Next steps:
- Alistair Pringle (Unlicensed) - More sessions to be arranged next week (WC 02/10)
- Decide which scenarios are MVP
- Refine scenarios
Scope (TBD):
- Request leave (Trainee)
- Cancel or make changes to existing prospective leave applications (Trainee)
- Track entitlements for expenses and leaves (Trainee)
- Approve leave - non-study leave (Approver)
- Approve leave - study leave (Approver)
- Manage leave approvers (Admin)
- Manage Pre-approved Courses list (Admin)
- Track progress of study/non-study leaves applications (Trainee)
- Manage entitlements for expenses and leaves (Admin)
- Manage leave applications (Admin)
DRAFT:
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| Table of Contents |
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Scope (TBD)
- Request leave (Trainee) (MVP can be done using the manual form currently used for GP leave requests)
- Cancel or make changes to existing prospective leave applications (Trainee)
- Track entitlements for expenses and leaves (Trainee)
- Approve leave - non-study leave (Approver/Admin)
- Approve leave - study leave (Approver/Admin)
- Manage leave approvers (Admin)
- Manage Pre-approved Courses list (Admin) <<Reference Component>>
- Track progress of study/non-study leaves applications (Trainee)
- Manage entitlements for expenses and leaves (Admin)
- Recording of course attendance
- Recording of teaching sessions
Scenarios
Process Name | AM-1 Request leave (trainee) | Comments |
|---|---|---|
| Description | User has the ability to submit leave application/s for approval. | |
| Actors | Trainee | |
| Pre-Conditions | Logged in Authorised User User is currently in training and not a FY1. User navigated to Study Leave page. (Can be for other leave as well tbc) | Note: The term Absence management can cause confusion to a trainee, given that OOP and other types of leaves can have similar semantics. Can we agree on the terminology for a) Study Leave management, b) Other leaves management c) Course/teaching sessions attendance |
| Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen Notification sent to Approvers | |
| Process Steps |
| Alistair Pringle (Unlicensed) Clarification required on retrospective and prospective requests and the types of leaves that can be submitted for approval. |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | |
| JIRA Links | ||
| Audit Log | Who submitted the Leave request and when Log changes to any of the field values and when and who made the changes Present audit log to all with view permissions |
Process Name | AM-2 View/Edit/Cancel leave application | Comments |
|---|---|---|
| Description | User has the ability to withdraw or make changes to existing prospective leave applications. | |
| Actors | Trainee | |
| Pre-Conditions | Logged in Authorised User User is currently in training and not a FY1. User navigated to Study Leave page. (Can be for other leave as well tbc) User is presented with applications previously made. | |
| Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen Notification sent Approvers | |
| Process Steps |
| |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed - Warning to user if canceling the request with the option to proceed or abort. | |
| JIRA Links | ||
| Audit Log | Who edited/cancelled the Leave request and when Log changes to any of the field values and when and who made the changes Present audit log to all with view permissions |
Process Name | AM-3A Track leaves entitlements (Trainee) | Comments |
|---|---|---|
| Description | User has the ability to monitor allowance for annual/study and other leaves in order see the remaining amount and claimed amounts. | |
| Actors | Trainee | |
| Pre-Conditions | Logged in Authorised User User is currently in training and not a FY1. User navigated to Leaves entitlement page. (Can be for other leave as well tbc) | |
| Post-Conditions | ||
| Process Steps |
| |
| Alternative Process | N/A | |
| Rules | - Rule: User cannot make changes to leave entitlements - Rule: User can view total study/annual/other leaves allowance - Rule: User can view leaves remaining - Rule: When leave request is approved, leave remaining is updated - Rule: leaves allowance and remaining is not editable by a Trainee user role | |
| JIRA Links | ||
| Audit Log |
Process Name | AM-3B Track expenses entitlements (Trainee) | Comments |
|---|---|---|
| Description | User has the ability to monitor allowance for expenses and leaves in order see the remaining amount and claimed amounts for both. | |
| Actors | Trainee | |
| Pre-Conditions | Logged in Authorised User User is currently in training and not a FY1. User navigated to Study Leave page. (Can be for other leave as well tbc) | |
| Post-Conditions | ||
| Process Steps |
| |
| Alternative Process | N/A | |
| Rules | - Rule: User cannot make changes to expenses entitlements - Rule: User can view total expenses allowance - Rule: User can view remaining expenses from their entitlement - Rule: When leave request approved along with the expenses claimes, expenses entielement remaining is updated - Rule: Expenses allowance and remaining is not editable by a Trainee user role | |
| JIRA Links | ||
| Audit Log |
Process Name | AM-4 Approve leave - non-study leave (Approver/Admin) | Comments |
|---|---|---|
| Description | User has the ability to approve or decline prospective/retrospective exceptional or other leave applications that are not part of pre-approved list of courses/exams. | |
