Page Comparison

Welcome

Overviews of the iteration
Any interruptions / Live Defects
Team going through what they’ve achieved during the iteration
Feedback from those on the call on what we have done (constructive criticism / praise / questions)
Collaboration with those on the call on what to do next

Please ask questions, that’s what this Review is primarily for - your constructive interrogation of what we’re doing:

out loud on the call - really, we’d appreciate you doing this!;
write in the Team meeting chat; or
fill in the post-Review survey after the call (for questions that occur after the call is over, or if you don’t want to ask the question during the call for whatever reason, and for letting us know whether the Review meets your expectations, or whether you have some suggestions for improvement)

Executive summary

Info

1 LiveDefect this iteration: a small technical one that occurred in one of our overnight jobs - hat’s off to Pepe who resolved the issue in the small hours of the morning so it should not have compromised anyone’s use of any of the apps.
Reval app: A range of design options for handling filtering of content have been mocked up and presented to the Reval user group who have agreed that a fixed left hand side panel with multiple check boxes to enable filtering on more than one item per section, and more than one sections all in one go is the best way forward.
Self-service app for Trainees: has been referred to in several different ways, previously. For consistency it is now called “TIS Self-Service” everywhere. Please use this name for the app from now on. The third pilot (first tranche roll-out) is now well under way. Notifications now alert the user to various successes and failures as they use the app (e.g. a success notification appears when they click ‘submit’ and their Form R is saved/submitted successfully). Monitoring and Notifications now in place for SMS usage (as Trainees authenticate) and Form R submissions / issues with data loading, respectively.
TIS app: Remedial Programme / Rotations work carried out on behalf of HENW, and some duplicate Foundation trainee records.
Important work to note is a change to the delimiter used for multi-value fields in bulk uploads. We now require data to be separated by a semi-colon rather than a comma. This is because the comma is a valid character in some character strings, which consequently causes issues and workarounds with uploading in bulk.
OKRs: Progress made, notably against the % of trainees successfully able to login to TIS Self-Service using self-sign up and the MFA. And also on the technical improvement work we are carrying out to update our app security around authentication.
Changes to the roadmap: No significant changes this iteration.

Live Issues:

Jira Legacy

server	System JIRA
columns	key,summary,created,updated,status
maximumIssues	20
jqlQuery	project = TIS21 AND issuetype = LiveDefect AND ((created >= 2022-02-15 AND created <= 2022-03-01) OR (status changed to done after "2022/02/15 11:00")) order by created DESC
serverId	4c843cd5-e5a9-329d-ae88-66091fcfe3c7

Incident logs

2022-02-18 Person Search List failed to refresh

Dev team demo 'done' work contributing to those goals (no reference to specific Jira tickets, and no reference to work not 'done')

Area	Description	Team Representative	Demo - from Prod URL where feasible
TIS Self-Service (TSS)	Name updated in application from “Trainee Self-Service” to “TIS Self-Service”	Steven Howard
	3rd Pilot progress		201 Trainees as part of the Pilot. 49 have signed up themselves so far. - 48 have chosen to authenticate with the new SMS approach we developed following feedback from the 2nd Pilot. - 1 has chosen to authenticate with an authenticator app. So far we have received 36 Form R Part A and 38 Form R Part B submissions as part of this 3rd Pilot.
	Add monitoring for SMS usage limits	Andy Dingley	Trainees are required to use additional security measures when logging in, one of the available methods is to receive a verification code by SMS messaging for each log in. We have a monthly usage limit for how many SMS messages we can send, but had no monitoring to tell us when we were getting close to the limit (after which, some trainees would no longer be able to log in to TSS). The TIS team will now get a notification when 90% of the limit is used. Once received, the TIS team can review the current usage patterns and raise the usage limit as required/suitable.
	Notifications now inform the user when saving or submitting a Form R succeeds or fails. They also alert the user when app-critical data (e.g. saved forms, personal data) fails to load.	john o	Live demo
Revalidation	Review of design options for filtering data in summary page - conclusions	Steven Howard
Revalidation	Missing “Make Recommendation” Button	Cai Willis	Doctor under review was showing up as “Draft” in Listing view but on going to the Details page admin was unable to make a recommendation/edit draft
Trainee Information System (TIS)	HENW programme memberships bulk update	Reuben Roberts	David Short and Liam Lofthouse (Data Leads) requested an update to the Programme and Rotation for a number of programme memberships for Health Education North West. Since there is no user functionality in TIS to make these bulk changes, a one-off script was used to update these 9866 records.
	Remove duplicate trainees on TIS	Joseph (Pepe) Kelly Yafang Deng	David Kay requested to deleted some mistakenly uploaded Foundation trainee records. A one-off script was executed to remove those 86 records.
	Change the delimiter from comma to semicolon when adding multi-value fields in a bulk upload	Joseph (Pepe) Kelly Yafang Deng	Disadvantages of using comma delimiter: some values already contain comma, eg. specialty “Head, Neck and Chest”. If we use comma delimiter here, then “Head” and “Neck and Chest“ would be treated as 2 values. we also use semicolon, so if we have them both, there’d be lots of inconsistence all over the templates which confuse users. Analysed and found all the rest fields below which use comma and fixed them to using semicolon: Post Updates: Other grades, Other specialties, Sub specialties, Other sites, TIS_Programme_ID Placement Import: Other sites Placement Update: Other sites People create: Role Now, please use semicolon for all multi-value fields in bulk uploads.
	Reference tables management- remove redundant reference from the navigation	Edward Barclay	The reference table in TIS contains 6 7 unnecessary references. these tables have been removed from the UI to make the reference table easier to manage and less cluttered before: after:
Electronic Staff Record (ESR)
Electronic Staff Record (ESR)
Northern Ireland Medical and Dental Training Agency (NIMDTA)

