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 Personas
| Details | Persona | |
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| Name | John Doe | |
| Role | Trainee | |
| Based | N/A | |
| Background | Your average post-graduate | |
| Tech stories | Tech savvy, young, uses mobile a lot, just finished Uni | |
| Needs | Concerns | Tasks |
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| Name | Dr.Gomez | |
| Role | Trainee Doctor | |
| Based | MRI | |
| Background |
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| Tech stories | Good with modern technology but not at an expert level | |
| Needs | Concerns | Tasks |
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| Name | Dr.Smith | |
| Role | Trainee Radiologist | |
| Based | Liverpool/Mersey | |
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Workshop domain feedback
| Feature | Element | Interaction | Comments | Actions |
|---|---|---|---|---|
| Concerns | Process | Pain-point/concern | Everything is so time-consuming at the moment this needs to be simpler and fewer duplicates | Improve the process, make sure that we are not adding to the process but streamlining it. |
| 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 | |
| I.T support for Trainees | Support: Online and Live chat/chatbots | The potential App needs to be supported if the Trainees have any tech issues we need to offer a solution for them, otherwise, they will not value/use the app | We need to make sure we consider support as a part of the road map | |
| Duplicates | Multiple systems | If this Application is another system that the Trainees have to use as well as existing systems they would prefer to leave this out. If the solution actually streamlines the current issue with duplicating data efforts on multiple platforms, they think it would be a good idea | Any part of this proposed application that adds to the process should be removed/read-only. An example is ESR, if they have to update their personal details in the App and ESR, do not bother having this in the App | |
| Personal details |
| Edit/update | This would be very helpful if it updated in all the other systems 'real-time' so that they could easily keep their personal details updated and everyone knows this is accurate | We need to make sure that this pulls through to ESR and other systems where their details are stored |
| Notifications |
| If there is the option for the Trainee to update their details, can this notify the Administrators/any other parties that there has been a change made to a trainees record | We can look into what this might look like. A notification with link tot he Trainee? Maybe a simple email noting the record? | |
| Posts | Placements
| Read-only | We need to set a rule that means the Trainees cannot see future posts until a certain date | We can set rules to the placements view, we need to confirm what the date range is |
| Post info | Read-only | We can allow the Trainees to check the details of a Post to make sure they are correct:
| We need to make sure that the information rendered is up to date and correct | |
| Read-only/Edit | We can add value here by showing:
| The Admins feel this is a great opportunity to have real-time data updates to some of the issues they face around posts, and how long it takes to get the detail they need around leave etc. We can aim to have a notification process in place that informs the Admins when a Trainee updates any of the detail suggested | |
| Rotations | Read-only |
| This will also need to feed back into any other systems, but essentially they want real-time data updates around posts and rotations | |
| Programme details | Read-only |
| A read-only view of the programme detail to be determined | |
| Assessments | Mandatory training | Read-only | Give the details of Mandatory training to the Trainee easily | We need to make sure the information is correct/real-time |
| Uploading documents | Interactive | This would only be needed if any of the forms/paperwork was not digitalised. | This feature would only be available in desktop format | |
| ARCP | Read-only |
| The Admins would like the information . to be read-only and possibly have a way for any dates to be added to the Trainees calendar which they can accept or decline taking ownership of the arranging of the ARCP | |
| Out of sync Trainees | Read-only | It would be good if we could help with out of sync trainees | We need to investigate this further and how it might work with TIS | |
| Forms | Form R | Interactive/input/edit |
| The form needs to be auto-generating where possible with easy to add content fields/dropdowns for the Trainee where needed. This will save time and no need for Admins to email the Trainees |
| Interactive/input/edit | Direct feedback to bodies | These forms must update the different parties involved in real-time with some kind of notification, to avoid duplicates and wasting time | |
| All forms | Concern | Reliant on the system app to be functioning well is busy periods and filling out forms. | If this does not work efficiently, and the forms work correctly, we will waste a lot of time and cause duplicates | |
| Other ideas | Calendar | Interactive
| This could allow the Admins to add dates for certain events into the Tarienes calendar. ON accepting these proposed dates for ARCP/Assessments, forms etc, the Trainees are taking ownership and committing to an action. This also keeps the Admins form having to chase the Trainees | We need to make sure that the Calendar works well, and is synced similar to say 0365 Calendar and scheduling work |
| Lead Employer info | Read-only? | A frustration is waiting for information from the Lead Employer if we could find a way to time-sync this we could improve the process | Investigate what information they wait for, how is this delivered | |
| e-portfolio | Syncing | Can we look into how e-portfolio could also feed into the app making it of even more value and a one-stop-place for Trainees | We need to have a chat around what information e-portfolio has on Trainees and what we could sync with the app | |
| ESR - TIS | Syncing | If we are unable to sync ESR and TIS/Trainee app then the app needs to be limited to read-only for most of it, no duplicates or additional process because of the App | We basically need to make sure that anything that is interactive does not cause duplicates but actually helps with the process. Apart from that anything else should be Read-only |
Gallery & Videos for Admin workshop
Post-its: Yellow - needs/wants/features | Pink: Pain-points/frustrations | Green: Value/function
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