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FYI - For management of Personal Details,  5 rules should apply overall:

  1. All user types should be able to view and edit their own details, some will be restricted e.g. ID numbers
  2. Educational & Clinical Supervisors (Trainers) can view partial Trainee information
  3. HEE Administrators can view and edit all personal details for all user types
  4. Trust Admins can view and edit a restricted set of details for Trainees, and if they are the record owner for Educational and Clinical Supervisors (i.e. the trust employs that particuar supervisor)
  5. Permissions will govern whether particular individuals can view / edit other role types


Intrepid currently holds 32 sub-categories for personal details. This needs to be constrained to (a) ensure the UI is more easily navigable for users and (b) to act as a guide in the analysis and design work.


As-Is


Suggested To Be Categories

By introducing categories, we can reduce the sections to 8. However, this may introduce new terminology, so must be ratified by the Service Managers and Business Managers to ensure the terminology and segmentation is appropriate across the board.


DRAFT - requires descriptions

Personal & Contact

  • personal details (incl Immigration)
  • pre-employment checks
  • qualifications
  • accreditation pathway

  • form R Part A

  • professional associations
  • CPPS

Finance

  • bank details

Programme

  • programme
  • NTN/DRN
  • placement
  • Assessment
    • Assessments = Annual Review (ARCP, ARP)
    • reviews
    • form R part B
    • appraisals
  • exams
  • CCT
  • supervisor
  • foundation

Revalidation

  • revalidation

Absence Management

  • education leave
  • entitlements
  • leave approvers
  • OOP applications
  • OOP approvers
  • teaching sessions
  • courses

Expenses

  • expense management << not on as is

Approvals

  • appointments / visits

General Admin

  • activity summary
  • documents
  • questionnaires
  • actions - reminder to complete tasks

Communications

  • messages
  • complaints << not on As-Is list, not MVP 
  • support << not on As-Is list not MVP


The following table defines who should have READ ONLY v EDITABLE access to the relevant fields:


DRAFT - requires re-ordering for both section headers and sub-section headers Joanne Watson (Unlicensed)


#People Sub-ComponentTraineeEducational SupervisorClinical SupervisorTraining Programme DirectorLocal Office AdminTrust Admin

Personal & Contact






Personal DetailsEDIT (own)

EDIT (own)

VIEW (trainee)

EDIT (own)EDIT (own)EDIT (all)

VIEW (trainee)

EDIT (supervisors, who belong to them)


Immigration

VIEW (own)


VIEW (own)


VIEW (own)EDIT (own)EDIT (all)

VIEW (trainee)

EDIT (supervisors, who belong to them)


NTN / DRN

VIEW (own)


VIEW (trainee)


N/AVIEW (trainee)EDIT (all)

VIEW (trainee)


Pre-Employment Checks

VIEW (own)


N/A


N/AN/AEDIT (all)VIEW (trainee)

QualificationsEDIT (own)

EDIT (own)

VIEW (trainee)

EDIT (own)

EDIT (own)

VIEW (trainee)

EDIT (all)

VIEW (trainee)

EDIT (supervisors, who belong to them)


Accreditation PathwayN/A

EDIT (own)


EDIT (own)EDIT (own)EDIT (all)

EDIT (supervisors, who belong to them)


Form R, Part AEDIT (own)

N/A


N/AVIEW (trainee)EDIT (all)VIEW (trainee)

CPPS

VIEW (own)


VIEW (own)

VIEW (Trainee)

VIEW (own)VIEW (own)EDIT (all)VIEW (trainee) only very limited access to trust admins

Programme






ProgrammeEDIT (own)

VIEW (trainee)


N/A

VIEW (trainee)


EDIT (all)VIEW (trainee)

Placement

VIEW (own)


VIEW (trainee)


N/A

EDIT (trainee)


EDIT (all)VIEW (trainee)

Foundation

VIEW (own)


VIEW (trainee)


N/A

VIEW (trainee)


EDIT (all)VIEW (trainee)

ExamsEDIT (own)

