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start date
end date
site
grade
specialty
placement type
statusContext xyz

Table of Contents


Process Name

PL1 - Navigate to Placements

Comments
DescriptionUser can access placement management tools
ActorsHEE Admins
Pre-conditions

Logged in

Security allows access to placement manager 


Post-conditionsView options to create / edit placements
Process steps

1. Hover over Placements in nav bar

2. Select either Create Placement, Bulk Upload or Placement Manager

3. System presents create/edit appropriate screens as requested


Alternative flowPL3 - Create Placement from Person recordN/A
Rules

Page only available to those who have access to 'Placements' in their role


JIRA Reference

Audit LogN/aA


Process NameComments
DescriptionUser should be able to find placement details by searching for a person or post number
ActorsHEE Admin
Pre-Conditions

Logged in

Security allows access to Posts, People or Placement Manager 


Post-Conditions

User is able to find specified data around a Placement

User is told there are no details related to their particular search


Process Steps
  1. User navigates to either Person, or Posts areas
  2. User enters search criteria (First Name, Last Name, GMC Number, GDC Number, Healthcare Number, Programme Name, Programme Number)
  3. User confirms search
  4. System presents results as list

Alternative FlowN/A
RulesUsual smart search rules apply
JIRA Reference

Audit Log


Process Name

PL3 - Create Placement from Person Record

Comments
DescriptionUser can create placement related to an individual person
ActorsHEE Admins
Pre-Conditions

Logged in

Security allows access to Posts, People or Placement Manager 

Person search completed
Post-Conditions

Placement created for a single individual

Placement confirmed to relevant Trust


Process Steps
  1. Navigate to People
  2. Search or select a trainee person
  3. system presents form with the following details: first name, last name, address, past/current/future placements (if applicable), programme name, curricula names, curricula start date, curricula end date
  4. user completes relevant fields
  5. post number
  6. post details  
  7. placement start date
  8. placement end date
  9. placement type
  10. honorary << TBC by Alistair Pringle (Unlicensed)
  11. WTE 
  12. clinical supervisor name
  13. educational supervisor name
    14. MIP
  14. Navigate to placements
  15. Select create
  16. System presents form 
  17. User completes additional fields
    1. post number - should prompt pre-population of fields (see Placements - Field Validation)
    2. Select site, grade, specialty, other specialties
    3. Enter start date / end date
    4. select placement type
    5. Enter WTE
    6. Select Clinical Supervisor(s)
    7. Select Educational Supervisor(s)
    8. Record Comments
  18. User saves record
  19. Confirmation of placement is recorded against Trainee record
  20. Confirmation of placement is sent to relevant Trust (i.e. where the placement will be completed)

Placement record to include:

  • start date
  • end date
  • site
  • grade
  • specialty
  • placement type
    • status

    Post Details to be pre-populated:

    • site,
    • managing deanery,/local office (non-editable)
    • grade,
    • specialty,
    • local post number ,(non-editable)
    • training description PP: It is a free text that is part of placements


    Alternative Flow

    PL4 - Create Bulk Placements

    PL6 - Manage Multiple Placements


    Rules

    WTE default is 1

    WTE - warn user that if the role is a slot share, they should add 10%

    MIP default 0 on create


    JIRA ReferenceTISDEV-2726
    Audit Log


    Process Name

    PL4 - Create/Update Bulk Placements

    		Comments
    DescriptionUser can create or Update placement related to a group of people. In simple terms, it is the building or updatng of the relationships between Posts and People.
    ActorsHEE Admin
    Pre-conditions

    Logged in

    Security allows access to Placement Manager Manager

    Trainees to exist on TIS already

    Posts to exist on TIS already 


    Post-conditions

    Placement created for a group of individuals

    Placement confirmed to relevant Trust


    Process stepsAlternative flowPL10 - Upload ErrorsRulesOnly template spreadsheet can be used
    1. Access bulk upload screen
    2. Download spreadsheet
    3. User completes spreadsheet
    4. Upload completed spreadsheet
    5. System validates spreadsheet and presents validation errors if any
    6. System creates new placements against trainees records based on spreadsheet
    7. User saves record
    8. values
      1. Where system finds matching trainee record on TIS, it will create a new placement with the details being uploaded where the valid NPN does not already exist against the Person Record. Where the NPN already exists against the person placement record, the import will validate all matching criteria including the the dates of the placement in order to update the remaining fields on the existing placement.
      2. Where system cannot find a matching trainee record on TIS, it will be flagged in the list of errors.
      3. Where system cannot find a matching post with the NPN specified on the template, it will be flagged in the error report. 
    9. System will send/present confirmation when process completes
      1. Confirmation message is displayed on screen
      2. Confirmation of placement is recorded against Trainee record
      3. Confirmation of placement is sent to relevant Trust (i.e. where the placement will be completed)

    Column headers on spreadsheet

    • post number
    • post details  
    • placement start date
    • placement end date
    • placement type
    • honorary << TBC by Alistair Pringle (Unlicensed)
    • WTE 
    • clinical supervisor name
    • educational supervisor name
    • MIP

    Please see Placement Import Template with specification of

    • column headers, 
    • matching criteria,
    • fields relating to Add or Update,
    • Validation rules in the 'Rules and Validations' sheet for each column. 

