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Assessments Administrators workshop

Present

  • Anthony Miller-Crolla - 
  • Nahida Kausar - Programme Administrator, Medical Specialties Higher
  • Lisa Waldron - 
  • Mandy Guest - Programme Lead, Medical Specialties Higher
  • Tony XXXX - 

  • Joanne Watson - HEE
  • Alison Parr - Transform

Exercises

Identify current processes for main steps in assessments journey including systems/tools used and links between them



Discussion on areas of duplication


Areas of duplication

Who
Assessments screen - Intrepid & ePortfolioWM-F/HST
Outcome form - Intrepid & ePortfolioWM-F/HST
Assessments & ARCP in ePortfolio - top level input to disseminate the fields → ePortfolio → TISWM-F/HST
Sickness absence - Intrepid, ESR - put on ESR by trust so have to download it from there and manually input to IntrepidWM-F/HST
Trainee details - Intrepid, ESR, ePortfolio plus e.g. Recruitment tracker (spreadsheet kept by Programme & Recruitment teams?) - should have one input and send to everyone who needs itWM-F/HST
Duplication leads to data errors as multiple manual entry of same detailsWM-F/HST
NTN - need to input this in 4 or 5 places - add to Programme, NTN tab, new starters spreadsheet, ePortfolio (by trainee - required to set up their account)WM-F/HST
Dates of ARCP - need to record on Intrepid as wellWM-F/HST

Develop user stories for an ideal system to support the assessments process

User needs/ User stories

Who

Lisa Waldron - 


As a Programme Lead I want:
  • robust and easy reporting mechanisms so that I have confidence in the info and don't have to cross-reference
LW
  • to input info ONCE! To stop duplication - what a waste
LW
  • all notifications to be managed by TIS - to avoid using a number of systems
LW
  • Outcome 3s to automatically be placed in a vacant post
LW

Mandy Guest - Programme Lead, Medical Specialties Higher


As a Programme Lead Medicine I want:
  • somewhere to record how much GIM a trainee has done, feed into a report, so that I can be clear whether the trainee wants Stage 1 (ST3-ST4), Stage 2 (ST5-ST6), PYA (ST6) or Final (ST6-ST7) 300 trainees currently
MG
  • Form Rs significant event/complaints to feed into Assessments so that I don't have to go to Form R to view and copy into Assessments Revalidation Form R tab
MG
  • OOPs/ML feeds into Assessments tab as current post so I don't have to check placement so that it is easily identifiable
MG
  • trainee addresses to be automatically amended on trainee record so that I don't have to copy and paste into address separately
MG
  • ePortoflio ARCPs core data and outcomes to be fed in from Intrepid so that I don't have to duplicate copy& paste it
MG
Nahida Kausar - Programme Administrator, Medical Specialties Higher
As an ARCP administrator I want:
  • to be able to pull out a report of trainees in each specialty with a break down of whether they are LTFT, Academic, Military, OOP/Mat leave adding up to show how much training time they have undertaken since last ARCP so that I can schedule trainees for ARCP appropriately and with correct panel member
NK
  • to be able to check availability of panel members over various dates to allow me to best schedule and select dates for ARCPs
NK
  • to be able to only create ARCP forms once and add all details required to one form, that can then be filtered to other forms that they are required so that can reduce the time taken to input in spreadsheets
NK
ADD STORIES FROM ANTHONY AND TONY


General discussion
When I search for a trainee I want to see all relevant details on one page - name, specialty, programme of the trainee on the 'staff list' (? not sure what this is - assume just on search results) - Liked the 'Trainee card' when shown on prototypeWM-F/HST
Want a calculator to work out progression dates for LTFT - e.g. if trainee working 70%, 80%, 90% etcWM-F/HST
Panel scheduling tool - need to know who can do what and when - Doodle pollWM-F/HST
ESR → TIS sickness - can this be on the interface?WM-F/HST
Robust and easy reporting mechanism - confidence of data it's pulledWM-F/HST
Manage notifications and responses - attached to that event (so that I don't overlook important emails related to assessment event)WM-F/HST
Outcome 3 trainees - put into posts that are vacant for extra time in training (have 'pool' of vacant posts that trainees who need to be extended can be put into, subject to QA by TPD)WM-F/HST
As an administrator I want to reduce duplication of NTN so that I can (can't read this word) NTNWM-F/HST
Foundation - want a way of informing trainees of events and courses (can be one a week) - email addresses not always up-to-dateWM-F/HST
Macros - from Excel into Intrepid so can upload trainee details in one goWM-F/HST
Notifications - to go through TIS so that I can communicate effectivelyWM-F/HST
Link from Concerns log to Assessments tabWM-F/HST
Validation - flag up where things have not been completed for GMC report (currently limited field validation on Intrepid)WM-F/HST
NTN management - release NTN/DRN - allocating new NTN/DRN - validation to only allow one NTN/DRN at once (NB some still have CMT (Core) until we release NTN (higher) & change)WM-F/HST
Validation on forms - ARCP, Form-RWM-F/HST
Macro usage - info from spreadsheet into TIS fastWM-F/HST
report to show LTFT, academic, military, OOP - amount of training since last ARCPWM-F/HST




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Slack: https://hee-nhs-tis.slack.com/
Jira issues: https://hee-tis.atlassian.net/issues/?filter=14213