |
| Help | Contact point | Trainee in difficulty support/list of contacts for different issues? | We can check with how they offer this, adding a directory if needed | |
| Features | Requests | Feature suggestions option with evidence of being considered | Investigate this further, think they mean the release of features and support in using the features | |
| Other ideas | Employment | Frustrations/Requirement | No lead employer is frustration around payment/training and access to benefits. The said that having a 'Master' employer would solve this issue.
| HR issue, but essentially there are a lot of problems with having to change employer every 3 months |
| Leave manager | Read-only | Approval chains, for transaprencytransparency | We would need to look into this, is this a part of TIS? | |
| COC | Interactive | They have issues with being able to change the 'days of work'. | Investigate this further. What systems are involved in this? ESR? TIS? | |
| SMP & Maternity allowance | Interactive | They would like a way for them to apply for or review the SMP & Maternity allowance staus/detail or to apply for this | Investigate how this might work. Think we need to look at the current process in more detail (Forms, who is signing this off?) | |
| HR/Reps/TPD | Read-only/links | Contact details for Reps/HR for placements | We can look into who would be responsible for adding this into the app. HR details may be accessible through TIS? | |
| Key people | Read-only/links | Contact details for key people in the business so that the Trainees know who to speak with for each area of their training should they need to | Check on heads of departments, how would this information be added to each persons 'App' | |
| Base hospital | Expenses | A base hospital for excess travel claims/relocation | Not sure if this falls under anything we can help with? | |
| Travel | Parking permits | Can we get these through the application | Investigate who is responsible, how would this work in the app? | |
| Travel | Facilities | Travel facilities for after long/night shifts. Information on where I can stay/go (as per new contract) | Investigate who is responsible, how would this work in the app? | |
| Teaching programme | Read-only/links | A way to show all the programmes available to a trainee | Investigate who is responsible, how would this work in the app? | |
| Off-line | Read-only | Make sure that what we can show off-line, we do, as often no signal in hospitals | This is a great piece of insight, we should aim to think about how they use the app | |
| Salary calculator | Interactive | Check contract rates from work schedules to know exactly what I should be/am being paid. | Investigate the tech for this. Plenty of examples to use. | |
| Exception reporting link | Link | Need to investigate what this actually involves? | If this flags up again we need to find out what and who would be involved. |
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We asked the trainees to prioritize their top 3 feature requests/functionality which they had added to the wall with Post-its. We then asked them to take these Post-its and write User Stories based on the template we provided to help them to firstly prioritize an MVP and to also establish the value in this choice.
| Prioritised requests users starred | Additional user stories |
| 'As a' | 'I want to' | 'So that' |
|---|---|---|
| Doctor in training | Working LTFT I want to make sure I get paid correctly and check this, when I change jobs every 3 months | I can pay my mortgage, pay for childcare and not become overdrawn |
| Doctor in training | Have a record of my mandatory training | This can be shared between hospitals and I do not have to waste time repeating mandatory training every 3 months |
| Doctor in training | Be able to apply for leave in advance. I want to have the details of which hospital I will be working in and who to contact in the department, HR and Payroll | I can plan my life, reply to wedding invitations, book holidays and arrange childcare |
| Doctor in training | Have a lead employer | I don't waste time every 3 months doing repetitive induction paperwork and correspondence. Also so that I get paid correctly |
| Doctor in training | Easily access trainee difficulty support | I can get help easily if I am having problems |
| Doctor in training | Receive my ARCP date with a link to a checklist | I know what evidence I need to provide and pass my ARCP |
| Doctor in training | Have a list of upcoming rotations/placements | I can contact the department in advance to plan my training and planning leave |
| Doctor in training |
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| LTFT Trainee | Access regional teaching day dates for my speciality in my deanery/allied (neighbouring) deaneries in my calendar |
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| Doctor in training | The multiple online programs/systems to sync with each other |
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Doctor in training
| Assess training dates/events in my personalized calendar for the below:
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| Doctor in training |
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| Trainee | Who is not sure if I was paid correctly I would like to know how much I was supposed to be paid, and who to contact to sort it out | I can be paid correctly |
| Trainee | Apply for the cycle to work scheme and other benefits easily without having the issue of not being able to apply due to my role changing some often an employee not being the same over long periods of time which you need to have to apply for these benefits | I can take advantage of these benefits and purchase discount products to help me get to work easier |
| Trainee | To have the ability to reset my password immediately and have a username reminder as I have locked myself out of the system the night before my ARCP deadline | I can complete my ARCP paperwork on time |
| Trainee | Know how the organization is structured, to understand how doctors training works and I would also like to know the pathways, and what the acronyms mean as I have just started. | I can relate to trainee doctors |
| Trainee | Have seamless HR/Induction of working in one trust but having my previous bank in another trust | I get paid correctly |
| Trainee | Arrange LTFT/OOPE/Placement changes/maternity leave but need to know who to talk too, know who is responsible for which area and know who is accountable to who, for appeal | I can talk to the right person without being passed from pillar to post |
| Trainee | know what placement I will be in, a little about it, details/copies of the onboarding paperwork and contact details to sort out onboarding | I can make the transition to my new placement (eg commute, pay, HR, occupational health, LTFT issues, leave requests) as seamlessly as possible |
| Trainee | Know when the deanery last submitted information for the GMC for revalidation and also what they sent | I can plan when I next need to revalidate and get an idea of what information I need to revalidate |
| Trainee | Who is struggling and thinking of quitting, I would like to know what support is available within the deanery (eg PHP/Careers advice) or LTFT/OOP | Can get over my difficulties |
| Trainee | To apply for paternity leave and LTFT easily | I can spend time with my family |
| Trainee | Who wants to book annual leave and I don't know if my course is approved on the centralized approval list but want to apply anyway through a streamlined process | I can make the most of my training opportunities |
| Trainee | Who wants to know about what educational opportunities and events are going on in the region | I can plan my additional learning, book study leave and make sure I'm meeting my educational personal development plan |
| Trainee | To know what my placement will be in 1 year - 18 months time as I got engaged and may need to submit leave requests for a placement | I can book my wedding day |
| Trainee | I would like to have opportunities for support which is easy to access. Where I can speak with my Head of Clinical Services in regards to a possible change in specialties and receive support and encouragement to leave/make a change | My new specialty will have a better understanding |
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