VIEW (trainee)


N/A

VIEW (trainee)


EDIT (all)VIEW (trainee)

Supervisor

VIEW (own)


EDIT (trainee)


N/A

VIEW (trainee)


EDIT (all)EDIT (trainee)

Assessment






Annual Review (ARCP / ARP)

EDIT (own)


EDIT (trainee)N/AEDIT (trainee)EDIT (all)N/A

Form R, Part B

EDIT (own)


VIEW (trainee)N/AVIEW (trainee)EDIT (all)N/A

Revalidation






Revalidation

VIEW (own)


N/AN/AN/AEDIT (all)N/A

Absence Management






Education Leave

VIEW (own)


VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (own)

VIEW (trainee)

EDIT (all)

EDIT (supervisor)

EDIT (trainee)


Entitlements

VIEW (own)


VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (own)

VIEW (trainee)

EDIT (all)

EDIT (supervisor)

EDIT (trainee)


Leave Approvers

VIEW (own)


VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (trainee)

EDIT (all)

EDIT (supervisor)

EDIT (trainee)


OOP Applications

EDIT (own)


N/AN/AEDIT (trainee)EDIT (all)N/A

OOP Approvers

VIEW (own)


N/AN/AEDIT (trainee)EDIT (all)N/A

Teaching Sessions

VIEW (own)


VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (own)

VIEW (trainee)

EDIT (all)

EDIT (supervisor)

EDIT (trainee)


Courses

VIEW (own)


VIEW (own)

VIEW (trainee)

VIEW (own)

VIEW (own)

VIEW (trainee)

EDIT (all)

EDIT (supervisor)

EDIT (trainee)


Expenses






Expense Management

VIEW (own)


VIEW (own)


VIEW (own)VIEW (own)EDIT (all)

EDIT (supervisor)

EDIT (trainee)


Approvals






Appointments / VisitsN/AN/A

N/A


N/AEDIT (all)N/A

General Admin






DocumentsEDIT (own)

EDIT (own)

VIEW (trainees)

EDIT (own)EDIT (own)EDIT (all)

VIEW (trainees)

EDIT (supervisors)


Actions (Reminders)EDIT (own)EDIT (own)EDIT (own)EDIT (own)

EDIT (all)


EDIT (own)

Communications






Messages

EDIT (own)


EDIT (own)EDIT (own)EDIT (own)EDIT (all)EDIT (own)








Use Cases

Process NamePP-1 NavigateComments
DescriptionUser can navigate to the People Section of TIS 
ActorsAdmins (Local office and Trusts) 
Pre-Conditions

Logged in

Security allows access to people records 


Post-ConditionsView people landing page 
Process Steps
  1. Search 'Person' is the default landing page for TIS
  2. Hover over 'People'
  3. Presents options to add new or import people 
 
Alternative FlowN/A 
RulesPage only available to those who have access to 'People' in their role 
JIRA Reference
 
Audit LogN/A 
Process NamePP2 - Search PersonComments
DescriptionUser can find a person or group of people as required
ActorsAdmins (Local office and Trusts)
Pre-conditions

Logged in

Security allows access to people records 


Post-conditionsView all or filtered people in a screen list (filtered list produced via defined filterable fields)
Process steps1. 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 flowPP3 - 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 LogN/A
Process NamePP3 - View People ListComments
DescriptionUser 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
ActorsAdmins (Local office and Trusts)
Pre-conditions

Logged in

Security allows access to people records 


Post-conditionsView all or searched people in a list
Process steps1. 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 flowPP2 - Search Person
RulesError: page unavailable
  • filter on by default: user's local office

Other validation available on field validation table
JIRA ReferenceTIS-636
Audit LogN/A
Process NamePP4 - View / Edit PersonComments
DescriptionUser should be able to view a person record and edit as their permission allows
ActorsLocal office admins
Pre-conditions

