The table below is a collection of requirements, considerations, must have's and must not's, process, features and functionality gathered from workshops with Local Administrators for the 'Trainee Application'.
Workshop(s) feedback ordered by most recent date
Wessex: Admin workshop
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28/
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05/19
Attendees
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Nicky Adams: nicky.adams@southernhealth.nhs.uk
Joanne Halliwell: joanne.helliwell@iow.nhs.uk
Juile Mantell: Julie.mantell@poole.nhs.uk
Jenny Webb: jenny.webb@hhft.nhs.uk
Clair Francis: Claire.francis@hee.nhs.uk
Lucy Wyatt: lucy.wyatt@hee.nhs.uk
James Pillinger: james.pillinger@hee.nhs.uk
Brittany Bell: Brittany.bell@hee.nhs.uk
Sylvia Richards: Sylvia.richards@uhs.nhs.uk
Lisa Edwards: Lisa.Edwards@hee.nhs.uk
Mairi Hills: Mairi.Hills@hee.nhs.uk
Gemma Lush: Gemma.Lush@hee.nhs.uk
Matthew Hill: Matthew.Hill@hee.nhs.uk
Rachel Williamson: Rachel.Williamson@hee.nhs.uk
Jenny Albon: Jenny.Albon@hee.nhs.uk
Mike Richardson: Mike.Richardson@hee.nhs.uk
Jo Stevens: Jo.Stevens@hee.nhs.uk
User Groups with notes on what they thought they need (We worked through their top
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4 key users)
| Trusts | Head of School & TPDs | Revalidation team | LTFT team | Lead Employer | Admins | TraineesStaff and Admins | TPD's | Educational Supervisors | PGME: Medical Education Managers Admin | HEE Data Analysts/IM | Admins: Patch, Deanery, Trusts | Trainees | Lead Employer | Reval Team | Dental | Auditors | Quality | Leave Approvals | Finance | PDU | Medical HR |
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User Personas
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- Access to an app
- Different levels of access some sections only need to be read-only
- It needs to work well without IT support
- See placements
- See upcoming assessments
- Update information in a timely fashion
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- They won't use the app
- They may amend our data
- IT fails/lack of support
- Who will see my info?
- I have dyslexia - how will I access some of the more complicated areas?
- Will be out of date information
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- Train the people using the app?
- Have read-only sections
- IT Backup
- Update TIS asap with relevant and correct information
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- University education with Medical degree
- First job in NHS not born in the UK
- Unfamiliar with NHS acronyms
- English not his first language
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- An app that is easy to understand and use
- Needs to be in simple English
- The opportunity to translate things into other languages (first language)
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- Use of acronyms that he won't understand
- Has not received staff training
- Information held not correct/up to date so worries that he makes a mistake if changing anything he does not understand
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- Access to further information
- Training provided to understand the app and processes
- Ability to make changes easily and it's clear
- Support if he needs it
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- Comes from Spain but lived in England since childhood
- Has sight issues around contrast/short sighted
- University qualified
- English second language
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- Tech savvy
- Comfortable using phone
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- Simple language
- Simple processes
- Zoom feature
- Large icons
- Distinctive colours
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- He las large fingers so small UI on phones can cause issues
- Poor eyesight
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- Find another way to access information if the user finds it difficult on a mobile (Desktop version)
- Make sure it's scalable
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User stories created by Admins at the workshop
We asked the Admins to identify all User Groups they could think of. Choosing the key 5 from the large list above we asked the Admins to write a User story based around their needs.