| Actors | Approver (Rota Coordinator and Educational Supervisor) | Only External courses needs to be approved, i.e. where the course is not managed by the Trust. External courses that are pre-approved only needs to be approved by Rota Coordinator. Exceptional requests need to be approved by Rota Coordinator and Educational Supervisor. |
| Pre-Conditions | Logged in Authorised User | |
| Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen Notification sent to Approver upon new leave request submitted by trainee. Approver is navigated to leave reuquest pending approval. | |
| Process Steps |
| |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Rule: When approving/declining a request, user is presented with a warning to either proceed or abort. | |
| JIRA Links | ||
| Audit Log | Who approved/cancelled the Leave request and when Log changes to any of the field values and when and who made the changes Present audit log to all with view permissions |
Process Name | AM-5 Approve leave - study leave (Approver/Admin) | Comments |
|---|---|---|
| Description | User has the ability to approve or decline prospective/retrospective curriculum study leave applications that are part of pre-approved list of courses/exams. | |
| Actors | Approver (Rota Coordinator and Educational Supervisor) | Only External courses needs to be approved, i.e. where the course is not managed by the Trust. External courses that are pre-approved only needs to be approved by Rota Coordinator. Exceptional requests need to be approved by Rota Coordinator and Educational Supervisor. |
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc) | |
| Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen Approver is navigated to leave reuquest pending approval. Notification sent to Approver upon new leave request submitted by trainee. Notification sent to Trainee upon leave request being approved/declined. | |
| Process Steps |
| |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Rule: When approving/declining a request, user is presented with a warning to either proceed or abort. | |
| JIRA Links | ||
| Audit Log | Who approved/cancelled the Leave request and when Log changes to any of the field values and when and who made the changes Present audit log to all with view permissions |
Process Name | AM-6A Bulk add leave approvers to posts (Admin) | Comments |
|---|---|---|
| Description | User has the ability to add leave approvers to posts in bulk. | Alistair Pringle (Unlicensed) Clarification required as to at which level do approvers need to be linked to. (whether to posts or people) |
| Actors | Local Admin | |
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc) | |
| Post-Conditions | ||
| Process Steps |
| Note: user should be able to add multipe approvers to the selected posts. Details entered on Intrepid are: Contact type, Leave type, Start date, End date, Sequence, Key seq approver, Retrospective, Receive confirmation email, variable approver, documents. UX consideration as to whether accessing the Post from the post menu or via separate meganav menu item for managing approvers would be appropriate. |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | |
| JIRA Links | ||
| Audit Log | Who added the approvers and when Which approvers were added and when Log changes to any of the field values and when and who made the changes Present audit log to all with view permissions |
Process Name | AM-6B Bulk add leave approvers to trainees (Admin) | Comments |
|---|---|---|
| Description | User has the ability to add approvers to trainees in bulk. | Alistair Pringle (Unlicensed) Clarification required as to at which level do approvers need to be linked to. (whether to posts or people) |
| Actors | Local Admin | |
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc) | |
| Post-Conditions | ||
| Process Steps |
| Note: user should be able to add multipe approvers to the selected posts. Details entered on Intrepid are: Contact type, Leave type, Start date, End date, Sequence, Key seq approver, Retrospective, Receive confirmation email, variable approver, documents. UX consideration as to whether accessing the Post from the post menu or via separate meganav menu item for managing approvers would be appropriate. |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | |
| JIRA Links | ||
| Audit Log | Who added the approvers and when Which approvers were added and when Log changes to any of the field values and when and who made the changes |
Process Name | AM-6C Bulk remove leave approvers (Admin) | Comments |
|---|---|---|
| Description | User has the ability to remove leave approvers from posts or people. | Alistair Pringle (Unlicensed) Clarification required as to at which level do approvers need to be linked to (whether to posts or people). |
| Actors | Local Admin | |
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc) | |
| Post-Conditions | ||
| Process Steps |
| Details entered on Intrepid are: Contact type, Leave type, Start date, End date, Sequence, Key seq approver, Retrospective, Receive confirmation email, variable approver, documents. UX consideration as to whether accessing the Post from the post menu or via separate meganav menu item for managing approvers would be appropriate. |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | |
| JIRA Links | ||
Process Name | AM-6D Bulk Edit leave approvers (Admin) | Comments |
|---|---|---|
| Description | User has the ability to |
Logged in Authorised User
User is currently in training and not a FY1.