Logged in 

Authorised user


Post-conditionsView all or filtered/searched people in a list
Process steps1. 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 flowPP3 - View people list
Rules
  1. allow some users access to only certain parts of the person record e.g. all apart from the sensitive data
  2. Error message: only one user to edit a single person record at any one time
  3. Must save before closing

JIRA ReferenceTIS-636, TIS-207, TIS 130
Audit LogChange 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 NamePP5 - Create Person (single)Comments
DescriptionUsers should be able to manually add an individual person record
ActorsLocal office admin
Pre-conditionsLogged in
Authorised User
Post-conditionsSearched for person in entire database (searched based on GMC, GDC, Public Health number or Surname)
Process steps1. 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 flowPP6 - Bulk upload of people
Rules
  1. Mandatory fields must be completed. Error: Mandatory fields not completed

JIRA ReferenceTIS 629
Audit LogWho created the people record and whenLog changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP6 - Bulk Upload of PeopleComments
DescriptionA user should be able to add a list of individuals to create multiple person records in one go
ActorsLocal office admin
Pre-conditionsLogged in
Authorised User
Post-conditionsSearched for person in entire database
Process steps
  1. Upload spreadsheet
  2. System validates spreadsheet
  3. System creates new records based on spreadsheet values
  4. 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 flowPP5 - 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 ReferenceTIS-642
Audit LogWho created the people record and whenLog changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP7 - Manage Oriel Import of TraineesComments
DescriptionUsers 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
ActorsLocal office admin
Pre-conditionsLogged in
Authorised User
Post-conditions

Process steps
  1. Validate that the trainees on the list are new starters in the local office
  2. Add mandatory fields
  3. Add additional required data (if available) e.g. NTN
  4. Authorise import of trainee details from Oriel into TIS
  5. 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 flowPP6-Bulk upload of People
Rules
  1. 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 ReferenceTIS-715
Audit LogWho created the people record and whenLog changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP8 - Remove Person from ProgrammeComments
DescriptionUsers are able to update a person record to remove them from a programmeQuestion for SMLs is 'how can we show that a trainee has left their training programme without completing/achieving their CCT?. 
ActorsLocal office and trust admins (depending on the local office arrangements for managing FP trainees)
Pre-conditionsLogged in
Authorised User
Post-conditionsNavigated to trainee record
Process steps
  1. Update curriculum completion date and programme completion date
  2. 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.
  3. Any subsequent placements that are linked to that programme and whose start and end dates are beyond the Programme End date to be deleted
  4. Save
  5. Exit

Alternative flowN/A
Rules

JIRA ReferenceTIS-636, TIS-216, TIS-204
Audit LogLog changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP9 - Leaver process - Need to agree process for making records inactive - with SMLsComments
DescriptionUsers 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?. 
ActorsLocal office and trust admins (depending on the local office arrangements for managing FP trainees)
Pre-conditionsLogged in
Authorised User
Post-conditionsNavigated to trainee record
Process steps
  1. Follow process for 'remove person from programme'
  2. Automate function to allow a record to be set to 'inactive' wef the Programme End date.
Need to agree this with SMLs
Alternative flowN/A
Rules

JIRA ReferenceTIS-211, TIS-216
Audit LogLog changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP10 - Reporting  Need to agree reporting functionsComments
DescriptionUsers 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

ActorsAdmins
Pre-conditionsLogged in
Authorised User
Post-conditions

Process steps

Alternative flow

Rules

JIRA Reference

Audit Log

Process Name
Comments
Description

Actors

Pre-Conditions

Post Conditions

Process Steps

Alternative Flow

Rules

JIRA Reference

Audit Log

Pess NamePP-1 NavigateComments
Description

Actors
 
Pre-Conditions

Post-Conditions
 
Process Steps
 
Alternative Flow
 
Rules
 
JIRA Reference
 
Audit Log

Process NamePP-1 NavigateComments
Description

Actors
 
Pre-Conditions

Post-Conditions
 
Process Steps
 
Alternative Flow
 
Rules
 
JIRA Reference
 
Audit Log

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Jira issues: https://hee-tis.atlassian.net/issues/?filter=14213