Assessment /Reporting

0

To be able to run reports on the training outcomes from system

Reporting tool will be required - Looking at access to Tableau?

Assessment/Reporting

1

List of outcomes?

MRP, ARP......

Assessment/Reporting

2

Reporting tool will be required - Looking at access to Tableau?

Ad hoc Report

Duplicate of 5 

James feedback: TIS wouldn't at this stage be able to create them a truly 'custom' reporting feature. Instead we could give them the option to slice the data in multiple different ways

We can make the data sources for the reports broad enough that they can then refine them to what they need

Programmes/Reporting

2

Programmes/Reporting

2

Reporting tool will be required - Looking at access to Tableau?

Query database

James feedback: TIS wouldn't at this stage be able to create them a truly 'custom' reporting feature. Instead we could give them the option to slice the data in multiple different ways

We can make the data sources for the reports broad enough that they can then refine them to what they need

As an HCS Administrator

I want to be able to add accreditation information to an employer/Post

so that .........

Post

0

Need more information

What sort of accreditation info? What FE field covers this?

11/10/2019: Alex- Not appropriate for this to be dealing with

As an HCS Administrator

I want to see training Officers and Commissioners details as a multiple entries/records

So that ........

Post

0

Need more information

What sort of info?

What FE field covers this?

11/10/2019: Alex- You can't do this on the contact list

8

Post/Reporting

1

As an HCS Administrator

I want  to see whole trainee pathway so all information in one place

So that our processes can be streamlined

People

1

Trainee information in one place

What other info are from other drives?

10

People/Notification

0

Use system as a Calendar for notification

Can TIS do this?

11

As an HCS Administrator

I want the ability for trainees to update own contact information e.g changes to surname, address or training officer

So that  to ensure current and accurate trainee data, remove admin processes needed to update

People

4

Training access?????

12

As a Trainee Programme Co-coordinator -TPC

I want to have ability to upload particular assessment outcomes (in bulk)

So that I have efficient way of managing my time

People

1

13

As an HCS Administrator

I want to record destination data - first jobs or learning programme

So that ........

People

0

Need more information

Check field table for details.

Stored in 2 diff. places as: 

• when leave in-between programme
• When finish to capture their next destination

14

People/Notification

0

Use system as a Calendar for notification

Can TIS do this?

15

As an HCS Administrator

I want something that holds trainee information in one place rather than links to that information

So that I have efficient way of managing my time

People

1

16

As a Trainee Support Case Manager

I want system which allows recording, update and secure storage of sensitive information about trainees in difficulty

So that all information in one place and reduce multiple systems

People

4

17

As a Curriculum Support Officer

I want more detailed information on ASP trainees and ability to report on it. Similar fields to STP

So that the information is recorded correctly and easy to find

People/Reporting

0

What more fields on ASP as are on STP

What are the fields?

18

Others/Reporting

2

19

As an Education Training Manager

I want to update our CRM system with training officers who work with the school on events that we have found using database

So that we can have efficient and accurate management of data

Others

0

How do you capture this in your present system? 

Access to Ed. Training Manager to edit?

20

As an HCS Administrator

I want integration with other systems e. e-portfolio, recruitment systems, assessment and progression data

So that we can have efficient and accurate management of data

Others

2

21

As a HCS Administrators

I want admin rights protection 

So that new users require training before being allowed to make changes

Others

0

22

As an HCS Administrators

I want  system that enables continued communication with trainees who have completed e.g Alumni

So that ........

Others/Communication

0

23

As an HCS Administrators

I want  easily accessible, efficient and stable system as current system is very slow when working remotely

So that  I can work more efficiently remotely

Others

0

24

Other/Notification

0

25

As an HCS Administrators

I want  a system where multiple users can access same information at the same time

So that ........

Others

1

1. Difficult to record Multiple employers and supervisors - This is the case for more than one placement 
2. Regular crash of system
3. System is slow
4. Repeating updating the same information into multiple places
5. Trainees unable to update personal information
6. Trainee files not built into database - they are in different links
7. Information deleted by accident - unable to retrieve back
8. No save or undo function
9. Tracking of changes to trainee status e.g transfer- When move employer they might change
10. Have to click on a close button to close the database
11. Strange messages - Non-descriptive error messages
12. Log out issue
13. More precise reporting in an easier format
14. Information is very limited and not all in one place
15. Limited reporting options
16. Difficult to create custom report
17. Numerous versions (currently on number 20)
18. Remote access slow and unreliable

Pt1: Can TIS resolve this?

Pt5: TIS looking into Trainee App but not sure if edit by trainee is part of the MVP

Pt6: Might need more info on what  is contained in the trainee file but there should be a database that captures trainee info. - 11/10/2019 Alex: Don't worry about this as the plan is to move to SharePoint

Pt7/8: Can information deleted be retrieved by TIS or is there a pop-up in TIS?