User navigated to Study Leave page. (Can be for other leave as well tbc)
View all or search leave applications (requested/approved/declined) in a summary screen
Notification sent to Approvers| update leave approvers from posts or people in bulk. | Alistair Pringle (Unlicensed) Clarification required as to at which level do approvers need to be linked to (whether to posts or people). | |
| Actors | Local Admin | |
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc) | |
| Post-Conditions | ||
| Process Steps |
|
| Note: user should be able to add multipe approvers to the selected posts. Details entered on Intrepid are: Contact type, Leave type, Start date, End date, Sequence, Key seq approver, Retrospective, Receive confirmation email, variable approver, documents. UX consideration as to whether accessing the Post from the post menu or via separate meganav menu item for managing approvers would be appropriate. | |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | |
| JIRA Links |
Who submitted the Leave request and when
Log changes to any of the field values and when and who made the changesPresent audit log to all with view permissions
Process Name | AM-27 Manage Pre-approved Courses list (Admin) (View/Edit/Cancel leave applicationAdd) - <<Linked to Reference Component >> | Comments | ||
|---|---|---|---|---|
| Description | User has the ability to cancel or make changes to existing prospective leave applications.manage a pre-approved list of courses as reference data. | |||
| ActorsTrainee | Local admin | |||
| Pre-Conditions | Logged in Authorised User User is currently in training and not a FY1. User navigated to Study Leave page. (Can be for other leave as well tbc) User is presented with applications previously made. | Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen Notification sent Approvers User navigated to Reference Data page. | |
| Post-Conditions | ||||
| Process Steps |
| |||
| Alternative Process | N/A | |||
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed- Warning to user if canceling the request with the option to proceed or abort. | |||
| JIRA Links | ||||
| Audit Log | Who added/edited /cancelled the Leave request course and when Log changes to any of the field values and when and who made the changes Present audit log to all with view permissions |
Process NameAM-3 Track entitlements for expenses and leaves | AM-8 Track progress of study/non-study leaves applications (Trainee) | Comments | ||||
|---|---|---|---|---|---|---|
| Description | User has the ability to track progress of and monitor allowance for expenses and leaves in order see the remaining amount and claimed amounts for both.their leaves allowance by leave type. | This can be a duplicate of AM-2 (above) | ||||
| Actors | Trainee | |||||
| Pre-Conditions | Logged in Authorised UserUser is currently in training and not a FY1.in Authorised User User navigated to Study Leave requests page. (Can be for other leave as well tbc) | |||||
| Post-Conditions | Process Steps | Alternative Process | N/A | Rules | - Rule: Only specified fields can be entered - Rule: User cannot make changes to entitlements - Rule: User can view total study leave allowance - Rule: User can view study leave remaining - Rule: When study leave request approved, study leave remaining is updated - Rule: Study leave allowance and remaining is not editable by a Trainee user role View all or search leave applications (requested/approved/declined) in a summary screen | |
| Process Steps |
| |||||
| Alternative Process | N/A | |||||
| Rules | ||||||
| JIRA Links | ||||||
| Audit Log |
Process Name | AM-4 Approve leave - non-study leave (Approver9 Bulk add leaves entitlements (Admin) | Comments | |||||
|---|---|---|---|---|---|---|---|
| Description | User has the ability to approve or decline prospective/retrospective exceptional or other leave applications that are not part of pre-approved list of courses/exams. | Actors | Approver | Pre-Conditions | Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen Notification sent to Approver upon new leave request submitted by trainee. Approver is navigated to leave reuquest pending approval.has the ability to add leaves entitlements in bulk to trainees | |
| Actors | Local Admin | ||||||
| Pre-Conditions | Logged in Authorised User User navigated to Leaves entitlements page | ||||||
| Post-Conditions | View all or search trainees with leaves entitlements (filered by your local office by default) | ||||||
| Process Steps |
| Consideration for an Excel import as the current bulk entitlement upload in Intrepid is not fit for purpose. | |||||
| Alternative Process | N/A | ||||||
| Rules | Audit Log | -
- Rule: When approving/declining a request, user is presented with a warning to either proceed or abort. | JIRA Links |
- Error: where any of the above is not met on upload an error message to warn the user | |||
| JIRA Links | |||||||
| Audit Log |
Process Name | AM-5 Approve leave - study leave (Approver10 Bulk add expenses entitlements (Admin) | Comments | |||||
|---|---|---|---|---|---|---|---|
| Description | User has the ability to approve or decline prospective/retrospective curriculum study leave applications that are part of pre-approved list of courses/exams.to add expenses entitlements in bulk to trainees | ||||||