    With Comments:

    TIS Placement Import Template - Add-Update-Matching Criteria.xls

    Blank Upload Template to be made available for download on TIS: Without Comments

    TIS Placement Import Template.xls


    Alternative flowPL10 - Upload Errors
    Rules

    Valid template with exact column headers downloaded from TIS to be used.

    Structural errors to be validated for.

    All fields must be completed with a valid response.

    Rules and Validations for each column are specified in the 'Rules and Validations' sheet here: TIS Placement Import Template - Spec for Update v.s. Add fields.xls


    JIRA Reference
    Jira Legacy
    serverSystem JIRA
    serverId4c843cd5-e5a9-329d-ae88-66091fcfe3c7
    keyTISDEV-3119

    Audit Log

    Who uploaded the template and when.

    Who added/updated a placement and when.




    Process Name

    PL4B - Bulk Update Placements using TIS_Placement_ID

    		Comments
    DescriptionAs a Local Office Admin
    I want to Bulk update Placements using TIS_Placement_IDs as the only matching criteria
    So that I can update any/all other fields on the Template.
    ActorsHEE Admin
    Pre-conditions

    Logged in

    Security allows access to Placement Manager

    Trainees to exist on TIS already

    Posts to exist on TIS already 

    Placements to exists with the Specified TIS_Placement_ID/s


    Post-conditions

    Placement updated for a group of trainees


    Process steps
    1. Access bulk upload screen
    2. Download template
    3. User completes template
    4. Upload completed spreadsheet
    5. System validates spreadsheet and presents validation errors if any
    6. System updates existing placements against trainees records based on spreadsheet values
      1. Where system finds matching Placement record on TIS based on the TIS_Placement_ID, the import will update the remaining fields where values have been specified on the template.
      2. Where system cannot find a matching Placement record on TIS, it will be flagged in the list of errors.
      3. where column headers have been left blank on the template, the import will ignore those and no action by the import to the specific columns.
      4. where an Intrepid_Id already exists against a matching placement and there are also values in the Intrepid_Id column of the template, an error will be produced in the Error report. 
    7. System will send/present confirmation when process completes
      1. Confirmation message is displayed on screen
      2. Confirmation of placement is recorded against Trainee record.
      3. where the update impacts on fields sent to ESR, appropriate changes will need to be staged to be sent in ESR Notifications. Please see ESR Notifications.

    Please see column specification for  'TIS Placement Update Template' with: 

    • column headers, 
    • mandatory columns
    • fields relating to Matching Criteria or Update,
    • Validation rules for each

    Placements - Field Validation#FieldValidation-Placements-BulkUpdateusingTIS_Placement_IDs

    Blank Upload Template to be made available for download on TIS:

    https://hee-tis.atlassian.net/wiki/download/attachments/532709384/TIS%20Placement%20Update%20Template.xls?version=1&modificationDate=1532006958610&cacheVersion=1&api=v2



    Alternative flowPL4, PL10
    Rules

    Valid template with exact column headers downloaded from TIS to be used.

    Structural errors to be validated for.

    All fields must be completed with a valid response.

    Rules and Validations for each column are specified here:

    Placements - Field Validation#FieldValidation-Placements-BulkUpdateusingTIS_Placement_IDs


    JIRA Reference
    Jira Legacy
    serverSystem JIRA
    serverId4c843cd5-e5a9-329d-ae88-66091fcfe3c7
    keyTISDEV-4441

    Audit Log

    Who uploaded the template and when.

    Who added/updated a placement and when.



    Process Name

    PL5 - View/Edit Placement

    		Comments
    DescriptionUser can view and edit current/future placement data already created
    ActorsHEE Admin
    Pre-conditions

    Logged in

    Security allows access to People, Posts, Placement Manager 


    Post-conditions

    User views placement detail (past / current / future)

    User edits placement detail (current / future)


    Process steps
    1. User navigates to People, Posts, Placement Manager
    2. Search for Person
    3. Navigate to Placement information
    4. View information
    5. Edit fields as necessary
    6. Save
    7. Close record

    Editable fields include:

    • start date
    • end date
    • site
    • grade
    • specialty
    • placement type
    • status
    • Comments


    Alternative flowPL8 - Manage Placements with Slot Share
    RulesSystem prevents user from editing past placement detail
    JIRA ReferenceTISDEV-2727
    Audit Log



    Process Name

    PL6 - Manage Multiple Placements

    		Comments
    DescriptionUser can link / unlink posts for multiple trainees to create multiple placements in one viewNot MVP
    ActorsHEE Admin
    Pre-conditions

    Logged in

    Security allows access to Placement Manager 


    Post-conditions

    Placement created for a group of individuals

    Placement confirmed to relevant Trust


    Process steps
    1. Navigate to Placement Manager
    2. View List of Posts & List of Trainees
    3. Select Programme (optional)
    4. Select Rotation(s) (optional)
    5. Add Posts to manage to shortlist
    6. Add Trainees to manage to shortlist
    7. Link Trainee to Post = Placement
    8. Go into detail view of Placement
    9. Edit placement detail (as in PL3, step 3)

    Rotations can be created in Programme TBC??

