Discovery Wessex: Admin workshop

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
Read-only Medical Staffing Finance	Read-only Limited access Would require training Trust issues	R/O	R/O	R/O	Full access Bi-directional information updates	Read-only Personal information needs to be editable Forms	Interactions R/O	Interactions R/O	Full access Bi-directional information updates	R/O	R/O	R/O	R/O	R/O	R/O

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'
Medical Education Medical HR Manager Admin Team	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.
Trainee	Be able to use the app easily View essential details Find all forms in one place Use key functions that save everyone time	Spend time doing more important things There are fewer duplicate systems and processes I don't need to communicate changes with too many people in too many channels
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	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

Gallery & Videos for Admin workshop

Post-its: Yellow - needs/wants/features | Pink: Pain-points/frustrations | Green: Value/function