| ActorsApprover | Local Admin | ||||||
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc)Expenses entitlements page | ||||||
| Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen Approver is navigated to leave reuquest pending approval. Notification sent to Approver upon new leave request submitted by trainee. Notification sent to Trainee upon leave request being approved/declined.trainees with expenses entitlements (filered by your local office by default) | ||||||
| Process Steps |
| Consideration for an Excel import as the current bulk entitlement upload in Intrepid is not fit for purpose. | |||||
| Alternative Process | N/A | Rules | - Rule: Only specified fields can be entered - Rule: When approving/declining a request, user is presented with a warning to either proceed or abort. | JIRA Links | Audit Log | A | |
| Rules |
- Error: where any of the above is not met on upload an error message to warn the user | ||||||
| JIRA Links | |||||||
| Audit Log |
Process Name | AM-6 Manage leave approvers (Admin) (add/remove/edit11 Record course attendance (Add/View/Edit) (Admin) | Comments | |||||||
|---|---|---|---|---|---|---|---|---|---|
| Description | User has the ability to add/remove/edit leave approvers to post and/or people.Clarification required as to at which level do approvers need to be linked to.records trainees attendance onto teaching sessions or courses retrospectively or prospectively | Should the be the ability to record attendance both prospectively and retrospectively? | |||||||
| Actors | Local Admin | ||||||||
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc)Course attendance page | ||||||||
| Post-Conditions | Process Steps | Alternative Process | N/A | Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | JIRA Links | Audit Log | ||
Process Name | AM-7 Manage Pre-approved Courses list (Admin) | Comments | |||||||
| Description | User has the ability to add/edit/or make changes to existing prospective leave applications. | Actors | Local admin | Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc) | Post-Conditions | Process Steps | View all or search trainees with course attendance (filtered by your local office by default) | |
| Process Steps |
| Alistair Pringle (Unlicensed) Consideration for an Excel import as an alternative. | |||||||
| Alternative Process | N/A | ||||||||
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | ||||||||
| JIRA Links | |||||||||
| Audit Log |
Process Name | AM-8 Track progress of study/non-study leaves applications (Trainee12 Record teaching sessions (Add/View/Edit) (Admin) | Comments | |||
|---|---|---|---|---|---|
| Description | User has the ability to cancel or make changes to existing prospective leave applicationsrecord teaching sessions that can be used to record trainees attendance against. | ||||
| ActorsTrainee | Local Admin | ||||
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc) | Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen | Process Steps Teaching sessions page | |
| Post-Conditions | View all or search teaching sessions (filered by your local office by default) | ||||
| Process Steps |
| ||||
| Alternative Process | N/A | ||||
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | ||||
| JIRA Links | |||||
| Audit Log | |||||
| Process Name | AM- |
|---|
Logged in Authorised User
User navigated to Study Leave page. (Can be for other leave as well tbc)
13 Record Entitlements | Comments | |
|---|---|---|
| Description | Admins should be able to record entitlements to time, budget and teaching sessions by trainee | |
| Actors | HEE Admin | |
| Pre-Conditions | Admin has navigated to the Person Record | |
| Post-Conditions | Entitlements are recorded against a trainee's record | |
| Process Steps |
| Time - number of days Expenses - GBP Teaching Sessions - number of sessions |
| Alternative Process Steps | N/A | |
| Rules |
- Rule: Only specified fields can be entered
- Error: where mandatory fields not completed
| As defined in field validation | ||
| Jira Links | ||
| Audit Log |
| Proces Name | AM- |
|---|
View all or search leave applications (requested/approved/declined) in a summary screen
Notification sent to Trainee
14 Record Actuals | Comments |
|---|---|
| Description |
Logged in Authorised User
User navigated to Study Leave page. (Can be for other leave as well tbc)
| Admins should be able to record actual values related to time, budget and teaching sessions by trainee | ||
| Actors | HEE Admin | |
| Pre-Conditions | Admin has navigated to the Person Record | |
| Post-Conditions | Actuals are recorded against a trainee's record | |
| Process Steps |
| Time - number of days Expenses - GBP Teaching Sessions - number of sessions |
| Alternative Process Steps | N/A | |
| Rules |
- Rule: Only specified fields can be entered
- Error: where mandatory fields not completed
| As defined in field validation | ||
| Jira Links | ||
| Audit Log |
Next steps
- Alistair Pringle (Unlicensed) - More sessions to be arranged WC 02/10
- Alistair Pringle (Unlicensed) Answer questions
- Decide which scenarios are MVP - Done
- Joanne to demo the streamlined process used by NE to manage study leave.
- Refine scenarios validations by SML's.