Page Comparison

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'.

Workshop(s) feedback ordered by most recent date

London: Trainee workshop 26/02/19

Attendees

Riddhika Chakravartty: riddhika.chakravartty@nhs.net
Ged Manning: gmanning@doctors.org.uk
Claire Miller: clairmiller@doctors.org.uk

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	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?
Assessments	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 Applications Contacts Admin paperwork	Check the current form and digitalise. Check on any dependencies/sign off process
	Travel allowance	Read-only Input/review/sign-off	Information on process Paperwork	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	Application Process information	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	Process information	Check this as may require a form too
Notifications	Interim review Form R	Link Read-only	Interim review date and link to Checklist Form R	Check how this may work and prototype the flow/user journey
	ARCP	Link Read-only	ARCP date and link to Checklist Form R	Check how this may work and prototype the flow/user journey
	Summary	Read-only	Summary emails	Investigate further
	Taxonomy	Read-only Link	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	Read-only Consent	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	Teaching	Read-only Link	Up to date teaching calendar specific to my specialty	Check how this may work, where do we get the information from and how will we keep this up to date. Does it sync with the data in TIS? and elsewhere?
	Events	Read-only Link	This would be a great way to see what events are on that I may find interesting. This would be great if it could be 'General' events, and then also 'Specific' events sent to me around my preferences. It would also be worth looking at Regional events and training opportuntites	We could look into a way of setting up multiple calendars around events, specialties etc, that the user can choose to receive and view. This way we a=only need to update specific calendars that will automatically update in each users application
	Integration	Link	The users would like to have a way of making sure that 'Calendar' entries also sync with other systems. An example would be SBS and Portfolios.	Investigate this further, how would a calendar help with this? Maybe this is more 'Notifications'
	Training	Read-only Link	The calendar could also send the users a notification around 'Training days scheduled' but also show additional training opportunities with a link for the User to opt into this training	We need to look into how 'Interactive' we make the calendar. If we allow users to make changes in the calendar these must also sync with other systems/TIS/HR etc or send a notification/request to Admins about these changes/requests
	RTD Dates	Read-only	RTD to be updated regularly by deanery events RTD dates on the calendar (London & KSS)
On/Off-boarding	Revalidation	Read-only	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	Download link	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
	Directory	Read-only LInks	Everything you need to know, and the contact details of the people who you may need to speak with	This is essentially ties in with HR too, we need to investigate what they currently have for on-boarding
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. Mortgages Maternity leave Pay	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 transparency	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.
	SBS	Change of current	The users would like 1 account for 1 person. Not 1 account per placement	Speak with SBS and why this is the case
	Fellowships	Read-only	This needs to be clarified	More details for this?
	Bursary info	Read-only	This needs to be clarified	More details for this?
	Study leave	Calculator	To build a leave decision calculator	How would this work? Where is the value?
	Benefits	Read-only	To have Childcare options at Trusts	Do they want to have childcare facilities or information on childcare? Investigate this further
	CESR	Read-only Support	Checklist and signposting	What do they currently have for this? Digitalise that solution?
	Leave	Read-only	Annual, Study and Compassionate leave - Allocations /details	This ties into Calendar comments, we need to speak with HR too about this. Leave seems to be a big issue
	ESR	Frustration	The issue around different ESR accounts?	This was flagged up as a frustration. HR issue?
	CCT	Interaction	CCT dates with a planner. How will an OOP/LTFT Affect CCT	We should look into the benefits of this and what else does this tie in with. Calendar? Forms?
	Accessibility	Read-only/translations	Information for overseas trainees wanting to transfer into UK training	We should look into this as adds value and includes good Accessibility standards
	HR	Read-only	Record of mandatory training	We need to check how the App may interact with HR. I have a feeling this may be an issue, but some of the read-only requests may be possible
	HR	Read-only	Pay and Taxes record: The users would like to see their pay and taxes (tax bracket?)
	HR	Read-only	Incorrect pay/No pay: The users would like to be able to check this and have a contact to resolve any issues in the app
	HR	Read-only	Inductions: They have inductions every 3 months which is a frustration. Is there a way the app can help with this?
	HR	Read-only	NHS emails: Duplicates/Collected emails for each post? This is frustrating as they would like one 'Master' email instead of multiple
	HR	Read-only	Payroll: The users would like to see payroll information for bank details, contact details
	HR	Read-only	Leave: Can the app help with applying for leave in advance?
	HR	Read-only	Leave: How much annual leave am I entitled to?
	HR	Read-only	A/L and S/L allowance
	HR	Read-only	Paternity/Maternity leave requests/review
	HR	Read-only	DBS: Sharing DBS between trusts
	HR	Read-only	Seamless HR and the induction to working in one trust whilst having a bank in another
	HR	Read-only	Occupational health: Sharing records between trusts
	HR	Read-only	Occupational health: Induction dates between placements

What does success look like and how do we measure this?	Success	Measure
	An app that helps me get paid correctly	Check the issues in detail and check if these issues happen again with the assistance of the app
	An application that I find useful enough to want to use it fortnightly	Check how often the users are accessing/using the app. If we see this is regular we see the value
	Makes my life easier	Decreases repetitive paperwork
	An application that supports my planning, my learning opportunities and makes me aware of what opportunities are available	We see an increase in training, event registration, schedule improvements, and benefits
	An application with ongoing support and investment so that I can respond to changing challenges and needs	An improvement in relationships between Trainees and Admins/deaneries
	An application that helps me to apply for things like LTFT/OOP/Interdeanery transfers	An increase in applications, or less time required for Admins to help with this
	An application that streamlines movement between different placements	Less time required for Admins and Trainees having to work these out
	An application that is informative but not overloaded with trivial information	Usability testing with users once we launch. Check on what they see as useful what we can improve
	Saving time on forms every 3 months repeating MAST	We improve the process os they do not have to do this
	Have access to RTDs dates	I can access RTDs dates that I could not access earlier
	I have access to up to date training dates and locations	I can see all the training, events and dates around 'learning' which I can use to register for if I want to attend
	I can book study leave easily and have documentation	I can easily book the leave I need through the app without having to speak with Admin

User stories created by Trainees (Users) at the workshop

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Post-its: Yellow - needs/wants | Pink: Pain-points/frustrations | Green: Value

London: Administrators workshop 05/02/19