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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)

Executive Summary:

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  • 0 LiveDefect(s) this iteration (last fortnight): .

  • Reval app: Large security update to the Front end framework. Filtering enters pre-production.

  • TIS Self-Service app: Development of ability to sync data for an individual Trainee (rapid) rather than having to do a whole database sync (time-consuming) - triggered on a Trainee’s profile being added to TSS.

  • TIS: Clean up of email addresses (trailing spaces) which was causing knock-on “Invalid email address” issues on TSS.

  • Quarterly Objectives and Key Results (OKRs): n/a.

  • Changes to the roadmap: n/a.

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.)

Jira Legacy
serverSystem JIRA
columnskey,summary,created,updated,status
maximumIssues20
jqlQueryproject = TIS21 AND issuetype = LiveDefect AND ((created >= 2022-06-07 AND created <= 2022-06-21) OR (status changed to done after "2022/06/07 11:00")) order by created DESC
serverId4c843cd5-e5a9-329d-ae88-66091fcfe3c7

Incident logs

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

TIS Self-Service (TSS)

New process for syncing a single trainee record to TSS

Andy Dingley

The data synchronisation between TIS and TIS Self-Service has historically had an issue with incomplete trainee profile data affecting sign-up/usage of TSS. An example is missing data when the “Dr in Training” role was added to a trainee.
The solution was almost always to perform a full sync, which involves millions of pieces of data and an 8-12 hour process.

We now have a process in place to do this for individual trainee profiles, which is usually an “instant” process. The actual time varies based on system load, but within normal ranges we expect it to be complete within seconds/minutes rather than hours.

The new sync process is automatically triggered when a trainee’s profile is added to TSS, ensuring that any and all missing data (contact details, placements etc.) are correctly populated no matter the sequence of events prior to the profile creaitoncreation.

Assign the trainee to the correct profile when they have multiple records using the same email address on TIS

Doris.Wong

There were a number of trainees having the same email address being used on multiple TIS profile, that led to the error "Couldn't load your personal details" when the trainee log in to TIS Self-Service.

Image Added

Now a checking logic is added at the back after the trainees login to TIS Self-Service, to assign the correct profile to the user account.

Revalidation

Upgrade version of UI framework from 10 to 13.

Steven Howard

This upgrade was necessary to fix vulnerabilities identified in the framework and associated packages.

Filtering Demo

Cai Willis

Demonstration of filtering on pre-production site

Trainee Information System (TIS)

Clean existing email addresses which has leading or trailing whitespaces

Yafang Deng

We released a new email address validation rule 2 months ago, which prevents further email addresses with illegal characters. But existing email addresses didn’t get fixed. So we inspected and fixed the email addresses which have leading and trailing whitespaces and breaking spaces.

This email data issue causes TSS synchronization “Invalid email“ error.

Email fixed: Prod - 108, NIMDTA - 4.

Objective Key Results (OKRs) 2021/22 Q4:

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1st
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2nd
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3rd
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4th
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5th
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6th
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OKR #1: TBC - During May, we are concentrating on the team restructure. Towards the end of June we anticipate drafting out this Quarter’s OKRs for you.

Key Result#1: .

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Key Result#2: .

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Key Result#3: .

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Key Result#4: .

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OKR #2: TBC.

Key Result#1: .

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Key Result#2: .

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TIS team development (following external review)

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titleUp to end of 2021/22: Q4 | Iteration #8

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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titleStart of 2022/23: Q1 | Iteration #1-34

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

  • 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 several rounds 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.

TIS interim roadmap:

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As we split into initially 2 and eventually 3 Product Teams, each of those Product Teams will put together their own roadmaps. Watch this space.

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!

Post-Review survey

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