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What do they need or want to do?

Trainees will be using to TIS to complete forms, check/amend information and make expense claims.

e.g Form R, OOP application, trainee relocation expenses, updating personal details (address).

Where else do they have to go? (i.e. GMC or other)

GMC Connect, College E-portfolios, Electronic Staff Record (HR), websites (to print off paper forms), Intrepid, Synapse << kill / parallel strategy discussion required

Update GMC with personal details, complete the National Training Survey

They have a trainee portal called 'Synapse' - http://www.synapse.nhs.uk/

 which they describe as more a   'facebook for the London Deanery' in that it’s more content/comms than applications/forms. Its organised by Speciality. It does include a forms builder, and may have some plumbing to  Intrepid through a precursor system Mpar (sp) which is still used (validate).They explained that a number of    trainee facing business processes are very admin heavy - we used example of relocation - no single place to browse, no single point of contact to ask, so a trainee would be redirected by whoever they contacted until they found someone who could provide them with a word templated form and tell them who to submit it to. They hope to standardise the collection of forms (trainee applications) listed on the document attached and have them initially just submit to an email queue that an admin processes.

‘taken from Alisons notes after interviewing London users’

https://hee-tis.atlassian.net/wiki/spaces/TISDEV/pages/10813507/2016-06-23+Initial+meeting+with+London+KSS?preview=%2F10813507%2F10813498%2FRaw+Notes+-+London+%26+KSS+initial+meeting.docx

In ‘HEE_Intrepid Screen Review_Trainee 060717’ it mentioned:

As a trainee, I need to be able to view and edit my preferred training plan (programme) so that I can keep these details up to date and accurate.

Do trainees choose their own programme? or is it dictated to them due to path/previous course etc? I’m assuming the latter.

Trainees apply for a Programme but some Programmes e.g Foundation and General Practice are made up of placements in variable specialties. In some of these Programmes the Consultant in charge (Training Programme Director) will consult with the trainee on which specialties they want to do placements in as part of their programme. I believe this is what the trainee is referring to here. From my understanding this customised planning of trainee placements is on the way out where it still exists. Due to the need to publish trainee placements to the trainees earlier than before under the junior Doctors contract terms it means that there is no time in the recruitment timescales for this to happen. Even Programmes that are more homogenous like Cardiology where you only do Cardiology placements still do placements at varying sites so trainees will often have a preference about where they are geographically located.

For our purposes I would say they key requirement here is for them to be able to view the details of their training and NOT edit.

Please explain again the difference between placement and programme - is a placement made up of different programmes OR is a programme made up of different placements?

What is your understanding of the first release/MVP of the trainee portal?

From my understanding the MVP is :

1. Trainee able to view their training details (placements, assessments, entitlements etc)
2. Trainee able to amend personal details (address, name, etc)
3. Trainee able to complete forms (Form R, OOP application)
4. Trainee to claim expenses/book courses. (not 100% on how this works, Joanne has done/ is doing some.

What is your understanding of the standard functioning trainee portal?

The current Intrepid system provides the ability to do the above. I’m not 100% on how the OOP application and course booking systems interact with trainees.

My view is that any and all trainee interactions with HEE should be managed through TIS. This includes forms, communications, notifications. This includes interaction with HEE non admin staff such as Training Programme Directors and trainers.

Yes there will have to be periods of dual running for users while we retire legacy systems/processes I imagine. I suppose the process will differ depending on what Service we’re shipping and where.

e.g A lot of trainees are still completing paper form Rs for local teams and then scanning and sending back to admins whereas in Thames Valley they have been using the Intrepid form R functionality.

This is the sort of thing Rob intends to have project managers oversee with the Business Managers so they can ‘own the business change.’

There will be a strategy of some sort but may be helpful to have this information regardless.

E-portfolio is a Royal College system. There are many Royal Colleges :Medicine/Surgery/Psychiatry/etc

E-portfolios allow trainees to upload all their evidence from their workplace assessments. Trainees are expected to reflect on their performance in each placement while they’re supervisors are required to contribute also. Although the ARCP only occurs once a year a trainee is being constantly assessed and it is the outputs of this constant assessment that are uploaded to e-portfolio. Information on the trainee e-portfolio is then used by the panel members to assess the trainees performance over the year and the an outcome will be awarded. ARCP panels will often sit around a laptop with a trainee e-portfolio open and review together. There is a degree of cross over with a number of the versions of e-portfolio and what we record on INTREPID.

https://hee-tis.atlassian.net/wiki/spaces/TISDEV/pages/59119950/Royal+College+e-portfolios

In order for a placement to be setup you must have a vacant post to occupy. Posts are standalone entities I think of as funding slots. The post becomes a placement when a trainee is added to it and some dates attached. The reason it has to be managed this way is that HEE pay trusts a flat rate for each post. It does not matter whether we can recruit a trainee to that post or not. We have still committed to funding that position within the trust so they are allowed to use that money to recruit temporarily to cover the service if we cannot find a trainee to fill it.

Rotations are more similar to Programmes but I wouldn’t worry too much about them. We had a session with everyone around the table in the office a couple weeks ago. Probably easier to explain in person. Essentially it’s functionality that allows users to break down Programmes into smaller, more manageable groupings of posts and people.

We could potentially pull information from GMC but they are indeed the ‘Daddy’. I expect we require a lot more information than the GMC as well as they only require correspondence address.

Form R has part A and B. Part A is an update to personal details form but the part B is the more important ‘Self Declaration’.

This is where trainees indicate whether they have been involved in any incidents over the past year (since their last assessment). Obviously there are other sources to check but it’s a probity test.

https://hee-tis.atlassian.net/wiki/spaces/TISDEV/pages/30081030/Form+R+Overview

Part A - personal information, completed at the start of any new programme and / or when personal details need to be updated, however this is rarely done

Part B - completed annually

Currently administered differently across local offices - paper form + scan + email, PDF form + email, Intrepid form etc.

Out of Programme. Could be sick, maternity and there are 4 types of OOP you can apply for.

OOPE – work experience

OOPC – Career break

OOPT – Training

OOPR - Research

There is definitely duplication. Some of it may be unavoidable but we want to remove as much of it as possible. The College eportfolio duplication for users is one of the most high profile farces in HEE that we are committed to solving but this is likely to be a considerable time off due to the complexity of working with a number of different organisations all with different (minimal) technical capabilities.

From a trainee perspective it doesn’t affect them as the admins are the ones required to input the data for the trainee.

We intend to incorporate/replace any interactions between trainees and HEE within TIS. From a systems perspective this likely includes other forms but for MVP the focus is very much on the above.

The Oriel recruitment system which we will need to hook into for MVP as there is currently functionality allowing bulk import of trainees from Oriel into INTREPID.

Kent Surrey Sussex. It’s one of the 4 amalgamated London local teams.

Basically the timescales of recruitment dictated by the new Junior Doctor’s contract mean it’s just not possible for most Programmes. There may still be some consultation done within some of the smaller programmes where appropriate but due to cuts there are even less Programme Director’s to manage this than ever before.

Rob Pink, 24/10/2017

KSS is moving in to the South. Not sure of timescales, or impact, but bear this in mind. This will be the first test to see if the org structure on TIS can be changed to move a team into a new region. I will update when I know more.
That's a quarter of London's trainees, BTW.

Basically the timescales of recruitment dictated by the new Junior Doctor’s contract mean it’s just not possible for most Programmes. There may still be some consultation done within some of the smaller programmes where appropriate but due to cuts there are even less Programme Director’s to manage this than ever before.

Form R - pdf must be produced in same format as its currently in?