| 'As a' | 'I want to' | 'So that' |
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| Have access to accurate information on trainees/placements in a real-time, up to date and easy to use system | I can be more efficient and well informed to be able to provide an effective service to trainees and trusts. |
| Trainee |
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| Deanery Programme Team Administrator | Use one portal where trainees can easily and independently find the info and resources they need | Repetitive queries are reduced significantly and saves lota of time |
| Medical Education Manager/Admin PGME | Be able to see what has been done by other teams in the event of a query eg. ARCP notifications have been sent on a 'date' and 'to which trainees' | I can answer queries, work across teams, cover absence and prevent complaints |
| HEE Data Analyst/IM | See personal details and have the trainees view them and update them where appropriate | A more efficient process for both users and the support team |
Domain feedback
| Feature | Element | Interaction | Comments | Actions | |||
|---|---|---|---|---|---|---|---|
| Concerns | ProcessData | Pain-point/concern | Everything is so time-consuming at the moment this needs to be simpler and fewer duplicates | Improve the process, make sure that we are not adding to the process but streamlining it.Who is in charge of data. TIS, e-portfolio, ESR? | We may need to address this in comms so that they understand what areas of the app may have different data owners? ie. Personal details, is this ESR or TIS? | ||
| e-portfolio | Pain-point/concern | We are concerned around duplicates and e-portfolio. Why will the Trainees use both? | We need to check how the e-portfolio's m | I.T support for Trainees | Support: Online and Live chat/chatbotss | ||
| Syncing to other systems | Bi-directional | The potential App needs to be supported if the Trainees have any tech issues we need to offer a solution for them, otherwise, they will not value/use the appbe bi-directional, anything that is not should be read-only and they are to refer to, not interact with | We need to make sure we consider support as a part of the road map | Duplicates | Multiple systems | If this Application is another system that the Trainees have to use as well as existing systems they would prefer to leave this out. If the solution actually streamlines the current issue with duplicating data efforts on multiple platforms, they think it would be a good idea | Any part of this proposed application that adds to the process should be removed/read-only. An example is ESR, if they have to update their personal details in the App and ESR, do not bother having this in the App |
| Personal details |
| Edit/update | This would be very helpful if it updated in all the other systems 'real-time' so that they could easily keep their personal details updated and everyone knows this is accurate | We need to make sure that this pulls through to ESR and other systems where their details are stored | |||
| Notifications |
| If there is the option for the Trainee to update their details, can this notify the Administrators/any other parties that there has been a change made to a trainees record | We can look into what this might look like. A notification with link tot he Trainee? Maybe a simple email noting the record? | Placements
| Read-only | We need to set a rule that means the Trainees cannot see future posts until a certain date | We can set rules to the placements view, we need to confirm what the date range is |
| Post info | Read-only | We can allow the Trainees to check the details of a Post to make sure they are correct:
| We need to make sure that the information rendered is up to date and correct | ||||
| Read-only/Edit | We can add value here by showing:
| The Admins feel this is a great opportunity to have real-time data updates to some of the issues they face around posts, and how long it takes to get the detail they need around leave etc. We can aim to have a notification process in place that informs the Admins when a Trainee updates any of the detail suggested | ||||
| Rotations | Read-only |
| This will also need to feed back into any other systems, but essentially they want real-time data updates around posts and rotations | ||||
| Programme details | Read-only |
| A read-only view of the programme detail to be determined | Mandatory training | Read-only | Give the details of Mandatory training to the Trainee easily | We need to make sure the information is correct/real-time |
| Uploading documents | Interactive | This would only be needed if any of the forms/paperwork was not digitalised. | This feature would only be available in desktop format | ||||
| ARCP | Read-only |
| The Admins would like the information . to be read-only and possibly have a way for any dates to be added to the Trainees calendar which they can accept or decline taking ownership of the arranging of the ARCP | ||||
| Out of sync Trainees | Read-only | It would be good if we could help with out of sync trainees | We need to investigate this further and how it might work with TIS | Form R | Interactive/input/edit |
| The form needs to be auto-generating where possible with easy to add content fields/dropdowns for the Trainee where needed. This will save time and no need for Admins to email the Trainees |
| Interactive/input/edit | Direct feedback to bodies | These forms must update the different parties involved in real-time with some kind of notification, to avoid duplicates and wasting time | ||||
| All forms | Concern | Reliant on the system app to be functioning well is busy periods and filling out forms. | If this does not work efficiently, and the forms work correctly, we will waste a lot of time and cause duplicates | Calendar | Interactive
| This could allow the Admins to add dates for certain events into the Tarienes calendar. ON accepting these proposed dates for ARCP/Assessments, forms etc, the Trainees are taking ownership and committing to an action. This also keeps the Admins form having to chase the Trainees | We need to make sure that the Calendar works well, and is synced similar to say 0365 Calendar and scheduling work |
| Lead Employer info | Read-only? | A frustration is waiting for information from the Lead Employer if we could find a way to time-sync this we could improve the process | Investigate what information they wait for, how is this delivered | ||||
| e-portfolio | Syncing | Can we look into how e-portfolio could also feed into the app making it of even more value and a one-stop-place for Trainees | We need to have a chat around what information e-portfolio has on Trainees and what we could sync with the app | ||||
| ESR - TIS | Syncing | If we are unable to sync ESR and TIS/Trainee app then the app needs to be limited to read-only for most of it, no duplicates or additional process because of the App | We basically need to make sure that anything that is interactive does not cause duplicates but actually helps with the process. Apart from that anything else should be Read-onlyARCP sync | e-portfolio bi-directional | These need to talk to each other and any changes through the application | We need to check the road map around this | |
| Oriel & ESR | Bi-directional | These need to be updated/synced real time with the App and TIS | We need to check the road map around this | ||||