Pt9: How?

Pt13/15/16: Need to agree on Reporting- Tableau/metabase?

1. Although limited, a standard report is easy to pull- Easy basic reprort
2. Most of trainees details in one place
3. Has information we need
4. Multiple users can use at the same time
5. All information about a whole trainee pathway in one place
6. Only has our information - do not have  to filter out irrelevant information
7. Easy/Quick access to database from desktop

Ade to speak to HCS and TIS 

11/10/2019: Alex - Read/ write access- typical admin access

Ade to speak to HCS and TIS 

From James: We just need a more definitive spec but I can do that once we get to that stage. 

11/10/2019: Alex-  To be able to report on any data they capture in the front end.

To agree with HCS and TIS

11/10/2019: Alex- Happy with MVP

Data Migration Approach:

• Phase 1- Migration as test:: 3-4 HCS Admin have access to work in  TIS  and other HCS Admin on HCS system. This is to ensure stability. Duration might be 2-4 weeks ( to be agreed by both parties)
• Phase 2- Full migration:  All HCS Admin moved to TIS.  All data from HCS system to be migrated to TIS

Reporting to Tableau and Metabase

• Tableau: Reporting Access given to all HCS Admin and Alex to be able to report on all data captured 
• Matabase: Alex to have access via SQL server Management Studio (SSMS) . Can SSMS be connected to Metabase?

What are the assessment you carry out that needs to be captured? 

How do you capture them and who update on your system?

(STP) Assessment 

• Work base?
• Competencies and Curricula (Assessment per specialism)?
• Mid-term Review of Progression (MRP) which is conducted by the National School of Healthcare Science – 2^nd year
• Objective Structured Final Assessment (OSFA) held at end of 3years for Fit to Practice – 3^rd year

 HSST  Assessment

• annual review of progression (ARP) in each year towards development as consultant clinical scientists (CCS)

11/10/2019: Alex- HCS uses e-portfolio to capture assessment; Work based assessment and competences are captured on the e-portfolio 

Mid term review are capture on their internal system.; ARP/MRP- done on internal system

There is also a 3rd party system for the OSFA to capture the actual assessment but results are capture on the existing databases (internal)

HCS Admin will then update TIS with required information from those systems

What is a Programme in HCS context?

How do we address this as regard to Reference table? TIS  has got a list of roles

See Filed validation table for details

What access/Permissions will the following have in TIS?

• Trainee (STP and HSST…)
• HCS Admin
•  Higher Education Institutions (HEIs) 
• Work based providers
• Accredited work-based departments
• Training Departments
• Training Managers
• (STP) Training Officer,
• (STP) Supervisor,
• (STP) Assessor,
• (STP) Reviewers
• Training coordinator
• (STP) Raters
• Reviewers
• -(STP) Trainer (Training the trainer)??? Are they needed in this on-boarding?
• HEE local Offices
• Lead Scientist (for HSST)
• Trust Education Lead (for HSST)
• Health and Care Professions Council (HCPC) (for HSST)
• Universities 

HCS Admin: Read/ write access- typical admin access

Others Alex to look at the data agreement with them 

Roles

SiteAdmin - TIS/HCS dev  team?

SuperAdmin - Manage users / permissions, Read, write, Approve and Submit?

HCSAdmin1: Read, write, Approve and Submit?

HCSAdmin2- Read and Write?

HCSAdmin3- Read Only?

HCS Trust Admin - Read Only?

Permissions

• Manage users / permissions

• read

• write

• approve

• submit*

Reference: Admin User Management (roles and permissions)

Do you need to able to upload trainee documents on TIS?

Documents like:

• DOPS (Directly Observed Procedural Skills); CBD (Case based discussion) and OCE (Observed Clinical Examination)
• Memorandum of Understanding (MOU) between trainee and schools
• Exceptional Extenuating Circumstances Application Form
• Transfer of Training application form for trainees
• Observed Clinical Events (OCE) – For PTP

11/10/2019: Alex- MOU may be because they  are capture on e-portfolio. Won't be putting any assessment in the document section on TIS but will be using for training applications......etc

Alex: They are use when they start programme. it is the applicant (trainee) oriel number. Not system generated. From England. Please note: This is different for other part of UK. 

How do we capture this if necessary?

11/10/2019: Alex: Need to be captured - to be called 'trainee ID'

HCS is happy with one of these- Personal Phone or Work Phone provided as Telephone number. 

Ade: TIS will not need to create Personal Phone or Work Phone but use TIS field - Telephone Number????

11/10/2019: Alex - Happy

HCS is happy with one of these- Personal Phone or Work Phone provided as Mobile Number. 

