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  1. All user types should be able to view and edit their own details, some will be restricted e.g. ID numbers - MVP for medical and dental trainees only
  2. Educational & Clinical Supervisors (Trainers) can view partial Trainee information - not currently MVP
  3. HEE Administrators can view and edit all personal details for all user types - MVP
  4. Trust Admins can view and edit a restricted set of details for Trainees, and if they are the record owner for Educational and Clinical Supervisors (i.e. the trust employs that particuar supervisor) - MVP
  5. Permissions will govern whether particular individuals can view / edit other role types - MVP


Intrepid currently holds 32 sub-categories for personal details. This needs to be constrained to (a) ensure the UI is more easily navigable for users and (b) to act as a guide in the analysis and design work.

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By introducing categories, we can reduce the sections to 8. However, this may introduce new terminology, so must be ratified by the Service Managers and Business Managers to ensure the terminology and segmentation is appropriate across the board.DRAFT - requires descriptions



Personal & Contact

  • personal details (incl Immigration)
  • pre-employment checks
  • qualifications
  • accreditation pathway

  • form R Part A

  • professional associations
  • CPPS

...

  • programme
  • NTN/DRN
  • placement
  • Assessment
    • Assessments = Annual Review (ARCP, ARP)
    • reviews
    • form R part B
    • appraisals
  • exams
  • CCT
  • supervisor
  • foundation << to be investigated, confirm whether there are fields within this screen that can be consolidated with other sections

Revalidation

  • revalidation

Absence Management

...

The following table defines who should have READ ONLY v EDITABLE access to the relevant fields:DRAFT - requires re-ordering for both section headers and sub-section headers Joanne Watson (Unlicensed)


EDIT (own)
#People Sub-ComponentTraineeEducational SupervisorClinical SupervisorTraining Programme DirectorLocal Office AdminTrust Admin

Personal & Contact






Personal DetailsEDIT (own)

EDIT (own)

VIEW (trainee)

EDIT (own)EDIT (own)EDIT (all)

VIEW (trainee)

EDIT (supervisors, who belong to them)


Immigration

VIEW (own)

VIEW (own)

VIEW (own)


NA


NANAEDIT (all)

VIEW (trainee)EDIT (supervisors, who belong to them)

NA for supervisor immigration - this info will be held on other trust systems


NTN / DRN

VIEW (own)


VIEW (trainee)


N/AVIEW (trainee)EDIT (all)

VIEW (trainee)


Pre-Employment Checks

VIEW (own)


N/A


N/AN/AEDIT (all)VIEW (trainee)

QualificationsEDIT (own)

EDIT (own)

VIEW (trainee)

EDIT (own)

EDIT (own)

VIEW (trainee)

EDIT (all)

VIEW (trainee)

EDIT (supervisors, who belong to them)


Accreditation PathwayN/A

EDIT (own)


EDIT (own)EDIT (own)EDIT (all)

EDIT (supervisors, who belong to them)


Form R, Part AEDIT (own)

N/A


N/AVIEW (trainee)EDIT (all)VIEW (trainee)

CPPS

VIEW (own)


VIEW (own)

VIEW (Trainee)

VIEW (own)VIEW (own)EDIT (all)VIEW (trainee) only very limited access to trust admins

Programme






ProgrammeEDIT (own)

VIEW (trainee)


N/A

VIEW (trainee)


EDIT (all)VIEW (trainee)

Placement

VIEW (own)


VIEW (trainee)


N/A

EDIT (trainee)


EDIT (all)VIEW (trainee)

Foundation

VIEW (own)


VIEW (trainee)


N/A

VIEW (trainee)


EDIT (all)VIEW (trainee)

ExamsEDIT (own)

VIEW (trainee)


N/A

VIEW (trainee)


EDIT (all)VIEW (trainee)

Supervisor

VIEW (own)


EDIT (trainee)


N/A

VIEW (trainee)


EDIT (all)EDIT (trainee)

Assessment






Annual Review (ARCP / ARP)

EDIT (own)


EDIT (trainee)N/AEDIT (trainee)EDIT (all)N/A

Form R, Part B

EDIT (own)


VIEW (trainee)N/AVIEW (trainee)EDIT (all)N/A

Revalidation






Revalidation

VIEW (own)


N/AN/AN/AEDIT (all)N/A

Absence Management






Education Leave

VIEW (own)


VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (own)

VIEW (trainee)

EDIT (all)

EDIT (supervisor)

EDIT (trainee)


Entitlements

VIEW (own)


VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (own)

VIEW (trainee)

EDIT (all)

EDIT (supervisor)

EDIT (trainee)


Leave Approvers

VIEW (own)


VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (trainee)

