As a

Revalidation Administrator

I Want

a reliable service that doesn't crash all the time

So that

I can do my work without the frustration of an unreliable system

MoSCoW

Priority

Notes

I saw the system crash twice at Thames Valley and once at West Midlands, so this is not an infrequent occurrence.

As a

Revalidation Administrator

I want

to align (cross refer) my deferral reasons with the GMCs

So that

I can continue to use my local deferral reasons but report to the GMC more accurately

MoSCoW

Priority

Notes

The GMCs deferral reasons don’t align with the deferral reasons used by Designated Bodies. Linking local deferral reasons to GMC reasons will allow better local reporting of deferral reasons while keeping the GMC ones more accurate.

As a

Revalidation Administrator

I want

Trainees to automatically connect to my Local Office on the day they start training with us

So that

Trainees are connected to the right Local Office at the right time, thereby avoiding extra clerical effort to ensure they are connected properly

MoSCoW

Priority

Notes

As a

Revalidation Administrator

I want

an automatic notification from TIS when a Trainee is awarded an Outcome 6

So that

I know the Trainee is eligible for Revalidation without having to search for them.

MoSCoW

Priority

Notes

Automatically check for Trainees under notice

As a

Revalidation Administrator

I want

the Revalidation service to tell me when Trainees that are not under notice should be.

So that

I don't have to manually reconcile my list of Trainees with the All Doctors list from GMC Connect

MoSCoW

Priority

Notes

As a

Revalidation Administrator

I want

to be able to see the three elements of a Trainee's evidence (Form R part B, Trainee ARCP, Trainee Concerns)

So that

I can process all the information to support a Trainee's Revalidation at one time.

MoSCoW

Priority

Notes

As a

Revalidation Administrator

I want

to know when the CMG has reached an outcome

So that

I can track the progress of revalidations I have submitted to the GCM

MoSCoW

Priority

Notes

As a

Revalidation Administrator

I want

To be able to use TIS to bring forward a Doctor's revalidation date

So that

I don't have to waste time switching systems and logging into GMC Connect to bring forward revalidation dates

MoSCoW

Priority

Notes

This will require cooperation from GMC as they will have to provide a new API.

As a

Revalidation Administrator

I want

to be able to upload multiple documents to the concerns log in one go

So that

I don't have to keep repeating the same operation over and over again.

MoSCoW

Priority

Notes

As a

Revalidation Administrator

I want

to be able to upload multiple Form Rs to Revalidation in one go

So that

I don't have to keep repeating the same operation over and over again.

MoSCoW

Priority

Notes

This should be tackled as part of migration to the new Revalidation service, but might be needed once live if not all Form R data is available at migration time.

As a

Revalidation Administrator

I want

to see an Out of Programme" line in a Trainee's placement history to cover periods when they are not training"

So that

there are no breaks in the Trainee's legitimate training history otherwise I have to chase round to find out if there is a genuine gap in the placement history

MoSCoW

Priority

Notes

As a

Revalidation Administrator

I want

to hold a snapshot of the information supplied for the revalidation

So that

I can see the evidence the revalidation recommendation was made on if there are queries about the case in the future

MoSCoW

Priority

Notes

As a

Revalidation Administrator

I want

to see the Trainee's revalidation submission date in Core TIS

So that

This could go in Personal Details -> GMC Details

MoSCoW

Priority

Notes

This could go in Personal Details -> GMC Details

As a

Revalidation Administrator

I want

to not want training doctors appearing in Revalidation

So that

I don't see inappropriate connections or data

MoSCoW

Priority

Notes

When a trainee becomes a training doctor their details still show up as a Trainee

As a

Revalidation Administrator

I want

military trainees not to be displayed in my lists

So that

I don't have to sort through military trainees to find the trainees I should be dealing with

MoSCoW

Priority

Notes

This only seems to be a problem in the West Midlands Designated Body. Military trainees have their own training and revalidation programmes not associated with the HEE designated bodies.

E-mail Trainees directly from Revalidation

As a

Revalidation Administrator

I want

to be able to send a template e-mail, which I can amend, from the Revalidation service to Trainees

So that

I can quickly send out standard e-mails to Trainees.

MoSCoW

Priority

Notes

Administrators should be able to select an e-mail template from a drop down list then, after it is populated, be able to amend the e-mail before sending it.

Handle trainees in a complicated relationship

As a

Revalidation Administrator

I want

to be able to manage Trainees who are in consortia or shared programmes through both Designated Bodies

So that

either I, or a colleague in a different Designated Body, can identify the bodies a Trainee belongs to when they are in a complicated arrangement.

