User Stories and other feedback from workshop of 12/09/2018

Attendees

Stephanie Pinches -HCS
Jasbir Daine - HCS
Lisa Murphy - HCS
Louise Ayer -HCS
Chris Perkins - HCS
Mehwish Khan - HCS
Alistair Pringle - TIS
Matt Leech - TIS
Ade adekoya - TIS

S/N	User Story	TIS - Feature	Priority 4 - Highest to 0 - lowest (ticks received from workshop)	Description	MVP/Post MVP?	Acceptance Criteria	Comments
1.	As an Education Training Manager I want to be able to have the ability to report on trainees and how they are progressing So that I can use those that are doing well for events	Assessment /Reporting	0	To be able to run reports on the training outcomes from system Reporting tool will be required - Looking at access to Tableau?		Given [Current state] When [User action] Then [Expected outcome]	How do you measure trainee progress?
2.	As an HCS Administrator I want a system that records all outcomes of training in one place So that I can facilitates flexible reporting	Assessment/Reporting	1		MVP?	Given [Current state] When [User action] Then [Expected outcome]	List of outcomes? MRP, ARP......
3.	As an HCS Administrator I want a flexible reporting feature So that I can support ad hoc and formal reporting requests	Assessment/Reporting	2	Reporting tool will be required - Looking at access to Tableau?	MVP?	Given [Current state] When [User action] Then [Expected outcome]	Ad hoc Report
4.	As an Education Training Manager I want to be able to search for trainees by specialism, location, cohort, year in programme by HSST/STP So that the report can be in excel format	Programmes/Reporting	2		MVP?	Given [Current state] When [User action] Then [Expected outcome]	Search training by what? Surname, forename...?
5.	As an HCS Administrator I want to be able to create custom report using fields in the system So that I can obtain data easily when requested; that is accurate and avoid duplicate reports	Programmes/Reporting	2	Reporting tool will be required - Looking at access to Tableau?	MVP?	Given [Current state] When [User action] Then [Expected outcome]	Query database
6	As an HCS Administrator I want to be able to add accreditation information to an employer/Post so that .........	Post	0	Need more information		Given [Current state] When [User action] Then [Expected outcome]	What sort of accreditation info? What FE field covers this?
7	As an HCS Administrator I want to see training Officers and Commissioners details as a multiple entries/records So that ........	Post	0	Need more information		Given [Current state] When [User action] Then [Expected outcome]	What sort of info? What FE field covers this?
8	As an Education Training Manager I want to be able to search/find training officers linked to specialisms and in specific location with email address So that I can report in excel format	Post/Reporting	1		MVP?	Given [Current state] When [User action] Then [Expected outcome]	Search training officer. Can the search for trainee work for this? TIS question to answer
9	As an HCS Administrator I want to see whole trainee pathway so all information in one place So that our processes can be streamlined	People	1	Presently, HCS database is linked to drives.	MVP?	Given [Current state] When [User action] Then [Expected outcome]	Trainee information in one place What other info are from other drives?
10	As a Lead Administrator I want connection or link between database and personal/school email to get notification So that we do not miss important information and deadlines	People/Notification	0			Given [Current state] When [User action] Then [Expected outcome]	Use system as a Calendar for notification Can TIS do this?
11	As an HCS Administrator I want the ability for trainees to update own contact information e.g changes to surname, address or training officer So that to ensure current and accurate trainee data, remove admin processes needed to update	People	4	Training access?????	Post MVP??????	Given [Current state] When [User action] Then [Expected outcome]	TIS working on trainee app.
12	As a Trainee Programme Co-coordinator -TPC I want to have ability to upload particular assessment outcomes (in bulk) So that I have efficient way of managing my time	People	1	There is another system for bulk upload in HCS.	MVP?	Given [Current state] When [User action] Then [Expected outcome]	Need the Assessment fields in excel. Need to know the assessment fields to be bulk upload
13	As an HCS Administrator I want to record destination data - first jobs or learning programme So that ........	People	0	Need more information		Given [Current state] When [User action] Then [Expected outcome]	Check field table for details. Stored in 2 diff. places as: when leave in-between programme When finish to capture their next destination
14	As a TPC I want to be able to create an alert system that reminds when reviews are due So that this allays missing any deadlines	People/Notification	0	Like calendar update		Given [Current state] When [User action] Then [Expected outcome]	Use system as a Calendar for notification Can TIS do this?
15	As an HCS Administrator I want something that holds trainee information in one place rather than links to that information So that I have efficient way of managing my time	People	1		MVP?	Given [Current state] When [User action] Then [Expected outcome]	Similar to s/n 9
16	As a Trainee Support Case Manager I want system which allows recording, update and secure storage of sensitive information about trainees in difficulty So that all information in one place and reduce multiple systems	People	4	Case Management system?	Post MVP????	Given [Current state] When [User action] Then [Expected outcome]	Can TIS provide this now?
17	As a Curriculum Support Officer I want more detailed information on ASP trainees and ability to report on it. Similar fields to STP So that the information is recorded correctly and easy to find	People	0	What more fields on ASP as are on STP What are the fields?	MVP???	Given [Current state] When [User action] Then [Expected outcome]	Are you talking about fields like ASP type and ASP description?
18	As a Programme Support Lead Administrator I want feature... run a report that highlights all the extensions/Mat Leave/Deferral So that we can use information for STP completion every year	Others/Reporting	2		MVP?	Given [Current state] When [User action] Then [Expected outcome]	Tableau or matabase?
19	As an Education Training Manager I want to update our CRM system with training officers who work with the school on events that we have found using database So that we can have efficient and accurate management of data	Others	0		MVP?	Given [Current state] When [User action] Then [Expected outcome]	How do you capture this in your present system? Access to Ed. Training Manager to edit?
20	As an HCS Administrator I want integration with other systems e. e-portfolio, recruitment systems, assessment and progression data So that we can have efficient and accurate management of data	Others	2			Given [Current state] When [User action] Then [Expected outcome]	How do you manage the integration presently?
21	As a HCS Administrators I want admin rights protection So that new users require training before being allowed to make changes	Others	0	Confirmation messages to check if you want to delete update or information or not		Given [Current state] When [User action] Then [Expected outcome]
22	As an HCS Administrators I want system that enables continued communication with trainees who have completed e.g Alumni So that ........	Others/Communication	0			Given [Current state] When [User action] Then [Expected outcome]	Similar to s/n 13
23	As an HCS Administrators I want easily accessible, efficient and stable system as current system is very slow when working remotely So that I can work more efficiently remotely	Others	0		MVP?	Given [Current state] When [User action] Then [Expected outcome]	TIS should provide
24	As an HCS Administrators I want to be alerted when a trainee is due to return from Mat/Pat leave So that this can be checked and updated	Other/Notification	0			Given [Current state] When [User action] Then [Expected outcome]
25	As an HCS Administrators I want a system where multiple users can access same information at the same time So that ........	Others	1		MVP?	Given [Current state] When [User action] Then [Expected outcome]	TIS should provide

