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 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' |
|---|---|---|
| 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. |
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| 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 | Data | Pain-point/concern | Who is in charge of data. TIS, e-portfolio, ESR? | We may need to address this in comms, so that they understand what areas of the app may have different data owners? ie. Personal details, is this ESR or TIS? |
| 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 | |
| Syncing to other systems | Bi-directional | The potential App needs to be bi-directional, anything that is not should be read-only and they are to refer to, not interact with | We need to make sure we consider support as a part of the road map | |
| ARCP sync | e-portfolio bi-directional | These need to talk to each other and any changes through the application | We need to check the road map around this | |
| Oriel & ESR | Bi-directional | These need to be updated/synced real time with the App and TIS | We need to check the road map around this | |
| Updates | TIS and other systems | How long will the updates take to appear in TIS? | We should make this instant | |
| Personal Details | Profile | Edit but only if bi-directional | Self-service to update their personal details. This should also alert the Admins. | Any changes made by the Trainees need to alert the relevant teams |
| Prompts | Checklist | The Admins asked if they can send some kind of notification around asking trainees to check their details etc before ARCPs and other important processes | We can set up an instant alert to check details or contact their Admins | |
| GMC/GDC | Read-only | We must ensure that the Trainees cannot edit this | Make sure this is R/O | |
| Approvals | Important info | If the Trainee needs to change a Surname or something that has a large impact on their records we need to have a way that they notify the Admins who then approve this, maybe with a link for them to where this can be done | We have to make sure that we enable the Trainees to do what they need to do, but without causing issues with Admins | |
| Passwords | Reset | Allow the users to reset their passwords in their profile area | This could be investigated | |
| Access | Information | Who can access this, it would be great if we made sure that other teams who may need this information may have some kind of high-level access to this, and are informed when things change. Daenerys etc | We need to check this and make sure we allow access but only to the correct people | |
| Assessments | Exam results | Read-only | A way for the Trainees to see all past exam results | We need to work out where this comes from |
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| A way of showing this to the Trainees and a way they can interact with Admins over this when needed | Prompts, calendar dates, accept or decline alerts. Think Outlook and Google calendar for this? | |
| ARCP links to e-portfolio | Link | They asked about a link between these if the updates are not bi-directional | Depending on how the App will update data, we need to make sure that links are available to different systems where we can't allow the users to edit in the app | |
| Notifications | Interaction | They asked if we introduce notifications can these be set up to help with managing the trainee's assessments, dates, times, things they need to do. | We should talk around what 'Standard' messages they usually send to trainees around this. So we can possibly automate this for them | |
| Placements |
| Read-only | They would like to be able to give the trainees access to the information around their posts and placements | This should be a standard set of copy with maybe links where needed |
| Rotations | Read-only | They asked about having rotations available to view | We need to investigate this | |
| Placement history | Read-only | They asked for a way for the trainees to access all old placements | This is already in Past placements in TIS, we need to give the users access to this | |
| Finance | Links | The admins asked for a way to link the placements to finance if the trainees need this? | We need to investigate this and what it would be used for? | |
Contacts | Links | They have asked to have key people related to placements visible for trainees to access them from the app. Example: Trainee supervisors | This is something that the trainees have also asked about | |
| Notifications | Links | 12 weeks notice for Trainees and Trusts | They need to set a timeframe around the placements | |
| Forms | Form R |
| We need to ensure that the following occurs:
| This will need to be investigated as to the different stages of the form process |
| Period of Grace | Digitalise form | This could be something we can help with for trainees | Investigate the process | |
| In-complete forms | Notifications | Is there a way that the Trainees can easily be notified that the form is not finished | This may be a simple prompt for 'Accepted or Declines' by the Admin on receib=ving the form and reviewing it | |
| All forms | Mandatory and Optional | We need to make it clear which forms are mandatory and optional | We can review this and mark up which ones are which | |
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| We need to investigate each form |
Gallery & Videos for Admin workshop
Post-its: Yellow - needs/wants/features | Pink: Pain-points/frustrations | Green: Value/function
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