Assessments - Scenarios

Creation of a single event (batch add is addressed in a separate scenario)

Logged in Authorised User

ARCP dates known

User navigated to Assessments area on TIS

Applicable to both Medical and Dental trainees for MVP.

Healthcare Science and Pharmacy have developed their processes around the Gold Guide so these developments will support these disciplines when they come on line.

View all or search assessments in a summary screen

Assessment event flagged against trainee record

Notification sent to Assessment Panel and Trainee

Assessment event flagged in Trainee UI 

1. Select Assessment from UI menu
2. Select Create a new assessment
3. Enter relevant field data for new assessment including options to generate Form R
4. System auto-saves details as they progress
5. User saves
6. New assessment event added to summary list page
7. Assessment event information displayed in Trainee UI

AS-2 Bulk create assessments

• Rule: Only specified fields can be entered

• Rule: 9 months from last review, flag trainees names in People list, create assessment to clear
• Error: where mandatory fields not completed

• Error: you must select 1 trainee before you can create a new assessment

Who created the assessment and when

Present audit log to all with view permissions

Logged in Authorised User

Review dates known

User navigated to Bulk Uploads space

View all or searched assessments in a summary screen

Assessment event flagged against trainee records

Notification sent Assessment Panel and Trainees

Assessment event flagged in Trainee UI 

1. Select to bulk create assessments
2. Download spreadsheet
3. User completes spreadsheet
4. Upload completed spreadsheet
5. User saves action
6. System validates spreadsheet
7. System creates records on OK values
8. Confirmation message is displayed on screen
9. Confirmation of assessment is recorded against Trainee record
10. New assessment event added to summary list page

People Process:

1. Download the template from TIS
2. Populate the spreadsheet with people records
3. Upload spreadsheet
4. System validates spreadsheet
5. System creates new records based on spreadsheet values
6. System presents a list of newly created records for review/update
7. Account/Profile of trainees created??
8. Notifications sent to trainnes with credentials??

• Rule: Only specified fields should be entered
• Rule: spresdsheet can only be completed if completely correct (Joanne Watson (Unlicensed) - please confirm)
• Error: where data is incomplete i.e. mandatory fields completed incorrectly

• Error: where mandatory fields not completed

• Error: Structure of the template expected by the import does not match, i.e. file format/column names/order expected do not match

• Error: Duplicate rows identified in the spreadsheet

• Error: Duplicate record of a person already exist on the system.

If Excel upload valid, then validation should be done on those fields (see People Scenarios PP-6)

Who created the assessment and when

Present audit log to all with view permissions

Logged in Authorised User

User navigated to Assessments list

View all or searched assessments in a list screen

Notification sent to Panel and Trainee

Can we investigate the possibility of optional notifications going to the trainee?

1. View list with column headers defined
2. Search or click into a single row to view detail on a particular Trainee
3. System presents detailed assessment view
4. Edit detail in field
5. Save
6. Close
7. System sends notification

• Rule: Only specified fields are editable
• Error: Only one user allowed to edit a trainee assessment at a time

• Error: mandatory fields not completed
• Rule: only one editor per assessment event at a single point in time
• Rule: remove assessments that have "Completed" or "Assessment Completed" from list

Log changes to any of the field values and when and who made the changes

Present audit log to all with view permissions

Alistair Pringle (Unlicensed) , Joanne Watson (Unlicensed) - we need to discuss this process for both the trainee view and the admin view, as they seem to be out of sync

Assessment is imminent (Part B)

Trainee has been assigned a GMC number (Part A)

1. User navigates to Form R space within trainee record
2. System presents form in editable view
3. System autopopulates relevant fields
4. User selects to generate Form-R (Part A/B) PDF
5. User sends PDF by snail mail or email or trainee

NB: field validation can be found here -

Part A

Part B

• error: all mandatory fields should be completed

Who generated form

Date / time generated

Date / time shared with trainee

Name of trainee

Trainee has completed their Form R on PDF

Trainee has submitted their Form R directly to the Local Office

1. Admin reviews PDF submission
2. Admin enters relevant data into Form R or Person Record (as applicable)
3. Admin saves
4. User selects to submit Form R

• error: mandatory fields must be completed

Admin can view list of submitted forms

Admin can extract a PDF of the submitted forms

1. Navigate to Person Record
2. View Form R History
3. Select to extract PDF
4. System generates PDF

• system should stop user from re-editing subitted forms

National/Regional workforce/data colleagues

Local Office Admins

1. Report criteria used to create extract
2. Local Office Admins correct the data
3. Local Office Admins extract the data for submission

User can view outcome for a particular trainee

User can click through to view further detail on that assessment for a particular trainee

1. Navigate to person record
2. Select drop down to view Assessment Outcome
3. View Assessment Outcome
4. Click to view/edit further detail
5. System takes user to detailed view within Assessments area

View in Person Record

• person record shows outcome only
• click through to assessments detail page within Assessment
• Fields within "Post Assessment Detail" only

NB: System should present a "back" function, allowing user to return to the trainee record directly from the assessment

• read only view

TISDEV-3233