From Workshop: Current HCS system Pains/Gains

Current HCS System pains

Comments on Pains

Current HCS system Gains

Difficult to record Multiple employers and supervisors - This is the case for more than one placement
Regular crash of system
System is slow
Repeating updating the same information into multiple places
Trainees unable to update personal information
Trainee files not built into database - they are in different links
Information deleted by accident - unable to retrieve back
No save or undo function
Tracking of changes to trainee status e.g transfer- When move employer they might change
Have to click on a close button to close the database
Strange messages - Non-descriptive error messages
Log out issue
More precise reporting in an easier format
Information is very limited and not all in one place
Limited reporting options
Difficult to create custom report
Numerous versions (currently on number 20)
Remote access slow and unreliable

Pt1: Can TIS resolve this?

Pt5: TIS looking into Trainee App but not sure if edit by trainee is part of the MVP

Pt6: Might need more info on what is contained in the trainee file but there should be a database that captures trainee info.

Pt7/8: Can information deleted be retrieved by TIS or is there a pop-up in TIS?

Pt9: How?

Pt13/15/16: Need to agree on Reporting- Tableau/metabase?

Although limited, a standard report is easy to pull- Easy basic reprort
Most of trainees details in one place
Has information we need
Multiple users can use at the same time
All information about a whole trainee pathway in one place
Only has our information - do not have to filter out irrelevant information
Easy/Quick access to database from desktop

From the Workshop: User Groups

User Group	Comment	Who need Access (Y/N) and what sort of Access? read only/add/edit?
Training Programme Directors	Part of school. Provide trainee support and they have access to trainee information
HCS Administrators
Programme Support Lead Administrator
Curriculum Support Officer
Lead Administrator
Education Training Manager
Trainee Support Case Manager
Trainee Programme Co-coordinator -TPC
Training Officers or Workplace Supervisor	Give advise on which trainee they will supervise - Can they update certain trainee details on the system?
Trainees
Researchers	To analyse and report trend/data
Academy of HCS - AHCS	Regulator
Health and Care Professions Council - HCPC	Clinical Regulator
Professional Bodies
Universities	Running academic programmes
Commissioners	Approve funding, recruitment

Questions and Assumptions (To be reviewed with HCS and TIS stakeholders)