Ade: TIS will not need to create Personal Phone or Work Phone but use TIS field - Mobile number???

11/10/2019: Alex - Happy

Work Email or Academic or Email or Personal Email on HCS. HCS will use the preferred email selected by trainee as the email address to update  TIS so TIS email address is okay????

11/10/2019: Alex -   to find out from team.

08/11/2019

TIS only captures one email field – it is whichever the trainee prefers.  Can we do this moving forward, or do we need to continue using multiple email addresses

HCS comments:

if there is a self service feature then trainees can be responsible for providing and updating their own contact information. We have only used multiple email addresses to circumnavigate issues with getting important messages across. Using one email address (say professional) risks that important information will not reach the trainees in a timely way so it might be a bit of step back if we can’t have the option of multiple email addresses. It also reduces our capacity to follow up/contact trainees if we only have one email address for them – say if they are in difficulty and off sick and we only have their professional email address etc.

How important are these fields for HCS?

Which one can you do without?

11/10/2019: Alex Responses:

AFC Band/Pay Grade? - Post training info -  must have

Salary- Post training info -  must have

Contact Type - ????

Certification Type- ????????

First Job Type - ??????

HSST Pathway - must have

Contract Type- Post training info -  must have

Qualification Mark - Pre training information-  Alex to ask team

Qualification Subject - Pre training information-  Alex to ask team

Qualification Type  - Pre training information-  Alex to ask team

Qualification Verified By School? - Pre training information-  Alex to ask team

Programme Type  - Must have

ASP Type - Must have

Entry Type - Must have

Previous Post - - Pre training information-  Alex to ask team

HEI - Must have

Hospital - Must have

Trusts- Must have

Review Outcomes - Must have

MSc Outcome- Must have

OSFA Type- Must have

OSFA Result - Must have

08/11/2019: Will we need to capture pre-training information on TIS? This is useful if we want to profile the type and academic background of our applicants e.g., how many come in with higher degrees etc. As there is limited data out there for healthcare science the richer the data capture for us the more fruitful and informative the research will be.

Free text in TIS

Is this required as HCS have the qualification Type?

11/10/2019: Alex - Not Required 

How do you want the Specialism along with the programme be display on TIS? 

11/10/2019: Alex-  Two separate fields - Proogramme and specialism

Stored in 2 diff. places as: 

• when leave in-between programme - Falls under absence issue ( need a place to capture this also)
• When finish to capture their next destination

How is leave in-between programme captured in HCS?

11/10/2019: Alex-  Leaving Destination.This is after training finish programme.

Leave in-between programme - Falls under absence issue field in HCS system ( need a place to capture this also) 

08/11/2019: Alex - Will we need to capture their post-training information on TIS – I have said we 90% likely will need to as we perform research on this information– yes very important as its not captured anywhere else and would be good to know where our trainees have gone, how many are employed as clinical scientists in the NHS etc. Also would be useful for development of the alumni.

Need to agree how this will be presented. Should it be University Name_Program type_ASP type/HSST Cohort/HSST Pathway?

HSST Cohort

• Cohort 1
• Cohort 2
• Cohort 3
• Cohort 4
• Cohort 5
• Cohort 6

There are codes in HCS of how they log their curriculum. Unique identifier???????

See details of each in the Reference table

11/10/2019: Alex- - Curriculum are stored on a separate website called Curriculum library - HCS want to keep this 

Alex suggested if the TIS curriculum fields can be use for HCS specialism? Let us test and see how it will look like

The TIS curriculum start and end dates should be kept as the programme start and end dates in HCS??

11/10/2019: Alex - Yes for HCS

Alex to get back and find out

There is National Post number in TIS. Is there any similar think in HCS with placement/post?

11/10/2019: Alex- Not used outside recruitment office- Alex to talk to recruitment about this

08/11/2019 - TIS captures national post reference numbers.  We don’t currently store this – so would it be an arduous task to go back to the recruitment files and migrate in the original commissioning IDs for the individual training posts? Probably and I’m not sure we are ever given the post  numbers so it might be a question for the commissioning/BIS team. This will only work for HEE funded trainees however. Other countries may not use the same process/system and TIS will need to be able to support capture of data from other countries.

How is this captured in HCS?

Do we need to create two fields Site- employer and site specific site? may be the site on TIS should be uses as the specific site and another field employer site be created?????

2 fields 

• Employer - (Trust)
• specific site - (training site)

TIS need to cover non-nhs/ODS list employer. Hcs to provide us the list of this.

11/10/2019: Alex - Capture employer and the exact site trainee work at. They are separate fields

TIS need to cover non-nhs/ODS list employer. Hcs to provide TIS the list of this.