MoSCoW

Priority

Notes

A Trainee who belongs to a shared programme can only be connected to one Designated Body which means they cannot be seen in the partner body. (This may be alleviated by being able to see the full history of Trainees.)

Have a concerns log that works

As a

Revalidation Administrator

I want

a concerns log that works

So that

I can collect the evidence for revalidation on the Revalidation system

MoSCoW

Priority

Notes

The concerns log just doesn't work! Admins need to be able to make notes and upload evidence of concerns to Revalidation. General TIS users should not be able to see the concerns.

Have a support contact

As a

Revalidation Administrator

I want

support to be available during normal office hours

So that

if I have a problem with Revalidation (or TIS in general) someone will solve the problem or enable me to work round it so I can continue with my day's work

MoSCoW

Priority

Notes

There should be a proper TIS help desk set up with a published SLA

Hide trainers from the connections list

As a

Revalidation Administrator

I want

to be able to stop trainers from appearing in the Connection Discrepancies list

So that

they don't clutter up the list of Trainees that really do need connecting

MoSCoW

Priority

Notes

Some doctors, typically trainers who are retired, that need a licence but do not practice show up in the connections discrepancy list because there is no other way to link them to a Designated Body. These doctors do not require linking.

Improve the comments box on TIS

As a

Revalidation Administrator

I want

the comments box on TIS to be much larger

So that

I can read the notes without having to scroll through the small field using the arrow keys (while trying to remember what I've read).

MoSCoW

Priority

Notes

This box should auto expand to a set number of lines, then fully expand or pop out to give a full view of the comments/notes.

Instant refresh of data from TIS

As a

Revalidation Administrator

I want

updates that I or a colleague make on TIS Core to be immediately visible on Revalidation

So that

I don't have to wait 24 hours for changes to come through to carry on processing a Trainee's revalidation

MoSCoW

Priority

Notes

All data in TIS should be immediately visible in Revalidation and vice versa.

Keep snapshots of revalidation evidence

As a

Revalidation Administrator

I want

the system to keep snapshots of the evidence I used a the point of revalidation

So that

I can produce the evidence of why a revalidation was made if it is challenged in the future.

MoSCoW

Priority

Notes

Because a lot of TIS data is dynamic it changes as time moves on. Unfortunately this means the data a revalidation decision was based on is lost.

Log that all review documentation has been considered

As a

Revalidation Administrator

I want

to be able to log that all the necessary documentation (ARCP, From R part B, concerns and CCT date) has been considered before a recommendation is made

So that

it is noted that the legal and procedural requirements have been performed before the recommendation is made

MoSCoW

Priority

Notes

Mark recommendations as ready to submit to GMC

As a

Revalidation Administrator

I want

to be able to mark recommendations as being ready to submit to the GMC

So that

recommendations that are completed can have a final check before they are submitted to the GMC

MoSCoW

Priority

Notes

Need Revalidation data in Tableau

As a

Revalidation Administrator

I want

to see a Trainee's revalidation data in Tableau

So that

I can use Tableau for reporting on KPIs include things such as deferral sub-reason, late submissions, not revalidated at CCT etc.

MoSCoW

Priority

Notes

There is no reporting facilities in TIS Revalidation so all reporting has to be done from Tableau and no data gets put into the warehouse from Revalidation.

Need a watch list

As a

Revalidation Administrator

I want

a watch list

So that

I can better manage the Trainees I am focusing on.

MoSCoW

Priority

Notes

One Click Copy Facility

As a

Revalidation Administrator

I want

a facility to copy GMC number to the clipboard with one click

So that

I can paste the number into other applications quickly and accurately

MoSCoW

Priority

Notes

Perform revalidations in quick succession

As a

Revalidation Administrator

I want

to be able to perform a second revalidation, if required, within a short space of time, say six months

So that

I can bring CCT and Revalidation dates into line

MoSCoW

Priority

Notes

When only a short period of time has elapsed since the previous validation, Trainees don't appear in the under notice" list"

Prevent doctors connecting or disconnecting too early

As a

Revalidation Administrator

I want

to stop doctors connecting or disconnecting from their Designated Body too soon

So that

I can fully process their Revalidation

MoSCoW

Priority

Notes

Disconnecting from their Designated Body too early seems to be a particular problem for Doctors who trained to be GPs. I don't have a specific answer as to why this is mainly GPs, but it's possible they get into a practice faster than specialists get positions. The problem is, once they disconnect, they are lost to the Designated Body they should be connected to.

Prompt Trainees to make sure they connect properly

As a

Revalidation Administrator

I want

to regularly prompt Trainees to get them to connect to their correct Local Office

So that

Trainees do not appear on my list of submissions with only a few days notice.