S/N	Questions or Assumptions	Comments
1	Need to know the type of access they (HCS) will have on TIS. This will help to determine the access James will give in Tableau/Metabase	Ade to speak to HCS and TIS
2	What are the information they (HCS) need to know about the trainee in reporting. This will help James to set them up on Tableau?	Ade to speak to HCS and TIS
3	Data migration and Reporting might form the MVP with other requirements to be post MVP	To agree with HCS and TIS
4	What are the assessment you carry out that needs to be captured? How do you capture them and who update on your system?	(STP) Assessment Work base? Competencies and Curricula (Assessment per specialism)? Mid-term Review of Progression (MRP) which is conducted by the National School of Healthcare Science – 2^nd year Objective Structured Final Assessment (OSFA) held at end of 3years for Fit to Practice – 3^rd year HSST Assessment annual review of progression (ARP) in each year towards development as consultant clinical scientists (CCS)
5	What is a Programme in HCS context?
6	What is specialisms in HCS context?
7	What is Rotation in HCS context?
8	What is a post in HCS context?
9	What is Curricula in HCS context?
10	What is a Role in HCS context	How do we address this as regard to Reference table? TIS has got a list of roles
11	What access will the following have in TIS? Trainee (STP and HSST…) HCS Higher Education Institutions (HEIs) Work based providers Accredited work-based departments Training Departments Training Managers (STP) Training Officer, (STP) Supervisor, (STP) Assessor, (STP) Reviewers Training coordinator (STP) Raters Reviewers -(STP) Trainer (Training the trainer)??? Are they needed in this on-boarding? HEE local Offices Lead Scientist (for HSST) Trust Education Lead (for HSST) Health and Care Professions Council (HCPC) (for HSST) Universities
12	Do you need to able to upload trainee documents on TIS? Documents like: DOPS (Directly Observed Procedural Skills); CBD (Case based discussion) and OCE (Observed Clinical Examination) Memorandum of Understanding (MOU) between trainee and schools Exceptional Extenuating Circumstances Application Form Transfer of Training application form for trainees Observed Clinical Events (OCE) – For PTP
13	How do we handle the issue of Person ID in this with the Person Application Code: RGSCID field in HCS?	Alex: They are use when they start programme. it is the applicant (trainee) oriel number. Not system generated. From England. Please note: This is different for other part of UK. How do we capture this if necessary?
14	Telephone Number field in TIS	HCS is happy with one of these- Personal Phone or Work Phone provided as Telephone number. Ade: TIS will not need to create Personal Phone or Work Phone but use TIS field - Telephone Number????
15	Mobile Number Field in TIS	HCS is happy with one of these- Personal Phone or Work Phone provided as Mobile Number. Ade: TIS will not need to create Personal Phone or Work Phone but use TIS field - Mobile number???
16	Email address	Work Email or Academic or Email or Personal Email on HCS. HCS will use the preferred email selected by trainee as the email address to update TIS so TIS email address is okay????
17	How important are these fields for HCS? Which one can you do without?	AFC Band/Pay Grade? Salary Contract Type Qualification Mark Qualification Subject Certification Type Qualification Verified By School? Programme Type ASP Type Entry Type Previous Post HEI Hospital Trusts Review Outcomes MSc Outcome OSFA Type OSFA Result
18	Qualification	Free text in TIS Is this required as HCS have the qualification Type?
19	Programme Name on TIS	How do you want the Specialism along with the programme be display on TIS?
20	Rotation	Work place manage the rotation. Not captured?
21	Leaving destination	Stored in 2 diff. places as: when leave in-between programme When finish to capture their next destination How is leave in-between programme captured in HCS?
22	Curriculum	Need to agree how this will be presented. Should it be University Name_Program type_ASP type/HSST Cohort/HSST Pathway? HSST Cohort Cohort 1 Cohort 2 Cohort 3 Cohort 4 Cohort 5 Cohort 6 There are codes in HCS of how they log their curriculum. Unique identifier??????? See details of each in the Reference table
23	Curriculum	The TIS curriculum start and end dates should be kept as the programme start and end dates in HCS??
24	Post Number	Alex to get back and find out There is National Post number in TIS. Is there any similar think in HCS with placement/post?
25	Site	How is this captured in HCS? Do we need to create two fields Site- employer and site specific site? may be the site on TIS should be uses as the specific site and another field employer site be created????? 2 fields Employer specific site TIS need to cover non-nhs/ODS list employer

HCS /TIS Collaboration

User Stories and other feedback from workshop of 12/09/2018

Attendees

From Workshop: Current HCS system Pains/Gains

From the Workshop: User Groups

Questions and Assumptions (To be reviewed with HCS and TIS stakeholders)

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