We have changing our Quarterly schedules to fit in with the academic year. So 2022/3 Q1 begins on 1 May 2022.
However, for the first iteration or two of Q1, the team is changing to Product Teams working, so the Product Development output is likely to reduce as the team makes this transition.
Welcome
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Overview of the last couple of weeks Any interruptions to our apps / Live Defects Team going through what they’ve achieved during the last couple of weeks 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)
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Executive Summary:
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LiveDefects this iteration (last fortnight): 3 A major server upgrade caused various services (e.g. bulk uploads) to fail as they lost their internal permissions. The issues were resolved in approximately 24 hours. A database failure interrupted the sending of placement information from TIS to ESR. Unexpected links to other worksheets within a Bulk uploaded spreadsheet prevented TIS Admins from exporting details of upload errors.
Reval app: Work has continued on filtering, we are in the process of testing the second (and most complex!) stage of the work on the staging environment TIS Self-Service app: Interface improvements have been made in response to user feedback (better sorting of work placements, and auto-populating some work placement data). The first tranche of trainees in the 3rd Pilot have also been sent a survey to solicit their feedback on the app, with a view to ongoing improvements to user experience. Ongoing checks that trainees have the necessary ‘Dr in training’ role show very few omissions. TIS: Major server upgrades have been made to ensure TIS remains up-to-date with security patches. Work to convert Programme Membership into Curriculum Membership is ongoing, though not complete enough to cover in this Review. ESR: n/a. Quarterly Objectives and Key Results (OKRs): n/a. During May, we are concentrating on the team restructure. Towards the end of the month we anticipate drafting out this Quarter’s OKRs. Changes to the roadmap: n/a.
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Live Issues:
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(the reason we include these is to be open and transparent about when our apps have been compromised, in order to confirm that we’re constantly iterating to improve performance, resilience and security of our Apps.) |
Dev team demo work completed during this iteration (last two weeks)
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Area | Description | Team Representative | Demo - from Prod URL where feasible |
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TIS Self-Service (TSS) | TSS user feedback: When new work placements are added to the list re-sort them for me so the full list is in chronological order and easier to view.
Also remove null from work placement header when there is no placement grade available because the null is confusing. | john o | Live demo
Problem (Work placements not in chronological order, null in placement header)
 | TSS user feedback: Auto-populate my work placement Training post fields with a ‘Yes’ if my placement type is ‘In Post’ to make the form more user-friendly/quicker to complete. | john o |   | | TSS user feedback: Remove the word ‘pilot' and 'Trainee’ from the sign-up warnings/ other text so it is less confusing/ annoying. | john o |   | | TSS Sync: Dr in Training role is required to facilitate the sync of TIS data to TSS. A Metabase report was created to flag records without this role. These records' roles have been amended by Local Offices and the report now lists very minimal records with this potential issue. | James Harris | https://build.tis.nhs.uk/metabase/question/448 | Revalidation | | | | | | | Trainee Information System (TIS) | Address Security Vulnerability in Web Server | Joseph (Pepe) Kelly | An external audit identified some older infrastructure component with vulnerabilities. We fixed this on Thursday 5th. There was some unintended impact in addition to moving to a newer version without the vulnerabilities. | | | | Electronic Staff Record (ESR) | | | | | | | Northern Ireland Medical and Dental Training Agency (NIMDTA) | | | | | | |
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Objective Key Results (OKRs) 2021/22 Q4:
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 | 1st
Iteration | 2nd
Iteration | 3rd
Iteration | 4th
Iteration | 5th
Iteration | 6th
Iteration | OKR #1: TBC - During May, we are concentrating on the team restructure. Towards the end of the month we anticipate drafting out this Quarter’s OKRs for you. | Key Result#1: . | n/a | n/a | | | | | Key Result#2: . | n/a | n/a | | | | | Key Result#3: . | n/a | n/a | | | | | Key Result#4: . | n/a | n/a | | | | | OKR #2: TBC. | Key Result#1: . | n/a | n/a | | | | | Key Result#2: . | n/a | n/a | | | | |
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TIS team development (following external review)
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| title | Up to end of 2021/22: Q4 | Iteration #8 |
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We 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: 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. Consultation completed - going through the HR process of confirming mappings of current to new roles, in advance of hiring to the vacancies we have. We will be making changes to the way we work, and the scheduled meetings we carry out (like this one) in support of that new way of working. This is to provide both us as a TIS programme, and you as stakeholders and users of the products we develop more focused in the way we are able to communicate and more targeted in that communication. Watch this space…
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| title | Start of 2022/23: Q1 | Iteration #1 |
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We have used this iteration, and probably next, to pause as far as is feasible Product Development work in order to give all members of the team time to transition to this new team structure: smaller Product Development teams, each more focused on a more limited number of Services and supporting Products. refocusing across the board on working to the NHS Service Standard, applying a User-Centred Design approach and using an Agile mindset, with associated Agile framework, to manage the day-to-day Product Development team working. determining a systematic approach to prioritisation and roadmapping
This fortnight… we’ve concentrated on mapping the PGMDE Services we support to the Products that support those Services and then determining how we split into 3 Product Teams to focus on natural user-groupings of those Services and Products
There’s some more mapping to complete, but to date we have mapped the following… a Trainee-focused Product Team looking after: Services: Trainee Requests, Study leave and Course management; and Products: Accent Course Manager, TIS Self-Service, Accent Leave Manager, Form Rs submitted on TSS populating TIS, TIS-TSS data sync.
a Product Team focussed on internal HEE Administrators looking after: Services: Assessments, Post Management, Programme Management, Revalidation; and Products: TIS, Reval, Post employing body trust overnight data update, GMC data sync.
a Product Team focussed on external Administrators looking after: Services: Trainee transfer between Eng and NI; and Products: Digital Staff Passports, NIMDTA, Person placement training body trust overnight data update, Placement planning tool, Syncing of ESR data with TIS, TIS-ESR interface.
started to agree how we will modify our Agile ways of working to optimise working in 3 Product Teams vs one large TIS Team.
This will impact you, our stakeholders, as we refine the calendar events we need, determine who we need to encourage to attend which of them, within the overall umbrella of participation being open to all. prepping for a round of recruitment to fill vacancies in all three Product Teams, predominantly the external Administrators Product Team - the work of which will be covered by the other Product Teams in the interim.
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TIS interim roadmap:
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| Trello board |
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| url | https://trello.com/b/I2KstFzF/tis-interim-roadmap |
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Feedback
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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! |