MoSCoW

Priority

Notes

Pull back inappropriately disconnected Trainees

As a

Revalidation Administrator

I want

to be able to pull back disconnected Trainees into my Designated Body

So that

Trainees who have disconnected to early can be brought back to the correct Designated Body

MoSCoW

Priority

Notes

Pull date fully registered from GMC

As a

Revalidation Administrator

I want

to pull the date a doctor becomes fully registered from the GMC database

So that

I know the FC1s have fully registered before I connect them as FC2s

MoSCoW

Priority

Notes

This date is not currently pulled from GMC. This would be a change to the GMC interface.

Put Trainees under notice

As a

Revalidation Administrator

I want

to put Trainees under notice three months before their due date

So that

I have adequate notice to process the Trainee's Revalidation

MoSCoW

Priority

Notes

Record the full Form R on Revalidation

As a

Revalidation Administrator

I want

to see all completed Form Rs (both parts) in the evidence section of Revalidation

So that

I have all the evidence necessary to make a recommendation in one place

MoSCoW

Priority

Notes

Form R is am essential part of the evidence used for revalidating trainees. It needs to be presented in the evidence section.

Reduce the duplication of effort transcribing data from e-portfolios

As a

Revalidation Administrator

I want

to reduce the amount of copying of revalidation details from the e-portfolio to TIS

So that

I don't waste time or make mistakes

MoSCoW

Priority

Notes

The e-portfolios are administered by the Royal Colleges. Each college has its own e-portfolio system. There are 24 Royal Colleges! Additionally, HEE has its own e-portfolio system called HORUS. Maybe we could do some screen scraping?

Remove TIS Id from screens

As a

Revalidation Administrator

I want

the TIS Id removed from screens

So that

I am not distracted or confused by a meaningless identifier.

MoSCoW

Priority

Notes

TIS Id is not used by the revalidation teams. They use GMC/GDC number as their sole unique identifier for trainees and doctors. Having two separate identifiers for the same person is confusing and misleading.

Reporting on deferral reason

As a

Revalidation Administrator

I want

to be able to report on deferral reasons

So that

I can check the expected number and reasons for deferral are reported properly

MoSCoW

Priority

Notes

This should be coming out of Tableau but the raw data is not being loaded

Save e-mails I have sent to Trainees

As a

Revalidation Administrator

I want

to save and e-mails I send to Trainees against the record in TIS

So that

I can see the correspondence I, or others, have had with a Trainee.

MoSCoW

Priority

Notes

Thoughts on this…

See all relevant information at a glance

As a

Revalidation Administrator

I want

to see all a Trainees relevant information at a glance

So that

I get a overall picture of what is happening to the Trainee as rapidly as possible

MoSCoW

Priority

Notes

See the full history of a Trainee

As a

Revalidation Administrator

I want

to see the full history of a Trainee even after they have moved Designated Body or finished their training.

So that

I can answer queries about Trainees which can come in years after the Trainee has moved on.

MoSCoW

Priority

Notes

See the total number of Trainee's retrieved

As a

Revalidation Administrator

I want

to see the number of Trainees retrieved and which page I am on when I have a list of Trainees displayed to me

So that

I can get a sense of how many Trainees I am dealing with and how far through them all I am at any one time.

MoSCoW

Priority

Notes

None of the TIS or current Revalidation pages displaying lists of Trainees give an indication of how many Trainees there are in total or how far through the dataset the user is. This means the user has no sense of scale or position in a dataset.

See when the last GMC download took place

As a

Revalidation Administrator

I want

to see on my screen when the last GMC nightly download took place

So that

I know when the list of doctors is out of date

MoSCoW

Priority

Notes

LOs have indicated it is not always obvious that they are working with stale data. Sometimes it can take two or three days for them to realise the nightly update has failed.

Select Revalidation recommendation from a list

As a

Revalidation Administrator

I want

to be able to select recommendation types from a drop down list

So that

I don't have to type in the recommendation type and can be sure that I have entered a valid recommendation

MoSCoW

Priority

Notes

Sortable Columns

As a

Revalidation Administrator

I want

All columns on data tables I see to be sortable

So that

I can organise the data I see more efficiently

MoSCoW

Priority

Notes

Sorting needs to be based on the whole dataset, not just the screen being displayed.

Stop FC1 trainees from being connected

As a

Revalidation Administrator

I want

the system to prevent me from connecting the trainee to my Designated Body

So that

FC1 trainees are not connected before they start their FC2 course

MoSCoW

Priority

Notes

FC1s appear in the connections list, but there is no indication they are FC1s and thus can be connected. This is an error, they should not be connected before the first day of their FC2 course

Stop early connection of GPs

As a

Revalidation Administrator

I want

to stop GPs connecting if they defer their start date until the post start date even if the programme has started

So that

GPs are not connected to my Designated Body too early

MoSCoW

Priority

Notes

The DB does not become responsible for a GP until they actually start their course so, even if the programme has started, GPs should not be connected until they actually start their course.

