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 | Teaching |
| 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 |
| 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 |
| 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 |
| 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 |
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| 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 | |
| Directory |
| 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.
| 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 |
| 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 |
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