Objective Key Results (OKRs) 2021/22 Q4:

	1st Iteration	2nd Iteration	3rd Iteration	4th Iteration	5th Iteration	6th Iteration
OKR #1: Prepare and launch 3rd TSS pilot Preparing for the wider release of TSS in 3 tranches from April 2022
Key Result#1: 99% of trainees successfully able to login using self-sign up and the MFA.	too early	too early	0.1	0.3
Key Result#2: 25% of trainees complete a survey.	too early	too early	0.1	0.1
Key Result#3: Support materials enriched based on feedback.	too early	too early	0.5	0.5
Key Result#4: 95% of admins agree that the process has been made more efficient by TSS.	too early	too early	0.1	0.1
OKR #2: Keycloak to Cognito authentication migration Extricating us from our reliance on an outdated application (Keycloak), several major versions behind what is supported
Key Result#1: All TIS apps can accept authentication from Cognito.	too early	0.3	0.4	0.8
Key Result#2: Keycloak is no longer used for user authentication by any TIS apps.	too early	0.1	0.2	0.4

TIS team development (following external review)

Last Review I highlighted that we recently had an external review of how we work within the TIS team. From that review, a number of recommendations were put forward for how we can alter things going forward. The whole team is actively working towards implementing these recommendations. As we are a team that at its core believes in transparency and openness, we decided to give you a flavour of what we have been working on:

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We've created and published a Team charter. And we’ve completed initial work on adhering to the team Charter - a soft/supportive approach of using regular team health-checks against the Charter values: Empathy, Unity, Transparency and Collaboration.
We're reviewing all our meetings and events with a view to rationalising them in the near future
We're embarking on team training in User-Centred Design: Online, 15hrs over 5 days | On-site at one of our offices, 1 day. Some of the team attended the online GDS UCD training, others are booked to attend in Feb and Mar.
Progressed work on standardising Job Descriptions / Job Summaries. We’ve identified the need for two roles we don’t currently have in the team: User Researcher and Performance Analyst.
Debating sensible ways of splitting the team’s work up by Services and Products.
Started the review of Stakeholder mapping.
Had an end of Quarter Review and looked forward to Q4.
Agreed we need to reach out to gain more context for what we do in TIS, within the wider HEE and NHS. And we’ve started having these sessions (one from Jon Howes on PGMDE and another on Digital First). If anyone reading this would like to volunteer to do a session, please let us know!
Started the process of agreeing standard team events (TIS team meetings, stakeholder sessions etc), and central comms (Teams, Sharepoint, mailboxes, etc), so that communicating within the team is more efficient and communicating with us will be, too.

TIS interim roadmap:

Trello board

url	https://trello.com/b/I2KstFzF/tis-interim-roadmap
height	760px

Feedback

We really do welcome any feedback you have for us - whether it be negative or positive, or whether it be a suggestion of something we could try/incorporate in a future Review. We absolutely don’t want to stand still. We’re very happy applying the 12th Agile principle of ‘becoming more productive’ to our Reviews themselves! Your contributions to this survey are entirely anonymous, should you wish to include anything others might perceive as controversial. We welcome any and all feedback, as long as it is constructive!

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Version	Old Version 27	New Version Current
Changes made by	Edward Barclay	Edward Barclay
Saved on	01 Mar 2022	01 Mar 2022