Store actual reason for deferment

As a

Revalidation Administrator

I want

To be able to store the actual reason for deferment alongside the GMC reason

So that

I can better report on the reason for deferments

MoSCoW

Priority

Notes

Submit a single recommendation

As a

Revalidation Administrator

I want

to be able to submit a single recommendation from my list of recommendations ready to submit

So that

I can selectively submit recommendations without having to change the status of recommendations I don't want to submit yet (possibly because not all checks have been made).

MoSCoW

Priority

Notes

Submit all recommendations in one go

As a

Revalidation Administrator

I want

to be able to submit all recommendations ready to submit to the GMC in one go

So that

I don't have to waste time repeatedly submitting recommendations on at a time

MoSCoW

Priority

Notes

View recommendations ready for submitting to the GMC

As a

Revalidation Administrator

I want

to be able to view a list of Trainees whose recommendations are ready to submit to the GMC

So that

I can easily see which recommendations are ready to submit without having to scan through the whole list of Trainees on the system

MoSCoW

Priority

Notes

View revalidation status held by the GMC

As a

Revalidation Administrator

I want

to be able to see the GMC status of recommendations I've submitted

So that

I can track the progress of revalidations I've submitted

MoSCoW

Priority

Notes

Create a better HTML user interface

As a

Revalidation Product Owner

I want

A better designed user interface which integrates closely with the TIS user interface

So that

Revalidation Administrators and Trainees are not conscious that they are using different back end systems when they switch between business tasks

MoSCoW

Priority

Notes

Remove unused fields from Revalidation

As a

Revalidation Product Owner

I want

to remove fields from revalidation that are not used

So that

The user interface is cleaner and irrelevant data is not stored.

MoSCoW

Priority

Notes

Don't download the whole GCM Connect Doctors file every night

As a

Solution Designer

I want

To not have to download the full doctors file from GMC Connect every night.

So that

Revalidation Administrators do not have to wait for an overnight batch run to bring Revalidation into line with GMC Connect.

MoSCoW

Priority

Notes

Don't clear down the database if the full doctor download fails

As a

Product Owner

I want

To ensure that, if the full Doctors download from GMC Connect fails, the Revalidation database is not cleared down.

So that

The service can continue to be used even if it is not 100% up to date.

MoSCoW

Priority

Notes

Provide a 24/7 service

As a

Trainee

I want

Revalidation to be available 24 hours per day, seven days a week.

So that

I can complete my revalidation tasks at any time of the day.

MoSCoW

Priority

Notes

Auditing

As a

Operations Manager

I want

comprehensive auditing of messages entering and leaving the service

So that

I can trace failures in the service more quickly and accurately

MoSCoW

Priority

Notes

Scalable service

As a

Operations Manager

I want

Revalidation to be a scalable service

So that

I can meet the seasonal demands on Revalidation without a reduction in service to the end users

MoSCoW

Priority

Notes

Traceable messaging

As a

Operations Manager

I want

all messages to carry a correlation id

So that

I can easily trace a single message through multiple systems when tracing faults

MoSCoW

Priority

Notes

Assign Trainee to an Administrator

As a

Responsible Officer

I want

to be able to assign Trainees to a particular Administrator

So that

I can balance the workload for Revalidations amongst my team

MoSCoW

Priority

Notes

Manage Administrators in my Office

As a

Responsible Officer

I want

to be able to add and remove Revalidation Administrators from the system

So that

I can delegate the management of Revalidations to individuals within my team.

MoSCoW

Priority

Notes

Permanently re-allocate Revalidations to another Administrator

As a

Responsible Officer

I want

to be able to permanently allocate Revalidations, in one go, to another Revalidation Administrator

So that

Revalidations are not held up if a Revalidation Administrator is absent for a long period or leaves HEE

MoSCoW

Priority

Notes

Temporarily re-allocate Revalidations to another Administrator

As a

Responsible Officer

I want

to be able to temporarily allocate, in one go, Revalidations from one Revalidation Administrator to another

So that

Revalidations are not held up if a Revalidation Administrator is absent for a short period. E.g. sick, holiday, training etc.

MoSCoW

Priority

Notes

Set up a mock GMC Connect service

As a

Developer

I want

a mock GMC Connect service

So that

I can simulate calls to GMC Connect during development and user testing.

MoSCoW

Priority

Notes