INTRO
We recognise that there are challenges in managing the current Less than fulltime process manually. Below are some of the High-level issues identified:
...
It is assume that there is a problem with the current LTFT application process, hence the problem statement and objectives lined up for research.
It is assume that achieving a standardised LTFT process across all regions and specialities might not be feasible due to varying local requirements, resource constraint and needs.
RESEARCH QUESTIONS (LO)
NHSE Local Offices (Secondary Users) questions:-
What are key interactions between HEE staff and PGDiT?
What are the problems and challenges they are facing?
What is the tool they use to carry out the process?
Who is involved in the process end to end?
What are key phases/stages of the process?
What are the communication your are sending out and when? (see the templates)
How long do the current process take start to end?
NHSE local Admin, TPD questions (Secondary Users)(For review)
Section 1: Understanding the Current Process
What are the current steps involved in the LTFT application process in your regional office?
How are PGDiT’s informed about the LTFT opportunity, and what channels are used for the communication?
How are eligibility criteria and guidelines for LTFT application conveyed to the applicants?
What documentation is required from applicants, and how is it collected and processed?
What are the typical timelines for processing LTFT applications.
Section 2: User Journey Mapping by the UR’s and Process Mapping to be populated during meeting by the BA’s
Section 3: Identifying Pain Points in the Current Process
Have there been any common issues or complaints raised by PGDiT’s in different region regarding LTFT application process?
Are there any bottlenecks or delay that frequently occur during the application process?
Are there any discrepancies in the application of LTFT guidelines among different offices?
What is the level of applicants satisfaction with the current process, and how is it measured?
Section 4: Addressing PGDiT Needs
What are primary needs and concerns expressed by PGDiT during LTFT application process?
Are there any specific support required for applicants with disabilities or specific circumstances?
Are there any additional resources or information that applicants commonly request during the process?
Section 5: Exploring Opportunities for Standardization
What aspects of the LTFT application process should be standardised across all regional offices?
Are there any best practices from all regional offices that could be adopted as part of a unified approach?
What are the potential challenges in achieving standardisation, how can they be addressed?
Section 5: Programme/ Curriculum End Date Update Before receiving application, what is the role of Support from LO
What dept and roles of individual manage the LTFT process?
Who/How do they interact with trainees?
Who/How do they provide support to trainees who wish to apply for LTFT?
What are the channels to apply for LTFT?
Can you describe the relationship between NHSE and LTFT team?
Start of the Journey when LO receives Submission of LTFT
Can you tell me how you receive the LTFT submission?
What format do you receive it?
Do you receive complete application forms?
What happens if you receive incomplete form?
What do you do with the form when you receive? Where do you store it?
Have you experienced any challenges or frustrations when receiving submitted forms?
What has worked well for you during the stage of receiving submitted forms?
Experience when reviewing the LTFT application.
How do you verify completeness of the information received?
Do you require any supporting info/evidence to be submitted together with their application?
How do you contact the trainees if information/evidence is not received?
Where applications have been submitted outside an application window or not enough notice given, how do you organise and prioritise applications submitted?
Experience when processing the LTFT application.
Who/What is involved in getting approval for the LTFT application?
How long does it take from application to receiving an outcome?
Do you interact and inform the employing trust of the reduced hours?
How do you contact them? And what do you share with employing trust?
Experience when approving the LTFT application.
Who is involved to approve the LTFT application?
How do you interact with individuals/dept for approval?
Have you experienced any challenges or frustrations during this stage?
Do any applications get rejected? If so, why do they get rejected? And how do you manage that?
Experience when communicating to trainee regarding LTFT application.
What happens after the LTFT application is approved?
How do you communicate the approval to trainees?
What email do they use to contact trainee?
What’s your experience in communicating with trainees?
What are the challenges and frustrations you have encountered when you inform trainees of application status?
Experience how/where does the process/journey end?
(we need to determine end of process and cover anything we missed)
PGDiT (Primary Users) Questions (For review)
...