The table below is a collection of requirements, considerations, must have's and must not's, process, features and functionality gathered from workshops with Local Administrators for the 'Trainee Application'.
Workshop(s) feedback ordered by most recent date
Wessex: Admin workshop 28/05/19
Attendees
Nicky Adams: nicky.adams@southernhealth.nhs.uk
Joanne Halliwell: joanne.helliwell@iow.nhs.uk
Juile Mantell: Julie.mantell@poole.nhs.uk
Jenny Webb: jenny.webb@hhft.nhs.uk
Clair Francis: Claire.francis@hee.nhs.uk
Lucy Wyatt: lucy.wyatt@hee.nhs.uk
James Pillinger: james.pillinger@hee.nhs.uk
Brittany Bell: Brittany.bell@hee.nhs.uk
Sylvia Richards: Sylvia.richards@uhs.nhs.uk
Lisa Edwards: Lisa.Edwards@hee.nhs.uk
Mairi Hills: Mairi.Hills@hee.nhs.uk
Gemma Lush: Gemma.Lush@hee.nhs.uk
Matthew Hill: Matthew.Hill@hee.nhs.uk
Rachel Williamson: Rachel.Williamson@hee.nhs.uk
Jenny Albon: Jenny.Albon@hee.nhs.uk
Mike Richardson: Mike.Richardson@hee.nhs.uk
Jo Stevens: Jo.Stevens@hee.nhs.uk
User Groups with notes on what they thought they need (We worked through their top 4 key users)
| Trusts Staff and Admins | TPD's | Educational Supervisors | PGME: Medical Education Managers Admin | HEE Data Analysts/IM | Admins: Patch, Deanery, Trusts | Trainees | Lead Employer | Reval Team | Dental | Auditors | Quality | Leave Approvals | Finance | PDU | Medical HR |
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User stories created by Admins at the workshop
We asked the Admins to identify all User Groups they could think of. Choosing the key 5 from the large list above we asked the Admins to write a User story based around their needs.
| 'As a' | 'I want to' | 'So that' |
|---|---|---|
| Have access to accurate information on trainees/placements in a real-time, up to date and easy to use system | I can be more efficient and well informed to be able to provide an effective service to trainees and trusts. |
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| Deanery Programme Team Administrator | Use one portal where trainees can easily and independently find the info and resources they need | Repetitive queries are reduced significantly and saves lota of time |
| Medical Education Manager/Admin PGME | Be able to see what has been done by other teams in the event of a query eg. ARCP notifications have been sent on a 'date' and 'to which trainees' | I can answer queries, work across teams, cover absence and prevent complaints |
| HEE Data Analyst/IM | See personal details and have the trainees view them and update them where appropriate | A more efficient process for both users and the support team |
Domain feedback
| Feature | Element | Interaction | Comments | Actions |
|---|---|---|---|---|
| Concerns | Data | Pain-point/concern | Who is in charge of data. TIS, e-portfolio, ESR? | We may need to address this in comms, so that they understand what areas of the app may have different data owners? ie. Personal details, is this ESR or TIS? |
| e-portfolio | Pain-point/concern | We are concerned around duplicates and e-portfolio. Why will the Trainees use both? | We need to check how the e-portfolio's m | |
| Syncing to other systems | Bi-directional | The potential App needs to be bi-directional, anything that is not should be read-only and they are to refer to, not interact with | We need to make sure we consider support as a part of the road map | |
| ARCP sync | e-portfolio bi-directional | These need to talk to each other and any changes through the application | We need to check the road map around this | |
| Oriel & ESR | Bi-directional | These need to be updated/synced real time with the App and TIS | We need to check the road map around this | |
| Updates | TIS and other systems | How long will the updates take to appear in TIS? | We should make this instant | |
| Personal Details | Profile | Edit but only if bi-directional | Self-service to update their personal details. This should also alert the Admins. | Any changes made by the Trainees need to alert the relevant teams |
| Prompts | Check list | The Admins asked if they can send some kind of notification around asking trainees to check their details etc before ARCPs and other important processes | We can set up an instant alert to check details or contact their Admins | |
| GMC/GDC | Read-only | We must ensure that the Trainees cannot edit this | Make sure this is R/O | |
| Approvals | Important info | If the Trainee needs to change a Surname or something that has a large impact on their records we need to have a way that they notify the Admins who then approve this, maybe with a link for them to where this can be done | We have to make sure that we enable the Trainees to do what they need to do, but without causing issues with Admins | |
| Passwords | Reset | Allow the users to reset their passwords in their profile area | This could be investigated | |
| Access | Information | Who can access this, it would be great if we made sure that other teams who may need this information may have some kind of high-level access to this, and are informed when things change. Daenerys etc | We need to check this, and make sure we allow access but only to the correct people | |
Gallery & Videos for Admin workshop
Post-its: Yellow - needs/wants/features | Pink: Pain-points/frustrations | Green: Value/function
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