EDIT (all)

EDIT (supervisor)

EDIT (trainee)


OOP Applications

EDIT (own)


N/AN/AEDIT (trainee)EDIT (all)N/A

OOP Approvers

VIEW (own)


N/AN/AEDIT (trainee)EDIT (all)N/A

Teaching Sessions

VIEW (own)


VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (own)

VIEW (trainee)

EDIT (all)

EDIT (supervisor)

EDIT (trainee)


Courses

VIEW (own)


VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (own)

VIEW (trainee)

EDIT (all)

EDIT (supervisor)

EDIT (trainee)


Expenses






Expense Management

VIEW (own)


VIEW (own)


VIEW (own)VIEW (own)EDIT (all)

EDIT (supervisor)

EDIT (trainee)


Approvals






Appointments / VisitsN/AN/A

N/A


N/AEDIT (all)N/A

General Admin






DocumentsEDIT (own)

EDIT (own)

VIEW (trainees)

EDIT (own)EDIT (own)EDIT (all)

VIEW (trainees)

EDIT (supervisors)


Actions (Reminders)EDIT (own)EDIT (own)EDIT (own)EDIT (own)

EDIT (all)


EDIT (own)

Communications






Messages

EDIT (own)


EDIT (own)EDIT (own)EDIT (own)EDIT (all)EDIT (own)

Use Cases

Process NamePP-1 NavigateCommentsDescriptionUser can navigate to the People Section of TIS ActorsAdmins (Local office and Trusts) Pre-Conditions

Logged in

Security allows access to people records 

Post-ConditionsView people landing page Process Steps
  1. Search 'Person' is the default landing page for TIS
  2. Hover over 'People'
  3. Presents options to add new or import people 
 Alternative FlowN/A RulesPage only available to those who have access to 'People' in their role JIRA Reference Audit LogN/A Process NamePP2 - Search PersonCommentsDescriptionUser can find a person or group of people as requiredActorsAdmins (Local office and Trusts)Pre-conditions

Logged in

Security allows access to people records 

Post-conditionsView all or filtered people in a screen list (filtered list produced via defined filterable fields)Process steps1. Enter search term [person surname, forename, maiden name, GMC/GDC/Public Health number]
2. Click search
3. Present search resultsFrom People - Field Validation Alternative flowPP3 - View People ListRules

Page only available to those who have access to 'People' in their role

Certain 'People' only available to those who have access in their role

JIRA ReferenceAudit LogN/AProcess NamePP3 - View People ListCommentsDescriptionUser can view a summary list of all people and be able to constrain/sort that view by certain filters; they should also be able to enter into a person recordActorsAdmins (Local office and Trusts)Pre-conditions

Logged in

Security allows access to people records 

Post-conditionsView all or searched people in a listProcess steps1. View table with column headers defined
2. Click into single line to view detail on a particular person
3. System presents detailed post view
  • Forename
  • Surname
  • GMCnumber/GDC number/Public Health Number
  • Programme
  • NTN
  • Current placement details (placement grade, placement specialty)
  • Current placement site 
  • Placement type
  • Role
  • Status
Alternative flowPP2 - Search PersonRulesError: page unavailable
  • filter on by default: user's local office
Other validation available on field validation tableJIRA ReferenceTIS-636Audit LogN/AProcess NamePP4 - View / Edit PersonCommentsDescriptionUser should be able to view a person record and edit as their permission allowsActorsLocal office adminsPre-conditions

Logged in 

Authorised user

Post-conditionsView all or filtered/searched people in a listProcess steps1. Click through from list view
2. View detail
3. Edit detail in field (including changing status to 'inactive')
4. Save
5. Close

From People - Field Validation 

Alternative flowPP3 - View people listRules
  1. allow some users access to only certain parts of the person record e.g. all apart from the sensitive data
  2. Error message: only one user to edit a single person record at any one time
  3. Must save before closing
JIRA ReferenceTIS-636, TIS-207, TIS 130Audit LogChange made - was/is
When
WhoLog changes to any of the field values and when and who made
the changes.
Visually presented to allProcess NamePP5 - Create Person (single)CommentsDescriptionUsers should be able to manually add an individual person recordActorsLocal office adminPre-conditionsLogged in
Authorised UserPost-conditionsSearched for person in entire database (searched based on GMC, GDC, Public Health number or Surname)Process steps1. Select to add new person
2. Enter relevant field data (see order of field completion
on validation table)
3. System autosaves details as they progress
4. User savesFrom People - Field Validation (when creating a person record only the fields in Personal and Contact and (for a trainee) Programme are required)Alternative flowPP6 - Bulk upload of peopleRules
  1. Mandatory fields must be completed. Error: Mandatory fields not completed
JIRA ReferenceTIS 629Audit LogWho created the people record and whenLog changes to any of the field values and when and who made
the changes.
Visually presented to allProcess NamePP6 - Bulk Upload of PeopleCommentsDescriptionA user should be able to add a list of individuals to create multiple person records in one goActorsLocal office adminPre-conditionsLogged in
Authorised UserPost-conditionsSearched for person in entire databaseProcess steps
  1. Upload spreadsheet
  2. System validates spreadsheet
  3. System creates new records based on spreadsheet values
  4. System presents a list of newly created records for review/update

