People - Scenarios

Scenarios

Process Name	PP-1 Navigate	Comments
Description	User can navigate to the People Section of TIS
Actors	Admins (Local office and Trusts)
Pre-Conditions	Logged in Security allows access to people records
Post-Conditions	View people landing page
Process Steps	Search 'Person' is the default landing page for TIS Hover over 'People' Presents options to add new or import people
Alternative Flow	N/A
Rules	Page only available to those who have access to 'People' in their role
JIRA Reference
Audit Log	N/A

Process Name	PP2 - Search Person	Comments
Description	User can find a person or group of people as required
Actors	Admins (Local office and Trusts)
Pre-conditions	Logged in Security allows access to people records
Post-conditions	View all or filtered people in a screen list (filtered list produced via defined filterable fields)
Process steps	1. Enter search term [person surname, forename, maiden name, GMC/GDC/Public Health number] 2. Click search 3. Present search results	From People - Field Validation
Alternative flow	PP3 - View People List
Rules	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 Reference
Audit Log	N/A

Process Name	PP3 - View People List	Comments
Description	User 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 record
Actors	Admins (Local office and Trusts)
Pre-conditions	Logged in Security allows access to people records
Post-conditions	View all or searched people in a list
Process steps	1. 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 flow	PP2 - Search Person
Rules	Error: page unavailable filter on by default: user's local office Other validation available on field validation table
JIRA Reference	TIS-636
Audit Log	N/A

Process Name	PP4 - View / Edit Person	Comments
Description	User should be able to view a person record and edit as their permission allows
Actors	Local office admins
Pre-conditions	Logged in Authorised user
Post-conditions	View all or filtered/searched people in a list
Process steps	1. 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 flow	PP3 - View people list
Rules	allow some users access to only certain parts of the person record e.g. all apart from the sensitive data Error message: only one user to edit a single person record at any one time Must save before closing
JIRA Reference	TIS-636, TIS-207, TIS 130
Audit Log	Change made - was/is When Who	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP5 - Create Person (single)	Comments
Description	Users should be able to manually add an individual person record
Actors	Local office admin
Pre-conditions	Logged in Authorised User
Post-conditions	Searched for person in entire database (searched based on GMC, GDC, Public Health number or Surname)
Process steps	1. 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 saves	From People - Field Validation (when creating a person record only the fields in Personal and Contact and (for a trainee) Programme are required)
Alternative flow	PP6 - Bulk upload of people
Rules	Mandatory fields must be completed. Error: Mandatory fields not completed
JIRA Reference	TIS 629
Audit Log	Who created the people record and when	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP6 - Bulk Upload of People	Comments
Description	A user should be able to add a list of individuals to create multiple person records in one go
Actors	Local office admin
Pre-conditions	Logged in Authorised User
Post-conditions	Searched for person in entire database
Process steps	Upload spreadsheet System validates spreadsheet System creates new records based on spreadsheet values 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) Fields People - Field Validation has a spreadsheet (bottom of page) that shows the fields
Alternative flow	PP5 - 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	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.
JIRA Reference	TIS-642
Audit Log	Who created the people record and when	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP7 - Manage Oriel Import of Trainees	Comments
Description	Users 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
Actors	Local office admin
Pre-conditions	Logged in Authorised User
Post-conditions
Process steps	Validate that the trainees on the list are new starters in the local office Add mandatory fields Add additional required data (if available) e.g. NTN Authorise import of trainee details from Oriel into TIS 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 flow	PP6-Bulk upload of People
Rules	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 record
JIRA Reference	TIS-715
Audit Log	Who created the people record and when	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP8 - Remove Person from Programme	Comments
Description	Users are able to update a person record to remove them from a programme	Question for SMLs is 'how can we show that a trainee has left their training programme without completing/achieving their CCT?.
Actors	Local office and trust admins (depending on the local office arrangements for managing FP trainees)
Pre-conditions	Logged in Authorised User
Post-conditions	Navigated to trainee record
Process steps	Update curriculum completion date and programme completion date The 'end date' of the placement the trainee is in at the end of their programme should be set to the same date as the Programme End date. Any subsequent placements that are linked to that programme and whose start and end dates are beyond the Programme End date to be deleted Save Exit
Alternative flow	N/A
Rules
JIRA Reference	TIS-636, TIS-216, TIS-204
Audit Log	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP9 - Leaver process (Manual?)	Comments
Description	Users are able to reflect in a trainee's record that they have left their training programme (non-completion of programme and completion of programme)	Question for SMLs is 'how can we show that a trainee has left their training programme without completing/achieving their CCT?.
Actors	Local office and trust admins (depending on the local office arrangements for managing FP trainees)
Pre-conditions	Logged in Authorised User Navigated to trainee record
Post-conditions	Trainee flagged as Inactive
Process steps	Change status to Inactive Automate removal of access to TIS	Should this be automated only? Joanne Watson (Unlicensed)
Alternative flow	N/A
Rules
JIRA Reference	TIS-211, TIS-216
Audit Log	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP10 - Reporting OUT OF SCOPE	Comments
Description	Users 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) Dependency on Workshop to be held with Joanne, Ray & Rob - reporting likely to be centrallised outside of TIS
Actors	Admins
Pre-conditions	Logged in Authorised User
Post-conditions
Process steps
Alternative flow
Rules
JIRA Reference
Audit Log

Process Name		Comments
Description
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Post Conditions
Process Steps
Alternative Flow
Rules
JIRA Reference
Audit Log