    Posts detail in view

    • post name
    • site
    • specialty

    Person detail in view

    • First name
    • Last name
    • GMC/GDC/Healthcare Number
    • In Post / Not in Post
    Alternative flow

    Rules

    Trainees and Posts avaiable should be constrained to the local view only

    Filter out "trainees in post"


    JIRA Reference

    Audit Log



    Process Name

    PL7 - Unlink Placement

    		Comments
    DescriptionUser is able to remove Person from a Placement with immediate effect
    ActorsHEE Admin
    Pre-conditions

    Logged in

    Security allows access to People, Posts, Placement Manager 


    Post-conditionsUser is removed from Placement
    Process steps
    1. User navigates to Person record
    2. User selects to unlink placement record
    3. Placement is terminated
    4. Post becomes available again
    5. Trainee becomes available to be placed again
    6. Trust is sent a message to confirm that the Trainee has been removed from Post




    Alternative flowPL9 - Placement Ends
    Rulestbc
    JIRA Reference

    Audit Log


    Process Name

    PL8 - Manage Placements with Slot Share

    		Comments
    DescriptionUser can view and edit current/future placement data already created; specifially related to Slot Share details
    ActorsHEE Admin
    Pre-conditions

    Logged in

    Security allows access to People, Posts, Placement Manager 


    Post-conditionsUser edits slot share information in placement detail (current / future)
    Process steps
    1. Begin Create or Edit journey (PL4 or PL5)
    2. Mark WTE as 0.6
    3. Continue Create or Edit journey

    Alternative flowN/A
    Rules

    Slot share must always be 0.5 + 0.1 for both trainees sharing a single slot (to account for handover time)

    System prevents user from editing past placement detail

    		WTE should allow anything between 0 and 1. ticket needs updating.
    JIRA ReferenceTISDEV-2727
    Audit Log


    Process Name

    PL9 - Placement End

    		Comments
    DescriptionAutomatic unlinking of Post from Person where the Placement end date has passed
    ActorsTIS
    Pre-conditionsPlacement is active
    Post-conditionsPlacement is inactive
    Process steps
    1. Placement end date is = today's date
    2. System switches inactive status on
    3. Person is unlinked from Post in system
    4. Record of placement is retained against Person record as "Past"
    5. Message is sent to Trust 

    Alternative flowPL-7
    RulesTBC
    JIRA ReferenceTISDEV-2727
    Audit Log


    Page only available to those who have access to 'Placements' in their role

    N/a
    Process Name

    PL10 - Upload Error

    		Comments
    DescriptionUser can view errors by line as part of the bulk upload journey
    ActorsHEE Admin
    Pre-Conditions

    Logged in

    Security allows access to Placement Manager 

    Initial spreadsheet upload has been completed


    Post-Conditions

    Upload errors displayed by Spreadsheet Line


    Process Steps
    1. Upload completed spreadsheet
    2. User saves record
    3. System displays message informing user of errors to upload
      1. line number
      2. error detail
    4. System uploads remaining lines
    5. User removes successful lines from template
    6. User edits lines with errors in template
    7. User re-uploads the template

    Alternative FlowPL4 - Create Bulk Placements
    RulestbcJIRA ReferenceAudit Log
    rocess NamePL1 - Navigate to PlacementsComments
    DescriptionUser can access placement management toolsActorsHEE AdminsPre-conditions

    Logged in

    Security allows access to placement manager 

    		Post-conditionsView options to create / edit placementsProcess steps

    1. Hover over Placements in nav bar

    2. Select either Bulk Upload or Placement Manager

    3. System presents create/edit screens as requested

    		Alternative flowPL3 - Create Placement from Person recordRules

    Page only available to those who have access to 'Placements' in their role

    		JIRA Reference
    Audit LogN/a
    Process NamePL1 - Navigate to PlacementsComments
    DescriptionUser can access placement management toolsActorsHEE AdminsPre-conditions

    Logged in

    Security allows access to placement manager 

    		Post-conditionsView options to create / edit placementsProcess steps

    1. Hover over Placements in nav bar

    2. Select either Bulk Upload or Placement Manager

    3. System presents create/edit screens as requested

    		Alternative flowPL2 - Create Placement from Person recordRulesJIRA ReferenceAudit LogRules and Validations for each column are specified in the 'Rules and Validations' sheet here: TIS Placement Import Template - Spec for Update v.s. Add fields.xls
    JIRA Reference

    Audit Log