| Updates | TIS and other systems | How long will the updates take to appear in TIS? | We should make this instant | ||||
| Notifications | Change requests |
| There needs to be a real-time link between the Admins and Trainees if we introduce notifications. They also need to make sure they have different levels of control over these options | We need to investigate this as at the moment some Admins would like to have this and some prefer to have their trainees ask them first | |||
| Exceeding limit | Doc manager | This is an issue they have with TIS at the moment, we need to make sure if we have a document manager that they have more than enough storage space (scalable version) | We can increase the storage allowance for users | ||||
| Trainee requests | Prompt | There may be a quick way for the Trainees and Admins to prompt each other to contact them | This would help with email chains and chasing each other | ||||
| Process | Ensure all parties involved in the loop | We need to ensure that for processes with multiple stages and teams involved if we use notifications, they too can see what is going on | We need to use notifications to simplify some issues, not cause more problems | ||||
| Accountability | Who is responsible for what? | We need to make sure that the notifications enable users and admins. But we also need to ensure that they are biding, ie. ARCP date is not optional. So if the trainees receive a notification for this, we need to ensure they can not use the notifications to try to avoid tasks | This will need to be identified as we go through each feature and work out where notifications may help or hinder | ||||
| Leave | Study leave | Form and process | This may well be a simple form and prompt to Admins/Trusts, accept or decline solution | We need to look into what is happening with TIS | |||
| Leave manager | Tool | This is a little more bespoke, so is essentially a way of managing all leave. | This would need to be scalable and may also include document manager | ||||
| Forms |
| Can we ensure that we make the relevant fields Mandatory where they need to be? Also, auto-generate what we can to ensure we cut down on human errors | We can investigate these forms | ||||
| Guidelines | Read-only | Can we have some information around 'Leave' and Must do's, Must not's, Rules and Reasons for these rules | We need to get this from HEE and also think about having this for all areas for the trainees as they say they have little information on why they have to do certain things | ||||
| Educational supervisors | Details | Can we have access to the important people they may need to speak with around different leave | We can look at this as we are investigating a directory of sorts | ||||
| Maternity leave | Form and process | Can we share this in the application | |||||
| Expenses | Form and process | This will need some investigating with SBS, HR and probably other areas of the business | There may be value here as we could make this quite simple or link to expenses portal | ||||
| Personal Details | Profile | Edit but only if bi-directional | Self-service to update their personal details. This should also alert the Admins. | Any changes made by the Trainees need to alert the relevant teams | |||
| Prompts | Checklist | The Admins asked if they can send some kind of notification around asking trainees to check their details etc before ARCPs and other important processes | We can set up an instant alert to check details or contact their Admins | ||||
| GMC/GDC | Read-only | We must ensure that the Trainees cannot edit this | Make sure this is R/O | ||||
| Approvals | Important info | If the Trainee needs to change a Surname or something that has a large impact on their records we need to have a way that they notify the Admins who then approve this, maybe with a link for them to where this can be done | We have to make sure that we enable the Trainees to do what they need to do, but without causing issues with Admins | ||||
| Passwords | Reset | Allow the users to reset their passwords in their profile area | This could be investigated | ||||
| Access | Information | Who can access this, it would be great if we made sure that other teams who may need this information may have some kind of high-level access to this, and are informed when things change. Daenerys etc | We need to check this and make sure we allow access but only to the correct people | ||||
| Assessments | Exam results | Read-only | A way for the Trainees to see all past exam results | We need to work out where this comes from | |||
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| A way of showing this to the Trainees and a way they can interact with Admins over this when needed | Prompts, calendar dates, accept or decline alerts. Think Outlook and Google calendar for this? | ||||
| ARCP links to e-portfolio | Link | They asked about a link between these if the updates are not bi-directional | Depending on how the App will update data, we need to make sure that links are available to different systems where we can't allow the users to edit in the app | ||||
| Notifications | Interaction | They asked if we introduce notifications can these be set up to help with managing the trainee's assessments, dates, times, things they need to do. | We should talk around what 'Standard' messages they usually send to trainees around this. So we can possibly automate this for them | ||||
| Placements |
| Read-only | They would like to be able to give the trainees access to the information around their posts and placements | This should be a standard set of copy with maybe links where needed | |||
| Rotations | Read-only | They asked about having rotations available to view | We need to investigate this | ||||
| Placement history | Read-only | They asked for a way for the trainees to access all old placements | This is already in Past placements in TIS, we need to give the users access to this | ||||
| Finance | Links | The admins asked for a way to link the placements to finance if the trainees need this? | We need to investigate this and what it would be used for? | ||||
Contacts | Links | They have asked to have key people related to placements visible for trainees to access them from the app. Example: Trainee supervisors | This is something that the trainees have also asked about | ||||
| Notifications | Links | 12 weeks notice for Trainees and Trusts | They need to set a timeframe around the placements | ||||
| Forms | Form R |
| We need to ensure that the following occurs:
| This will need to be investigated as to the different stages of the form process | |||
| Period of Grace | Digitalise form | This could be something we can help with for trainees | Investigate the process | ||||
| In-complete forms | Notifications | Is there a way that the Trainees can easily be notified that the form is not finished | This may be a simple prompt for 'Accepted or Declines' by the Admin on receib=ving the form and reviewing it | ||||
| All forms | Mandatory and Optional | We need to make it clear which forms are mandatory and optional | We can review this and mark up which ones are which | ||||
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| We need to investigate each form |
Gallery & Videos for Admin workshop
Post-its: Yellow - needs/wants/features | Pink: Pain-points/frustrations | Green: Value/function