From People - Field Validation  (when creating a person record only the fields in Personal and Contact and (for a trainee) Programme are required)

Which fields are required in spreadsheet?

People - Field Validation has a spreadsheet (bottom of page) that shows the fields 

How should upload errors be handled? 

Error message appears to let the operator know what the reasons for non import are. The errors should be corrected on the import spreadsheet before the import function is tried again.  It is possible to select records to be imported if some of the records are correct but the best course of action is to correct all inaccuracies and import the entire spreadsheet in one go.

The total number of records that have been imported is shown to the operator.

Mandatory fields should be defined on the import spreadsheet to avoid the non import of records.

Alternative flowPP5- Create person (single
)
Rules

Error: this GMC/GDC/Public Health number is already held by a person on this database

Error: mandatory fields not completed

JIRA ReferenceTIS-642Audit LogWho created the people record and whenLog changes to any of the field values and when and who made
the changes.
Visually presented to allProcess NamePP7 - Manage Oriel Import of TraineesCommentsDescriptionUsers should be able to view a summary of recently imported trainee person records and edit the contents of each one 
Note of caution - the reference data in Oriel does not always match the values in Intrepid.  i.e. For the specialty if the Oriel value is "General Medicine" and the Intrepid value is "General (internal) Medicine", this data will not be updated automatically. This is the same for all reference data such as Title, Country, Grade, NTN, Nationality, etc.
Trainees may already exist on the Intrepid and therefore the existing record
will be update
ActorsLocal office adminPre-conditionsLogged in
Authorised UserPost-conditionsProcess steps
  1. Validate that the trainees on the list are new starters in the local office
  2. Add mandatory fields
  3. Add additional required data (if available) e.g. NTN
  4. Authorise import of trainee details from Oriel into TIS
  5. Confirmation received of successful import

How do you currently view/edit import errors? Joanne Watson (Unlicensed)

Need to check this with colleagues who use the Oriel import

Alternative flowPP6-Bulk upload of PeopleRules
  1. Update (do not create) when a person's record already exists in the database 
Where mandatory fields are not completed at time of import suggest a quality dashboard/data extract be produced to indicate the missing values in each person recordJIRA ReferenceTIS-715Audit LogWho created the people record and whenLog changes to any of the field values and when and who made
the changes.
Visually presented to allProcess NamePP8 - Remove Person from ProgrammeCommentsDescriptionUsers are able to update a person record to remove them from a programmeActorsLocal office and trust admins (depending on the local office arrangements for managing FP trainees)Pre-conditionsLogged in
Authorised UserPost-conditionsNavigated to trainee recordProcess steps
  1. Update curriculum completion date and programme completion date
  2. Save
  3. Exit
Alternative flowN/ARulesJIRA ReferenceTIS-636, TIS-216, TIS-204Audit LogLog changes to any of the field values and when and who made
the changes.
Visually presented to allProcess NamePP9 - Leaver processCommentsDescriptionTBCNeed to agree process for making records inactive (24/8/17)ActorsPre-conditionsPost-conditionsProcess stepsAlternative flowRulesJIRA ReferenceTIS-211, TIS-216Audit LogProcess NamePP10 - Reporting  (Need to agree reporting functions)CommentsDescriptionUsers should be able to configure and pull a report directly from TIS relating to specific requirements
  • Aggregated Trainee Data - TIS-363
  • Trainee Attrition - TIS-298  (a subset of TIS-363)
  • Trainees per Discipline - TIS-362 (a subset of TIS-363)
ActorsAdminsPre-conditionsLogged in
Authorised UserPost-conditionsProcess stepsAlternative flowRulesJIRA ReferenceAudit LogProcess NamePP-11 Review Trainee HR DetailsCommentsAudit Log
Pess NamePP-1 NavigateComments
DescriptionActors Pre-ConditionsPost-Conditions Process Steps Alternative Flow Rules JIRA Reference 


































Process NamePP-1 NavigateComments
Description

Actors
 
Pre-Conditions

Post-Conditions
 
Process Steps
 
Alternative Flow
 
Rules
 
JIRA Reference
 
Audit Log

...