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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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  • LiveDefects 1 LiveDefect this iteration (last fortnight): References to the ‘Profile’ service did not automatically update when a change was made - resulting in some users not having access to the correct information on TIS.

  • Reval app: Filter recommendations - TIS and GMC data.

  • TIS Self-Service app: Sorting and validation amendments resulting from feedback. Non-UK postcode warning message.

  • TIS: .

  • ESR: Preventing duplicate trainee profiles. Warning message for users of old Safari browsers. Help for those selecting Authenticator apps as their preferred method for authentication.

  • TIS: Resilience / Security improvements following the latest external penetration testing report.

  • Quarterly Objectives and Key Results (OKRs): n/a. Our move to Product Team working has taken precedence over setting OKRs till later this month.

  • Changes to the roadmap: n/a. Each Product Team will be creating their own roadmaps in due course. Watch this space.

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 >= 2022-05-24 AND created <= 2022-06-07) OR (status changed to done after "2022/05/24 11:00")) order by created DESC
serverId4c843cd5-e5a9-329d-ae88-66091fcfe3c7

Incident logs

2022-06-01 Several TIS services not able to use TIS authorisation

Dev team demo work completed during this iteration (last two weeks)

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Electronic Staff Record (ESR)

Area

Description

Team Representative

Demo - from Prod URL where feasible

TIS Self-Service (TSS)

TSS user feedback: Sort existing trainee work placements in chronological order to make them easier to view.

Reuben Roberts

Wrap-up on work done in the first iteration, to apply the same ordering to the existing work placements.

Remove validation from ‘Supervisor name’ and ‘Supervisor email address’ in section 4 of the Covid Declaration

Edward Barclay

live demo

--before--

--after--

TSS user feedback: When I enter a non-UK post code, display a warning message but still allow me to submit my Form R (Part A).

john o

(Live demo)

Prevent duplicate trainee profiles

Reuben Roberts

Some back-office work to prevent the creation of duplicate trainee profiles, if there are multiple records in TIS with the same email address. These were causing errors in Self-Service and preventing the trainee seeing their personal details.

TSS user feedback: Fix the bug so when I use a non-compatible/ old version of Safari browser (< v15), I get a warning message to either update to the latest Safari version or use another browser (e.g. Firefox, chrome, edge). This will stop me wasting time trying and failing to submit my Form R Part B.

(NOTE: The bug is caused by some earlier versions of Safari not formatting the date field used in TSS properly and so not allowing the Form R to be saved. A more permanent solution might be to use a more robust date picker.)

john o

Fix (screenshot):

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TSS user feedback: As a TSS user, I would like more help and guidance setting-up and using an Authenticator App as my second factor when logging in to TSS.

john o

Before:

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After:

Before:

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After:

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The link on the above screenshot goes to some new Authenticator app guidance on the TIS Support site https://tis-support.hee.nhs.uk/trainees/how-to-set-up-an-authenticator-app-on-your-phone/

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Revalidation

[Filter Recommendations with ES] - Event Handling Job For Data Changes (e.g. save draft)

Data of recommendation come from different sources that make us difficult to do filtering and sorting on all columns. ES act as a storage to pre-process and store all data from different sources, so it can be used whenever we needed.

ES works still need to be done on ES rebuild job, event handling trigger, and retrieving data. This ticket is for updating the event handling job.

Event handling jobs are the events that update ES index after GMC overnight sync or triggered when the TIS/recommendation data is updated

Trainee Information System (TIS)

Run user profile service without a server

Joseph (Pepe) Kelly / Yafang Deng

A number of benefits inc. rolling updates that make sure the new version is available before removing the old one, greater resilience against “whole area” failures.

Reduced reliance on servers that are aging and approaching retirement.

Restrict versions of Transport Layer Security (TLS)

Joseph (Pepe) Kelly / John Simmons (Deactivated)

This makes it much harder for anyone to “snoop” on information sent between you and TIS.

No significant risk previously as modern browsers will prefer the better/newer versions. We’ve also made this change for Revalidation and TIS Self-Service.

Northern Ireland Medical and Dental Training Agency (NIMDTA)

Objective Key Results (OKRs) 2021/22 Q4:

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1st
Iteration

2nd
Iteration

3rd
Iteration

4th
Iteration

5th
Iteration

6th
Iteration

OKR #1: TBC - During May, we are concentrating on the team restructure. Towards the end of

the month

June we anticipate drafting out this Quarter’s OKRs for you

.

Key Result#1: .

n/a

n/a

n/a

Key Result#2: .

n/a

n/a

n/a

Key Result#3: .

n/a

n/a

n/a

Key Result#4: .

n/a

n/a

n/a

OKR #2: TBC

.

Key Result#1: .

n/a

n/a

n/a

Key Result#2: .

n/a

n/a

n/a

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 #1-3

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 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.

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Trello board
urlhttps://trello.com/b/I2KstFzF/tis-interim-roadmap
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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: https://healtheducationyh.onlinesurveys.ac.uk/tis-review-202223-q1-iteration3